agenda - shire of collie · 12/12/2017 · agenda - ordinary meeting of council tuesday, 12...

AGENDA

for the

ORDINARY MEETING

OF COUNCIL

to be held on

Tuesday, 12 December 2017

PLEASE READ THE FOLLOWING DISCLAIMER BEFORE PROCEEDING

Members of the public are cautioned against taking any action on Council decisions, on items on this evening's Agenda in which they may have an interest, until such time as

they have been advised in writing by Council staff.

Council’s Vision

Collie – a connected, committed and creative community.

Values

The core values at the heart of the Council’s commitment to the community are:

• Acting with integrity, transparency and accountability

• Leading the delivery of the community’s vision

• Enabling community-led endeavours to make the Shire of Collie a better place

• Respectful progress

N O T I C E O F M E E T I N G

Please be advised that meeting of the

Ordinary Meeting of Council

commencing at 7:00pm

will be held on


in Council Chambers at 87 Throssell Street, Collie WA,

___________________ David Blurton

Chief Executive Officer 8 December 2017

DISCLAIMER The advice and information contained herein is given by and to the Council without liability or responsibility for its accuracy. Before placing any reliance on this advice or information, a written inquiry should be made to the Council giving entire reasons for seeking the advice or information and how it is proposed to be used.

Please note this agenda contains recommendations, which have not yet been adopted by Council.

MEETING SCHEDULE

December 2017 – December 2017 Councillors are reminded of the following meetings. Please note that other meetings may be planned that are not shown here. Councillors are advised to contact the Committee’s Presiding Member/Chairperson if in doubt.

Tuesday 12 December 2017 Ordinary Meeting of Council

7.00pm in Council Chambers

Monday 29 January 2018 Museum Transition Committee

4.00pm in Library Undercroft Room

Tuesday 30 January 2018 Townscape Advisory Committee

9.00am in Library Undercroft Room

Thursday 1 February 2018 Weeds & Waterways Advisory Committee

9:00am in Council Chambers

Thursday 1 February 2018 Access and Inclusion Committee

12.15pm in Elected Members Room

Thursday 8 February 2018 Community Safety and Crime Prevention Committee

2.00pm in Library Undercroft Room

SHIRE OF COLLIE DISCLOSURE OF FINANCIAL INTEREST AND INTERESTS AFFECTING IMPARTIALITY

To: Chief Executive Officer

As required by section 5.65(1)(a) or 5.70 of the Local Government Act 1995 and Council’s Code of Conduct, I hereby declare my interest in the following matter/s included on the Agenda paper for the Council meeting to be held on 12 December 2017.

Item No. Subject Details of Interest Type of Interest Impartial/Financial/

Proximity

*Extent of Interest

(see below)

* Extent of Interest only has to be declared if the Councillor also requests to remain present at a meeting, preside, or participate in discussions of the decision making process (see item 6 below). Employees must disclose extent of interest if the Council requires them to.

Name (Please Print) Signature Date NB 1. This notice must be given to the Chief Executive Officer prior to the meeting or at the meeting

immediately before the matter in which you have declared an interest is discussed, Section 5.65(1) (a) & (b).

2. It remains Councillors’/Employees’ responsibility to make further declarations to the Council if a matter arises during the course of a meeting and no previous declarations have been made.

3. It is a Councillor’s/Employee’s responsibility to ensure the interest is brought to the attention of the Council when the Agenda item arises and to ensure that it is recorded in the minutes.

4. It remains the Councillor’s responsibility to ensure that he/she does not vote on a matter in which a declaration has been made. The responsibility also includes the recording of particulars in the minutes to ensure they are correct when such minutes are confirmed.

5. It is recommended that when previewing Agenda, Councillors mark Agendas with items on which an interest is to be declared and complete the declaration form at the same time.

6. Councillors may be allowed to remain at meetings at which they have declared an interest and may also be allowed to preside (if applicable) and participate in discussions and the decision making process upon the declared matter subject to strict compliance with the enabling provisions of the Act and appropriately recorded resolutions of the Council. Where Councillors request consideration of such Council approval the affected Councillor must vacate the Council Chambers in the first instance whilst the Council discusses and decides upon the Councillor’s application.

Remember: The responsibility to declare an interest rests with individual Councillors/Employees. If in any doubt seek legal opinion or, to be absolutely sure, make a declaration.

Office Use Only: Date/Initials

1. Particulars of declaration given to meeting _____________________________

2. Particulars recorded in the minutes _____________________________

3. Signed by Chief Executive Officer _____________________________

Local Government Act 1995 - SECT 5.23

Meetings generally open to the public

5.23. (1) Subject to subsection (2), the following are to be open to members of the public

(a) all Council meetings; and

(b) all meetings of any committee to which a local government power or duty has been delegated.

(2) If a meeting is being held by a Council or by a committee referred to in subsection (1) (b), the Council or committee may close to members of the public the meeting, or part of the meeting, if the meeting or the part of the meeting deals with any of the following --

(a) a matter affecting an employee or employees;

(b) the personal affairs of any person;

(c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting;

(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting;

(e) a matter that if disclosed, would reveal --

(i) a trade secret;

(ii) information that has a commercial value to a person; or

(iii) information about the business, professional, commercial or financial affairs of a person, where the trade secret or information is held by, or is about, a person other than the local government;

(f) a matter that if disclosed, could be reasonably expected to --

(i) impair the effectiveness of any lawful method or procedure for preventing, detecting, investigating or dealing with any contravention or possible contravention of the law;

(ii) endanger the security of the local government's property; or

(iii) prejudice the maintenance or enforcement of a lawful measure for protecting public safety;

(g) information which is the subject of a direction given under section 23 (1a) of the Parliamentary Commissioner Act 1971; and

(h) such other matters as may be prescribed.

(3) A decision to close a meeting or part of a meeting and the reason for the decision are to be recorded in the minutes of the meeting.

http://www.austlii.edu.au/cgi-bin/disp.pl/au/legis/wa/consol_act/lga1995182/s1.4.html#employee

http://www.austlii.edu.au/cgi-bin/disp.pl/au/legis/wa/consol_act/lga1995182/s1.4.html#employee

http://www.austlii.edu.au/cgi-bin/disp.pl/au/legis/wa/consol_act/lga1995182/s1.4.html#local_government





http://www.austlii.edu.au/cgi-bin/disp.pl/au/legis/wa/consol_act/lga1995182/s1.4.html#prescribed

SHIRE OF COLLIE

REVOKING OR CHANGING DECISIONS MADE AT COUNCIL MEETINGS

Local Government (Administration) Regulations 1996

(Regulation No.10) If a previous Council decision is to be changed then support for a rescission motion must be given by an Absolute Majority of Councillors (that is at least 6 Councillors) if a previous attempt to rescind has occurred within the past three months or, if no previous attempt has been made the support must be given by at least 1/3rd of all Councillors (that is at least 4 Councillors).

Regulation 10(1a) also requires that the support for rescission must be in writing and signed by the required number of Councillors, including the Councillor who intends to move the rescission motion.

Any rescission motion must be carried by the kind of vote that put the motion into place in the first instance (that is, if carried originally by an Absolute Majority or Special Majority vote then the rescission motion must also be carried by that same kind of vote). If the original motion was carried by a Simple Majority vote then any rescission motion must be carried by an Absolute Majority vote.

__________________________________________ To the Presiding Member, The following Councillors give notice of their support for the bringing forward to the

Council meeting to be held on _________________________ of a motion for rescission of

Council resolution number ______________ as passed by the Council at its meeting held

on _________________________

Councillor’s Names Councillor’s Signature

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________ _______________________________

__________________________________________________________________

CONTENTS

1. OPENING/ATTENDANCE/APOLOGIES & LEAVE OF ABSENCE ...................................................................................................... 1

2. AUSTRALIAN CITIZENSHIP CEREMONY .......................................................................................................................................... 1

3. PUBLIC QUESTION TIME .................................................................................................................................................................... 1

4. RESPONSES TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ....................................................................................... 1

5. DISCLOSURE OF FINANCIAL INTEREST .......................................................................................................................................... 2

6. PETITIONS/DEPUTATIONS/PRESENTATIONS/SUBMISSIONS ....................................................................................................... 2

7. NOTIFICATION OF MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC .................................................. 2

8. ITEMS BROUGHT FORWARD DUE TO INTEREST BY ATTENDING PERSONS ............................................................................ 2

9. CONFIRMATION OF THE PREVIOUS MEETINGS OF COUNCIL MINUTES .................................................................................... 3

10. BUSINESS ARISING FROM THE PREVIOUS MINUTES ................................................................................................................... 3

11. RECEIPT OF MINUTES OF COMMITTEE MEETINGS HELD SINCE THE PREVIOUS MEETING OF COUNCIL ........................... 3

11.1 Receipt of the Minutes of the Museum Transition Committee ...................................................................................................... 3

11.2 Adoption of the Recommendations of the Museum Transition Committee .................................................................................. 3

11.3 Receipt of the Minutes of the Townscape Advisory Committee ................................................................................................... 4

11.4 Adoption of the Recommendations of the Townscape Advisory Committee ............................................................................... 4

11.5 Receipt of the Minutes of the Bush Fire Advisory Committee ...................................................................................................... 4

11.6 Adoption of the Recommendations of the Bush Fire Advisory Committee .................................................................................. 4

11.7 Receipt of the Minutes of the Access and Inclusion Committee .................................................................................................. 5

11.8 Adoption of the Recommendations of the Access and Inclusion Committee ............................................................................... 5

11.9 Receipt of the Minutes of the Education Advisory Committee ..................................................................................................... 6

11.10 Adoption of the Recommendations of the Education Advisory Committee .................................................................................. 6

11.11 Receipt of the Minutes of the Plant Committee ............................................................................................................................ 6

11.12 Adoption of the Recommendations of the Plant Committee ......................................................................................................... 6

11.13 Receipt of the Minutes of the Economic Development Advisory Committee ............................................................................... 7

11.14 Adoption of the Recommendations of the Economic Development Advisory Committee ........................................................... 7

12. RECEIPT OF NON COUNCIL COMMITTEE MINUTES PRESENTED TO COUNCIL ........................................................................ 8

13. CEO REPORTS ..................................................................................................................................................................................... 9

13.1 Major Projects Report ........................................................................................................................................................................ 9

13.2 Review of WA Local Government Act (1995) .................................................................................................................................. 11

13.3 Building Better Regions fund (BBRF) grant application – Collie Motorplex stage 2 ........................................................................ 14

14. CORPORATE SERVICES REPORTS ................................................................................................................................................ 18

14.1 Collie Mineworkers Memorial Swimming Pool Fun Day Fees & Charges ...................................................................................... 18

14.2 Relocation of Boxing Equipment and Program – Roche Park to Collie PCYC ............................................................................... 21

14.3 Financial Report – October 2017 ................................................................................................................................................ 23

14.4 Renewal of Lease to Woodturners Association of WA – Collie Branch .......................................................................................... 26

14.5 Request for Donation of Swimming Pool Family Passes ................................................................................................................ 29

14.6 Direct Debit Fees for Roche Park .................................................................................................................................................... 31

15. DEVELOPMENT SERVICES REPORTS............................................................................................................................................ 33

15.1 Expression of Interest for Buckingham Hall .................................................................................................................................... 33

15.2 High-Band Radio System ................................................................................................................................................................ 36

16. TECHNICAL SERVICES REPORTS .................................................................................................................................................. 39

17. MOTIONS FOR WHICH PRIOR NOTICE HAS BEEN GIVEN ........................................................................................................... 39

18. QUESTIONS BY MEMBERS FOR WHICH DUE NOTICE HAS BEEN GIVEN ................................................................................. 39

19. URGENT BUSINESS APPROVED BY THE PRESIDING MEMBER OR BY DECISION .................................................................. 39

20. ANNOUNCEMENTS BY THE PRESIDING MEMBER AND COUNCILLORS ................................................................................... 39

21. COUNCILLOR DOCUMENTS OF INTEREST .................................................................................................................................... 39

22. ELECTED MEMBERS TRAINING OPPORTUNITIES ........................................................................................................................ 39

23. STATUS REPORT ON COUNCIL RESOLUTIONS............................................................................................................................ 39

24. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC .............................................................................................................. 39

25. CLOSE ................................................................................................................................................................................................. 39

SHIRE OF COLLIE

AGENDA - ORDINARY MEETING OF COUNCIL


Page 1

Agenda for the Ordinary Meeting of the Collie Shire Council to be held in Council Chambers, 87 Throssell Street Collie, on Tuesday, 12 December 2017 commencing at 7:00pm. 1. OPENING/ATTENDANCE/APOLOGIES & LEAVE OF ABSENCE

1.1 Councillors granted Leave of Absence at previous meeting/s.

1.2 Councillors requesting Leave of Absence for future Ordinary Meetings of Council.

1.3 Councillors who are applying for Leave of the Absence for this Ordinary Meeting of Council.

2. AUSTRALIAN CITIZENSHIP CEREMONY

3. PUBLIC QUESTION TIME A 15 minute public question time is made available to allow members of the public the opportunity of questioning Council on matters concerning them. Council Consideration towards the Public:

When public questions necessitate resolutions of Council, the matter is to be dealt with immediately to allow the public to observe the determination of the matter (obviates need for the public to wait an indeterminate period of time).

4. RESPONSES TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE A question was taken on Notice from the last meeting of Council. Closed Motion No. 7538 – Workshop Development (Stage 1 Lean To, Stage 2 Workshop and Office) – How long did it take to process this application? The application was lodged on 6 July 2017 and was assessed in the following manner:

• Internal assessment report commenced on 25 July

• Site Inspection 31 July

• Building/ Health and Tech Services assessments 31 July – 14 Aug

• Additional information requested on 1 August to determine outstanding issues of stormwater, justification for building height, clarification of staging and building design.

• Consideration at 22 August meeting – approved by Council

• Decision issued on 9 October by Acting Shire Planner (Delay caused by vacancy of position for interim period of time and subsequent processing delays).

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•

5. DISCLOSURE OF FINANCIAL INTEREST Councillors in attendance at meetings must disclose to the meeting any Agenda items upon which they have a Financial Interest. Section 5.65 of the Local Government Act 1995 requires Councillors to: a) give written notification of a financial Interest before the meeting; or b) at the meeting immediately before the particular matter is discussed (notification can be given verbally). A Disclosure of Financial Interest Form is attached to this Agenda (immediately behind the Index) and can be used be Councillors for disclosure purposes - simply tear out and hand to the Chief Executive Officer. Additional forms will always be available at Council/Committee meetings. Should Councillors be unsure on Disclosure of Financial Interest matters, further clarification can be obtained by reading Sections 5.53 to 5.59 inclusive of the Act.

6. PETITIONS/DEPUTATIONS/PRESENTATIONS/SUBMISSIONS Members of the public invited by the Chairperson may address the meeting after Standing Orders have been suspended.

• Ms Dale Miller Principal – Collie Senior High School to provide a presentation regarding the High Schools activities.

• A Petition has been received concerning the PCYC Gym at the Margaretta Wilson Community Centre.

Staff Comment: The reasons for the closure of the gym at the Collie PCYC are outlined by the PCYC Centre Manager in the appendix to Item 14.2 of this agenda. Additionally, the relocation of the gym to Roche Park has never been suggested by staff and is not considered an option.

7. NOTIFICATION OF MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC Councillors may disclose at this point any matters which they wish to have discussed ‘behind closed doors’ ie the meeting is closed to members of the public. Section 5.23 of the Local Government Act 1995 applies and the meeting may only go behind closed doors for matters expressly prescribed in the Act - see section of the Act appended immediately after the Disclosure of Financial Interest form.

Any decision (of the meeting) to close the meeting or part of the meeting and the reasons for the decision are to be recorded in the Minutes of the meeting.

8. ITEMS BROUGHT FORWARD DUE TO INTEREST BY ATTENDING PERSONS

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9. CONFIRMATION OF THE PREVIOUS MEETINGS OF COUNCIL MINUTES

Recommendation:

That Council confirms the Minutes of the Ordinary Meeting of Council held on Tuesday, 14 November 2017.

10. BUSINESS ARISING FROM THE PREVIOUS MINUTES Only items that have been deferred from a previous Ordinary Council Meeting for either further consideration by Councillors or for additional background information may be dealt with under this item. Details of Business Arising items will always be listed on the Agenda.

11. RECEIPT OF MINUTES OF COMMITTEE MEETINGS HELD SINCE THE PREVIOUS MEETING OF COUNCIL

11.1 Receipt of the Minutes of the Museum Transition Committee

Recommendation: That Council receives the minutes of the Museum Transition Committee held on 20 November 2017.

11.2 Adoption of the Recommendations of the Museum Transition

Committee

Recommendation: That Council adopts en bloc the recommendations contained within the minutes of the Museum Transition Committee held on 20 November 2017. That Council: 11.2.1 1. adopt an Acquisitions Sub-Committee be formed in accordance with

CS 7.1 Museum Collection Policy, with members to be Mr Joe Italiano, Mr Tom Reardon and Mrs Alison Kidman.

11.2.2 1. Return the photographic portrait of Private Edward Archer to Dr

Michael Christmass; 2. Return the George Lamerton diary and enclosed letter to Mr Don

Pike; and 3. Request that the original owers/donors permit a high-quality copy of

the items be made for retention and display at the Coalfields Museum. 11.2.3 authorise the Museum Transition Committee to initiate steps to

become incorporated as the Friends of the Coalfields Museum. 11.2.4 1. transfers the care and management of the Coalfields Museum and

its collections to the incorporated body (once the Friends of the Coalfields

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Museum group becomes incorporated), to be managed on behalf of the

people of Collie; and 2. continues to employ the Customer Service Officer at the Coalfields Museum with responsibility for the day to day operations, in liaison with the incorporated body.

11.3 Receipt of the Minutes of the Townscape Advisory Committee

Recommendation: That Council receives the minutes of the Townscape Advisory Committee held on 21 November 2017.

11.4 Adoption of the Recommendations of the Townscape Advisory

Committee

Recommendation: That Council adopts en bloc the recommendations contained within the minutes of the Townscape Advisory Committee held on 21 November 2017. That Council: 11.4.1 adopt the modified Terms of Reference 2017 as attached Appendix 3 of Townscape Advisory Committee meeting minutes 21 November2017.

11.5 Receipt of the Minutes of the Bush Fire Advisory Committee

Recommendation: That Council receives the minutes of the Bush Fire Advisory Committee held on 22 November 2017.

11.6 Adoption of the Recommendations of the Bush Fire Advisory

Committee

Recommendation: That Council adopts en bloc the recommendations contained within the minutes of the Bush Fire Advisory Committee held on 22 November 2017. That Council 11.6.1 adopt the BART app as the standard turnout method for Bush Fire Brigades across the Shire of Collie.

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11.6.2 formally adopt the updated brigade boundaries for the Shire of Collie as identified in the body of this report. 11.6.3 investigate options and costs for the lease of a portion of land located on or near Williams Road for the use of a brigade for Williams Road Bush Fire Brigade. 11.6.4 audit brigades on the number of hand held WAERN radios held by the Shire of Collie Bush Fire Brigades and establish the number of hand held WAERN radios required. 11.6.5 1. appoint Julian Martin as the Chief Bush Fire Control Officer, Shane Hickson as the Deputy Chief Bush Fire Control Officer and Julian Martin as the Fire Weather Officer for a period of two years until the appointment of officers in these respective positions following the 2019 local government elections.

2. Acknowledge Terry Hunter for the lengthy and committed service he has provided to the Council and the Community of Collie. 11.6.6 adopt the Bush Fire Committee Terms of Reference 2017 as attached and modified by the Committee.

11.7 Receipt of the Minutes of the Access and Inclusion Committee

Recommendation: That Council receives the minutes of the Access and Inclusion Committee held on 23 November 2017.

11.8 Adoption of the Recommendations of the Access and Inclusion

Committee

Recommendation: That Council adopts en bloc the recommendations contained within the minutes of the Access and Inclusion Committee held on 29 November 2017. That Council amend the Terms of Reference for the Access and Inclusion Committee by: 11.8.1 1. amending the name of the Committee to the Access and Inclusion Committee in all instances. 2. amending clause 4.2 by removing the sentence ‘Such Chairperson shall be one of the Shire of Collie Councillors appointed to the Committee.’ 11.8.2 That Council appoints Mr Geoffrey Wilks and Mrs Catherine Dowdell as community members to the Access and Inclusion Committee.

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11.9 Receipt of the Minutes of the Education Advisory Committee

Recommendation: That Council receives the minutes of the Education Advisory Committee held on 29 November 2017.

11.10 Adoption of the Recommendations of the Education Advisory

Committee

Recommendation: That Council adopts en bloc the recommendations contained within the minutes of the Education Advisory Committee held on 29 November 2017. That Council: 11.10.1 1. receive the DRAFT Youth Mental Health and Family Support Services Audit;

2. authorise the Education Advisory Committee to investigate providing support for and/or progressing the recommendations contained within the report; and

3. make the completed report available to stakeholders to use in support of their efforts to improve services and source funding for programs in Collie.

11.11 Receipt of the Minutes of the Plant Committee

Recommendation: That Council receives the minutes of the Plant Committee held on 6 December 2017.

11.12 Adoption of the Recommendations of the Plant Committee

Recommendation: That Council adopts en bloc the recommendations contained within the minutes of the Plant Committee held on 6 December 2017. That Council: 11.12.1 adopt the modified Terms of Reference 2017 as attached Appendix A of the Plant Committee Meeting. 11.12.2 staff to investigate costings to put GPS tracking devices on Shire owned vehicles and heavy plant and report back to the Plant Committee including a feature comparison between different systems.

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11.12.3 replace CO19304 Kubota 4240 Cab Tractor with a Kubota M8540 DHC Cab Tractor 85HP at the purchase price of $65,730.00 ex GST minus trade-in price of $12,000 ex GST with a changeover of $53,730 ex GST from Bunbury Machinery.

11.13 Receipt of the Minutes of the Economic Development Advisory

Committee

Recommendation: That Council receives the minutes of the Economic Development Advisory Committee held on 6 December 2017.

11.14 Adoption of the Recommendations of the Economic Development

Advisory Committee

Recommendation: That Council adopts en bloc the recommendations contained within the minutes of the Economic Development Advisory Committee held on 6 December 2017 That Council: 11.14.1.adopt the draft terms of reference for the Economic Development Advisory Committee as identified at appendix 1 with modifications identified; 11.14.2. note that no nominations were received from the public as representatives on the EDAC and on this basis, extend the expression of interest period to 12th January 2018; 11.14.3. conduct a review of the strategies identified in the Re-Imagining Collie report to determine priority and relevance and in consideration of the Labor Plan for Collie-Preston; 11.14.4. reaffirm the committee’s intention to work collaboratively with the Collie Futures group once established, and provide support where possible; 11.14.5. write to the Department of Jobs, Tourism, Science and Innovation, the Department of Primary Industries and Regional Development and the local member seeking urgent clarity on the level of government support and the progress of the Collie Futures group and advise that Council has funding available to contribute towards economic development in the Shire of Collie. 11.14.6. write to relevant state government agencies advocating the removal of restrictions currently limiting the broader use of the Shotts Industrial Park. 11.14.7. write to organisations including National Energy Resources Australia (NERA), Australian Renewable Energy Agency (ARENA) and relevant universities to ascertain if they can assist in Collie's economic diversification and inviting them to present to the committee.

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11.14.8. consider the appointment of an Economic Development Manager to seek out, progress and develop economic development opportunities for Collie, either funded by Council or co-funded with state government support.

12. RECEIPT OF NON COUNCIL COMMITTEE MINUTES PRESENTED TO COUNCIL Nil

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13. CEO REPORTS

13.1 Major Projects Report

Reporting Department: Chief Executives Office

Reporting Officer: David Blurton – Chief Executive Officer

Accountable Manager: N/A

Legislation N/A

File Number:

Appendices: Yes – Appendix 1

Voting Requirement Simple Majority

Report Purpose:

To update Council on the progress of various major projects being undertaken in the financial year.

Officer’s Recommendation/

That Council receives the Major Project Update Report as provided at Appendix 1.

Background: Council has established a range of initiatives under its strategic plan which will be progressed over the current financial year. Forming part of the accountability commitment and in order to keep the Council informed on the progress of various works a project update report is provided.

Statutory and Policy Implications: N/A

Budget Implications: N/A

Communications Requirements: (Policy No. CS 1.7) Provided to all staff members (revised version)

Strategic Plan Implications: Key Objective 5.0 - Our Business Our Goal:

To make decisions and manage the resources of the organisation in a sustainable manner, with a focus on; ▪ Effective medium – long term planning ▪ Effective Communication ▪ Development of our staff ▪ Achieving high standards in the management of Council’s financial

resources. ▪ Managing risk at an acceptable level. ▪ Fulfil the Council’s strategic Goals and Objectives.

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Relevant Precedents: Major Project Update reports are presented to Council quarterly.

Comment: Given the number and wide range of projects questions pertaining to individual items would be appreciated prior to the meeting.

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13.2 Review of WA Local Government Act (1995)

Reporting Department: CEO Office

Reporting Officer: David Blurton - CEO

Accountable Manager: David Blurton - CEO

Legislation WA Local Government Act 1995

File Number:



Report Purpose: To provide Council with the opportunity to prepare a submission relating to the review of the WA Local Government Act (1995) (the act).

Officer’s Recommendation:

That Council prepare a submission to the Department of Local Government relating to the review of the WA Local Government Act (1995) supporting the WALGA submission (refer appendix x) with the following exceptions;

- Tender threshold limits should remain at $150,000 as per the current Act.

- In relation to gifts declarations, retain a category of prohibited gifts with a limit of

$300.

- Provide clearer definition in the Act to better differentiate the roles of Councillors

and Staff.

Background:

The new state government has committed to a review of the Act and announced that this will be undertaken in two parts.

Phase one of the review will focus on four key areas:

• Electronic availability of information • Meeting public expectations for accountability, including gift disclosures • Meeting community expectations of standards, ethics and performance • Building capacity through reducing red tape.

Local governments and the community will be invited to have their say throughout the consultation period with a discussion paper has previously been released from WALGA. Following feedback from the various zones, a report was prepared for the state Council meeting of WALGA on 6th December. This report is attached at Appendix 2 and forms the basis of the officer’s recommendation.

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The second part to the review will commence in 2018, and is aimed at ensuring local governments are positioned to deliver for the community by examining ways to:

• increase participation and public confidence in local government elections. • increase community participation in local government decision-making. • improve financial management, including through local government

enterprises. • build capacity through reducing red tape

The review will be supported by a reference group with representation from the Western Australian Local Government Association, Local Government Professionals Australia (WA), Western Australian Electoral Commission, Western Australian Council of Social Service, Regional Chamber of Commerce and Industry and the WA Rangers Association.

Statutory and Policy Implications: WA Local Government Act (1995)

Budget Implications:

N/A

Communications Requirements: (Policy No. CS 1.7) Written communication to the Department of Local Government and Communities.

Strategic Community Plan/Corporate Business Plan Implications:

5.1 Good governance and leadership

5.1.1 Implement Council’s communication strategy

5.1.2 Promote the role of Council by informing, resourcing, skilling and supporting Elected Members

5.1.3 Represent and promote the Shire at a local, regional, state and national level

5.1.4 Promote collaboration with other Councils on a local and regional level

5.1.5 Administer local laws and ensure compliance with statutory obligations

Relevant Precedents: N/A

Comment:

Staff agree with most proposals presented by WALGA, with a few exceptions. 1. Council’s purchasing policy requires a tender process to be undertaken for any

purchases over $100,000. This is at odds with the sectors position which, has

recommended an increase in the tender threshold in the financial Management

regulations to $250,000 to align with state government policies.

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2. Significant changes are suggested by WALGA in regards to the gift provisions of

the act and whilst staff consider that most suggestions represent improvements to

the current situation, there should still be an upper value limit of gift value in place

for the purposes of transparency and to minimise the risk of misconduct by staff

and Councillors.

3. In the opinion of staff the roles of both Councillors and staff could be better

defined in the act to provide clarity for the benefit of both parties.

Any further comments or suggestions made by Council will be incorporated into the submission and be referred directly to the department of local government and communities.

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13.3 Building Better Regions fund (BBRF) grant application – Collie Motorplex stage 2

Reporting Department: CEO Office

Reporting Officer: David Blurton - CEO

Accountable Manager: David Blurton - CEO


File Number:

Appendices: No


Report Purpose:

To seek Council support regarding Collie Motorplex Stage 2 development.


That Council

1. endorse the Shire of Collie being the applicant for grant funding through the

Federal Building Better Regions Fund for the Collie Motorplex Upgrade Stage 2

Project;

2. refer an amount of up to $50,000 as in kind support to the 2018/19 draft budget

process.

Background:

The Collie Motorplex facility is recognised as an important regional facility which provides substantial economic benefit for Collie. Motoring South West, CAMS and MA have advised that with further improvements there is an opportunity to host higher profile events including national and state rounds of both motorbike and car racing disciplines. This would in turn attract greater numbers of competitors, support crews, spectators and potential sponsors which would further enhance the economic benefit for the town and the region generally.

Council’s role in the development of the facility is essentially project management and support and to this end Council is currently overseeing the 1km track extension project at a cost of $2.7m. Funding for this project has been made available from the Departments of Sport and Recreation and Regional Development as well as Shire cash and in-kind contributions.

At its meeting in March 2016, the Council received a report relating to the Collie Motorplex facility and resolved as follows;

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6995 - That Council 1. Receive the correspondence from MSW as attached at Appendix 1. 2. Support the request from Motoring South West (MSW) for the reallocation of DSR, CLGF grants and Councils own contribution towards the following priorities

a - resurface / drainage / track extension b - erection of overhead footbridge c - spectator facilities / shade sails d - competitor areas / hardstand / shaded parking e - drag strip f - drifters circuit g - machinery h – building

The federal government has recently announced a new round of the Building Better Regions Fund (BBRF) which aims to support infrastructure projects in the region. MSW are considering an application under this scheme to resurface the existing track, construct an overhead footbridge and connecting paths and upgrade the spectator and marshalling areas. Council staff have been preparing the application on behalf of MSW thus far.

The BBRF guidelines required 50% matched funding for any project and projects are required to demonstrate outcomes under four essential criteria which are; proven economic benefit, proven social benefit, value for money and capacity to deliver. The closing date for applications is 19th December 2017.

The project has the support of the State Government, the Federal member for O’Conner, motorsport racing bodies, Bendigo Community Bank, the Collie Chamber of Commerce, and a number of other organisations.



The following sources of funding have been identified for the project to date which will form the matching 50% component of the application.

Source Amount Confirmed? y/n

State government – Department of Regional Development

$314,000 Yes

Bendigo Community Bank (subject to Federal funding approval)

$450,000 Yes

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Premier Coal (in kind) $172,000 Yes

Other potential funding $25,000 No

Shire of Collie (in kind) $50,000

Total $1,011,000

Council is not required to contribute financially to the project, however the application guidelines state that a contribution from the applicant would improve the chances of approval. it is suggested that Council could provide project management services which would involve overseeiing the Stage 2 project through contract negotiations, procurement of goods and services, regular grant reporting, contractor meetings, financial management and acquittals.

Communications Requirements: (Policy No. CS 1.7) N/A

Strategic Community Plan/Corporate Business Plan Implications:

2.3 A growing tourism industry

2.3.1 Support the provision of appropriate visitor servicing facilities including the Collie Visitor Centre

2.3.2 Support local and regional tourism destination management and marketing initiatives that provide local tourism growth; including:

▪ Collie Caravan Park

▪ supporting development of Lake Kepwari and Collie Motorplex

▪ support development of camping facility managed by the Department of Parks and Wildlife (DPAW)


Comment: The Collie Motorplex Upgrade Project represents an opportunity for Collie to become the home of motorsport in the South West and a facility of State and National significance. It will enhance Collie as a major tourist destination and as a place to invest. Several business cases which have been completed to secure funding over past years have demonstrated the economic and social benefits for the town and the region. It is for this reason that support is recommended for an application under the BBRF scheme.

Successful projects are expected to be announced in May or June 2018 at which time

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further consideration can be given to Council’s contribution towards the project.

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14. CORPORATE SERVICES REPORTS

14.1 Collie Mineworkers Memorial Swimming Pool Fun Day Fees & Charges

Reporting Department: Corporate Services

Reporting Officer: Allison Fergie – Director Corporate Services

Accountable Manager: Allison Fergie – Director Corporate Services

Legislation: WA Local Government Act (1995)

Appendices: No

File Number: RCS/002, FIN/005

Voting Requirements: Absolute Majority

Report Purpose:

For Council to consider the introduction of fees and charges for the Collie Mineworkers Memorial Swimming Pool Fun Day.

Officer’s Recommendation: That Council adopts by an ABSOLUTE MAJORITY, the fees and charges for fun day(s) at the Collie Mineworkers Memorial Swimming Pool as the table in the body of this report effective from Friday 15 December 2017.

Background: A fun day has been planned for the Collie Mineworkers Memorial Swimming Pool for Sunday 17 December 2017. The fun day will include the hire of inflatable rollers, bumper boats, a bubble igloo disco dome with industrial bubble machine and music, and a soccer darts board. The program for the day will be delivered by H2orb in collaborations with pool staff. Insurance certificates of currency for the company delivering the fun day have been provided and assessed by LGIS as adequate. Images of the equipment supplied for the activities are shown below.

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While increased attendance on the day would contribute to the cost of the fun day, it is usual to charge additional fees when providing special equipment such as on this occasion. The proposed fees for the day are shown in the table below.

PROPOSED FUN DAY CHARGES – All charges are for single entry

GENERAL [NON-CONCESSION] ENTRY

Adult [aged 18 and over] participating in activities $ 10.00

Child aged 3 yrs and under with supervising parent not swimming $ 5.00

Child aged 4 and 5 years with supervising parent not swimming $ 9.00

Student – age 13+ must produce proof of enrolment/student card $ 9.00

Family group of 2 Adults & 2 Children aged under 18 $ 25.00

Each subsequent child in Family entry $ 5.00

CONCESSION ENTRY [Health Care Card, Pension Card, Disability Card]

Adult [aged 18 and over] participating in activities $ 8.00

Child aged 3 yrs and under with supervising parent not swimming $ 5.00

Child 4 and 5 years with supervising parent not swimming $ 8.00

Student – age 13+ must produce proof of enrolment/student card $ 8.00

Family group of 2 Adults & 2 Children under 18 $ 20.00

Each subsequent child in Family entry $ 5.00

Child under 18 with disability card Free

SEASON TICKET HOLDERS

Holders of a season ticket per single entry $ 5.00

Statutory and Policy Implications: Section 6.16 to 6.19 of the WA Local Government Act (1995) governs the imposition of fees and charges.

Budget Implications: Council has allocated a budget of $3,500 to program expenses at the pool and there is a corresponding program revenue account. It is anticipated that the cost of the fun day of $2,600 will be matched by revenue on the day, with little or no nett cost to Council.

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As required by section 6.17 of the act, the following was taken into account in determining the amount of a fee or charge for a service; (a) the cost to the local government of providing the service or goods; (b) the importance of the service or goods to the community; and (c) the price at which the service or goods could be provided by an alternative

provider.

Communications Requirements: (Policy No. CS 1.7) The new fees are required to be advertised as per Sec 6.19 of the Local Government Act 1995 as presented below; 6.19. Local government to give notice of fees and charges

If a local government wishes to impose any fees or charges under this Subdivision

after the annual budget has been adopted it must, before introducing the fees or

charges, give local public notice of —

(a) its intention to do so; and (b) the date from which it is proposed the fees or charges will be imposed.

Strategic Community/Corporate Business Plan Implications:

Goal 1 OUR COMMUNITY A vibrant, supportive and safe community

1.2 Participation in sport, recreation and leisure opportunities.

1.2.1 Provide and promote sport, recreation and leisure facilities and programs

1.2.2 Provide support to local sport and recreation clubs and groups to increase participation

Goal 5: OUR BUSINESS Good governance through an effective, efficient and sustainable organisation

5.3 Financial sustainability and accountability

5.3.5 Provide corporate financial services that support the Shire’s operations and meet planning, reporting and accountability requirements

Comment: There has already been considerable interest in the fun day expressed by pool patrons. If successful, the early timing in the year will allow for the possibility of an additional fun day later in the season.

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14.2 Relocation of Boxing Equipment and Program – Roche Park to Collie PCYC






File Number: RCS/009

Voting Requirements: Simple Majority

Report Purpose:

For Council to consider the relocation of the boxing equipment and boxing program from Roche Park to the Collie PCYC.

Officer’s Recommendation: That Council approve the relocation of the boxing ring and equipment from Roche Park to the Collie PCYC on the condition that:- 1. the boxing ring and boxing equipment remains the property of the Shire of Collie;

2. the boxing ring and equipment will be retained in Collie should the boxing program at Collie PCYC be discontinued; and

3. the Collie PCYC be responsible for the maintenance of the boxing ring and equipment.

Background: The boxing program at Roche Park has operated under a Memorandum of Understanding [MOU] with the Shire of Collie since 1 March 2013. The MOU applied for a period of five years to the end of February 2018, and is now due for review. The Collie PCYC has written to the Shire requesting that the boxing program be relocated to the Collie PCYC building, and the letter from the Manager of the Collie PCYC can be found at Appendix 3. Staff have met with the Manager of the Collie PCYC and the coach of the boxing program. While there were three boxing coaches at the time of the boxing program commencing at Roche Park, two have since left Collie and there is significant time pressure on the remaining coach which could lead to the boxing program being unsustainable. If the program relocates to the Collie PCYC then more assistance is anticipated in the delivery of the program. Statutory and Policy Implications: Nil.

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The 2017/18 budget allocated an amount of $5,667 for boxing expenses and to date actual expenditure has been $63.64.

The 2017/18 budget included an estimated revenue of $4,000 from the boxing program, and to date the revenue has been $1,621.83.

There would be an expense involved in relocating the boxing ring, sponsor signage and other items of equipment. However, it is anticipated that volunteers will contribute to the relocation if approved by Council.

Communications Requirements: (Policy No. CS 1.7)

Written advice of Council’s decision to stakeholders, and notice to participants in the boxing program at Roche Park.


Goal 1 A vibrant, supportive and safe community




Comment: The boxing program has been successful but the departure of two of the three original coaches has placed a considerable time commitment on the remaining coach and means that the program is currently unsustainable at Roche Park. Relocation to the PCYC would contribute to the continuation of the boxing program for the youth of Collie. The boxing ring and other equipment has been purchased with a combination of program fees, donations from local organisations and individuals with the intent of the equipment being available for the youth of Collie. If the boxing program were to be discontinued at the Collie PCYC at some future point, then staff consider that the boxing ring and other equipment should remain in Collie and not be allocated to another PCYC as occurred when the boxing program was previously discontinued at the Collie PCYC.

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14.3 Financial Report – October 2017


Reporting Officer: Jay Bundela – Assistant Accountant

Accountable Manager: Allison Fergie – Director of Corporate Services

Legislation: Local Government Act 1995 & Financial Management

Regulations 1996

File Number: FIN/024



Report Purpose:

This report provides a summary of the Financial Position for the Shire of Collie for the month ending October 2017.

Officers Recommendation:

That Council accept the Financial Report for October 2017 as presented in Appendix 4.

Background: In accordance with Council policy and the provisions of the Local Government Act 1995, the Financial Report for the end of the period is presented to Council for information. Refer to Appendix 4.

Statutory and Policy Implications: WA Local Government Act 1995 Financial Management Regulations 1996

Budget Implications: Nil

Communications Requirements: (Policy No. CS1.7) Nil

Strategic Community Plan/Corporate Business Plan Implications: Nil


Comment: The report provided to Council as Appendix 4 is inclusive of the information required by the Local Government Act 1995 and includes information as set out in Council Policy.

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The report includes a summary of the financial position along with comments relating to the statements. If Councillors wish to discuss the report contents or any other matters relating to this, please contact Council Finance staff prior to the meeting.

Notes to the Financial Statements (items in bold represent new notes)

Operating Revenue by Program

1. Health is $12,011 over budget mainly due to awaiting confirmation of status of the Community House Officer ($10,483).

2. Recreation and Culture is $73,867 under budget due to delay in Swimming Pool revenue ($13,762) and anticipated receipts of Town Site Mountain Bike Trail Project grant ($54,500).

3. Transport is $104,618 under budget due to anticipated receipts for Roads to Recovery Grant ($65,875) and Main Roads Direct Grant ($27,453)

4. Other Property and Services is $52,119 under budget due to Profit on Asset Sale – PWO ($30,000), Workers Comp- Reimbursement ($11,664) and Private works revenue ($9,180). Profit on Asset Sale- PWO is under budget due to expected sale of Elouera road property and it is a timing factor.

Operating Expenditure by Program

5. Governance is under budget $53,215 due to various admin cost such as conferences, telephone, vehicle expense, advertising, photocopier lease and audit fees being under budget.

6. Economic Services is under budget by $48,308 mainly due to Reimagining Collie ($37,500) and expenditures on Sand and Gravel Pits ($10,393).

7. Other Property and Services is under budget by $121,659 due to Asset management expenditures ($15,000), Recovery of Vehicle License fee ($20,585), Salaries for Engineering ($19,626) and less allocation of wages and Depreciation expenditures.

Operating Revenue by Nature and Type

8. Grants and Subsidies are under budget by $279,864 due to FAG grant for 2017-18 received in 2016-17. This will be adjusted in Budget Review for 2017-18. Further Road related grants are still not received for which claim is already submitted.

9. Contributions and reimbursements are $14,711 under budget due to worker’s compensation Reimbursement and insurance Reimbursement being under budget Operating Expenditure by Nature and Type

10. Utility charges are $58,733 under budget mainly due to Lighting of Street ($18,845) and Utilities for Pool ($16,090) and Public Parks Passive ($12,807).

11. Depreciation is $186,147 under budget mainly due to reduction of Depreciation rate on some Infrastructure assets. This may result in less depreciation over the year to the total value of $558,546.

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12. Insurance is over budget $46,483 mainly due to annual premiums LGIS and other Workers compensation insurance. This is due to timing factor.

13. Non-Operating Grants, Subsidies and Contributions are under budget $116,911 mainly due to non-receipts of Road to Recovery and MSW Upgrade grants.

14. Profit on disposal of Assets is under budget by $30,000 due to expected sale of Elouera road property and it is a timing factor.

Non-Operating Expenditure)

15. Capital purchases are currently under budget year to date due to committed funding not yet received. Capital projects will continue to be monitored by the executive team, and major projects for 2017/18 are identified in the following table;

Project Original

Budget

YTD

Actual

Comment

MSW Upgrade Project 2,863,082 873,308

Project progress going satisfactory

Mornington Road 60,000 29,317 90% Complete

Mungalup Road 180,000 0 Scheduled Jan 2018

Wellington Dam Road 420,000 1,165 Scheduled Jan – Mar 2018

Prinsep/Forrest 50,000 0 Scheduled Jan 2018

Total - Regional Road Group works 710,000 30,481

Johnston Road (Local district road) 75,000 0 Complete

Cable Street (access road) 8,500 0 Scheduled Dec 17

ROWE ST (SLK 0 - SLK 0.5) 0 4345 Complete

Traffic Calming Devices (Prinsep & Steere) 0 5,385

Complete

Siding road 180,000 99,280 Complete but not fully Invoiced.

Roads to Recovery works 263,500 109,010

Footpath Program 259,800 0 Work not commenced

Cemetery Roads 20,000 0 April 2018

Dump point 15,000 0 Jan 2018

Drainage Improvements 50,000 15,606 Ongoing

Eastern Entry Statement 92,899 0 Feb - Mar 2018

Gravel Re-sheeting 100,000 23,750 May- June 2018

Road Improvements 268,000 0 Ongoing

Special Projects 545,899 41,245

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14.4 Renewal of Lease to Woodturners Association of WA – Collie Branch





File Number: L31879

Appendices: No


Report Purpose:

To seek Council authorisation to renew the lease to the Woodturners Association of WA – Collie Branch of a portion of Reserve 31879.


That Council lease portion of the Reserve 31879 including the building known as the

Band Hall to the Woodturners Association of WA – Collie Branch subject to approval

of the Minister for Lands, with the following conditions:

a) Lease to be deemed a long-term lease with a term of 5 years with a 5 year option;

b) Annual lease amount payable be $1 per annum Inc GST; and

c) Other conditions to be in accordance with Council Policy DS1.5.

Background: The Woodturners Association of WA – Collie Branch currently leases the property known as the Band Hall and the land on Reserve 31879. Staff have previously worked with the Woodturners group and the Collie Community Broadcasting Association [CCBA] to negotiate a change to the lease area to allow for a portion of the land to be leased to the CCBA for the construction of a new community radio station building. The Woodturners Association agreed to the proposed change in the lease area, and the CCBA agreed that the location is suitable for their needs. In discussions with the Department of Lands relating to the variation, it was raised that it would be timely to upgrade the Vesting Order which was issued in 1973 for the reserve. While the purpose of ‘Hall Site’ on the existing Vesting Order would support another community building on the reserve and included the power to lease, the Department of Lands suggested that it would be timely to upgrade this to a Management Order for the purpose of ‘Community Centre’ – the updated version of ‘Hall Site’. Following this advice, at its meeting held 7 March 2017 Council resolved:

7349 - That Council - 1. Authorise staff to apply for a change of the existing Vesting Order for

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Reserve 31879 to a Management Order for the purpose of Community Centre;

Subject to the approval of the Minister for Lands, approve a variation of the lease area for the Woodturners Association of WA – Collie branch on Reserve 31879 as shown on the diagram at Appendix 5; and 2. Subject to the approval of the Minister for Lands, approve a lease of portion of Reserve 31879 to the Collie Community Broadcasting Association Inc, the category of the lease to be a community built and operated lease and other conditions to be in accordance with Council Policy DS1.5.

Staff applied for the change of the existing Vesting Order for Reserve 31879 and that has now been approved. The existing lease for the Woodturners Association of WA – Collie Branch expires on the 31 December 2017, and the group now wish to renew their lease.

Statutory and Policy Implications: WA Local Government Act (1995) Section 3.58 of the Local Government Act refers to the disposal of property and includes lease arrangements. Under this section, local public notice and a submission period is normally required to be undertaken by Council’s when entering lease arrangements, however there is a specific exemption for the requirement to advertise under section 30 of the associated Functions and General Regulations where the intended lease is with certain organisations;

30 (2) (b) (i) the objects of which are of a charitable, benevolent, religious,

cultural, educational, recreational, sporting or other like nature; and (ii) the members of which are not entitled or permitted to receive any pecuniary profit from the body’s transactions;

Budget Implications: Annual lease fee is proposed to be $1 per annum.

Council’s Development Services Policy 1.5 outlines the responsibilities of the parties to the lease as follows:

Responsibility

Issue Long Term Lease

Building insurance Shire

Vandalism damage to building (assuming no negligence on lessees part)

Building insurance excess shared equally between Lessee and Shire ($500 each as at November 2010).

Contents insurance Lessee

Public liability insurance of $10m

Lessee

Compliance with Health (Public Building) Regulations 1992

Lessee

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Responsibility

Upgrades required by legislative changes

Lessee

Building additions and alterations

Lessee must obtain Shire approval and comply with Building Code of Australia

Major maintenance Shire

Minor maintenance and cleaning

Lessee

Security system and response

Lessee

Payment of utility charges (power, water etc)

Lessee

Payment of Emergency Services Levy

Shire

Painting upgrade (internal and external)

By Lessee every 5 years to satisfaction of Shire

Asbestos removal (if required)

Shire

Communications Requirements: (Policy No. CS 1.7) Correspondence to the Minister for Lands and the proponents.

Strategic Community Plan/Corporate Business Plan Implications: GOAL 1 OUR COMMUNITY – A vibrant, supportive and safe community.

Outcome 1.2 Participation in sport, recreation and leisure opportunities.

Strategy 1.2.1 Provide and promote sport, recreation and leisure facilities and programs.

Relevant Precedents: Council has previously approved lease agreements under Development Services Policy 1.5.

Comment: The Woodturners group has successfully operated from the site for many years and provides a valuable activity for its members.

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14.5 Request for Donation of Swimming Pool Family Passes





File Number: FIN/002



Report Purpose:

For Council to consider a request from the Child and Parent Centre – Collie Valley for family passes to the Collie Mineworkers Memorial Swimming Pool to be given to families who have successfully completed the Incredible Years program.


That Council authorise the donation of two One-Day Family Passes to the Collie Mineworkers Memorial Swimming Pool for each of the families that have completed the Child and Parent Centre – Collie Valley’s Incredible Years program.

Background: The Coordinator of the Child and Parent Centre – Collie Valley [CPC] has written to the Shire requesting the donation of family passes to the Collie Mineworkers Memorial Swimming Pool. The letter of request can be found at Appendix 5. The CPC is operated by Investing in Our Youth, and in 2017 has run the Incredible Years Basic Parent Support Program. The Incredible Years is a series of interlocking, evidence-based programs for parents, children, and teachers, supported by research. The goal of the program is to prevent and treat young children's behaviour problems and promote their social, emotional, and academic competence. The programs have been shown to work across cultures and socioeconomic groups. This program has been highly successful in Collie with 15 parents completing the 14 week program. In order to recognise the commitment and success of the families completing the program, the CPC is requesting that the Shire of Collie donate passes to the Pool for each of the participating families. As the request was received on the day of the last Council meeting held 14 November 2017 it was too late to consider for the 2017 program. However, the program will be repeated in February 2018 for disadvantaged families, and the CPC Coordinator has asked that the request be considered for that group.



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The cost of the donation is estimated at a maximum of $540 based on 15 families of 2 adults and 2 children attending the pool on two days.

Communications Requirements: (Policy No. CS 1.7) Letter to the Child and Parent Centre – Collie Valley advising of Council’s decision.

Strategic Plan Implications: Goal 1 Our Community A vibrant, supportive and safe community Outcome 1.1 Health, education and family support services that are accessible and meet the needs of the community. 1.1.1 Continue to advocate for health, education and family support services 1.1.4 Advocate for adequate early childhood facilities and programs

Relevant Precedents: Council makes frequent donations to community organisations and events.

Comment: The objectives of the CPC align with the objectives of the Shire’s Educational Advisory Committee relating to providing support that enhances educational and social outcomes for the children of Collie, early intervention and family support. The Incredible Years Basic Parent Support Program is internationally recognised as effective and the evaluation of the program delivered in Collie has been positive. More information about the program can be found at http://www.incredibleyears.com/ .

http://www.incredibleyears.com/

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14.6 Direct Debit Fees for Roche Park





Appendices: No

File Number: RCS/017

Voting Requirements: Absolute Majority

Report Purpose:

For Council to consider the introduction of direct debit fees for Roche Park Recreation Centre’s Group Fitness programs.

Officer’s Recommendation: That Council adopts by an ABSOLUTE MAJORITY, a direct debit fee of $80 per month for Group Fitness Membership at Roche Park effective from 1 January 2018.

Background: Over the past two years Roche Park management has gradually increased the range of fitness classes available through the Centre, including Les Mills classes, RPM spin bike classes and circuit training. Staff at Roche Park are frequently asked if direct debit payment for classes is available as it is for many other recreation and fitness centres. Statutory and Policy Implications: Section 6.16 to 6.19 of the WA Local Government Act (1995) governs the imposition of fees and charges. Budget Implications: The proposed fee of $80 per month represents a discount on the current Group Fitness 1-month Membership fee of $110, the Group Fitness 3-month Membership of $310 and the Group Fitness 10 class pass fee of $100. The discount allows for the reduced number of classes offered over December and January while offering the convenience of the direct debit system. Direct debit attracts an annual fee of $15 plus a fee of $0.15 per direct debit, or $16.80 per annum which would be covered within the $80 per month.

Communications Requirements: (Policy No. CS 1.7) The new fees are required to be advertised as per Sec 6.19 of the Local Government ACT 1995 as presented below; 6.19. Local government to give notice of fees and charges

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If a local government wishes to impose any fees or charges under this Subdivision

after the annual budget has been adopted it must, before introducing the fees or

charges, give local public notice of —

(a) its intention to do so; and (b) the date from which it is proposed the fees or charges will be imposed.


Goal 1 OUR COMMUNITY A vibrant, supportive and safe community




Goal 5: OUR BUSINESS Good governance through an effective, efficient and sustainable organisation

5.3 Financial sustainability and accountability

5.3.5 Provide corporate financial services that support the Shire’s operations and meet planning, reporting and accountability requirements

Relevant Precedents:

At its meeting held 9 December 2014 Council considered fees for Roche Park fitness classes:

6604 - That Council adopts by an ABSOLUTE MAJORITY, the new Group Fitness Charges as shown below, effective from 19 January 2015:

Group Fitness Class $14 Group Fitness Class Concession $10 Group Fitness 10 Class Pass $100 Group Fitness 4 visit Concession pass $35 Group Fitness Monthly pass $110

Comment: In a competitive market, the introduction of a direct debit payment system provides a convenient method of payment that clients are requesting. The $960 per annum total fee is considered to be an attractive alternative to the monthly pass fee of $1320 over 12 months, and staff consider it would encourage retention of clients. As the proposed direct debit fee already represents a discount on existing fees and charges, no further concession is proposed.

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15. DEVELOPMENT SERVICES REPORTS

15.1 Expression of Interest for Buckingham Hall

Reporting Department: Development Services

Reporting Officer: Andrew Dover – Director Development Services

Accountable Manager: Andrew Dover – Director Development Services

Legislation N/A

File Number: R23255

Appendices: Yes - Appendix 7


Report Purpose:

For Council to consider the expressions of interest received for the use of Buckingham Hall.


That Council:

1. Receive the submission from the Buckingham Heritage Group Inc regarding the future of Buckingham hall and grounds;

2. Seek funding to restore the toilets and hall at Buckingham Hall and grounds;

3. Set a vision of developing the area as informal camping; and

4. Outsource the management of the site to interested parties once developed.

Background: The Buckingham Hall is currently a disused building with significant heritage and cultural value to the Buckingham residents and beyond. This building is currently on the Council’s Municipal Heritage Inventory. The draft place sheet is attached. Council also considered a motion moved at its meeting on 20th December 2005:

That Council advises the Buckingham Progress Association (BPA) that:

It is Council’s preference to have the Buckingham Hall retained within the Buckingham Community; and

That Council staff continue to liaise with the Buckingham Heritage Group, which is nominated to restore the Buckingham Hall.

Over the years interest has been expressed to the use of the hall, however these groups were not considered suitable to undertake a lease with the Shire. Staff also have received correspondence from the Buckingham Heritage Group who are interested in the preservation and use of this building. Council again resolved to call

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for expressions of interest for the use of this building at its meeting on 09 May 2017:

7415 – Council Decision:

That Council authorise staff to advertise for expressions of interest for the use of Buckingham Hall.


Budget Implications: Estimates vary from $50,000 to $80,000 to refurbish this building depending on the eventual intended use. This may be part funded though grant funding, interested community groups and the eventual user group.

Restoration of the toilets to working order will cost approximately $5,000.

Communications Requirements: (Policy No. CS 1.7) State and local advertising for expressions of interest.

Community Strategic Plan/Corporate Business Plan Implications: GOAL 3: Our Built Environment Infrastructure, land use and development that supports the needs of the community. Outcome 3.4: Council buildings and service related assets that support community needs. Outcome 3.5: A sustainable asset and infrastructure base.


Comment: The Buckingham Hall building is structurally sound, however requires significant work prior to occupation. This building is suitable for a large variety of uses including for community groups, outback pubs, scout/church retreats etc due to the proximity of the end of the Collie-Darkan Rail Trail and Buckingham Pool.

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Several enquiries have been made, including from members of the public which wanted to use the building as a backpackers; clubhouse; and restaurant. However, only one expression of interest has been received. This is from the Buckingham Heritage Group and the expression of interest is attached. This group does not wish to take on the management of the building, but to see it preserved and for toilets to be installed for use by informal campers. The toilets are in good order and have not been vandalised, however need some work to replace the water tank and repair the septic system. The Buckingham Heritage Group’s intention is to build a tourist use for Buckingham Hall from this camp ground over time.

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15.2 High-Band Radio System

Reporting Department: Development Services

Reporting Officer: Andrew Dover – Director Development Services

Accountable Manager: Andrew Dover – Director Development Services

Legislation: Bush Fires Act

File Number: N/A

Appendices: Yes - Appendix 8


Report Purpose:

That Council replace the aging mid-band radio system with one which is compatible with DFES and DPAW systems.


That Council:

1. Tender for a high-band radio system which is compatible with the Departments of Fire and Emergency Services and Parks and Wildlife systems;

2. Allocate $30,000 contributing funding from the Plant Reserve; and 3. Allocate $30,000 in the budget for the next 3 financial years for the purchase and

maintenance of the radio system.

Background: The Shire of Collie currently runs a Mid-Band radio network across all shire vehicles and buildings. This system is limited in its coverage across the shire and is being phased out by all radio manufacturers due to the enhanced capabilities of the High-Band systems and the lack of demand from customers. This means that parts for these radios are no longer being produced and will become increasingly expensive and that a replacement system is required. The High-Band Radio System proposed has better range and coverage then the current Shire Mid-Band system which has significant ‘blind’ spots. This also includes the upgrade of the Shires existing repeater and use of Earth 2 Oceans Pindari repeater to enable service coverage on the western side of the Shire. These are mostly areas where mobile phone reception is also not available. The better range and coverage will provide operational and safety advantages will comply with Shire Isolated Workers and Working Alone Procedure (OSH/7.31) which states:

The Shire of Collie is committed to ensuring that a means of communication is available which will enable a worker who is isolated from other persons because of time or location, to call for help in the event of an emergency.

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The High-Band system also contains an integrated GPS vehicle tracking system so that the vehicle can be located in an emergency and can provide greater operational usability. DFES have recently completed a project installing a separate GPS vehicle tracking system in their vehicles for the same purpose. It was proposed to obtain a separate GPS vehicle tracking system for Shire vehicles, however this removes the need for such a system. In an emergency, Shire vehicles need to communicate with the DFES and DPAW e.g. when Shire staff are required to man road blocks. Currently this is not possible with the Shire’s aging mid-band system. With the proposed High-Band system, the Shire will have access to the integrated DFES and DPAW system - the Western Australian Emergency Radio Network (WAERN) network. Other technical advantages of the High-Band system include the ability to communicate from radio to radio privately, replacing the need to rely on mobile telephones with variable coverage. At the Council meeting of 20 June 2017, Council resolved to:

7461 – Council Decision:

That Council refer Item 11.11.1 to the 2017/18 draft budget:

11.11.1:

1. Tender for a high-band radio system which is compatible with the Departments of Fire and Emergency Services and Parks and Wildlife

systems;

2. Apply for a 50% grant from the Federal Government to fund the purchase of this radio system; and

3. Consider to allocate $30,000 in the draft budget over the next 4 financial years for the purchase and maintenance of the radio system.

Statutory and Policy Implications: The Shire is obliged to manage traffic on all Shire roads, including emergencies.

Budget Implications: The total cost of the upgrade as it stands is $236,176. Staff following the Council resolution above have successfully applied for a 50% grant via the Smart Cities and Suburbs Program. The Shire’s contribution is to make even payments across four financial years of $29,522 to the supplier.

Radio Type Quantity

Vehicle (replace existing) 36

Mobile suitcase radio (capable of being moved from vehicle to vehicle e.g. loader etc in an emergency)

5

Portable (replace existing - used for staff working alone, traffic management etc)

15

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This upgrade is anticipated to be required over the next 5 or 6 years as the Shire’s existing system is aging and has ceased production. This grant removes 50% of the burden of the required upgrade from Council. Alternatively, $40,000 could be placed in reserve over the next 6 years to replace this asset.

Communications Requirements: (Policy No. CS 1.7) The successful funding has been advertised widely in the Collie Mail, South West Times, Facebook, LinkedIn, ALGA News, WALGA newsletter and the Smart Cities and Suburbs own sources.

Strategic Plan Implications: Strategy 1.5.2: Support emergency and fire management planning, preparedness, response and recovery arrangements.

Relevant Precedents: The Shire already has an aging Mid-Band system in place that requires upgrading. The Departments of Fire and Emergency Services (DFES) and Parks and Wildlife Service (PWS) have integrated High-Band systems.

Comment: Staff applied to the Federal Government to obtain the 50% grant from the Smart Cities and Suburbs Program following Council resolution 7461. The Shire has been successful in obtaining this funding of $118,088. The Letter of Offer is attached. The Shire’s contributing funding was not allocated in the final 2017/18 budget due to financial constraints. The Plant Reserve has a budgeted closing balance at 17/18 of $130,425. It is recommended that this project is part funded by the Shire as:

• The current mid-band system is due for replacement;

• The mid-band system is no longer being manufactured and will get more expensive to maintain;

• The high-band system is far superior with additional functionality to the current system;

• The high-band system interacts with the DFES and PWS systems in emergencies;

• The high-band system has built in GPS which the Shire was contemplating purchasing;

• The Isolated Working and Working Alone OH&S issues are mitigated;

• 50% of the costs are covered by a grant; and

• The remaining costs are spread out over 4 years.

Alternative Recommendation:

That Council advise the Federal Government that it does not intend to proceed with the project and will not require the funds provided.

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16. TECHNICAL SERVICES REPORTS

17. MOTIONS FOR WHICH PRIOR NOTICE HAS BEEN GIVEN Cr Smith has advised of a motion for which prior notice has been given. Motion: That Cr Smith be formally appointed as an additional Council member to the Townscape Committee.

18. QUESTIONS BY MEMBERS FOR WHICH DUE NOTICE HAS BEEN GIVEN Members have the ability to submit notices of questions between meetings and up to a time prescribed in standing orders before a meeting.

19. URGENT BUSINESS APPROVED BY THE PRESIDING MEMBER OR BY DECISION

20. ANNOUNCEMENTS BY THE PRESIDING MEMBER AND COUNCILLORS

21. COUNCILLOR DOCUMENTS OF INTEREST

• Building Approvals for November 2017 (Attached)

• Building Statistics Comparison Table (Attached)

22. ELECTED MEMBERS TRAINING OPPORTUNITIES Please refer to the attached 2017 WALGA Training Calendar and contact CEO PA on 9734 9004 for any training you may wish to undertake

23. STATUS REPORT ON COUNCIL RESOLUTIONS Summary reports on the status of Council’s resolutions are;

▪ ‘Closed Since Last Meeting’ at Appendix 9 ▪ ‘All Open’ at Appendix 10

24. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC 24.1 Re-Employment of Director of Technical Services

25. CLOSE

agenda - shire of collie · 12/12/2017 · agenda - ordinary meeting of council tuesday, 12...

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