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AGENDA ORDINARY COUNCIL MEETING

21 February 2019

Commencing at 3.30pm in the

Shire of Wyalkatchem Council Chambers

27 Flint Street, Wyalkatchem

http://www.wyalkatchem.wa.gov.au/

Agenda for the Ordinary Meeting of Council held in the Shire of Wyalkatchem Council Chambers on the 21 February 2019

NOTICE OF COUNCIL MEETING

The next Ordinary Meeting of the Wyalkatchem Shire Council will be held on Thursday 21 February 2019 in the Council Chambers, 27 Flint Street Wyalkatchem, commencing at 3.30pm.

An Agenda for this meeting will be made available from the Shire Administration Office and on our website www.wyalkatchem.wa.gov.au

I have reviewed this agenda an aware of all recommendations made to Council and support each as presented.

Taryn Dayman

CHIEF EXECUTIVE OFFICER

DISCLAIMER

No responsibility whatsoever is implied or accepted by the Shire of Wyalkatchem for any act, omission or statement or intimation occurring during this meeting. It is strongly advised that persons do not act on what is heard at this meeting and should only rely on written confirmation of Council’s decisions, which will be provided within ten days of this meeting.



DISCLOSURE OF INTEREST

Councillors and staff are reminded of the requirements of section 5.65 of the Local Government Act 1995, to disclose any interest or perceived interest in any matter to be discussed during a meeting, and also the requirement to disclose any item affecting impartiality.

Financial Interest:

Under section 5.60A of the Local Government Act 1995, a person is said to have a financial interest in a matter if it is reasonable to expect that the matter will, if dealt with by the Local Government in a particular way, result in a financial gain, loss, benefit or detriment for the person.

Proximity Interest:

Under section 5.60B of the Local Government Act 1995, a person is said to have a proximity interest in a matter if the matter concerns a proposed change to a planning scheme affecting land that adjoins the person’s land; a proposed change to the zoning or use of land that adjoins the person’s land; or a proposed development of land that adjoins the person’s land.

Impartiality Interest:

To maintain transparency, it is important to disclose all interests, including impartiality interests which include interests arising from kinship, friendship and membership of associations. If it is possible that your vote on a matter may be perceived as impartial, you should disclose your interest.

Disclosing an Interest:

Disclosures must be made, in writing, to the Chief Executive Officer prior to the meeting at which the matter in which you have an interest is to be discussed.

If you disclose a Financial or Proximity Interest, you must leave the room while the matter is discussed and voted on. Only after a decision has been reached may you return to the meeting, at which time the Presiding Person will inform you of Council’s decision on the matter.


TABLE OF CONTENTS

1. DECLARATION OF OPENING ................................................................................... 1

2. PUBLIC QUESTION TIME ........................................................................................ 1

2.1. Response to Public Questions Previously Taken on Notice ......................................... 1

2.2. Declaration of Public Question Time opened ............................................................. 1

2.3. Declaration of Public Question Time closed ............................................................... 1

3. ATTENDANCE, APOLOGIES, LEAVE OF ABSENCE ..................................................... 1

3.1. Attendance ............................................................................................................... 1

3.2. Apologies .................................................................................................................. 1

3.3. Approved Leave of Absence ...................................................................................... 1

3.4. Applications for Leave of Absence ............................................................................. 1

4. OBITUARIES .......................................................................................................... 1

5. PETITIONS, DEPUTATIONS, PRESENTATIONS .......................................................... 1

5.1. Petitions ................................................................................................................... 1

5.2. Deputations .............................................................................................................. 1

5.3. Presentations ............................................................................................................ 1

6. DECLARATIONS OF INTEREST ................................................................................. 1

6.1. Financial and Proximity Interest ................................................................................ 1

6.2. Impartiality Interests ................................................................................................ 1

7. CONFIRMATION AND RECEIPT OF MINUTES ........................................................... 1

7.1. Confirmation of Minutes ........................................................................................... 1

Ordinary Meeting of Council – 20 December 2018 ..................................................... 1

7.2. Receipt of Minutes .................................................................................................... 1

NEWROC Council Minutes – 11 December 2018 ......................................................... 1

WALGA State Council Meeting Summary Minutes- 5 December 2018 ....................... 2

Central East Aged Care Alliance Inc. (CEACA) .............................................................. 2

Audit Committee Minutes – 21 February 2019 ........................................................... 2

8. ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION ................. 2

9. MATTERS FOR WHICH THE MEETING MAY BE CLOSED ............................................ 2

10. REPORTS ............................................................................................................... 4

10.1. CORPORATE AND COMMUNITY SERVICES ................................................................. 4

FINANCIAL MANAGEMENT – PAYMENT LISTINGS – DECEMBER 2018 AND JANUARY 2019 .............................................................................................................. 4


FINANCIAL MANAGEMENT– MONTHLY FINANCIAL REPORT – DECEMBER 2018 ........ 7

FINANCIAL MANAGEMENT – MONTHLY FINANCIAL REPORT – JANUARY 2019 .......... 9

ACCOUNTS FOR PAYMENT – CREDIT CARDS – NOVEMBER 2018 .............................. 12

ACCOUNTS FOR PAYMENT – CREDIT CARDS – DECEMBER 2018 ............................... 14

FINANCE AND ADMINISTRATION OFFICER’S REPORT- FEBRUARY 2019 .................... 16

FINANCIAL SOFTWARE UPGRADE .............................................................................. 18

FINANCIAL MANAGEMENT – BUDGETING – BUDGET REVIEW 2018/19 ................... 23

10.2. GOVERNANCE AND COMPLIANCE ............................................................................ 26

CHIEF EXECUTIVE OFFICER’S REPORT – DECEMBER 2018 AND JANUARY 2019 ........ 26

PRINCIPAL ENVIRONMENTAL HEALTH OFFICER REPORT – FEBRUARY 2019 ............. 29

GOVERNANCE EXECUTIVE OFFICER’S REPORT- FEBRUARY 2019 .............................. 31

ANNUAL REVIEW DELEGATIONS – COUNCIL TO THE CEO ......................................... 34

10.3. WORKS AND SERVICES ............................................................................................ 37

MANAGER OF WORKS OFFICER’S REPORT – FEBRUARY 2019 ................................... 37

VERGE STREET TREES – SWAN STREET ....................................................................... 40

11. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ................................... 43

12. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN .................... 43

13. URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION ........ 43

14. MATTERS BEHIND CLOSED DOORS ....................................................................... 43

15. INFORMATION BULLETIN ..................................................................................... 43

15.1. Information Bulletin ................................................................................................ 43

15.2. Business Arising from the Information Bulletin ........................................................ 43

16. CLOSURE OF THE MEETING .................................................................................. 43


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1. DECLARATION OF OPENING2. PUBLIC QUESTION TIME

2.1. Response to Public Questions Previously Taken on Notice 2.2. Declaration of Public Question Time opened 2.3. Declaration of Public Question Time closed

3. ATTENDANCE, APOLOGIES, LEAVE OF ABSENCE3.1. Attendance 3.2. Apologies 3.3. Approved Leave of Absence 3.4. Applications for Leave of Absence

4. OBITUARIESThe Honorary Freeman of the Shire of Wyalkatchem, Mavis Bookham, recently passed away.

It was advised that former long term employee Mr Nevil John Warr; Shire of William’s President John Cowcher, and Mr John Jones have recently passed away.

5. PETITIONS, DEPUTATIONS, PRESENTATIONS5.1. Petitions 5.2. Deputations 5.3. Presentations

6. DECLARATIONS OF INTEREST6.1. Financial and Proximity Interest 6.2. Impartiality Interests

7. CONFIRMATION AND RECEIPT OF MINUTES7.1. Confirmation of Minutes

Ordinary Meeting of Council – 20 December 2018 Minutes of the Shire of Wyalkatchem Ordinary Meeting held on Thursday 20 December 2018 (Attachment 7.1.1)

OFFICER RECOMMENDATION: That the minutes of the Shire of Wyalkatchem Ordinary Meeting of Council of Thursday 20 December 2018 (Attachment 7.1.1) be confirmed as a true and correct record.

7.2. Receipt of Minutes NEWROC Council Minutes – 11 December 2018 Minutes of the NEWROC Executive Meeting held on Tuesday 11 December 2018 (Attachment 7.2.1)

OFFICER RECOMMENDATION:


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That the minutes of the NEWROC Executive Meeting of Tuesday 11 December 2018 (Attachment 7.2.1) be received by Council.

WALGA State Council Meeting Summary Minutes- 5 December 2018 Minutes of the WALGA State Council Meeting of Wednesday 5 December 2018 (Attachment 7.2.2)

OFFICER RECOMMENDATION: That the minutes of the WALGA State Council Meeting of Wednesday 5 December2018 (Attachment 7.2.2) be received by Council.

Central East Aged Care Alliance Inc. (CEACA) Minutes of the CEACA Executive Committee Meeting of Wednesday 12 December 2018 (Attachment 7.2.3)

OFFICER RECOMMENDATION: That the minutes of the CEACA Executive Committee Meeting of Wednesday 12 December 2018 (Attachment 7.2.3); be received by Council.

Audit Committee Minutes – 21 February 2019 Minutes of the Audit Committee Meeting of Thursday 21 February 2019 (Attachment TBC).

OFFICER RECOMMENDATION: That the minutes of the Audit Committee Meeting of Thursday 21 February 2019 be received by Council.

8. ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION

9. MATTERS FOR WHICH THE MEETING MAY BE CLOSED


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10. REPORTS10.1. CORPORATE AND COMMUNITY SERVICES

FINANCIAL MANAGEMENT – PAYMENT LISTINGS – DECEMBER 2018 AND JANUARY 2019

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem

Date: 12 February 2019 Reporting Officer: Claire Trenorden – Manager Corporate Services

Disclosure of Interest: No interest to disclose File Number: 12.10.02

Attachment Reference: Attachment 10.1.1.1 Payment Listing December 2018 Attachment 10.1.1.2 Payment Listing January 2019 Attachment 10.1.1.3 Fuel Card Statement – November 2018 Attachment 10.1.1.4 Fuel Card Statement – December 2018

SUMMARY This report recommends that Council receive the monthly transaction financial activity statement for the Shire of Wyalkatchem as required by the Local Government Act 1995 Section 6.8(2)(b).

BACKGROUND Council has delegated to the Chief Executive Officer the exercise of its power to make payments from the Trust and Municipal Fund (Delegation A1). The CEO has sub-delegated these payments to the Manager Corporate Services and the Administration Officers. In accordance with Regulation 13 of the Local Government (Financial Management) Regulations 1996, a list of accounts paid is to be presented to Council and be recorded in the minutes of the meeting at which the list was presented.

COMMENT Pursuant to Section 6.8(2)(b) of the Local Government Act 1995, where expenditure has been incurred by a local government it is to be reported to the next Ordinary Meeting of Council. Values have been rounded to the nearest dollar.

Municipal Account Total Payments December 2018 $301,282 Total Payments December 2017 $594,229 Variance $ -$292,947 Variance % -49%

Percentage paid by EFT December 2018 100% Percentage paid by cheque December 2018 0%

Percentage of Wyalkatchem based suppliers December 2018 (excluding wages, bank fees, loan payments and utilities providers) 12% Percentage of suppliers used where no Wyalkatchem based option is available December 2018 86% Dollar value spent with Wyalkatchem based suppliers December 2018

$26,391


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Total Payments January 2019 $208,689 Total Payments January 2018 $416,012 Variance $ -$207,323 Variance % -50%

Percentage paid by EFT January 2019 99.8% Percentage paid by cheque January 2019 0.2%

Percentage of Wyalkatchem based suppliers January 2019 (excluding wages, bank fees, loan payments and utilities providers) 18% Percentage of suppliers used where no Wyalkatchem based option is available January 2019 81% Dollar value spent with Wyalkatchem based suppliers January 2019

$16,964

Trust Account – Working No transactions

Reserve Account No transactions

STATUTORY ENVIRONMENT Section 6.8(2)(b) of the Local Government Act 1995 requires that where expenditure has been incurred by a local government it is to be reported to the next Ordinary Meeting of Council.

POLICY IMPLICATIONS Relates to Policy Number 10.1 – Purchasing Policy.

FINANCIAL IMPLICATIONS Payments of accounts payable as per the attached transaction statements to the value of $301,282 for December 2018 and $208,689 for January 2019.

COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan

Objective: A well-managed and effective Council organisation

Outcome No.

Outcome Action No. Actions

5.4 Robust and accountable business and financial processes

5.4.2 Ensure efficient use of resources


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Objective: Well utilised and effectively managed facilities and assets

Outcome No.


6.1 Assets are well managed and used to meet the needs of current and future generations

6.1.1 Provide ongoing management of existing assets

6.1.3 Implement Council’s capital works programme

VOTING REQUIREMENT Simple Majority

OFFICER’S RECOMMENDATION That Council

1. Receive the Payment Listing as of 31 December 2018, as provided for in attachment 10.1.1.12. Receive the Payment Listing as of 31 January 2019, as provided for in attachment 10.1.1.2


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FINANCIAL MANAGEMENT– MONTHLY FINANCIAL REPORT – DECEMBER 2018 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem



Attachment Reference: 10.1.2 Monthly Financial Report – December 2018

SUMMARY In accordance with Regulation 34 of the Local Government (Financial Management) Regulations 1996, the Shire is to prepare a monthly Statement of Financial Activity for approval by the Council.

BACKGROUND The Statement of Financial Activity was introduced by the Department of Local Government from 1 July 2005. The change was implemented to provide elected members with a better idea of operating and capital revenue and expenditure. It was also intended to link operating results with balance sheet items and to reconcile with end of month balances.

COMMENT

December 2018 Financial Statements • Yearly operating revenue is $1,981,853 inclusive of net rate income of $1,248,202 (net of prepaid

rates and discounts) – 80% of Budget;• Yearly operating expenditure is $1,754,879 – 46% of Budget;• Yearly capital expenditure is $576,045 – 44% of Budget;• Yearly capital revenue is $1,159,430 – 86% of Budget;• Net current assets as at 31 December 2018 are $1,721,342

Operating Revenue Rates: Revenue of $1,454,232 has been raised during the rate run for 2018/19. The total Rate Run is broken down between Rates $1,301,824, Rubbish $96,390, Health Levy $15,120 and ESL Levy $40,898. To date income received is $1,217,862 and discounts applied equate to $18,583. Approximately 85% of Rates have been collected to date, with $192,794 outstanding.

Capital Expenditure Land and Buildings $34,619 The Recreation Centre, Shire Office, Lady

Novar, Railway Station and Railway Barracks capital works have commenced as of December 2018. 1 Slocum St capital works have been completed.

Plant and Equipment $148,033 The Toro mower, Doctors vehicle and Works Manager vehicle changeovers have been completed. The new cylinder mower has been purchased.

Roads $291,584 Cunderdin/Wyalkatchem Rd SLK 2.00-4.85 is in progress as of December 2018. Lewis East


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Rd, Goldfields Rd and Cunderdin/Wyalkatchem Rd SLK 4.85-7.85 have been completed.

Net Assets: Net Current Assets as at 31 December 2018 amount to $1,721,342. This in the majority comprises of Cash Unrestricted – Municipal Funds ($1,462,429).

STATUTORY ENVIRONMENT Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996 applies.

POLICY IMPLICATIONS There are no direct policy implications in relation to this item.

FINANCIAL IMPLICATIONS There are no financial implications in relation to this item.



Outcome No.


5.4 Robust and accountable business and financial processes.



Outcome No.






OFFICER’S RECOMMENDATION That Council receive the Statement of Financial Activity for the period ended 31 December 2019 as provided in Attachment 10.1.2


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FINANCIAL MANAGEMENT – MONTHLY FINANCIAL REPORT – JANUARY 2019 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem



Attachment Reference: 10.1.3 Monthly Financial Report – January 2019

SUMMARY In accordance with Regulation 34 of the Local Government (Financial Management) Regulations 1996, the Shire is to prepare a monthly Statement of Financial Activity for approval by the Council.

BACKGROUND The Statement of Financial Activity was introduced by the Department of Local Government from 1 July 2005. The change was implemented to provide elected members with a better idea of operating and capital revenue and expenditure. It was also intended to link operating results with balance sheet items and to reconcile with end of month balances.

COMMENT

January 2019 Financial Statements • Yearly operating revenue is $2,027,047 inclusive of net rate income of $1,248,202 (net of prepaid

rates and discounts) – 82% of Budget;• Yearly operating expenditure is $2,062,061 – 54% of Budget;• Yearly capital expenditure is $750,310 – 58% of Budget;• Yearly capital revenue is $1,239,138 – 92% of Budget;• Net current assets as at 31 January 2019 are $1,474,897

Operating Revenue Rates: Revenue of $1,454,232 has been raised during the rate run for 2018/19. The total Rate Run is broken down between Rates $1,301,824, Rubbish $96,390, Health Levy $15,120 and ESL Levy $40,898. To date income received is $1,296,265 and discounts applied equate to $18,583. Approximately 91% of Rates have been collected to date, with $113,792 outstanding.

Transport: The second instalment (40% of total) was invoiced for the RRG Cunderdin Wyalkatchem Rd SLK 2.00 to 4.85 and Cunderdin Wyalkatchem Rd 4.85 to 7.85 ($79,708) as per the annual budget.


Novar, Railway Station and Railway Barracks capital works have commenced as of December 2018. 1 Slocum St capital works have been completed.

Plant and Equipment $298,533 The Toro mower, Doctors vehicle and Works Manager vehicle changeovers have been


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completed. The roller and new cylinder mower have been purchased.

Roads $303,112 Cunderdin/Wyalkatchem Rd SLK 2.00-4.85 is in progress as of January 2019. Lewis East Rd, Goldfields Rd and Cunderdin/Wyalkatchem Rd SLK 4.85-7.85 have been completed.

Net Assets: Net Current Assets as at 31 January 2019 amount to $1,474,897. This in the majority comprises of Cash Unrestricted – Municipal Funds ($1,390,482).

STATUTORY ENVIRONMENT Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996 applies.





Outcome No.





Outcome No.






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OFFICER’S RECOMMENDATION That Council the following receive the Statement of Financial Activity for the period ended 31 January 2019 as provided for in Attachment 10.1.3.


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ACCOUNTS FOR PAYMENT – CREDIT CARDS – NOVEMBER 2018 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem

Date: 13 February 2018 Reporting Officer: Claire Trenorden, Manager Corporate Services

Disclosure of Interest: No interest to disclose File Number: File Ref

Attachment Reference: 10.1.4 - Credit Card – Listing and Statement - November 2018

SUMMARY This report provides Council with a list of all financial dealings relating to the use of credit card payments for the period 30 October 2018 to 28 November 2018.

BACKGROUND This information is provided to Council on a monthly basis in accordance with the provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996. A Local Government is to develop procedures for the authorisation of, and payment of, accounts to ensure that there is effective security for, which money or other benefits may be obtained.

Council is presented with the monthly accounts for payment at each Council meeting, providing information of payments made for the reporting period (note attachment 10.1.4.1). This report includes the monthly payment of the credit card debit to the National Australia Bank.

COMMENT Accountability in local government can be multifaceted, as council seek to achieve diverse social, political and financial goals for the community benefit. The accountability principles of local government are based on strong financial probity, financial propriety, adherence to conflict of interest principals and expectations that the local government is fully accountable for community resources.

This report provides Council with detailed information of purchases paid using the Shire of Wyalkatchem Corporate Credit Cards.

A monthly review of credit card use is independently assessed by the Manager Corporate Services, to confirm that all expenditure has been occurred, is for the Shire of Wyalkatchem and has been made in accordance with Council policy, procedures and the Local Government Act 1995 and associated regulations. The review by the Manager Corporate Services also ensures that misuse of any corporate credit card can be readily detected.

This review has been conducted and no issues are evident and all areas of compliance have been met.

STATUTORY ENVIRONMENT Local Government Act 1995, Part 6 – Financial Management s.6.4 Local Government (Financial Management) Regulations 1996, R34


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POLICY IMPLICATIONS Credit Card Policy Purchasing Policy

FINANCIAL IMPLICATIONS Financial implications and performance to budget are reported to Council on a monthly basis. In this regard, expenditure must be in accordance with the 2018/2019 Annual Budget.

COMMUNITY & STRATEGIC OBJECTIVES

The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan


Outcome No.


5.1 A well-governed, efficient and responsive organisation

5.1.2 Embed sound risk management frameworks to mitigate council's strategic and operational risk


OFFICER’S RECOMMENDATION That Council in accordance with attachment 10.1.4 endorse credit card payments made for the period 30 October 2018 to 28 November 2018 totalling $144.95.


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ACCOUNTS FOR PAYMENT – CREDIT CARDS – DECEMBER 2018 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem


Disclosure of Interest: No interest to disclose File Number: File Ref

Attachment Reference: 10.1.5 Credit Card – Listing and Statement – December 2018

SUMMARY This report provides Council with a list of all financial dealings relating to the use of credit card payments for the period 29 November 2018 to 28 December 2018.

BACKGROUND This information is provided to Council on a monthly basis in accordance with the provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996. A Local Government is to develop procedures for the authorisation of, and payment of, accounts to ensure that there is effective security for, which money or other benefits may be obtained.

Council is presented with the monthly accounts for payment at each Council meeting, providing information of payments made for the reporting period (note attachment 10.1.5.1). This report includes the monthly payment of the credit card debit to the National Australia Bank.

COMMENT Accountability in local government can be multifaceted, as council seek to achieve diverse social, political and financial goals for the community benefit. The accountability principles of local government are based on strong financial probity, financial propriety, adherence to conflict of interest principals and expectations that the local government is fully accountable for community resources.

This report provides Council with detailed information of purchases paid using the Shire of Wyalkatchem Corporate Credit Cards.

A monthly review of credit card use is independently assessed by the Manager Corporate Services, to confirm that all expenditure has been occurred, is for the Shire of Wyalkatchem and has been made in accordance with Council policy, procedures and the Local Government Act 1995 and associated regulations. The review by the Manager Corporate Services also ensures that misuse of any corporate credit card can be readily detected.

This review has been conducted and no issues are evident and all areas of compliance have been met.

STATUTORY ENVIRONMENT Local Government Act 1995, Part 6 – Financial Management s.6.4 Local Government (Financial Management) Regulations 1996, R34

POLICY IMPLICATIONS Credit Card Policy Purchasing Policy


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FINANCIAL IMPLICATIONS Financial implications and performance to budget are reported to Council on a monthly basis. In this regard, expenditure must be in accordance with the 2018/2019 Annual Budget.




Outcome No.





OFFICER’S RECOMMENDATION That Council in accordance with attachment 10.1.5 endorse credit card payments made for the period 29 November 2018 to 28 December 2018 totalling $373.87.


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FINANCE AND ADMINISTRATION OFFICER’S REPORT- FEBRUARY 2019 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem

Date: 07 February 2019 Reporting Officer: Sheldon Cox, Finance and Administration Officer


Attachment Reference: Nil

SUMMARY Council is to consider and accept the Finance and Administration report for the month of January and February 2019.

BACKGROUND Officers report to Council every month to keep Council up to date on the operational proceedings of the Officer’s portfolio. The Finance and Administration Officer reports on matters pertaining to finance, economic development and administration.

COMMENT The Australia Day event was a success with approximately 80 people in attendance. Citizen of the Year Awards were presented to Wyalkatchem Rotary, Sue Adams and Jasmine Bland.

The planning for the Wyalkatchem Fair is progressing well with a number of attractions and activities booked. SCITECH has been engaged to perform some science shows. This will provide an activity that is both engaging and educational.

Currently seeking additional store holders with a market appeal to adults.

Currently in discussion with local performer Dan Garner to provide music entertainment during the day. Mr Garner has provided an expression of interest and will be confirmed in due course.

Last week general advertising of the Fair. Advertising has been placed in the Dowerin Despatch; Narkal Notes; Bandicoot; Ningham News; Tammin Tabloid and the Wyalkatchem weekly. The marketing campaign will increase on confirmation of all activities and attractions in order to provide more specific information on the event.

Planning on the ANZAC Day event will commence shortly.

The position of the Finance and Administration Officer now includes rates. To assist with learning the rates module, I will be attending Rates and Debt Collecting Training, provided by WALGA. This should ensure a smooth transition to take over the rates function.

Rental inspections have been scheduled for this Monday 18th February, with inspections examining care of the property, damage, general maintenance issues and any requests from tenants.

STATUTORY ENVIRONMENT There are no direct statutory environments in relation to this item.



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The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan.

Objective: Healthy Strong and Connected Communities

Outcome No.


1.1 Enhanced Community well-being and participation in community life

1.1.6 Meet the needs of Children, young people and families

Objective: Healthy Strong and Connected Communities

Outcome No.


1.4 A diverse and inclusive community

1.4.2 Facilitate local festivals and events to connect the community.


OFFICER’S RECOMMENDATION That Council receive the Finance and Administration Report for the month of February 2019.


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FINANCIAL SOFTWARE UPGRADE Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem

Date: 14 February 2019 Reporting Officer: Taryn Dayman, Chief Executive Officer


Attachment Reference: Attachment 10.1.7.1 - SynergySoft Business Case Attachment 10.1.7.2 - IT Vision Quotation

SUMMARY To consider a proposal to upgrade the Shire of Wyalkatchem’s financial software to It Vision SynergySoft.

BACKGROUND The Shire of Wyalkatchem currently uses the Reckon System to manage its financials, Ratebook-Online to manage its Rates and Assets Online for managing assets. The current system is not integrated which requires significant work to be done around the system to ensure information is matching throughout.

The Shire currently has a number of manual systems, where excel spreadsheets are used to manage the recording of information. These systems are not integrated with Reckon and again causes double handling.

The recent Financial Management Review and Regulation 17 review conducted by AMD Chartered Accountants included a recommendation that Council should consider utilising a local government specific accounting package.

A number of accounting practices are not in place, which may be an outcome of having a system with limited capabilities.

Reckon is not a customised accounting platform for Local Governments and is reflective in its functionality.

COMMENT The Chief Executive Officer has expressed a desire to change financial systems and has recommended SynergySoft. SynergySoft is widely used by a number of Local Governments and has a great deal more functionality and capabilities then Reckon.

IT Vision, who are the providers of SynergySoft Software, currently service 118 Western Australian Local Governments which is almost an 85% share of the market. The benefits of this are;

• Extensive experience with the local government sector;• Systems and reporting set-up in line with the requirements of the Department and WA Local

Government accounting manual;• System familiar to most Auditors,• More likely to attract staff from other Council’s with SynergySoft knowledge;• IT Vision User Support Group and other Council Officers; and• A newly created standardised Chart of Accounts.


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SynergySoft has a number of modules and can be tailored to suit the organisations requirements. Modules can be added at a later date if required.

A business case for the upgrade to IT Vision’s SynergySoft has been prepared and is presented to Council for consideration, (attachment 10.1.7.1)

The business case has been prepared by the CEO and includes the following; • Needs Assessment• Assessment Findings• SynergySoft future• IT Vision Support• Records – EMC• Quotation• Other Modules• Altus EMC• Altus Costings• Affordability• Server• Timing• Recommendation

The business case clearly demonstrates that SynergySoft is a superior product, is tailored for Local Government requirements and will provide an increase in functionality, increase in efficiencies and increase in Risk Management.

The purchase of a Financial Management System such as IT Visions’ SynergySoft is a substantial investment for the Shire of Wyalkatchem and therefore due consideration must be given.

Ideally the transition to a new Financial Management System would be a more planned approached and included future budget planning including Council’s Long Term Financial Plan.

However, it is evident, that Council should consider a new Financial Management System as a matter of priority, within the next 12 months – as indicated within the need assessment of this report as well as recommendations by AMD Chartered Accountants Regulation 17 and Financial Management Reviews reports.

The CEO has made every effort to negotiate the best price for the Shire of Wyalkatchem and has achieved a reasonable costs savings, in particular within the training quotation.

It is acknowledged that the Shire’s capacity to allocate $165,000 within a single budget year is difficult and has negotiated a payment plan with IT Vision. The proposed payment plan spans over 4 years and will be more affordable and reduce the impact on a single budget and the Shire’s ability to delivery other budget priorities.

The proposed payment arrangement includes, acquisition, training, data conversion and annual fees. The payment arrangement profile is as follows


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Year Y0 2018/2019

Y1 2019/2020

Y2 2020/2021

Y3 2021/2022

Annual Costs $97,095 $49,450 $50,500 $51,000

Years 1 to 3, includes annual fees, which are payable each year.

The above plan will have a significant impact on the 2018/2019 annual budget. A review of the current budget indicates that Council is in a capacity to afford this acquisition, without significantly impacting on the overall budget and should not result in having to defer projects. This is due to an increase in 2017/2018 surplus.

The 2018/2019 Annual Budget included a forecast surplus of $122,000, however the final surplus was calculated as $226,000. This surplus could be allocated to the purchase of SynergySoft without having any impact on the current budget.

The CEO, Manager Corporate Services and Manager of Works have reviewed the current budget to finalise the budget review. The final budget review is currently presented to Council for their consideration in agenda Item 10.1.8.

The purchase of SynergySoft has been included in the Draft Budget Review. After adjustments, including SynergySoft Y0 payment, the Budget review is presented with a surplus of $80,000, being comparable to the adopted budget surplus of $79,931.

In recent months shires of NEWROC have been exploring joint venture opportunities for the acquisition of an Electronic Record Keeping Software, with the aim of achieving cost savings for each participating shires. Should NEWROC shires come to an agreement there should be additional savings for the Shire of Wyalkatchem.

Based on the SynergySoft Business case, prepared by the CEO, as well as the knowledge of the capabilities of both systems, and the Shire’s requirements, resources the following is recommended:

• Council commit to the upgrade of its financial software to SynergySoft• Council accepts the proposed payment arrangement by IT Vision• Council commits to the implementation of SynergySoft in 2018/2019 with the Go Live date of Mid-

June 2019.• Council continues to work in partnership with NEWROC for the purchase of a suitable Record

Keeping Software.• Council amends the 2018/2019 annual budget to include the Y0 payment of SynergySoft at the

value of $100,000.

STATUTORY ENVIRONMENT Local Government Act 1995 s.6.5 – Accounts and Records Local Government Act 1995 s.6.8 Expenditure from municipal fund not included in annual budget



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FINANCIAL IMPLICATIONS The upgrade to SynergySoft will have significant financial implications over a number of financial years.

Should Council accept IT Vision payment proposal the implications are estimated as follows;

Year Y0 2018/2019

Y1 2019/2020

Y2 2020/2021

Y3 2021/2022

Annual Costs $97,095 $49,450 $50,500 $51,000 Less Current License Fees

0 $26,850 Est. $26,850 Est. $26,850 Est.

Total impact per financial year

$97,095 $22,600 $23,650 $24,150

Y0 will have the greatest financial implications. The 2018/2019 annual budget has an additional $114,293 available, due to the difference in projected and actual opening surplus. It is recommended that these funds be utilised to fund the SynergySoft Y0 2018/2019 expenditure. This approach will have little to no overall impact on the current budget.

The Draft 2018/2019 Budget Review has been prepared with the inclusion of Y0 SynergySoft Purchase. After a number of 2018/2019 budget amendments, the current projected budget surplus position is currently $80,000, this is comparable to the budgeted surplus of $79,931.



Objective: Working together in productive and supportive partnerships

Outcome No.



5.1.1 Implement effective governance structures


5.1.3 Deliver open and transparent Council decision-making and reporting

5.1.4 Implement systems and processes to enhance organisational capability

5.3 An organisation that demonstrates community inspired leadership

5.3.3 Enhance the delivery of service and advice that meets compliance and best practice


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5.3.4 Implement an Information Technology and Communications strategy



VOTING REQUIREMENT Absolute Majority

OFFICER’S RECOMMENDATION That Council;

1. Approves the upgrade of its financial software to IT Vision’s SynergySoft, with the implementationto be completed by 30 June 2019;

2. Authorise the Chief Executive Officer to accept and enter into a four year payment arrangementwith IT Vision for the acquisition of financial software;

3. Approves an amendment to the 2018/2019 annual budget for the amount of $100,000 for theupgrade of Council’s financial software.


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FINANCIAL MANAGEMENT – BUDGETING – BUDGET REVIEW 2018/19 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem



Attachment Reference: 10.1.8 2018/2019 Budget Review

SUMMARY In accordance with Regulation 33A of the Local Government (Financial Management) Regulations 1996, the Shire is to prepare a review of its Annual Budget and submit it to Council for consideration and adoption.

BACKGROUND A Statement of Financial Activity incorporating year to date budget variations and forecasts to 30 June 2019 for the period ending 31 January 2019 is presented for Council to consider. The Local Government (Financial Management) Regulations 1996, Regulation 33A as amended, requires that local governments conduct a budget review between 1 January and 31 March in each financial year. A copy of the review and determination is to be provided to the Department of Local Government within 30 days of adoption of the review.

COMMENT The budget review has been prepared to include information required by the Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Australian Accounting Standards. Council adopted a 10% and/or a $10,000 minimum for the reporting of material variances to be used in the statement of financial activity and the annual budget review. The changes are summarised below:

Operating Revenue: Increase by $87,426 Operating Expenditure: Increase by $283,530 Capital Revenue: Decrease by $44,109 Capital Expenditure: Decrease by $24,734 Reserve (Net Transfer): Decrease by $63,252 Net Assets: Increase by $70

The amended budget isn’t a balanced budget with closing net assets of $80,000. This is so there are funds carried forward to be used at the beginning of the 2019/20 financial year before rates are received.

Areas where significant changes have occurred are detailed below:

Governance: • Expenditure on professional services is increased due to the inclusion of consultancy to do the

Financial Management review and Regulation 17 review as approved by Council in decisionnumber 165/2018 ($15,000). A further $45,000 has been included to conduct reviews of theStrategic Community Plan and Corporate Business Plan.

• An allocation has been included for the purchase of Synergy financial software as per separateagenda item 10.1.7 ($100,000).


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Education and Welfare: • An allocation has been included for a contribution towards CEACA legal expenses as per Council

decision number 175/2018 ($10,000).• An allocation has been included for a donation to the Wyalkatchem Senior Citizens Homes Trust

as per Council decision number 153/2018 ($14,765).

Community Amenities:

• An allocation has been included to rehabilitate the Avon Waste cell that is not built on the Shirereserve ($10,000).

Transport • The final direct Main Roads grant was increased in the State Government’s budget by $41,834.

Plant and Equipment: • As per Council decision number 183/2018 the replacement of the Roller was lower than budgeted

by $19,500 and the Amman roller was retained leading to a reduced proceeds from disposal ofassets ($40,000).

• As per Council decision number 108/2018 the replacement of the CEO vehicle was amended toreplace the Works Manager vehicle instead.

• The replacement of the Doctor’s vehicle was lower than anticipated due to a requested change invehicle ($14,735).

Furniture and Equipment:

• The allocation for the Shire Office IT upgrade was increased to make sure there are sufficient fundsfor purchase of equipment, software and setup ($10,000).

Infrastructure Assets – Roads: • The Cunderdin Wyalkatchem Rd SLK 2.00-4.85 project did not include an allocation for

stabilisation, this will be required due to the quality of the gravel. There is also insufficient depthof existing gravel. Increase of $50,000 has been made.

• The Tammin Wyalkatchem Rd project has come in under Budget with quoted prices so a reductionof $35,000 has been made.

Infrastructure Assets – Other: • Aerodrome development has had no major project identified and there isn’t a long term plan for

the airport, so this budget has been reduced by $20,000. This will still allow for some works tooccur to the airstrip for compliance.

• An allocation has been included to rehabilitate the landscape on the corner of Mitchell St andHands Dr after the drainage works were completed last financial year ($5,000).

Reserves: • The transfer to Plant reserve was increased to balance the closing surplus to $80,000 (reserve

transfer increased by $8,113).


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• The transfer from Reserve was increased by $71,365 which was for the FAGS – General Purposeand Roads pre-payment transfers. These were estimated in the Annual Budget as it was unknownexactly what amount would be pre-paid.

STATUTORY ENVIRONMENT Regulation 33A of the Local Government (Financial Management) Regulations 1996 requires:

1. Between 1 January and 31 March in each year a local government is to carry out a review of itsannual budget for that year.

2. Within 30 days after a review of the annual budget of a local government is carried out it is to besubmitted to the Council.

3. A Council is to consider a review submitted to it and is to determine* whether or not to adopt thereview, any parts of the review or any recommendations made in the review.*Absolute majority required.

4. Within 30 days after a Council has made a determination, a copy of the review and determinationis to be provided to the Department.


FINANCIAL IMPLICATIONS Specific financial implications are as outlined in the Comments section of this report.




Outcome No.







OFFICER’S RECOMMENDATION That Council, in accordance with Regulation 33A of the Local Government Financial Management Regulations 1996, adopt the revised 2018/2019 budget (Attachment 10.1.8) including projected actuals for the remainder of the financial year and adopt the amended budget accordingly.


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10.2. GOVERNANCE AND COMPLIANCE

CHIEF EXECUTIVE OFFICER’S REPORT – DECEMBER 2018 AND JANUARY 2019 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem




SUMMARY This report is prepared by the Chief Executive Officer to provide Council and the community of Wyalkatchem with information about CEO activities and the operations of the Shire.

COMMENT In the month of December 2018 and January 2019 the CEO has attended the following meetings and events.

• AMD Chartered Account – FMR & Reg 17 Review• Jay Hammond and Christie Petchell – Wyalkatchem St John Ambulance• Hon Mia Davies• Council Workshop• NEWROC Council meeting - Trayning• Staff End of Year Party• ItVision Record Software demonstration• Council Meeting• Office of Auditor General, Grant Thornton – Audit Close out meeting• National Redress information Webinar• WALGA – Future of Local Government State Wide forum

The CEO commitments in February include;

• NEWROC meeting with the Hon. David Templeman, Minister for Local Government; Heritage;Culture and the Arts – Subsidiary legislation

• Wheatbelt North-East Sub Regional Road Group meeting• Water Corporation• Council Workshop• Department of Local Government, Sport and Cultural Industries – Local Government Act Review• LGIS• Council Meeting• Meeting with the Tennis Club• CEACA• NEWROC• LEMC


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Staff

Ms Trenorden has made application for parental leave, with the start of her leave being 6 May 2019. Advertisements for the position of Manager Corporate Services, as a fixed term contract, covering the period of leave is being advertised with applications closing on the 6 March 2019.

Australia Day

On the 26th January 2019 the shire hosted an Australia Day breakfast function. This event was attended by approximately 80 people, who enjoyed a cooked breakfast and joined in our Australia Day Celebrations.

This year event included guest speaker, Australian Ambassador, Kath Mazzella OAM. Mrs Mazella gave an overview of her work in Gynaecological Awareness and what Australia Day meant to her.

This event would not have been made possible without the assistance of a number of staff and volunteers. I would like to extend my appreciation to the members of Rotary, Shire Staff- Claire, Sheldon, Tegan and Darryn and Cr Butt and Cr Holdsworth for their assistance throughout the day.

Each year on Australia Day, the Citizen of the Year Awards give local governments around the state the opportunity to acknowledge the contributions and celebrate the active citizens of Western Australia at a community level. Nominations were for people you believed have delivered outstanding services to his or her community.

Congratulations to the following award winners Active Citizen of the Year Award: Wyalkatchem Rotary Youth Citizen of the Year Award: Jasmine Bland Community Citizen of the Year Award: Sue Adams

STATUTORY ENVIRONMENT There are no direct statutory implications in relation to this item.





Outcome No.





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5.2 A customer focussed organisation

5.2.1 Improve awareness of Council's services, activities and performance



5.3.6 Implement best practice people management policies and practices.


OFFICER’S RECOMMENDATION That Council accepts the Chief Executive Officers report for the months of December 2018 and January 2019.


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PRINCIPAL ENVIRONMENTAL HEALTH OFFICER REPORT – FEBRUARY 2019 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem

Date: 13 February 2019 Reporting Officer: Peter Toboss – Principal Environmental Health Officer

Disclosure of Interest: NIL File Number: 13.09.01

Attachment Reference: NIL

SUMMARY Council is to consider and accept the Principal Environmental Health Officer report for December 2018 and January 2019.

BACKGROUND The report will provide an insights into the important tasks undertaken by the Principal Environmental Health Officer (PEHO) on Monthly basis

COMMENT The Principal Environmental Health Officer attends the Wyalkatchem office each Thursday.

FOOD PREMISES One food complaint was received in the November. Formal investigation was conducted and no action further action required.

PUBLIC BUILDINGS INSPECTION Nil.

SWIMMING POOL WATER SAMPLING The December and January swimming pool water sample was undertaken by the PEHO. The test results and the water quality met the required standards.

RECYCLED WASTEWATER SAMPLING There not been water sampling of Wyalkatchem Wastewater Treatment Plant due the very low water level at the Shire dam.

STATUTORY ENVIRONMENT Food Act 2008, Public Health Act 2016 Health (Aquatic Facilities) Regulations 2007




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Objective: Healthy, Strong and connected communities

Outcome No.


1.1 Enhance community well-wellbeing and participation in community life

1.1.2 Promote regional health solutions that are integrated with other governments and entities

Objective: A prosperous and dynamic district

Outcome No.


2.1 A Vibrant and activated public places

2.1.1 Enhance and upgrade the amenity of the shopping precinct


OFFICER’S RECOMMENDATION That Council accept the Principal Environmental Health Officer Report for December 2018 and January 2019.


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GOVERNANCE EXECUTIVE OFFICER’S REPORT- FEBRUARY 2019 Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem

Date: 29 January 2019 Reporting Officer: Stephanie Elvidge, Governance Executive officer



SUMMARY Council is to consider and accept the Governance Executive Officer’s report for the month of January and February 2019.

BACKGROUND Officer’s report to Council every month to keep Council up to date on the operational proceedings of the Officer’s portfolio. The Governance Executive Officer reports on matters pertaining to Governance, Risk, Compliance, Occupational Safety and Health and Emergency Services.

COMMENT

Emergency: There weren’t any reported bushfire incidents in the month of January 2019 for the Shire of Wyalkatchem. There was a fire in the Shire of Training on 8th February. The Wyalkatchem Bushfire Brigade were in attendance.

The Chief Executive Officer and I met with Yvette Grigg, District Emergency Management Advisor | Wheatbelt and Goldfields-Esperance Districts, on 7th February 2019 to receive feedback and to progress the LEMA. The Chief Executive Officer is planning on bringing the revised LEMA to the LEMC meeting 27th February 2019. This will still allow enough time for the approval process to be completed and the final LEMA to be in place by June 2019. The approved Wyalkatchem LEMA is proposed to be used as a template for the other Shires.

Occupational Health and Safety:

The Governance Executive Officer and Manager of Works met with LGIS Regional Risk Coordinator Chris Gilmour on Wednesday 20th February to further the discussion of the Shire’s participation in a regional program that involves the use of an online platform for staff and contractor induction and training. (VELPIC).

The Shires Code of Conduct is now on the portal as is Part A of the Contractors and Employees Induction and has gone live as of this week.

The Governance Executive Officer is currently rolling out the Induction training to staff.

Letters have been composed for both Contractors and Employees. New Contractors are signing up to the process immediately while existing contractor’s deadline is 1st May 2019. To date the reception from Contractors has been positive with several completions.


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The Governance Executive Officer attended the LGIS Injury Management Workshop 13 February 2019. This will benefit the Shire in supporting injured staff to return to work and help to minimise compensation periods.

Governance:

The Chief Executive Officer and I have been developing a Compliance Calendar for 2019 to ensure deadlines are met and actions are noted. This will be rolled out end February/ Early March 2019 to the Administration staff, monitored and a status update provided at the future Quarterly Audit Committee meetings.

Other Business

NEWTRAVEL is due to meet on 28th February- A report was submitted for the agenda as requested- See Information Bulletin.

Pioneer Pathway stories are currently at the Editing Suite.

STATUTORY ENVIRONMENT Local Government Act 1995 Occupational Safety and Health Act 1984 Occupational Safety and Health Regulations 1996 Emergency Management Act 2005 Emergency Management Regulations 2006



COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan.


Outcome No.


5.1 A well governed, effective and responsive organisation



5.1.5 Continually improve the planning readiness and support for Emergency Services


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Outcome No.





OFFICER’S RECOMMENDATION That Council receive the Governance Executive Officer Report for the month of January and February 2019.


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ANNUAL REVIEW DELEGATIONS – COUNCIL TO THE CEO Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem



Attachment Reference: Attachment 10.2.4.1 - Draft Register of Delegation – Council to CEO Attachment 10.2.4.2 - Delegation Review – Comparison Table Attachment 10.2.4.3 - Revoke Delegation Listing

SUMMARY The purpose of this report is to seek Council approval for delegations to the Chief Executive Officer (CEO) as recorded in the Delegation Register 2019.

BACKGROUND Section 5.42 of the Local Government Act 1995 (the Act) prescribes that Council may delegate its powers or duties to the Chief Executive Officer (CEO), Section 5.43 outlines the limitations on such delegations. Delegations to the CEO is also prescribed within other legislation.

At least once every financial year delegations are to be reviewed by the delegator (Council) under s5.46(2) of the Local Government Act 1995. Council last reviewed its delegations on the 15 February 2018 and therefore a formal review is required.

Sections 5.18 and 5.46(1) of the Local Government Act 1995 require the CEO to maintain a Register of Delegations made under that Act.

Regulation 29 of the Local Government (Administration) Regulations 1996 requires the Delegation Register to be available for public inspection, with most Local Government’s publishing the Delegation Register on their website.

The Delegation Register fulfils the Local Government’s statutory obligation for delegations to be in writing.

COMMENT Whilst several pieces of legislation provide Local Government with an Express Power to Delegate, only the Local Government Act, the Cat Act 2011 and Dog Act 1976 require a Register of Delegations to be maintained. The Local Government Act 1995, Cat Act 2012 and the Dog Act 1975, requires delegations to be reviewed by the Delegator (whether it is Council or the CEO) at least once every financial year. It is good governance practice to keep all delegations in a single register.

To assist Local Governments in the task of Delegation, WALGA produced a standardise model Delegation Register template containing delegations for powers and duties most regularly used by Local Governments under Western Australian written law.

The new draft register has an improved structure and numbering format and provides a great deal of clarity on the delegation that is being provided and the conditions that are being applied. It provides an


35

increase in direction to the CEO on what duties they are delegated to perform and provides for limited “grey” areas.

Accordingly, in preparing the Register for Council consideration, the CEO has undertaken a comprehensive review of the current Delegation Register, Council to CEO with reference to the WALGA model. Existing delegations have been migrated to the new WALGA recommended format and content. A large number of new delegations recommended by WALGA have been added to the Draft 2019 Delegation Register, and a number of delegations have been removed. A comparison table is provided under attachment 10.2.4.2 for Council’s reference.

CEO Delegations to Employees and sub-delegation The Local Government Act 1995, Cat Act 2011 and the Graffiti and Vandalism Act 2016 provides an Express Power to Delegate that enables a Local Government CEO to Delegate, powers and duties directly assigned to the CEO, to Local Government employees.

Generally after Council had adopted the Council Delegation to the CEO, the CEO must make formal decision to make the:

• Sub-delegation of Council Delegation to the CEO; and• CEO Delegations to Employees

Based on the proposed 2019 Delegation Register, the CEO has reviewed the sub-delegations including; • Sub-delegation of Council Delegation to the CEO, inclusive of conditions and limitations; and• CEO Delegations to Employees, inclusive of conditions and limitations.

A record of the CEO’s decision must be retained as a Local Government’s record. This register of sub-delegations has been included in the 2019 Delegation Register. It should be noted that the CEO is authorised to make amendments to the register of sub-delegations contained with the 2019 Delegation Register.

Items highlighted in yellow will be update after Council’s adoption of the 2019 Delegation Register. Throughout the document there are references made to Council’s Policies. Council’s policies are currently under review. References to policy numbers will be updated on completion of the review.

STATUTORY ENVIRONMENT Local Government Act 1995 s 5.42 – Delegation of some powers and duties to CEO Local Government Act 1995 s5.43 – Limits on delegations to CEO

POLICY IMPLICATIONS Various, Delegations are to be exercise in accordance with Council’s policies.



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Outcome No.


5.1 A well-managed and effective Council organisation





OFFICER’S RECOMMENDATION That Council:

1. NOTES completion by Council as the Delegator, of the 2018/2019 annual statutory review of theDelegations Register, in accordance with s.5.18 and 5.46 of the Local Government Act 1995, s.47(2)of the Cat Act 2011 and s.10AB of the Dog Act 1976

2. REVOKES, by ABSOLUTE MAJORITY, the following listed delegations as detailed in Attachment10.2.4.3, under the Local Government Act 1995, Cat Act 2011, Dog Act 1976 and Graffiti VandalismAct 2016.

a. W1 – Expression of Interest and Tenders;b. W5 – Cat Act 2011 Delegation appointment of authorised person;c. W6 – Dog Act 1975 Appointments of Authorised Officers.

3. REVOKES the following listed delegations as detailed in Attachment 10.2.4.3, under the BuildingAct 2011, Bush Fires Act 1954, Food Act 2008 and Public Health Act 2016:

a. C1 – Building Act 2011;b. C19 – Public Health Act 2016 – Appointment of authorised officers by Council;

4. REVOKES the following listed delegations as detailed in Attachment 10.2.4.3, under the RoadTraffic Act 1975 and Health (Miscellaneous Provisions) Act 1911:

a. W7 – Road Traffic Act 1974;b. C18 – Health (Miscellaneous Provisions) Act 1911 - Appointment of authorised officers by

council

5. APPROVES, by ABSOLUTE MAJORITY, to DELEGATE the local government functions as detailed inthe 2019 Delegation Register to the Chief Executive Officer.


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10.3. WORKS AND SERVICES

MANAGER OF WORKS OFFICER’S REPORT – FEBRUARY 2019 Applicant: Not Applicable Location: Shire of Wyalkatchem

Date: 11TH February 2019 Reporting Officer: Darryn Watkins – Manager of Works



SUMMARY Council is to consider and accept the Manager of Works report for the month of February 2019.

BACKGROUND To inform Council of the activities of the Works team over the Jan – Feb 19 period.

COMMENT

Road Crew Sealed pavement maintenance on Wyalkatchem – Koorda Road.

Parks / Town Services Crew Town street verge maintenance, brush cutting and weed spraying. Preparation of cricket wickets. Preparation and maintenance of tennis courts. Grounds maintenance to shire owned assets. Routine mowing maintenance. Admin park mowing. Ongoing maintenance of landfill facility. Town Hall garden maintenance. Railway reserve maintenance. Removal of damaged banners from town entrances. Various irrigation repairs. Water transfer from White Dam to Recreation Oval Dam.

Aerodrome Weekly aerodrome inspection carried out. Monthly out of hour’s runway lighting inspection completed.

Waste Management Weekly push up of deposited waste. Landfill remediation works (Avon Waste cell). Ongoing issues with waste type segregation – notice in the forthcoming Wylie weekly


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Recycled Water Scheme The Manager of Works met with Technical Advisor from Water Corporation. She advised that the project has stalled due to compliance issues. High level talks taking place between DoH, WC and DWER on the issue of licencing and compliance requirements.

Plant Servicing and Repairs Intake manifold sensor replacement and ECM update on Loader WM 016 4 new tyres to tandem dolly 60,000km service to P&G Leading Hand Ute WM 027. Replace air con compressor, idler bearing and belt on roller WM160. Repair bitumen emulsion sprayer pump.

General Items 2 road crew personnel returned to work after the Xmas break. The remaining two crew will return to work from Long Service Leave on the 5th March 2019. Delivery of new Bomag multi tyred roller. Inspection of Verge Street trees (Swan Street). Railway crossing signage replacement (Cemetery Road). New warning signage supplied by Water Corporation to be installed around Recreation Oval regarding water reuse. Commenced subscription to WALGA DWER Environmental Planning Tool to assess environmental impacts of proposed works. Completion of WALGA Preferred Supplier Survey. Repair brick paving at Rec Centre building. The Manager of Works has commenced discussions with Tracy Calvert- Manager Rural Water Planning- Department of Water Environment Regulation regarding funding opportunities for Community Strategic Water Supply projects. Admin Office Flag pole repairs and reinstallation. Removal of seat and shelter from the verge in front of SJA Building. Repair door hinges at the Barracks.

OSH VELPIC review. Ben McMiles completed white card training 12/2/2019. Training session planned for the 20th March 2019- VELPIC online training, the use of SWMS’s and Take 5. Attended Injury Management Training on the 13th in Dowerin conducted by LGIS.

Cemetery Grounds maintenance carried out. Grave digging x 2.

Private Works 23 Flint Street – Skid Steer hire with operator.

STATUTORY ENVIRONMENT Not applicable


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Outcome No.


2.5 Functional roads, traffic management and transport links

2.5.1 Long term functional roads, traffic management and transport strategy


Outcome No.




6.3 Parks, playgrounds and reserves meet community needs

6.3.1 Develop and implement master plan for parks, playgrounds and reserves


OFFICER’S RECOMMENDATION That Council accept the Manager of Work’s report for the month of February 2019.


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VERGE STREET TREES – SWAN STREET Applicant: Not Applicable Location: Swan Street, Shire of Wyalkatchem

Date: 11th February 2019 Reporting Officer: Darryn Watkins – Manager of Works


Attachment Reference: Attachment 10.3.2 Arborist Report – Specialised Tree Services

SUMMARY Council to consider the treatment options detailed in the attached report regarding a complaint received in relation to the surface roots of verge street trees impacting a residence.

BACKGROUND The Shire of Wyalkatchem received a complaint from the owners of 5 McLean Street, Wyalkatchem on the 9th January 2019 regarding surface roots from the verge street trees located on Swan Street, impacting their residence.

COMMENT The Manager of Works investigated the complaint on the morning of the 10th January 2019 by conducting an initial site visit and recording photographic evidence of the verge street trees in question. The surface roots from the three verge trees are in fact encroaching into the private residence and if not already, may in the future cause damage to the structural integrity of the building. Location image below:

After the initial site inspection the Manager of Works contacted the complainant on the 10th January to advise that Shire will engage the services of a suitably qualified professional to inspect the trees in question and provide a written report to Council detailing proposed treatments. This action is in accordance with Council Policy E16 – Gum Tree Pruning.


41

Specialised Trees Services in conjunction with the Manager of Works inspected the trees on the 24th January 2019 and the arborist report is attached for consideration. The report was received into this office on the 4th February 2019.

The report identifies the trees as one Tasmanian Blue Gum in average to good health and two Yellow Flowering Gums, one in average to poor health and one in very poor health. The Yellow Flowering Gums were also observed to have a presence of borer and leaf miner attacking the trees.

It should be noted that in both of the proposed treatment options that the two Yellow Flowering Gums would require removal. The root removal of the Tasmanian Blue Gum is quite an invasive procedure with no guarantee that the tree would survive post root removal treatment. The Tasmanian Blue Glum can grow to a height of 50 metres with a canopy spread of up to 30 metres in the right conditions and therefore is not suitable as a verge tree that is in close proximity to structures. The excavation and installation of root barrier and sodium bentonite clay is labour intensive and as such a costly option should Council wish to pursue it.

Council has funds available in the 2018/2019 Annual Budget to cover the cost of both of the proposed treatment options.

STATUTORY ENVIRONMENT Local Government Act 1995 Environmental Protection Act 1986

POLICY IMPLICATIONS In accordance with Council Policy E16 – Gum Tree Pruning

FINANCIAL IMPLICATIONS The Officers Recommendation can be undertaken within available funds in the 2018/2019 Statutory Budget.




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Outcome No.





Outcome No.





OFFICER’S RECOMMENDATION That Council:

1. Authorise the removal of the three verge street trees identified in the Arborist Reportlocated on Swan Street, Wyalkatchem.

2. Authorise the Chief Executive Officer to replace the removed street verge trees with a moresuitable native species of verge street tree at the discretion of the Chief Executive Officerwithin 2018/2019 budgeted funds.


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11. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

12. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN

13. URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION

14. MATTERS BEHIND CLOSED DOORS

15. INFORMATION BULLETIN

15.1. Information Bulletin The information bulletin has been provided as an attachment (Attachment 15.1)

15.2. Business Arising from the Information Bulletin

16. CLOSURE OF THE MEETING

10.1

www.wyalkatchem.wa.gov.au

SHIRE OF WYALKATCHEM

FEBRUARY 2019

ATTACHMENTS


LIST OF ATTACHMENTS

1. 7.1.1 Ordinary Meeting of Council Minutes – 20 December 2018

2. 7.2.1 NEWROC Council Minutes – 11 December 2018

3. 7.2.3 WALGA State Council Meeting Minutes – 5 December 2018

4. 7.2.4.1 Minutes of the CEACA Executive Committee Meeting – 12 December 2018

5. 10.1.1.1 Payment Listings – December 2018

6. 10.1.1.2 Payment Listing – January 2018

7. 10.1.1.3 Fuel Card Statement – November 2018

8. 10.1.1.4 Fuel Card Statement – December 2018

9. 10.1.2 Monthly Financial Report – December 2018

10. 10.1.3 Monthly Financial Report – January 2019

11. 10.1.4.1 Credit Card Accounts Paid and Statement– November 2018

12. 10.1.5.1 Credit Card Accounts Paid and Statement – December 2018

13. 10.1.7.1 SynergySoft Business Case

14. 10.1.7.2 IT Vision Quotation

15. 10.1.8 Budget Review 2018/19

16. 10.2.4.1 Draft Register of Delegation – Council to CEO

17. 10.2.4.2 Delegation Review – Comparison Table

18. 10.2.4.3 Revoked Delegation Listing 19. 10.3.2 Street Trees Arborist Report

20. 15.1 Information Bulletin

1

CONFIDENTIAL

MINUTES

OF THE

ORDINARY MEETING OF

COUNCIL HELD ON

THURSDAY, 20 December 2018

Council Chambers

Honour Avenue

Wyalkatchem

Commencement: 3:37pm

Closure: 5:06pm

Attachment 7.1.1 OCM Minutes 20 December 2018

CONFIDENTIAL Minutes for the Ordinary Meeting of Council held in the Shire of Wyalkatchem Council Chambers on the 20 December 2018

Preface

When the Chief Executive Officer approved these Minutes for distribution they are in

essence “Unconfirmed” until the following Ordinary Meeting of Council, where the

minutes will be confirmed subject to any amendments.

The “Confirmed” Minutes are then signed off by the Presiding Member

Disclaimer

No responsibility whatsoever is implied or accepted by the Shire of Wyalkatchem for any

act, omission or statement or intimation occurring during this meeting. It is strongly

advised that persons do not act on what is heard at this meeting and should only rely on

written confirmation of Council’s decisions, which will be provided within ten days of this

meeting

Unconfirmed Minutes

These minutes were approved for distribution on 21 December 2018.

Taryn Dayman

Chief Executive Officer

Shire of Wyalkatchem


TABLE OF CONTENTS

1. DECLARATION OF OPENING ................................................................................... 1

2. PUBLIC QUESTION TIME ........................................................................................ 1

2.1. Response to Public Questions Previously Taken on Notice ......................................... 1

2.2. Declaration of Public Question Time opened ............................................................. 1

2.3. Declaration of Public Question Time closed ............................................................... 1

3. ATTENDANCE, APOLOGIES, LEAVE OF ABSENCE ..................................................... 1

3.1. Attendance ............................................................................................................... 1

3.2. Apologies .................................................................................................................. 1

3.3. Approved Leave of Absence ...................................................................................... 1

3.4. Applications for Leave of Absence ............................................................................. 1

4. OBITUARIES .......................................................................................................... 1

5. PETITIONS, DEPUTATIONS, PRESENTATIONS .......................................................... 1

5.1. Petitions ................................................................................................................... 1

5.2. Deputations .............................................................................................................. 2

5.3. Presentations ............................................................................................................ 2

6. DECLARATIONS OF INTEREST ................................................................................. 2

6.1. Financial and Proximity Interest ................................................................................ 2

7. CONFIRMATION AND RECEIPT OF MINUTES ........................................................... 2

7.1. Confirmation of Minutes ........................................................................................... 2

7.1.1. Ordinary Meeting of Council – 15 November 2018 ................................................... 2

7.2. Receipt of Minutes .................................................................................................... 2

7.2.1. NEWROC Council Minutes – 27 November 2018 ...................................................... 2

7.2.2. Central East Aged Care Alliance Inc. Committee Minutes– 14 November 2018 ....... 3

7.2.3. Central East Aged Care Alliance Inc. A.G.M. Minutes – November 2018 ................. 3

7.2.4. Great Eastern Country Zone and Local Government Agricultural Freight Group

Minutes – 29 November 2018 ................................................................................... 4

8. ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION ................. 4

9. MATTERS FOR WHICH THE MEETING MAY BE CLOSED ............................................ 4

10. REPORTS ............................................................................................................... 5

10.1. CORPORATE AND COMMUNITY SERVICES ................................................................. 5

10.1.1. FINANCIAL MANAGEMENT – PAYMENT LISTINGS – NOVEMBER 2018 ..................... 5


10.1.2 FINANCIAL MANAGEMENT– MONTHLY FINANCIAL REPORT – NOVEMBER 2018 .... 8

10.1.3 FINANCIAL MANAGEMENT – MEDICAL CENTRE OPERATING EXPENSES– BUDGET

AMENDMENT ........................................................................................................... 11

10.1.4. FINANCE AND ADMINISTRATION OFFICER’S REPORT DECEMBER 2018 ................. 13

10.1.5. WYALKATCHEM HOCKEY CLUB COMMUNITY GRANT APPLICATION ...................... 14

10.2. GOVERNANCE AND COMPLIANCE ............................................................................ 17

10.2.1 CHIEF EXECUTIVE OFFICER’S REPORT - NOVEMBER 2018 ...................................... 17

10.2.2 PRINCIPAL ENVIRONMENTAL HEALTH OFFICER’S REPORT – NOVEMBER 2018 .... 20

10.2.3 GOVERNANCE EXECUTIVE OFFICER’S REPORT - DECEMBER 2018 ......................... 22

10.2.4. APPOINTMENTS – DUAL FIRE CONTROL OFFICER – SHIRE OF TRAYNING ............. 25

10.3. WORKS AND SERVICES ............................................................................................ 27

10.3.1. MANAGER OF WORKS OFFICER’S REPORT - DECEMBER 2018 ................................ 27

10.3.2. PLANT REPLACEMENT – TENDERING- ROLLER PURCHASE ...................................... 30

10.4. PLANNING AND BUILDING ...................................................................................... 33

10.4.1 APPLICATION FOR PLANNING APPROVAL LOT 411 BUTLIN STREET ........................ 33

11. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ................................... 35

12. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN .................... 35

13. URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION ........ 35

13.1. AUTHORISATION TO AFFIX THE COMMON SEAL – WITHDRAWAL OF CAVEAT

LOT 85 WILSON ST, WYALKATCHEM .................................................................... 36

14. MATTERS BEHIND CLOSED DOORS ....................................................................... 38

14.1. CHIEF EXECUTIVE OFFICER – KEY PERFORMANCE INDICATORS ................................. 38

15. INFORMATION BULLETIN ..................................................................................... 40

15.1. Information Bulletin ................................................................................................ 40

15.2. Business Arising from the Information Bulletin ........................................................ 40

16. CLOSURE OF THE MEETING .................................................................................. 40


1

1. DECLARATION OF OPENING The Chairperson, Shire President Cr Davies opened the meeting at 3:37pm

2. PUBLIC QUESTION TIME 2.1. Response to Public Questions Previously Taken on Notice

Nil

2.2. Declaration of Public Question Time opened Public Question time opened at 3:38

There were no members of the public.

2.3. Declaration of Public Question Time closed Public question time closed at 3:38

3. ATTENDANCE, APOLOGIES, LEAVE OF ABSENCE 3.1. Attendance

Members: Cr. Quentin Davies President (Presiding Member) Cr. Stephen Gamble Cr. Fred Butt

Cr. Heather Metcalfe Cr. Owen Garner

Staff: Taryn Dayman Chief Executive Officer Claire Trenorden Manager Corporate Services

Stephanie Elvidge Governance Executive Officer

3.2. Apologies Cr. Emma Holdsworth

3.3. Approved Leave of Absence Nil

3.4. Applications for Leave of Absence Nil

4. OBITUARIES It was advised that John O’Grady and Selwyn Langford had passed away since the last meeting.

5. PETITIONS, DEPUTATIONS, PRESENTATIONS 5.1. Petitions

Nil


2

5.2. Deputations Nil

5.3. Presentations Nil

6. DECLARATIONS OF INTEREST 6.1. Financial and Proximity Interest

Nil

6.2. Impartiality Interests

Nil

7. CONFIRMATION AND RECEIPT OF MINUTES 7.1. Confirmation of Minutes

7.1.1. Ordinary Meeting of Council – 15 November 2018 Minutes of the Shire of Wyalkatchem Ordinary Meeting held on Thursday 15

November 2018 (Attachment 7.1.1)


That the minutes of the Shire of Wyalkatchem Ordinary Meeting of Council of

Thursday 15 November 2018 (Attachment 7.1.1) be confirmed as a true and

correct record.

COUNCIL RESOLUTION:

(168/2018) Moved: Cr Butt Seconded: Cr Gamble

That the minutes of the Shire of Wyalkatchem Ordinary Meeting of Council

of Thursday 15 November 2018 (Attachment 7.1.1) be confirmed as a true

and correct record.

CARRIED 5/0

7.2. Receipt of Minutes

7.2.1. NEWROC Council Minutes – 27 November 2018 Minutes of the NEWROC Executive Meeting held on Tuesday 27 November

2018 (Attachment 7.2.1)


That the minutes of the NEWROC Executive Meeting held on Tuesday 27

November 2018 (Attachment 7.2.1) be received by Council.


3

COUNCIL RESOLUTION:

(169/2018) Moved: Cr Gamble Seconded: Cr Metcalf

That the minutes of the NEWROC Executive Meeting held on Tuesday 27

November 2018 (Attachment 7.2.1) be received by Council.

CARRIED 5/0

7.2.2. Central East Aged Care Alliance Inc. Committee Minutes– 14 November 2018 Minutes of the Central East Aged Care Alliance Inc. Committee meeting of

Wednesday 14 November 2018 (Attachment 7.2.2)

OFFICER RECOMMENDATION: That the minutes of the Central East Aged Care Alliance Inc. Committee meeting held on Wednesday 14 November 2018 (Attachment 7.2.2) be received by Council.

COUNCIL RESOLUTION:

(170/2018) Moved: Cr Butt Seconded: Cr Garner

That the minutes of the Central East Aged Care Alliance Inc. Committee meeting held on Wednesday 14 November 2018 (Attachment 7.2.2) be received by Council.

CARRIED 5/0

7.2.3. Central East Aged Care Alliance Inc. A.G.M. Minutes – November 2018 Minutes of the Central East Aged Care Alliance Inc. Annual General Meeting of

Wednesday 14 November 2018 (Attachment 7.2.3)

OFFICER RECOMMENDATION: That the minutes of the Central East Aged Care Alliance Inc. Annual General Meeting held on Wednesday 14 November 2018 (Attachment 7.2.3) be received by Council.

COUNCIL RESOLUTION:

(171/2018) Moved: Cr Butt Seconded: Cr Metcalf

That the minutes of the Central East Aged Care Alliance Annual General Meeting held on Wednesday 14 November 2018 (Attachment 7.2.2) be received by Council.

CARRIED 5/0


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7.2.4. Great Eastern Country Zone and Local Government Agricultural Freight Group Minutes – 29 November 2018 Minutes of the Great Eastern Country Zone and Local Government Agricultural

Freight Group meeting Thursday 29 November 2018 (Attachment 7.2.4)

OFFICER RECOMMENDATION: That the minutes of the Great Eastern Country Zone and Local Government Agricultural Freight Group meeting held on Thursday 29 November 2018 (Attachment 7.2.4) be received by Council. COUNCIL RESOLUTION:

(172/2018) Moved: Cr Gamble Seconded: Cr Garner

That the minutes of the Great Eastern Country Zone and Local Government Agricultural Freight Group meeting held on Thursday 29 November 2018 (Attachment 7.2.4) be received by Council.

CARRIED 5/0

8. ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION

Cr Davies welcomed new staff members Sheldon Cox and Stephanie Elvidge to the Shire of

Wyalkatchem.

Cr Davies thanked the organisers of the Staff Christmas Party held last Friday. It was an

enjoyable evening that received great feedback.

Cr Garner commented that the people attending had noted the ‘thank you speech’ from both

the Chief Executive Officer, Ms Taryn Dayman and Shire President, Cr Davies that it was well

received and appreciated.

Cr Davies and Chief Executive Officer advised that the Manager of Works would be joining the

meeting at Item 10.3.1

9. MATTERS FOR WHICH THE MEETING MAY BE CLOSED 9.1 Confidential Item 14.1 – Chief Executive Officer Key Performance Indicators.


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10. REPORTS 10.1. CORPORATE AND COMMUNITY SERVICES

10.1.1. FINANCIAL MANAGEMENT – PAYMENT LISTINGS – NOVEMBER 2018

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 10 December 2018 Reporting Officer: Claire Trenorden – Manager Corporate Services Disclosure of Interest: No interest to disclose File Number: 12.10.02 Attachment Reference: Attachment 10.1.1.1 Payment Listing – November 2018 Attachment 10.1.1.2 Credit Card Statement – October 2018 Attachment 10.1.1.3 Fuel Card Statement – October 2018

SUMMARY This report recommends that Council receive the monthly transaction financial activity statement for the Shire of Wyalkatchem as required by the Local Government Act 1995 Section 6.8(2) (b). BACKGROUND Council has delegated to the Chief Executive Officer the exercise of its power to make payments from the Trust and Municipal Fund (Delegation A1). The CEO has sub-delegated these payments to the Manager Corporate Services and the Administration Officers. In accordance with Regulation 13 of the Local Government (Financial Management) Regulations 1996, a list of accounts paid is to be presented to Council and be recorded in the minutes of the meeting at which the list was presented. COMMENT Pursuant to Section 6.8(2) (b) of the Local Government Act 1995, where expenditure has been incurred by a local government it is to be reported to the next Ordinary Meeting of Council. Values have been rounded to the nearest dollar. Municipal Account Total Payments November 2018 $283,093 Total Payments November 2017 $625,729 Variance $ -$342,636 Variance % -55% Percentage paid by EFT November 2018 100% Percentage paid by cheque November 2018 0% Percentage of Wyalkatchem based suppliers November 2018 (excluding wages, bank fees, loan payments and utilities providers) 11% Percentage of suppliers used where no Wyalkatchem based option is available November 2018 76% Dollar value spent with Wyalkatchem based suppliers November 2018 $20,837 Trust Account – Working No transactions


6

Reserve Account No transactions

STATUTORY ENVIRONMENT Section 6.8(2) (b) of the Local Government Act 1995 requires that where expenditure has been incurred by a local government it is to be reported to the next Ordinary Meeting of Council.

POLICY IMPLICATIONS Relates to Policy Number 10.1 – Purchasing Policy.

FINANCIAL IMPLICATIONS Payments of accounts payable as per the attached transaction statements to the value of $283,093 for November 2018.



Outcome No.





Outcome No.







7

OFFICER’S RECOMMENDATION That Council receive the Payment Listings for the month of November 2018, as provided for in attachment 10.1.1.1 COUNCIL RESOLUTION:

(173/2018) Moved: Cr Metcalf Seconded: Cr Garner

That Council receive the payment Listings for the month of November 2018, as provided for in attachment 10.1.1.1

CARRIED 5/0


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10.1.2 FINANCIAL MANAGEMENT– MONTHLY FINANCIAL REPORT – NOVEMBER 2018

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 11 December 2018 Reporting Officer: Claire Trenorden – Manager Corporate Services Disclosure of Interest: No interest to disclose File Number: 12.10.02 Attachment Reference: Attachment 10.1.2 Monthly Financial Report – November 2018

SUMMARY In accordance with Regulation 34 of the Local Government (Financial Management) Regulations 1996, the Shire is to prepare a monthly Statement of Financial Activity for approval by the Council. BACKGROUND The Statement of Financial Activity was introduced by the Department of Local Government from 1 July 2005. The change was implemented to provide elected members with a better idea of operating and capital revenue and expenditure. It was also intended to link operating results with balance sheet items and to reconcile with end of month balances. COMMENT November 2018 Financial Statements

Yearly operating revenue is $1,934,367 inclusive of net rate income of $1,248,202 (net of prepaid rates and discounts) – 78% of Budget;

Yearly operating expenditure is $1,467,251 – 38% of Budget;

Yearly capital expenditure is $461,459 – 36% of Budget;

Yearly capital revenue is $1,158,261 – 86% of Budget;

Net current assets as at 30 November 2018 are $1,965,116. Operating Revenue Rates: Revenue of $1,454,232 has been raised during the rate run for 2018/19. The total Rate Run is broken down between Rates $1,301,824, Rubbish $96,390, Health Levy $15,120 and ESL Levy $40,898. To date income received is $1,206,043 and discounts applied equate to $18,583. Approximately 84% of Rates have been collected to date, with $209,099 outstanding. General Purpose: The second instalment of the FAGS – General Purpose was received in November 2018 ($134,757). Roads: The second instalment of the FAGS – Roads grant was received in November 2018 ($51,491) and the Roads 2 Recovery grant for 2018/19 was received as per the Annual Budget ($201,689).


9


Novar, Railway Station and Railway Barracks capital works have commenced as of October 2018. 1 Slocum St capital works have been completed.

Plant and Equipment $148,033 The Toro mower, Doctors vehicle and Works Manager vehicle changeovers have been completed. The new cylinder mower has been purchased.

Roads $180,836 Both Cunderdin/Wyalkatchem Rd projects, Lewis East Rd, Goldfields Rd has commenced as of November 2018.

Net Assets: Net Current Assets as at 30 November 2018 amount to $1,965,116. This in the majority comprises of Cash Unrestricted – Municipal Funds ($1,726,842). STATUTORY ENVIRONMENT Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996 applies. POLICY IMPLICATIONS There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS There are no financial implications in relation to this item. COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan Objective: A well-managed and effective Council organisation

Outcome No.





10


Outcome No.





VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council receive the Statement of Financial Activity for the period ended 30 November 2018, as provided for in Attachment 10.1.2 COUNCIL RESOLUTION:


That Council receive the Statement of Financial Activity for the period ended 30 November 2018, as provided for in Attachment 10.1.2

CARRIED 5/0


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10.1.3 FINANCIAL MANAGEMENT – MEDICAL CENTRE OPERATING EXPENSES– BUDGET AMENDMENT

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 10 December 2018 Reporting Officer: Claire Trenorden – Manager Corporate Services Disclosure of Interest: No interest to disclose File Number: 12.05.06 Attachment Reference: Nil

SUMMARY This report relates to Council’s consideration of an amendment to the Annual Budget for 2018/19 for the Medical Centre Operating expenses. BACKGROUND An allocation of $4,000 for the Medical Centre information technology has been provided for in the 2018/2019 shire budgeted within the Medical Centre Operation Expenditure budget allowance. To date the amount of $3,560 has been expended. The Medical Centre has been experiencing frequent reliability issues. These concerns have resulted in T & E services engaging an information technology suppler to review the stability of their IT systems and equipment and make recommendations to increase the reliability, data security and integrity and reduce the risk of data loss and downtime during system failures. COMMENT T & E Information Technology supplier has made the following recommendations;

Replace 3 failing server hard drives - $1,446 excluding GST.

Backup solution - $1,466 excluding GST

Upgrade 3 workstations, including upgrading to Windows 10 and Microsoft Office 2016 - $4,467 excluding GST

A quotation for the supply and installation of the above has been received totalling $8,429. T & E Services have requested that Council considers implementing the suggested recommendations as a matter of priority. Staff have reviewed Council’s current financial position and due to a higher than anticipated opening surplus for 2018/19 the funds to facilitate this budget amendment are available. STATUTORY ENVIRONMENT Local Government Act 1995 Section 6.8 Expenditure from Municipal Fund not included in the Annual Budget. POLICY IMPLICATIONS There are no direct policy implications in relation to this item.


12

FINANCIAL IMPLICATIONS Increase in operating expenditure – E072502 – Medical Centre operating expenses of $8,429. This increase in expenditure will be included in Council’s Budget Review. COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan Objective: A well-managed and effective Council organisation

Outcome No.


1.1 Enhanced community well-being and participation in community life

1.1.1 Maintain asset and financial support for the independent general practitioner

VOTING REQUIREMENT Absolute Majority OFFICER’S RECOMMENDATION That Council approves the amendment to the 2018/2019 Annual Budget, increasing the Medical Centre operating expenditure by $8,429 to fund the replacement of information technology equipment at the Wyalkatchem Medical Centre.

COUNCIL RESOLUTION:

(175/2018) Moved: Cr Garner Seconded: Cr Metcalf

That Council approves the amendment to the 2018/2019 Annual Budget, increasing the Medical Centre operating expenditure by $8,429 to fund the replacement of information technology equipment at the Wyalkatchem Medical Centre.

CARRIED BY ABSOLUTE MAJORITY 5/0


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10.1.4. FINANCE AND ADMINISTRATION OFFICER’S REPORT DECEMBER 2018

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 12 December 2018 Reporting Officer: Sheldon Cox, Finance and Administration Officer Disclosure of Interest: No interest to disclose File Number: 13.09.01 Attachment Reference: Nil

SUMMARY Council is to consider and accept the Finance and Administration report for the month of December 2018. BACKGROUND Officers report to Council every month to keep Council up to date on the operational proceedings of the Officer’s portfolio. The Finance and Administration Officer reports on matters pertaining to finance, economic development and administration. Economic Development:

Applied for a $1,000 grant from Youth Week WA, to host a youth section at the Fair

Approved for a $2,000 grant from Healthways to promote the SunSmart message at the Fair.

LotteryWest has confirmed that we have been successful for a $10,000 grant for the fair. This

money will be used to make the fair bigger and better, with loads of rides and attractions.

The Facebook Page, Shire of Wyalkatchem, has been launched and we are currently promoting

it.

Kath Mazzella OAM has been allocated as our Australia Day ambassador. Kath was awarded

Senior Australian of the Year in 2017. We are currently planning and promoting the event.

STATUTORY ENVIRONMENT There are no direct statutory environments in relation to this item. POLICY IMPLICATIONS There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS There are no financial implications in relation to this item. COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan Objective: Healthy, strong and connected communities.


14

Outcome No.


1.4 Diverse and Inclusive Community

1.4.2 Facilitate local festivals and events to connect the Community.

VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council receive the Finance and Administration officer’s Report for the month of December 2018.

COUNCIL RESOLUTION:

(176/2018) Moved: Cr Butt Seconded: Cr Garner

That Council receive the Finance and Administration Officer’s Report for the month of December 2018.

CARRIED 5/0

10.1.5. WYALKATCHEM HOCKEY CLUB COMMUNITY GRANT APPLICATION

Applicant: Wyalkatchem Hockey Club


15

Location: Shire of Wyalkatchem Date: 11 December 2018 Reporting Officer: Taryn Dayman, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: 15.2.1 Attachment Reference: Attachment 10.1.5 Community Grant Application

SUMMARY This report relates to the Council’s consideration of the Wyalkatchem Hockey Club application under Council’s Community Grants scheme. BACKGROUND Community groups can make application to Council for a financial contribution or granting reduction of fees and charges to community and sporting groups. Council has adopted policy FP7 – Community Grants and Users Groups to ensure transparency in the process of selecting and approving community grants. COMMENT An application to Council’s Community Grants Scheme has been received by the Wyalkatchem Hockey

Club, requesting a financial contribution of $1,000 to assist with funding a charity ball to be held at

the Yorkrakine Hall on the 9 February 2019.

Policy FP7 outlines the criteria in regards to applications. The following is an assessment of the

Wyalkatchem Hockey Club application against the required criteria.

Criteria Criteria Met Comments

An Incorporated Body Yes Wyalkatchem Hockey Club is an incorporated body

A group with an ABN YES Wyalkatchem Hockey Club has an ABN

A group registered for GST NO Wyalkatchem Hockey Club is not registered for GST

A group benefitting the community, which has been formed for a minimum of six months

YES See comments below

Grant excludes Capital Works YES Funds to contribute to the costs of entertainment

Previous awarded grants correctly discharged

YES Hockey Club was granted funding of $750 towards umpiring fees.

The applicant submissions outlines that the event “Boots and Ball gowns” Charity Ball is being held to help increase mental health awareness in rural community and to raise funds for the RFDS. There aren’t any details on the strategies on how the event will assist in raising mental health awareness in rural community and additional information may need to be sought in this regard.


16

The event is being held in the Yorkrakine Hall, which is located in the Shire of Tammin.

Individuals and groups should be encouraged and supported for organising a community event such

as this.

STATUTORY ENVIRONMENT Local Government Act 1995

POLICY IMPLICATIONS FP7 – Community Grants and Users Groups

FINANCIAL IMPLICATIONS Expenditure of $1,000 from the Community Assistance Grant pool budget allocation of $5,000 which has been provided for in the 2018/2019 budget provision. $1,000 has occurred to date.


The matter before Council generally accords with the following Shire desired outcome as expressed

in the revised Shire of Wyalkatchem Strategic Community Plan

Objective: Healthy, strong and connected communities

Outcome No.


1.3 Connected and effective community groups

1.3.1 Support and strengthen community organisations and networks

1.3.2 Encourage volunteering to create an active, confident and resilient


OFFICER’S RECOMMENDATION That Council approves the Wyalkatchem Hockey Club Community Grant Application, approving a financial contribution of $1000 towards the costs of hosting the charity ball.

COUNCIL RESOLUTION:

(177/2018) Moved: Cr Garner Seconded: Cr Gamble

That Council approves the Wyalkatchem Hockey Club Community Grant Application, approving a financial contribution of $1000 towards the costs of hosting the charity ball.

CARRIED 5/0


17

10.2. GOVERNANCE AND COMPLIANCE

10.2.1 CHIEF EXECUTIVE OFFICER’S REPORT - NOVEMBER 2018

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 11 December 2018 Reporting Officer: Taryn Dayman, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: 13.09.01 Attachment Reference: Nil

SUMMARY This report is prepared by the Chief Executive Officer to provide Council and the community of

Wyalkatchem with information about CEO activities and the operations of the Shire.

COMMENT In the month of November 2018 the CEO has attended the following meetings and events.

Council Workshop

Wheatbelt North-East Sub Regional Road Group Meeting – Mukinbudin

Meeting with Market Creations

CEACA AGM – Merredin

Central Regional TAFE

Main Roads Meeting

Ross Crute - Rotary

Friends of the Cemetery

Sandra Clohessy - LGIS

Council Meeting

Wyalkatchem Hospital opening

Chris Gilmore - LGIS

NEWROC executive meeting – Trayning

WALGA Great Eastern Country Zone

Gren Putland and Janet Hartley-West - Main Roads

The CEO commitments in December include;

AMD Chartered Account – FMR & Reg 17 Review

Jay Hammond and Christie Petchell – Wyalkatchem St John Ambulance

Hon Mia Davies

Council Workshop

NEWROC Council meeting - Trayning

Staff End of Year Party


18

Staff

Sheldon Cox commenced at the Shire on the 26 November in the position of Administration & Finance

Officer. Stephanie Elvidge also commenced on the 26 November in the position of Governance

Executive Officer.

Main Roads Meeting

The Chief Executive Officer, Manager of Works and Cr Gamble met with Gren Putland, Janet Hartley-

West from Main Roads to discuss a number of topics including;

Main Street Traffic

CBH access

Black Spot projects.

The meeting was very productive and explored a number of options to amend the CBH access route

and re-direct heavy vehicles away from the Shire’s Town site main streets.

Further meetings with key stakeholders, including CBH will be coordinated in the New Year to explore

potential options and ensure that the road network is meeting the future needs of CBH as well as

providing a safe and efficient route for all users.

STATUTORY ENVIRONMENT There are no direct statutory implications in relation to this item. POLICY IMPLICATIONS There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS There are no financial implications in relation to this item. COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan Objective: A well-managed and effective Council organisation

Outcome No.







19






5.3.6 Implement best practice people management policies and practices.

VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council receive the Chief Executive Officer’s report for the month of November 2018. COUNCIL RESOLUTION:


That Council receive the Chief Executive Officer’s report for the month of November 2018.

CARRIED 5/0


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10.2.2 PRINCIPAL ENVIRONMENTAL HEALTH OFFICER’S REPORT – NOVEMBER 2018

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 13 December 2018 Reporting Officer: Peter Toboss – Principal Environmental Health Officer Disclosure of Interest: NIL File Number: 13.09.01 Attachment Reference: NIL

SUMMARY Council is to consider and accept the Principal Environmental Health Officer report for November 2018 as presented. BACKGROUND The report will provide an insights into the important tasks undertaken by the Principal Environmental Health Officer (PEHO) on Monthly basis COMMENT The Principal Environmental Health Officer attends the Wyalkatchem office each Thursday. FOOD PREMISES One food complaint was received in the November. Formal investigation was conducted and no action further action required. PUBLIC BUILDINGS INSPECTION Nil. SWIMMING POOL WATER SAMPLING The November swimming pool water sample was undertaken by the PEHO. The test results and the water quality met the required standards. Swimming pools are bound by the Code of Practice for the design, operation, management and maintenance of aquatic facilities. The Code was prepared to ensure that public aquatic facilities operate to a consistently high health and safety standard, by minimising the occurrence of disease, injury and other health-related complaints associated with their use. WASTEWATER SAMPLING The November water sampling of Wyalkatchem Wastewater Treatment Plant was undertaken by the PEHO in accordance with the Department of Health Guidelines for the Non-Portable Uses of Recycled Water in Western Australia (2011). The laboratory results met the required standards. STATUTORY ENVIRONMENT Food Act 2008, Public Health Act 2016 Health (Aquatic Facilities) Regulations 2007 POLICY IMPLICATIONS There are no direct policy implications in relation to this item.


21


COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan Objective: Healthy, Strong and connected communities

Outcome No.


1.1 Enhance community well-wellbeing and participation in community life

1.1.2 Promote regional health solutions that are integrated with other governments and entities


Outcome No.


2.1 A Vibrant and activated public places

2.1.1 Enhance and upgrade the amenity of the shopping precinct

VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council receive the Principal Environmental Health Officer’s Report for November 2018. COUNCIL RESOLUTION:

(179/2018) Moved: Cr Butt Seconded: Cr Metcalf

That Council receive the Principal Environmental Health Officer’s Report for the month of November 2018.

CARRIED 5/0


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10.2.3 GOVERNANCE EXECUTIVE OFFICER’S REPORT - DECEMBER 2018

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 11 December 2018 Reporting Officer: Stephanie Elvidge, Governance Executive officer Disclosure of Interest: No interest to disclose File Number: 13.09.01 Attachment Reference: Nil

SUMMARY Council is to consider and accept the Governance and Emergency report for the month of December 2018. BACKGROUND Officers report to Council every month to keep Council up to date on the operational proceedings of the Officer’s portfolio. The Governance Executive Officer reports on matters pertaining to Governance, Risk, Compliance, Occupational Safety and Health and Emergency Services. COMMENT Emergency: There was one reported bushfire incident in the month of December.

03/12/2018 16:09 CUNDERDIN-WYALKATCHEM RD WYALKATCHEM Fire - Landscape

The CEO has taken responsibility for the LEMA review. The CEO will continue further work on the

document and intends to bring it to LEMC in the New Year. This will still allow enough time for the

approval process to be completed and the final LEMA to be in place by June 2019.

Occupational Health and Safety:

The Governance Executive Officer, Chief Executive Officer and Manager of Works met with LGIS

Regional Risk Coordinator Chris Gilmour on Tuesday 27 November to further the discussion of the

Shire’s participation in a regional program that involves the use of an online platform for staff and

contractor induction and training (Velpic).

The CEO is in the process of ensuring the Shires Code of Conduct is reviewed and this will be added

to the system as will relevant policies. The Governance Executive Officer has completed the online

training and is familiarising herself with the management of the system. This is currently being tested

on the Administration staff. The CEO will provide a letter confirming the information of the online

platform and the expectations of Employees and Contractors mid-January 2019. It is anticipated the

e learning platform will become live for Wyalkatchem from February 2019.

The Governance Executive officer attended the Great Eastern Wheatbelt Safety advisors Group

Forum 10 December. The primary messages were to promote that statistics are highest for suicide

and injury in 1. Agriculture, 2. Construction and 3.Transport.


23

Promote ‘think safe and work safe messages on all levels’- risk awareness.

Promote mental health awareness and support to all- ‘Are you OK’.

WA will be signing up to Work Health Safety act in 2019- raise awareness. Accountability increases with high penalties for Directors, CEO’s, Councillors and Officers that haven’t taken adequate risk prevention and management steps.

Governance:

Council met for workshop on Thursday 6 December. Minutes have been provided.

A Financial Management Review and Reg 17 was conducted between 3 and 6 December 2018 by AMD

chartered accountants. A draft report is anticipated by the end of December.

STATUTORY ENVIRONMENT Local Government Act 1995 Occupational Safety and Health Act 1984 Occupational Safety and Health Regulations 1996 Emergency Management Act 2005 Emergency Management Regulations 2006 POLICY IMPLICATIONS There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS There are no financial implications in relation to this item. COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan Objective: A well-managed and effective Council organisation

Outcome No.


5.1 A well governed, effective and responsive organisation



5.1.5 Continually improve the planning readiness and support for Emergency Services


24


Outcome No.



6.1.1 Provide on-going management of existing assets

VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council receive the Governance Executive Officer’s Report for the month of December 2018 COUNCIL RESOLUTION:

(180/2018) Moved: Cr Gamble Seconded: Cr Garner

That Council receive the Governance Executive Officer’s Report for the month of December 2018.

CARRIED 5/0


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10.2.4. APPOINTMENTS – DUAL FIRE CONTROL OFFICER – SHIRE OF TRAYNING

Applicant: Shire of Trayning Location: Shire of Wyalkatchem Date: 11 December 2018 Reporting Officer: Taryn Dayman, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: 9.01 Attachment Reference: Nil

SUMMARY This report is provided to Council to consider and endorse Dual Fire Control Officer appointments for the Shire of Trayning and the Shire of Wyalkatchem in accordance with the section 40 Bush Fire Act 1954. BACKGROUND In accordance with legislative requirements the Council is required to formally appoint its Bush Fire Control Officers. This is done to ensure compliance and lawfully legitimise their authorisation under the Bush Fires Act 1954, in fulfilling their duty. Section 40 of the Bush Fire Act 1954 allows two or more local governments by agreement join in appointing bush fire control officers for the purpose of the act, commonly referred to as Dual Fire Control Officers. COMMENT Council has received correspondence from the Shire of Trayning nominating the following Fire Control Officers for Dual Appointment as Fire Control officers with the Shire of Wyalkatchem and Shire of Trayning.

Mr Marlon Hudson

Mr Peter Barnes

STATUTORY ENVIRONMENT Bush Fire Act 1954, section 40 POLICY IMPLICATIONS Bushfire Policy – 10.3 Officers profile Bushfire Policy – 10.5 Fire Hazard Reduction FINANCIAL IMPLICATIONS There are no financial implications in relation to this item. COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan


26


Outcome No.




5.1.5 Continually improve the planning readiness and support for emergency services

VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council;

1. Appoints Mr Marlon Hudson and Mr Peter Barnes Shire of Trayning Fire Control Officers as Dual Fire Control Officers for the Shire of Trayning and Shire of Wyalkatchem.

2. That the appointment of the above officer excludes the ability of issuing permits to landholders without prior consent from the Shire of Wyalkatchem in writing.

COUNCIL RESOLUTION:


That Council; 1. Appoints Mr Marlon Hudson and Mr Peter Barnes Shire of Trayning Fire Control Officers as

Dual Fire Control Officers for the Shire of Trayning and Shire of Wyalkatchem. 2. That the appointment of the above officer excludes the ability of issuing permits to

landholders without prior consent from the Shire of Wyalkatchem in writing.

CARRIED 5/0

Taryn Dayman left the meeting at 4:25pm. Taryn Dayman returned with Manager of Works, Darryn Watkins, joining the meeting at 4.26pm.


27

10.3. WORKS AND SERVICES

10.3.1. MANAGER OF WORKS OFFICER’S REPORT - DECEMBER 2018

Applicant: Not Applicable Location: Shire of Wyalkatchem Date: 10th December 2018 Reporting Officer: Darryn Watkins – Manager of Works Disclosure of Interest: No interest to disclose File Number: 13.09.01 Attachment Reference: Nil

SUMMARY Council is to consider and accept the Manager of Works report for the month of December 2018. BACKGROUND To inform Council of the activities of the Works team during the last month. COMMENT Road Crew Cunderdin Road RRG SLK 2.0 – 4.85 pavement widening completed. New box culvert to be installed as soon as ground conditions permit. Wet mixing and primer seal application postponed to March 2019 due to contractor and staff availability. Cunderdin Road SLK RRG 4.85 – 7.85 shoulder widening in progress. Various road signage replacements replacing non-compliant Australian Standard signage. Storm damage response, debris removal. Parks / Town Services Crew Town street verge maintenance, brush cutting and weed spraying. Street sweeping of town streets completed. Preparation of cricket wickets. Preparation and maintenance of tennis courts. Grounds maintenance to shire owned assets. Routine mowing maintenance. Admin park mowing. Ongoing maintenance of landfill facility. Town Hall garden maintenance. Railway reserve maintenance. Storm damage clean up. Aerodrome Replacement wind sock on order. Aerodrome lighting inspection completed in accordance with CASA MOS 139. Recycled Water Scheme Nil activity to report. Project status requested sent to Water Corporation with no response received at the time of writing.


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Plant Servicing and Repairs 30,000km service to utility WM 216. 10,000km service to utility WM 000 2 tyres replaced on WM 00. Service repair of pole saw. Compressor repair and compliance certification, registration with Worksafe. General Items Works Manager is now conducting daily pre- starts with the outside crew. Review SWMS to implement in the New Year. RAV route assessment carried out on Flowery Patch Road (Tandem Drive Network 4). RAV route assessment carried out on Wilson St between Riches and Gamble Street (Tandem Drive Network 4). Slocum Street school speed signs not operating. Logged with MRWA for repair. Payment received by MRWA for the Benji- Hindmarsh blackspot project. Review of WALGA E Quotes submissions for supply of one new pneumatic tyred roller. OH&S Delivery of Manual Task Training by LGIS to outside crew on 21/11/18. Attendance of LGIS Playground Inspection Course on 23/11/18. Review of Velpic e portal induction by LGIS. STATUTORY ENVIRONMENT Not applicable POLICY IMPLICATIONS There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS There are no financial implications in relation to this item. COMMUNITY & STRATEGIC OBJECTIVES


in the revised Shire of Wyalkatchem Strategic Community Plan.


Outcome No.





29


Outcome No.




6.3 Parks, playgrounds and reserves meet community needs

6.3.1 Develop and implement master plan for parks, playgrounds and reserves

VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council accept the Manager of Work’s report for the month of December 2018

COUNCIL RESOLUTION:


That Council accept the Manager of Works Report for the month of December 2018.

CARRIED 5/0


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10.3.2. PLANT REPLACEMENT – TENDERING- ROLLER PURCHASE

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 12TH December 2012 Reporting Officer: Darryn Watkins – Manager of Works Disclosure of Interest: No interest to disclose File Number: 23.17 Attachment Reference: Attachment 10.3.2.1 Tender Document Response Attachment 10.3.2.2 Bomag Brochure

SUMMARY Council to consider accepting the tender submitted by Tutt Bryant Equipment Pty Ltd for the supply of one new pneumatic tyred roller. BACKGROUND The Shire of Wyalkatchem currently has one pneumatic tyred roller in its fleet that being a 2009 Ammann AP240 showing 6129 service machine unit hours. The Reporting Officer has been advised that this machine was fitted with a replacement motor at approximately 1800hrs due to engine top end failure. Expenditure in the vicinity of $15,000 was incurred last financial year due to a full brake replacement and overhaul of air-conditioning system. In the 2018/2019 Statutory Budget Council has allocated funds of $130,000 ex GST nett changeover for the purchase of a new roller. COMMENT The Shire of Wyalkatchem lodged a request for quote VP129055 via the WALGA E quotes portal on the 16th November 2018 with a closing date and time of 30th November 2018 at 4.00pm for the supply of one new pneumatic multi tyre roller. The Request for Quote requested two pricing options. Option 1 – Purchase new roller with trade of Council’s existing roller Option 2 – Purchase new roller outright Three submissions were received by the closing date and these are tabled below. All the figures below are exclusive of GST. Option 1

Supplier Machine Warranty Price Rank

Tutt Bryant Bomag BW27RH

3yr/3000 hrs comprehensive 4yrs/4000hrs drive train

$150,500 1

Conplant Ammann AP240

2yrs/2000hrs comprehensive

$158,000 2

Westrac CAT CW34 1yr/ unlimited hrs comprehensive 4 yrs/4000hrs drive train

$163,786.56 3


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Option 2

Supplier Machine Machine Price Trade in Nett C/Over Rank

Tutt Bryant Bomag BW27RH $156,500 $26,000 $130,500 1

Conplant Ammann AP240 $162,000 $28,000 $134,000 2

Westrac CAT CW34 $163,786.56 $23,000 $140,786.56 3

*Same warranty conditions apply as per Option 1

There is a business case for retaining our existing roller considering Council has invested $15,000 in parts and repairs on this machine last financial year. I am also advised by the Road Crew Leading Hand that the engine on this machine suffered catastrophic failure and subsequently had a new “short motor” fitted at 1800hrs. Council also dry hires a pneumatic tyred roller each year for the maintenance grading period. This dry hire expenditure for the 17/18 period (5 months hire) was in the vicinity of $20,000. With a trade value being offered of $26,000 for Council’s current machine, there is a strong case for Council to retain their 2009 AP240 roller and purchase a new machine outright thereby negating the need for future dry hire of the additional machine. The Manager of Works has had dealings with both Bomag and Ammann rollers over the last 8 years across 3 Shires as well as in the private sector and in his opinion found the Bomag branded machine to more competitive and reliable on all fronts thus resulting in a lower whole cost of life to Council. The Manager of Works and members of the road crew took the opportunity to inspect a new Bomag BW 27RH roller on the 11th December 2018 that was recently delivered to Mayday Hire. After inspecting and test driving the machine the consensus was to recommend to Council to purchase the Bomag roller. Tutt Bryant Equipment Pty Ltd have extensive fleet presence of Bomag rollers into major hire companies servicing the Western Australian civil sector such as Brooks Hire and Mayday Hire. STATUTORY ENVIRONMENT Local Government Act 1995 Local Government (Functions and General) Regulations 1996 POLICY IMPLICATIONS Purchasing Policy 10.1 FINANCIAL IMPLICATIONS Council allocated $130,000 nett changeover in the 2018/2019 Statutory Budget for the purchase of the plant. For council to proceed with the Officer’s Recommendation that is purchase a new machine outright there would be a budget variation of ($20,500). Should Council elect to trade their current machine there would be a budget variation of ($500).


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in the revised Shire of Wyalkatchem Strategic Community Plan.


Outcome No.





Outcome No.



6.1.1 6.1.3

Provide ongoing management of existing assets Implement Council’s capital works programme

VOTING REQUIREMENT Absolute Majority OFFICER’S RECOMMENDATION That Council accept the tender from Tutt Bryant Equipment Pty Ltd for the supply of one new Bomag

BW27RH Multi Tyre Roller for the sum of $150,500 excluding GST as provided for in attachment

10.3.2.1

COUNCIL RESOLUTION:

(183/2018) Moved: Cr Gamble Seconded: Cr Butt

That Council accept the tender from Tutt Bryant Equipment Pty Ltd for the supply of one new Bomag

BW27RH Multi Tyre Roller for the sum of $150,500 excluding GST as provided for in attachment

10.3.2.1

CARRIED BY ABSOLUTE MAJORITY 5/0

Cr Metcalf left the room 4:39pm.

Cr Metcalf returned 4:42pm.


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10.4. PLANNING AND BUILDING 10.4.1 APPLICATION FOR PLANNING APPROVAL LOT 411 BUTLIN STREET

Applicant: ANMIC PTY LTD Location: Lot 411 Butlin Street, Wyalkatchem Date: 10 December 2018 Reporting Officer: Claire Trenorden – Manager Corporate Services Disclosure of Interest: No interest to disclose File Number: 12.05.06 Attachment Reference: Attachment 10.4.1.1 Application for planning approval Attachment 10.4.1.2 Photo, drawings and specifications of actual

proposed building Attachment 10.4.1.3 Site plan for proposed building

SUMMARY This report relates to Council’s consideration of an application for planning approval for lot 411 Butlin Street, Wyalkatchem. BACKGROUND The Shire received an application for planning approval from Azmic Pty Ltd to build a 14.4m x 4.2m ‘donga style’ building to be located on private land at lot 411 Butlin Street, Wyalkatchem. COMMENT Azmic Pty Ltd would like to relocate a ‘donga style’ building to lot 411 Butlin Street for the purpose of overnight accommodation for employees of D&D Transport. This lot is zoned light industry in Council’s Local Planning Scheme (LPS) No. 4. The LPS No. 4 does not allow residential buildings on a light industrial block except for a caretaker’s dwelling with Council approval or a transportable dwelling with Council approval and public advertising. Not allowing residential buildings in an industrial area is usually due to the possible impact of surrounding industrial use. In this instance this in not overly relevant due to the location of the lot and the lack of immediate neighbours with an industrial use. There is also argument that this isn’t a residential building as it doesn’t meet the definition of a dwelling as it won’t have a full kitchen or laundry. In this case the LPS No. 4 allows that if an application falls outside of the scheme then it is up to Council to decide if it is in keeping with the objectives of the zone. The objectives of the light industry zone are listed in the scheme as:

To provide for service industries and light industries that will not have a detrimental effect on nearby residential or other sensitive uses;

To provide for home business type uses where caretakers dwellings may be permitted;

To provide for a range of employment opportunities;

To preclude the storage of bulky and unsightly goods where they may be in public view;

To ensure the appropriate use of setback areas and the provision of landscaping to the Council’s satisfaction.

Council’s Moveable Building Policy PP3 states that all applications for moveable building, which by the policy’s definition a relocated donga is, shall require Council’s planning consent prior to the issue


34

of a Building Licence. If planning approval is granted by Council, an application for a building permit will have to be submitted and approved by the Shire’s Building Surveyor. The height of the proposed development is 2.4m when installed. The colour and profile of the structure is in keeping with surrounding structures and will not have an impact on amenity. The planned situation of the structure will not impact on residents or neighbours, as it will be located at the far south-western corner of the overall block. There will no separate driveway access for the building, access will be via Grace Street. STATUTORY ENVIRONMENT Planning and Development Act 2005 State Planning Policy 3.1; Residential Design Codes of Western Australia POLICY IMPLICATIONS PP3 Moveable Building Policy FINANCIAL IMPLICATIONS There are no financial implications in relation to this item. COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan Objective: A well-managed and effective Council organisation

Outcome No.


2.4 Thriving, profitable and sustainable local economy

2.4.1 Implement strategic economic planning and policy development

VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council approve the placing of a relocated donga style building at lot 411 Butlin St, Wyalkatchem with the following conditions:

a. The building be used as overnight accommodation for D&D Transport employees b. That conditional approval be advertised in the Wyalkatchem District for a minimum period

of 14 days c. That delegated authority be given to the Chief Executive Officer to determine the

application following advertisement of the conditional approval and notify the applicant in writing of the determination of the application

d. That any determination not approving the development application be returned to Council for further consideration.


35

COUNCIL RESOLUTION:


That Council approve the placing of a relocated donga style building at lot 411 Butlin St, Wyalkatchem with the following conditions:

a. The building be used as overnight accommodation for D&D Transport employees b. That conditional approval be advertised in the Wyalkatchem District for a minimum

period of 14 days c. That delegated authority be given to the Chief Executive Officer to determine the

application following advertisement of the conditional approval and notify the applicant in writing of the determination of the application

d. That any determination not approving the development application be returned to Council for further consideration.

CARRIED 5/0

11. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

Nil

12. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN

Nil

13. URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION

COUNCIL RESOLUTION:


That Council accept item 13.1 Authorisation to affix the common seal – withdrawal of caveat

LOT 85 WILSON ST, WYALKATCHEM as urgent business.

CARRIED 5/0


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13.1. AUTHORISATION TO AFFIX THE COMMON SEAL – WITHDRAWAL OF CAVEAT LOT 85 WILSON ST, WYALKATCHEM

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 17 December 2018 Reporting Officer: Claire Trenorden – Manager Corporate Services Disclosure of Interest: No interest to disclose File Number: 25.06 Attachment Reference: Nil

SUMMARY This report relates to Council’s consideration to give authorisation to affix the Common Seal to a Form W1 - Withdrawal of Caveat for Lot 85 Wilson St, Wyalkatchem. BACKGROUND At the Ordinary Meeting of Council on 21 October 2010, Council made decision number 2187 to remove a caveat on lot 85 Wilson St, Wyalkatchem presently owned by Mr David Cotton. This was never completed and the caveat on the certificate of title is still current. COMMENT The caveat was put in place to enforce a condition of sale when the property was sold to Mr Cotton in 2007. This land was made available for sale at a small cost with conditions to promote the construction of dwellings in the town. This particular condition of sale was to enforce building on the vacant land within two years of the date of sale. The construction didn’t take place and consequently, at the request of Mr Cotton, Council made the decision to withdraw the caveat in 2010. Mr Cotton has now received an offer on the property and in the pre-settlement stage it was discovered that the caveat is still current on the property. Settlement was due to take place on 21 December 2018 but can’t take place until the caveat is lifted. While Council has already made the decision to lift the caveat, the Landgate form Withdrawal of Caveat requires the affixing of the Common Seal which requires a Council Decision to authorise the President and Chief Executive Officer to do so. STATUTORY ENVIRONMENT Local Government Act 1995 Section 9.49A Execution of documents POLICY IMPLICATIONS There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS The Landgate fee to withdraw a caveat is $171.20. Landgate also require each signatory on the form to perform a verification of identity check, this is done through Australia Post and the cost is $159.00 per person. Both the President and Chief Executive Officer will be required to complete this check.


37

The total cost to withdraw the caveat will be $489.20. This is unbudgeted expenditure and will come out of the Legal Expenses (E041227) budget. COMMUNITY & STRATEGIC OBJECTIVES The matter before Council generally accords with the following Shire desired outcome as expressed in the revised Shire of Wyalkatchem Strategic Community Plan Objective: A well-managed and effective Council organisation

Outcome No.




VOTING REQUIREMENT Simple Majority OFFICER’S RECOMMENDATION That Council authorise the President and Chief Executive Officer to sign and execute the Withdrawal of Caveat for Lot 85 Wilson St, Wyalkatchem and to affix the Common Seal.

COUNCIL RESOLUTION:

(185/2018) Moved: Cr Butt Seconded: Cr Gamble That Council authorise the President and Chief Executive Officer to sign and execute the Withdrawal of Caveat for Lot 85 Wilson St, Wyalkatchem and to affix the Common Seal.

CARRIED 5/0


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14. MATTERS BEHIND CLOSED DOORS

OFFICER’S RECOMMENDATION

That Council suspends Standing Orders and moves behind closed doors in accordance with Section

5.23 (2)(a) of the Local Government Act 1995, to deal with matters that relate to:

a matter affecting an employee or employees

COUNCIL RESOLUTION:

(186/2018) Moved: Cr Garner Seconded: Cr Butt

That Council that Council suspends Standing Orders and moves behind closed doors in

accordance with Section 5.23 (2)(a) of the Local Government Act 1995, to deal with matters

that relate to:

a matter affecting an employee or employees

CARRIED 5/0

Standing orders suspended at 4:49pm.

Claire Trenordan; Stephanie Elvidge and Darryn Watkins left the room at 4:49pm

14.1. CHIEF EXECUTIVE OFFICER – KEY PERFORMANCE INDICATORS

Applicant: Shire of Wyalkatchem Location: Shire of Wyalkatchem Date: 11 December 2018 Reporting Officer: Taryn Dayman, Chief Executive Officer Disclosure of Interest: The Chief Executive Officer has interest in this item, as it relates to

matters concerning her employment contract arrangements. File Number: 22.05.01/Dayman Taryn Attachment Reference: Confidential Attachment 14.1 - CEO Key Performance Indicators.

SUMMARY Council to consider and endorse the Chief Executive Officer’s Key Performance Indicators (KPIs) for the next 12 months. BACKGROUND In accordance with the Chief Executive Officers employment contract clause 4.1(1) within 3 months

of the commencement date, the Council and the CEO must negotiate and determine the Performance

Criteria.

COMMENT

The Chief Executive Officer and Councillors have held several discussions to finalise agreed Key

Performance Indicators (KPI’s). Proposed KPI’s have been prepared based on these discussions and

further consultation with the Shire President. Copy of the proposed KPI’s have been provided for

under separate cover.


39

STATUTORY ENVIRONMENT Local Government Act 1995 sections 5.38 and 5.39(3)(b) Local Government (administration) Regulations





Outcome No.













40

OFFICER’S RECOMMENDATION That Council endorse the Chief Executive Officer’s Key Performance Indicators for the next 12 months, as provided for under confidential attachment 14.1

COUNCIL RESOLUTION (187/2018) Moved: Cr Garner Seconded: Cr Butt That Council endorse the Chief Executive Officer’s Key Performance Indicators for the next 12 months, as provided for under confidential attachment 14.1

CARRIED 5/0

OFFICER’S RECOMMENDATION That Council resumes Standing Orders and move out from behind closed doors.

COUNCIL RESOLUTION:

(188/2018) Moved: Cr Garner Seconded: Cr Metcalf

That Council resumes Standing Orders and move out from behind closed doors.

CARRIED 5/0

Standing orders resumed and the meeting re-opened to the public at 5.04pm

Cr Garner left the room at 5.04pm.

Cr Garner re-joined the meeting with Claire Trenordan; Stephanie Elvidge and Darryn Watkins at

5.05pm.

15. INFORMATION BULLETIN

15.1. Information Bulletin The information bulletin has been provided as an attachment (Attachment 15.1)

15.2. Business Arising from the Information Bulletin There were no business arising from the information bulletin.

16. CLOSURE OF THE MEETINGThere being no further business to discuss, the Chairperson thanked everyone for their attendance

and closed the meeting at 5.06pm.

Council Meeting

Tuesday 11 December 2018

Meeting held at the Trayning Hotel 62 Railway Street, Trayning

MINUTES

NEWROC Vision Statement NEWROC is a strong, cohesive regional leadership group that fosters economic prosperity of member

Councils.

Attachment 7.2.1 NEWROC Council Minutes- Dec 2018

NEWROC Council Meeting 11 December 2018 - Minutes

CONTENTS

1. OPENING AND ANNNOUNCEMENTS ....................................................................................................................... 4

2. RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE ............................................................. 4

2.1. ATTENDANCE ................................................................................................................................................................. 4 2.2. APOLOGIES ..................................................................................................................................................................... 4 2.3. REQUESTS FOR LEAVE OF ABSENCE ............................................................................................................................. 4 2.4. DECLARATIONS OF INTEREST AND DELEGATIONS REGISTER ................................................................. 4 2.5. DECLARATIONS OF INTEREST ....................................................................................................................................... 4 2.6. DELEGATIONS REGISTER – OCTOBER 2018 ............................................................................................................... 5

3. PRESENTATIONS .......................................................................................................................................................... 5

4. MINUTES OF MEETINGS ............................................................................................................................................. 5

4.1. MINUTES OF ORDINARY MEETINGS ............................................................................................................................. 5 4.1.1. MINUTES OF ORDINARY MEETING OF NEWROC COUNCIL – 23 OCTOBER 2018 .............................................. 5 4.1.2. BUSINESS ARISING FROM NEWROC COUNCIL MEETING ........................................................................................ 5 4.2. MINUTES OF EXECUTIVE COMMITTEE MEETINGS ....................................................................................................... 5 4.2.1. NEWROC EXECUTIVE COMMITTEE MEETING – 27 NOVEMBER 2018 ................................................................ 5 4.2.2. BUSINESS ARISING FROM THE NEWROC EXECUTIVE MEETING............................................................................ 6

5. FINANCIAL MATTERS ................................................................................................................................................. 6

5.1. LIST OF INCOME AND EXPENDITURE ............................................................................................................................ 6

6. MATTERS FOR DECISION .......................................................................................................................................... 9

6.1. NEWROC STRATEGIC PLANNING ................................................................................................................................ 9 6.2. FUTURE PROJECTS ....................................................................................................................................................... 13 6.3. TELECOMMUNICATIONS PROJECT .............................................................................................................................. 14 6.4. NEWTRAVEL ............................................................................................................................................................. 16 6.5. NEWROC HEALTH STRATEGY .................................................................................................................................. 19 6.6. 2018 ANNUAL NEWROC REVIEW ........................................................................................................................... 21

7. EMERGING NEWROC ISSUES AS NOTIFIED, INTRODUCED BY DECISION OF THE MEETING ............ 25

8. WALGA ZONE ISSUES ................................................................................................................................................ 25

9. OTHER MATTERS ....................................................................................................................................................... 25

9.1. CONTAINER DEPOSIT SCHEME .................................................................................................................................... 25 9.2. WA COUNTRY AMBULANCE SERVICE REVIEW 2018 ............................................................................................... 25 9.3. RECORDS MANAGEMENT ............................................................................................................................................. 26

10. MEETING SCHEDULE .............................................................................................................................................. 26

10.1. 2018 MEETING SCHEDULE ...................................................................................................................................... 26 10.2. 2019 MEETING SCHEDULE ...................................................................................................................................... 26

11. CLOSURE OF MEETING ........................................................................................................................................... 27


ANNUAL CALENDAR OF ACTIVITIES

MONTH ACTIVITY MEETING January Executive February Council refreshes itself on NEWROC Vision, Mission, Values

(review Vision and Mission every other year)

Council reviews NEWROC project priorities

Council

March WDC attendance to respond to NEWROC project priorities

Submit priority projects to WDC, Regional Development and WA Planning

Discussion regarding portfolios vs projects, current governance structure

Group insurance discussion

Executive

April NEWROC Budget Preparation

Review NEWTRAVEL Tourism Officer Contract - expires June 2018

Council

May NEWROC Draft Budget Presented

NEWROC Executive Officer Contract/Hourly Rate Review (current contract expires June 2019)

Local Government Week agenda to be discussed at Executive meeting to determine if EA should attend

Executive

June NEWROC Budget Adopted Council July Executive August Information for Councillors pre-election Council September Executive October NEWROC CEO and President Handover Council

November NEWROC Induction of new Council representatives (every other year)

Review NEWROC MoU (every other year)

Executive

December NEWROC Drinks Council ONGOING ACTIVITIES Compliance

Media Releases NEWROC Chair Rotation Shire of Mt Marshall

Shire of Nungarin

Shire of Wyalkatchem (November 2017 – November 2019) Shire of Koorda

Shire of Mukinbudin

Shire of Trayning


NORTH EASTERN WHEATBELT REGIONAL ORGANISATION OF COUNCILS Ordinary Meeting of Council held at the Trayning Hotel, 62 Railway Street, Trayning on Tuesday

11 December 2018 commencing at 2.05pm.

MINUTES 1. OPENING AND ANNNOUNCEMENTS The Chair, Cr Davies declared the meeting open at 2:05pm and welcomed everyone to the meeting. 2. RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE 2.1. Attendance Elected Members

Cr Quentin Davies Delegate NEWROC Chair, President, Shire of Wyalkatchem Cr Gary Shadbolt Delegate President, Shire of Mukinbudin Cr Tony Sachse Delegate President, Shire of Mt Marshall Cr Eileen O’Connell Delegate President, Shire of Nungarin Cr Melanie Brown Delegate President, Shire of Trayning Cr Pam McWha Delegate Deputy President, Shire of Koorda

Chief Executive Officers

Taryn Dayman CEO, Shire of Wyalkatchem David Burton CEO, Shire of Koorda John Nuttall CEO, Shire of Mt Marshall Dirk Sellenger CEO, Shire of Mukinbudin Adam Majid CEO, Shire of Nungarin Paul Sheedy Acting CEO, Shire of Trayning

NEWROC Officer

Caroline Robinson NEWROC Executive Officer Guests

Tony Brown WALGA Cr Marlon Hudson Shire of Trayning Cr Beverley Palmer Shire of Nungarin

2.2. Apologies

Anne Banks McAllister WALGA Cr Ricky Storer President, Shire of Koorda

2.3. Requests for Leave of Absence Nil 2.4. DECLARATIONS OF INTEREST AND DELEGATIONS REGISTER 2.5. Declarations of Interest


Declaration By (i.e. Cr B Example)

Shire (i.e. Shire of Barley Leaf)

Agenda Item # Type and details of Interest (i.e. financial)

Cr Tony Sasche Shire of Mt Marshall 8.1 Financial Cr Melanie Brown Shire of Trayning 8.1 Financial 2.6. Delegations Register – October 2018 Please find below a delegations register as per the new policy adopted in March 2017:

Description of Delegations Delegatee Delegated to Approval Records Management CEO NEWROC EO Council NEWROC Financial Management CEO NEWROC EO Council Dec 2017 Bendigo Bank Signatory (NEWROC)

CEO NEWROC EO Council Dec 2017

Bendigo Bank Signatory (Shire of Wyalkatchem)

Council CEO Council Dec 2017

Management of NEWTravel EO CEO NEWROC EO Council NEWROC Website CEO NEWROC EO Council June 2017

3. PRESENTATIONS Nil 4. MINUTES OF MEETINGS 4.1. Minutes of Ordinary Meetings 4.1.1. Minutes of Ordinary Meeting of NEWROC Council – 23 October 2018 Minutes of the meeting held 23 October 2018 have previously been circulated. RESOLUTION: That the Minutes of the NEWROC Meeting of Council held on 23 October 2018, be confirmed as a true and correct record of proceedings. Moved Cr O’Connell Seconded Cr Shadbolt Carried 6/0 4.1.2. Business Arising from NEWROC Council meeting A meeting has been confirmed with the Minister for Local Government 11 February 2019. Cr Davies, Taryn Dayman, NEWROC Executive Officer and Tony Brown will be attending. 4.2. Minutes of Executive Committee Meetings 4.2.1. NEWROC Executive Committee Meeting – 27 November 2018 Minutes of the NEWROC Executive Committee Meeting held on 27 November 2018 have been circulated.


RESOLUTION: That the Minutes of the NEWROC Executive Committee Meeting held on 27 November 2018, be received (amendment on pg 12 – power to telephone) Moved Cr Shadbolt Seconded Cr O’Connell Carried 6/0 4.2.2. Business Arising from the NEWROC Executive Meeting Nil 5. FINANCIAL MATTERS 5.1. List of Income and Expenditure REPORTING OFFICER: Caroline Robinson, Executive Officer FILE REFERENCE: 42-2 Finance Audit and Compliance DISCLOSURE OF INTEREST: Nil DATE: 5 December 2018 ATTACHMENT NUMBER: Nil CONSULTATION: Dannelle Foley STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENTS The below list outlines the income and expenditure from 1 November to 30 November 2018

NEWROC Funds #5557 Transactions North Eastern Wheatbelt Regional Organisation of Councils

For the period 1 November 2018 to 30 November 2018 Date Description Reference Credit Debit Running

Balance NEWROC Funds #5557 Opening Balance 191,627.17 0.00 191,627.17 01 Nov 2018

Payment: Digit Books Pty Ltd D1G1T Inv14538 0.00 50.00 191,577.17

01 Nov 2018 Bendigo Bank Transaction Fees 0.00 2.00 191,575.17

01 Nov 2018 Bendigo Bank Interest Received 18.57 0.00 191,593.74

01 Nov 2018 Digit Books Pty Ltd Bank Account Correction 0.00 100.00 191,493.74

14 Nov 2018

Payment: Solum Wheatbelt Business Solutions Solum Inv 31 - EO Services 0.00 3,347.50 188,146.24

14 Nov 2018

Payment: Cullen McLeod Lawyers Cullen Macleod - Crisp Wireless SLA 0.00 1,067.00 187,079.24

14 Nov 2018

Payment: Vernon Contracting Vernon Contracting - TO Services 0.00 1,190.86 185,888.38

22 Nov 2018 ATO ATO Refund 815.00 0.00 186,703.38

27 Nov 2018

Payment: Shire of Mukinbudin Shire of Mukinbudin - LGW Dinner 671.88 0.00 187,375.26

Total NEWROC Funds #5557 1,505.45 5,757.36 187,375.26 Closing Balance 187,375.26 0.00 187,375.26 Total 1,505.45 5,757.36 (4,251.91)

Note: $100.00 allocated to D1G1T books to correct the bank balance in XERO. Two invoices from

D1G1T back in March 2017 and April 2017 for the organisations subscription had not been imported and reconciled which showed a discrepancy between the actual bank account balance and XERO bank balance. This has now been corrected.


The below list outlines the Profit and Loss from 1 November to 30 November 2018

Profit & Loss NEWROC

For the month ended 30 November 2018 Cash Basis

Nov-18 YTD Income

Interest Received $18.57 $85.53 NEWROC Business Case / Project Work Subs $0.00 $8,000.00 NEWROC Subscriptions Received $0.00 $44,000.00 Tourism Officer Subscriptions Rec. $0.00 $10,000.00 Wheatbelt Way Marketing Subscription $0.00 $2,000.00 Total Income $18.57 $64,085.53 Gross Profit $18.57 $64,085.53 Less Operating Expenses

Accounting/Audit fees $136.36 $1,889.98 Bank charges $2.00 $9.22 Consultancy Fees $0.00 $471.60 Event / Ceremony Expenses $0.00 $68.18 Executive Officer Business Case/Project Work $0.00 $5,000.00 Executive Officer Contract Services $2,972.50 $11,890.00 Executive Officer Office Expenses $0.00 $1,632.27 Executive Officer Seminars/Conferences $0.00 $768.18 Executive Officer Travel $375.00 $1,241.25 Executive Officer Travelling Expenses (Accom) $0.00 $68.18 Expenses for Reimbursement -$610.80 $67.34 Legal expenses $970.00 $970.00 Literary Luncheon $0.00 $600.00 Telecommunications Contractor/Services $0.00 $505.64 Tourism Officer Contract Services $1,000.00 $3,000.00 Tourism Officer Travel $82.60 $451.69 Total Operating Expenses $4,927.66 $28,633.53 Net Profit -$4,909.09 $35,452.00

The below list outlines the Aged Receivables as at 30 November 2018

Aged Receivables North Eastern Wheatbelt Regional Organisation of Councils

November 2018 Current September Older Total

Receivables

Shire of Dowerin $2,500.00 $0.00 $0.00 $2,500.00 Shire of Mukinbudin $0.00 $17,600.00 $0.00 $17,600.00 Shire of Nungarin $0.00 $17,600.00 $157,712.50 $175,312.50 Total Receivables $2,500.00 $35,200.00 $157,712.50 $195,412.50


The below list outlines the Balance Sheet as at 30 November 2018

Balance Sheet NEWROC

As at 30 November 2018 Assets

Bank

NEWROC Funds #5557 $187,375.26 Total Bank $187,375.26 Current Assets

Sundry Debtors Control $195,412.50 Telecommunications (Schedule 6) $1,458.00 Total Current Assets $196,870.50 Total Assets $384,245.76 Liabilities

Current Liabilities

Gst Payable $19,331.66 Total Current Liabilities $19,331.66 Total Liabilities $19,331.66 Net Assets $364,914.10 Equity

Current Year Earnings $70,024.73 Retained Earnings $294,889.37 Total Equity $364,914.10

RESOLUTION: That the income and expenditure and the profit and loss report as at 30 November 2018, as listed, be endorsed. Moved Cr O’Connell Seconded Cr Shadbolt Carried 6/0

Discussion:

Council minutes are to include one month of historical financials and the immediate past month There is a negative amount “expenses for reimbursement” – NEWROC Executive Officer to

follow this up


6. MATTERS FOR DECISION 6.1. NEWROC Strategic Planning REPORTING OFFICER: Caroline Robinson FILE REFERENCE: 041-5 Strategic and Future Planning DISCLOSURE OF INTEREST: Nil DATE: 22 November 2018 ATTACHMENT NUMBER: Nil CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT

NEWROC STRATEGIC PROJECTS – Status Report

Projects 2018

NEWROC PRIORITY PROJECT as developed at

February 2018 Strategy Day

PROGRESS NEWROC EO NEXT STEP

CEO SUPPORT

FUTURE FUNDING

1. Renewable Energy Investigation Business Case

Summary of current energy market completed by RRE (August 2018)

Submission to Energy Review (completed)

EO met with the Minister for Environment Melissa Price to discuss our work to date

David Burton

BBRF - $20,000 under Business Case (Announced Sept 2018)

2. IT Services Investigation into IT support for members as well as businesses in the district

Presentation to Executive at May Executive meeting by IWS Corporate

Discussion regarding records management at Executive September meeting

Taryn Dayman received updated quote from IT Vision

3. Regional Subsidiary Investigation and preparation

Executive working on charter and business plan (DRAFT)

Requested a meeting with the Department of LG regarding our intentions (in light of LG Act Review) – emailed and phoned Kelly Howat, appointments secretary for the Minister with no response as yet

Meeting requested with the Minister

4. Telecommunications – contemporary and future focused

Advocacy

Crisp Wireless to develop a strategic infrastructure investment list to help the NEWROC identify where additional investment in the district is needed

Continue to promote CW for sign ups

Referrals to Education and Health

John Nuttall

2019

5. Roads Contracting to MRWA

Investigation

EO had a brief discussion with WALGA regarding procurement approaches with this. Needs further follow up

EO discussed project with NAJA consulting

REDS

6. Advocacy of Education

David has indicated he will meet with the Mukinbudin DHS prior to the end of the year

David Burton


Other Projects

Other NEWROC Project DETAILS PROGRESS FUTURE

FUNDING NEWTRAVEL multiplier effect study

Investigation NEWTravel has discussed the multiplier effect study with the Wheatbelt Business Network

Youth Officer / Youth Projects NEWROC Health Strategy

Progress strategies

Engagement with WAPHA and WACHS

Presented to Kununoppin LHAG Presentation by Amity Health at

September Executive NEWROC EO to follow up

Kununoppin Bonded Medical Scholarship recipients future role in the district

Discussion at NEWROC Executive Meeting:

NEWROC Executive Officer met with former Director General of the Department of Regional Development Paul Rosair to discuss regional subsidiaries and the road construction crew

David Burton will be meeting with the Koorda Primary School Principal regarding using video conferencing for specific subjects

Telecommunications – John Nuttall spoke to the Beacon and Bencubbin Primary Schools regarding an IT connection with Crisp Wireless. At this point in time, both schools don’t have enough in their annual budget to commit to a plan

Actions since the Executive Meeting:

NEWROC EO met with the Minister for Environment, Melissa Price regarding our work to date in the energy space. She recommended we look at ARENA which focuses on pre-commercialisation projects in energy, additionally the Clean Energy Finance Corporation

Tersum Energy made contact with the NEWROC after seeing our submission to the Energy Standing Committee (www.tersumenergy.com)

RESOLUTION: That: i) The information is received; and ii) Discussion occurs regarding how to progress the regional road construction crew

concept Moved Cr Shadbolt Seconded Cr Sasche Carried 6/0 Discussion:

John Nuttall shared an article on solar energy in Port Pirie - http://pirie.sa.gov.au/solarproject#.XBmzF80RVEY Some discussion regarding this project, if there is a focus on solar power will Western Power continue to invest in infrastructure in the NEWROC?

Adelaide University has conducted some research into micro grids – NEWROC Executive Officer to follow this up

NEWROC Executive Officer to follow up with Western Power regarding trial back up power in Perenjori https://westernpower.com.au/energy-solutions/projects-and-trials/perenjori-network-battery/

http://www.tersumenergy.com/

http://pirie.sa.gov.au/solarproject#.XBmzF80RVEY

https://westernpower.com.au/energy-solutions/projects-and-trials/perenjori-network-battery/

https://westernpower.com.au/energy-solutions/projects-and-trials/perenjori-network-battery/


Members are part of the Wheatbelt Secondary Freight Network project. NEWROC is interested in pursuing a regional road construction crew and can do some ground work in the new year on what we need to be ready in regards to road construction for this project

David Burton provided an update on the delivery of subjects via videoconferencing in local schools (see written update below). TAFE has been delivering training via video conference for a period of time now e.g. aged care, nursing

Cr Shadbolt gave an update on a possible virtual training system for health workers to support aged care services in the district once the CEACA ILU’s are completed. Currently CEACA is talking to federal member Ken Wyatt and local member Mia Davies

Members suggested to WALGA that local government training could be delivered by video conference

Brief discussion on the telecommunications project, Crisp Wireless will be attending a meeting in Mukinbudin on the 19 December to discuss the school’s connection to the Crisp network as well as the tower for Mukinbudin

Tony Brown gave an update on the Regional Subsidiary legislation. The WALGA legal team has nearly rewritten the regulations and will be presenting it to the Minister

KEY ACTIONS TO PROGRESS STRATEGIC PROJECTS over the new year. NEWROC Executive Officer to follow up: Port Pirie project and Adelaide University research into micro grids Western Power battery power in Perenjori Project Plan for the regional road construction crew and working out what each member has in regards to road construction teams and equipment Written update from David Burton:

Video conferencing for Schools in NEWROC. In looking at the possibility of using video conferencing at our schools, I have talked to several of the schools in the area. Koorda Primary School I approached Koorda as one of the Teachers had been to a conference to look at ways of delivering services to remote communities and some of the issues that are ongoing. I raised about NEWROC’s interest in getting classes done through video conferencing for a group or individuals and it led to an interesting conversation. The Koorda primary school is already using video conferencing for language classes, so the possibility is certainly there. For an individual, there may be some difficulties in separating them from the class due to lack of resources, etc so that they can have a quite room to attend the session in. The school were very supportive of the idea being used more in the future, the concern that was raised is that “what incentive would there be for a Perth School to be a part of it. “ Wyalkatchem District High School I spoke with the Principal at the school and they are having a system installed that should be up and running by the end of first term next year. He was very much for the service as it is getting difficult to get teachers and this way they can still offer the service. He also confirmed that this was not going to extend to Years 11 and 12 and this would create other issues. He was unaware of the Crisp Wireless system, but I did advise that it was available. Mukinbudin District High School The Principal was keen to have a discussion with us about videoconferencing, unfortunately, I have not been able to catch him at a good time to have a chat. Someone may wish to have a look at this early next year to follow up.


Summary The possibility of video conference lessons is there and the education department seems to want to pursue it further. This may be for more a full class type situation, but can also be used for single students (although this requires more school resources). There are several options that are available, even for multiple sessions as the CRC’s could also be utilised for these services as well. This provides either a location if the school does not have the equipment, or a second location for services rather than the school setting up more rooms. At this time, it is recommended that NEWROC watch the development of this in the District High Schools and Primary Schools to see where assistance can be offered if there are any blockers for the service. It would also assist if support for the progression of the services was raised at areas where it can assist. NEWROC may also wish to consider this being extended to the TAFE colleges, which could offer attendance to classes through the CRC network. Once again, this has several positives as it allows adults to continue to develop their own skills rather than having the prohibitive costs and travel to attend classes in Perth or Northam, etc.


6.2. Future Projects REPORTING OFFICER: Caroline Robinson FILE REFERENCE: 041-5 Strategic and Future Planning DISCLOSURE OF INTEREST: Nil DATE: 22 November 2018 ATTACHMENT NUMBER: Nil CONSULTATION: Dale Chapman – WALGA (telephone) STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT At the October Council meeting there was a brief discussion about waste procurement and also a regional road construction crew. The NEWROC Executive Officer has contacted Dale Chapman, from WALGA who has been working with the Avon Regional Organisation of Councils on their waste procurement. It is hoped Dale can attend the Executive Meeting either in person or via phone to discuss this piece of work. Additionally the Executive Officer is seeking direction from the members as to progressing the concept of a Regional Road Construction crew. Discussion at the Executive meeting:

Dale Chapman is working with the AROC on aggregated waste contracts. Purpose of this, is to encourage more contractors into the process

AROC had different expiry dates of their current waste contracts. Dale worked to execute short contracts and run a longer procurement process alongside trying to align the group contract

Discussion regarding size required – both waste but also as six organisations

Dale Chapman also ‘sounded’ out the market for AROC prior to doing any work

Discussion regarding working with neighbours on this approach

Members could submit their waste contracts to Dale Chapman for review

Dale Chapman can also assist with current waste contracts that are due for renewal for future alignment in the group

Regional Price Preference Policy – if Shires are making changes to this policy does it require public advertisement? Dale Chapman will follow up for Taryn Dayman

RESOLUTION: That the information is received. Moved Cr Brown Seconded Cr McWha Carried 6/0


6.3. Telecommunications Project REPORTING OFFICER: Caroline Robinson, Executive Officer FILE REFERENCE: 035-1 Grants General DISCLOSURE OF INTEREST: Nil DATE: 5 December 2018 ATTACHMENT NUMBER: #1 Letter from Sean Conlan WACHS CONSULTATION: Leigh Ballard STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT Update regarding the telecommunications project:

Mukinbudin tower – John Dease is connected off the Aitkins tower. A list of names (10 names, some with two houses), all located near Wialki, was provided to Crisp Wireless to follow up with, who were near John and possibly interested in a Crisp Wireless plan. Maree and Leigh contacted the names on the list and no one was interested in signing up. Crisp Wireless has a list of 5-6 businesses / residents in Mukinbudin interested in signing up however.

A mini pop is in Beacon. Every house in Beacon now has access to the service, if they want it. The Beacon CRC will be connected the week of the 26 November 2018

Rachael Kirby is the furthest connection north – from Merredin this is 218 kilometres. This is a remarkable achievement and should be promoted. The speeds at her property were equivalent to speeds in Merredin (46mps down and 14mps up)

Tony Sachse is also now connected. The NEWROC Executive Officer will conduct two case studies to be promoted – Rachel Kirby and Tony Sachse

Discussion regarding power outages and emergency situations. When power goes out in Bencubbin, generally the power goes out too, a few hours later. A small UPS can be put on the Crisp Wireless router and may resolve this situation – then phone calls can be made over the Crisp Wireless network. Tony Sachse is going to be a case study of this

Shire of Koorda held a small event to promote the service

Foxtel and NETFLIX issues are now resolved

NEWROC Executive Officer has contacted WACHS (Sean Conlan) to determine whether the hospitals can be connected to Crisp Wireless. Just waiting for feedback from their IT

NEWROC Executive Officer contacted Wyalkatchem High School to seek out their interest in the Crisp Wireless service. They deferred it to the Department. NEWROC Executive Officer has contacted Alison Ram, District Director and again waiting for feedback from their IT

Subscriptions are now up to $6000 plus a month (50 customers, 8 of which are complementary due to the towers on their property. Plus there are 10 coming on board the week of the 26 November 2018)

Crisp Wireless will provide a map of the next roll out of towers in time for the Executive Meeting Discussion from the Executive meeting:

Shire of Mukinbudin supportive of the Crisp Wireless service and members discussed the tower in Mukinbudin – suggestion to wait and see what alternative solutions Crisp Wireless can come forward with

VOIP is a major attraction for the service – should be communicated and marketed

Encourage Shire of Merredin to market Crisp Wireless as members have received queries and request for connection


Discussion regarding marketing communications – NEWROC Executive Officer to work with Crisp Wireless on this (YouTube clips, social media posts, case studies)

Project Steering committee is due to meet again – John Nuttall has requested a meeting Action since the Executive Meeting:

Mukinbudin school has received a POP tower and is signed up to the network, experiencing excellent service

Letter from Sean Conlan, WACHS regarding IT services in hospitals in the NEWROC

RESOLUTION: That: i) Members to encourage their Community Resource Centres’ to take up plans, so too any

larger businesses and government agencies. Members to continue to promote the service as much as possible and:

ii) Request a meeting with Sean Conlan and WACHS IT Service in the NEWROC to demonstrate the speed of service

Moved Cr O’Connell Seconded Cr Shadbolt Carried 4/0 DECLARATION OF INTEREST: Cr Brown and Cr Sasche declared an interest in this item and left at 2.48pm, returning at 3.15pm

Cr McWha left at 2.47pm returned at 2.50pm

C Robinson left at 2.48pm and returned at 2.55pm

D Burton left at 3.12pm and returned 3.15pm

Discussion: Members discussed the Shire of Mukinbudin’s absence of a tower and how to progress a

service in Mukinbudin. Members agreed to wait until Crisp Wireless has a meeting with the Council on the 19 December 2018

Discussion regarding the marketing strategies of Crisp Wireless, the need to promote the service in Merredin, so too VOIP

Discussion regarding the plans and the desire to promote the $59plan, rather than the $99plan and general feedback on the $99plan is that it is too expensive

Discussion regarding how to increase customers - 30 day trial (however there are implications on start up infrastructure), local sales teams (CRC’s and a local sales person)

Discussion regarding the letter from Sean Conlan WACHS – difficulty in getting through government procurement

Members agreed if there are customers outside of the NEWROC, they are more than welcome to sign up

NEWROC Executive Officer to check whether the service covers Kununoppin


6.4. NEWTRAVEL REPORTING OFFICER: Caroline Robinson FILE REFERENCE: 132-1 NEWTRAVEL DISCLOSURE OF INTEREST: Nil DATE: 5 December 2018 ATTACHMENT NUMBER: CONSULTATION: Linda Vernon - NEWTravel STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT Update on financial contributions from the Shire of Dowerin and Shire of Westonia to NEWTRAVEL;

Due to a change in CEO at the Shire of Dowerin, the discussions regarding their financial contribution for $2500 towards the NEWTravel Executive Officer were delayed. However, this has now been resolved and the Shire of Dowerin has confirmed a financial contribution of $2500 to NEWTravel for the role of the NEWTravel Executive Officer

Correspondence via letter, email and in person to the Shire of Westonia – will need to follow up again. Not intentional that they have not confirmed, just I think busy with Shire activities

In light of NEWROC handing over the management of the NEWTRAVEL Executive Officer to NEWTRAVEL and aspiring to see increased business participation in the group, the NEWROC Executive Officer has verbally indicated to NEWTRAVEL that:

A contract will need to be in place between the NEWTRAVEL Executive Officer and NEWTRAVEL as an organisation and also;

An agreement between NEWROC and NEWTRAVEL regarding the management of the NEWROC funds for the position.

A proposed outline for the agreement or MoU is below, for members to consider, between the NEWROC and NEWTRAVEL.

NEWTravel AND NEWROC MEMORANDUM OF UNDERSTANDING

Between NEWTRAVEL (North Eastern Wheatbelt Travel Association) INC and NEWROC (North Eastern Wheatbelt Regional Organisation of Councils) 1. Background The role of the NEWTravel Executive Officer is as follows (direct extract from the NEWTravel job description and contract): The position is required to;

Implement the Wheatbelt Way Marketing Plan and support NEWTravel to undertake tourism marketing activities across NEWROC to the benefit of the member Councils; and

Assist in the development of Tourism across NEWROC Special conditions


The person holding the position will be expected to work a range of hours covering meeting

attendance, preparation and follow up. Preparation of correspondence and other research as required to be undertaken in a timely manner

Use of own motor vehicle and a current driver’s license is required

There is a requirement for attendance at night meetings and some shows/expos

The applicant needs to supply an equipped office to perform the role including their own laptop computer and mobile phone.

External Liaise with the public and community groups in a largely unsupervised fashion, pursuing opportunities for the promotion of the Wheatbelt Way and tourist opportunities across NEWROC and the Shires of Dowerin & Westonia Within Organisation

Liaise with the NEWROC Director of Economic Services on matters associated with the provision of Tourism Services.

Produce reports for NEWROC/ NEWTravel as requested.

Liaise with NEWTravel representatives in their role as an advisory tourist body to NEWROC and report their recommendations back to NEWROC.

The NEWROC has funded and managed the NEWTravel Executive Officer for a number of years and now intends to hand the engagement and management of the position over to NEWTravel, in an effort to build their capacity and reach, so too engagement with businesses and community members to continue to improve tourism in the district.

2. Commitments by both parties In acting upon this agreement, both parties agree to:

To act in good faith

To be professional in all communication and interaction

Exercise due skill, care and diligence in working together and achieving common objectives

Commit to innovation and continuous improvement 3. Deliverables NEWROC will:

Financially contribute to the position of NEWTravel Executive Officer on an annual basis, subject to the NEWROC and individual member Council budgets. In 2018/19 that will be $15,000

Work together collaboratively for the best interests of tourism in the member Councils NEWTravel will:

Continue to keep the NEWROC informed of NEWTravel activities (e-newsletter and communication with the NEWROC Executive Officer)

NEWTravel Executive Officer will make themselves available for any NEWROC meetings when requested


NEWTravel will directly employ / sub contract and manage the NEWTravel Executive Officer and report to the NEWTravel members regularly regarding performance – as per the position description included in this understanding

NEWTravel will implement and manage policies and procedures around the employment of the NEWTravel Executive Officer

Notify the NEWROC of any significant changes to the job description of the NEWTravel Executive Officer and any significant changes to the number of hours worked by the NEWTravel Executive Officer

Work together collaboratively for the best interests of tourism in the member Councils

4. Key Contacts Cr Quentin Davies Chair - NEWROC Signed:

Date: __________________________ Kim Storer NEWTravel President Signed:

Date: __________________________ Discussion from Executive meeting:

Each of the members of NEWROC are members of NEWTravel and felt confident they can provide oversight for this, however NEWROC would like to provide direction for the funding in an MoU.

Actions since the Executive meeting:

NEWTravel Chair and NEWTravel Executive Officer were happy with the MoU RESOLUTION: That: i) the NEWROC and NEWTravel Memorandum of Understanding is recommended to the

NEWTravel Committee for endorsement and; ii) the NEWROC and NEWTravel Memorandum of Understanding as presented be endorsed. Moved Cr O’Connell Seconded Cr McWha Carried 6/0 Taryn Dayman left at 3.17pm and returned at 3.20pm Discussion:

MoU should include a term regarding the length of employment for the NEWTravel Executive Officer (contract term is the same as the term of the MoU)


6.5. NEWROC Health Strategy REPORTING OFFICER: Caroline Robinson FILE REFERENCE: DISCLOSURE OF INTEREST: Nil DATE: 22 November 2018 ATTACHMENT NUMBER: Nil CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT In the NEWROC Health Strategy, the following goal and strategy was identified: GOAL: Facilitate and help promote a healthy lifestyle and disease prevention within the

NEWROC communities 19. Undertake training for member employees to increase mental health literacy At the September Executive meeting the NEWROC Executive Officer presented some options for mental health training, for member employees, in a central location in 2019. This option was the most relevant to members and was presented by Jo Drayton, Suicide Prevention Coordinator, Wheatbelt Community Alcohol and Drug Service. WORKSHOP 1 Overview of common Mental Health issues and Introduction to Suicide Prevention - currently provided FREE through funding by WA Mental Health Commission This half day presentation can be tailored to meet the specific needs of an Organisation or community group, but primarily covers:

What is Stress and it’s symptoms

What is Anxiety and it’s symptoms

What is Depression and it’s symptoms

What is Situational Distress?

Introduction to Suicide Prevention – WA Stat’s and the extend of the problem

Knowing the signs that somebody may be at risk

Pathways to Support

De-briefing and self care for staff/community members Additionally, LGIS was contacted regarding training they could provide. The following was submitted by LGIS and member credits can be used for training. The LGIS HR Risk team can provide a range of services around mental health, building resilience, stress management. All workshops / services will be tailored to the members specific requirements and desired outcomes, and can be targeted at general staff or / and managers. 1. Working Well Workshop (2 hours - $480 + GST) This workshop educates staff on self- management techniques including the identification and management of a range of stressors. The workshop covers:

Identifying signs and symptoms of stress


Thriving at Work – Building resilience & stress management

Sharpening the saw - Coping strategies and tools to enhance self-care

Emotional Intelligence (EQ)

Handling hassles - Utilising our Mental Skill 2. Mental Health for Managers (3 hours - $720 + GST per workshop) This workshop looks to provide managers with an awareness of mental health issues in the workplace including prevalence, symptoms, treatment and available resources. The workshop covers:

The prevalence of mental health issues in Australia and the workplace

Signs and symptoms of common mental health conditions (key focus on anxiety and depression)

The importance of creating a supportive and open culture to minimise the stigma of mental health in the workplace

Avenues to support staff members who:

o Have disclosed their own mental health issues to the organisation

o Have not disclosed any diagnosis but are showing signs and symptoms

o Self-care for individuals in supervisory positions RESOLUTION: That the NEWROC Executive Officer revisit this in 2019 as a training opportunity. Moved Cr Brown Seconded Cr Shadbolt Carried 6/0 Discussion:

Any future mental health training should be offered to all NEWROC members and also the wider community

Advertise locally and regionally


6.6. 2018 Annual NEWROC Review REPORTING OFFICER: Caroline Robinson FILE REFERENCE: DISCLOSURE OF INTEREST: Nil DATE: 5 December 2018 ATTACHMENT NUMBER: Nil CONSULTATION: Cr Davies STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT The end of the year is an opportunity to reflect on the performance of the organisation. The following achievements occurred in 2018:

Strategic projects identified in early 2018

Official launch of the NEWROC Telecommunications Project with the Hon Melissa Price

Successful acquittal of the Telecommunications Project

Presentation on the Telecommunications Project to the Wheatbelt Conference and LG Professionals conference

Adoption of the NEWROC Health Plan

Six individual Public Health Plan drafts for members, saving them this expense at an individual Council level

Draft charter and code in preparation for the regional subsidiary – meeting with the Minister in early 2019 planned

Submission to the Energy Standing Committee

Attraction of additional funding for the NEWTravel Executive Officer – Dowerin and Westonia Shires

Via the Shire of Mukinbudin and their advocacy, power surges resolved in some member Shires

Audit costs reduced as audit moved away from local government audit process

Movement away from director reports to strategic project status reports Additionally, the NEWROC EO reviewed a few financials from the past two financial years for discussion:

5%

2%

93%

2016/17 Financial Year - INCOME

Grants received

Interest Received

NEWROC SubscriptionsReceived


Key Statistics from the 2016/17 Financial Year

Administration costs (Executive Officer fees, catering, website etc) accounted for 41% of all expenses

Of the funds received in 2016/17 (membership fees and interest = $402,847.47) the organisation leveraged an additional $19,240 of external funding (4.77%)

Investment into NEWTravel and Wheatbelt Way

Accounting/Audit fees, $4,009.05

Bank charges, $68.70

Catering, $1,882.36

Consultancy Fees,

$6,600.00

Event / Ceremony Expenses, $734.46

Executive Officer Business Case/Project

Work, $10,863.46

Executive Officer Contract Services,

$31,855.30

Executive Officer Office Expenses, $1,611.14

Executive Officer Seminars/Conferences,

$500.00Executive Officer Travel, $4,241.71

Gifts, -$121.85

Grants distributed, $19,240.00

Records Storage, $20.00

Subscriptions Distributed (Medical),

$1,030.00

Telecommunications Contractor/Services,

$4,200.00

Tourism Officer Contract Services, $14,264.73

Tourism Officer Travel, $2,144.80

WBW Marketing, $3,000.00

WBW Signage, $14,668.80

Website and Database, $6,750.91

36%

1%

3%3%16%

36%

4% 1%

2017/18 Financial Year Income

Grants received

Interest Received

Medical EnhancementFund Subs Rec.

NEWROC Business Case /Project Work Subs

NEWROC SubscriptionsReceived


Key Statistics from the 2017/18 Financial Year

Administration costs (Executive Officer fees, catering, website etc) accounted for 8.4% of all expenses

Of the funds received in 2016/17 (membership fees and interest = $401,227.32) the organisation leveraged an additional $143,357 of external funding (35.7%)

Investment into NEWTravel and Wheatbelt Way

Lead strategic project was telecommunications

Other statistics from the past two financial years:

Executive Officer expenses (hourly fee, travel, office expenses) were on average 57% of subscription income ($66,000 excluding business case and tourism income from members)

Across two financial years the organisation earnt $11,806 in interest

Business case income totalled $24,000 over two years and $27,166 was expended, with $19,240 leveraged to date, this also included expenditure on the energy project but no grant application yet

0% 0% 0%0% 0%

3%7%

0%

1%

2%

0%0%

0%

83%

3%

0%1% 0%

2017/18 Financial Year Expenses

Accounting/Audit fees Advertising

Bank charges Catering

Event / Ceremony Expenses Executive Officer Business Case/Project Work

Executive Officer Contract Services Executive Officer Office Expenses

Executive Officer Travel Legal expenses

Literary Luncheon Printing and Stationery

Records Storage Telecommunications Contractor/Services

Tourism Officer Contract Services Tourism Officer Travel

WBW Marketing Website and Database


Challenges moving into 2019:

Increasing the sign ups for the telecommunications service

Determining our role in the energy space

Developing a business case for another strategic priority and attracting funding – to continue our relevance and role in the economic development space

Streamlining and improving our governance and transparency

Developing and using our brand

Continuity of our purpose amongst personnel changes RESOLUTION: That the information is discussed and received. Moved Cr Shadbolt Seconded Cr O’Connell Carried 6/0 Discussion:

NEWROC Executive Officer to compile a media release on successes from 2018 and place in papers in early 2019, so too Western Councillor

David Burton passed thanks to John Nuttall on his presentation at the LGMA Conference regarding the telecommunications project

Suggestion to market the Crisp Wireless network to home based entrepreneurs February Council meeting will focus on consolidation and how to progress the current strategic

projects


7. EMERGING NEWROC ISSUES as notified, introduced by decision of the Meeting Nil 8. WALGA ZONE ISSUES

Future of Local Government Forum will be held on 30 January 2019, 10am till 3.30pm, Technology Park in Bentley (will be live streamed)

Part 1 of the Forum will focus on the Local Government Act review and the future of local government (international perspective) and modern legislation

WALGA has extended the Local Government Act submission date to 22 February 2019 WALGA Health Forum will be held on 27 March 2019 Tony Brown will enquire about WALGA Councillor Training via video conference WALGA is currently collecting video content from Presidents and CEO’s around the state on their

local governments. The purpose is to show the ‘realness’ of people who are Councillors, as well as promoting local government careers. Should be completed in 6 months

Zone meetings in 2019 will focus on particular areas including economic development, health, education etc

9. OTHER MATTERS 9.1. Container Deposit Scheme The Shire of Mt Marshall moved a motion at its November Council meeting to offer Bencubbin as a central receival point for containers and to provide feedback on the container scheme discussion paper

The Shire of Mt Marshall have also indicated 100 kilometres is a great distance to drive containers and the containers should be at the point of purchase. RESOLUTION: That the information is received. Moved Cr McWha Seconded Cr Sache Carried 6/0 Discussion:

NEWROC Executive Officer to contact Rebecca Brown at WALGA regarding the container deposit scheme as she is doing work in this area

9.2. WA Country Ambulance Service Review 2018 The NEWROC Executive Officer sought some feedback regarding the above strategy and will make a submission, it is due the 10 December 2018 - https://wacountryambulance.com.au/ Discussion at Executive Meeting:

Previously Ambulance Services came under Department of Health and the proposal is to put it under WACHS

Discussion regarding the proposal to put KPI’s on volunteers (WACHS and St John’s arrangement) – St John’s could be managing their workforce and achieving KPI’s, rather than volunteers

Patient Transfer Service is being reviewed and may require improved response rates

https://wacountryambulance.com.au/


RESOLUTION: That the information is received. Moved Cr Shadbolt Seconded Cr Sache Carried 6/0 Discussion:

Members discussed KPI’s that may be set on volunteers delivering St John’s ambulance service (under the proposed strategy)

If this occurs, substantial funding increases need to occur for the volunteers Discussion regarding the proposal of WACHS to take over the contract management of St

Johns country ambulance service Kununoppin Sub Centre currently does not have enough volunteers and they may loose an

ambulance in the future (sub centre has the ambulance, however St Johns has overarching ownership)

9.3. Records Management Taryn Dayman requested a quote from IT Vision on records management. This was shared with members. The Shire of Mt Marshall and Shire of Koorda have expressed an interest, however timing is important. Discussion at Executive Meeting:

Shire of Wyalkatchem will be progressing towards implementing a records management system, so too Shire of Mt Marshall (they have allocated it in the budget)

Delivery of training gets cheaper with more members on board

Taryn Dayman will coordinate a meeting between members and IT Vision using videoconferencing (request to BeingThere)

Proposal to IT Vision to implement it over a period of time, rather than once off Actions since the Executive Meeting:

BeingThere will host a videoconference between members and IT Vision Discussion:

Taryn Dayman will set up a video conference with IT Vision (using Being There)

10. MEETING SCHEDULE 10.1. 2018 Meeting Schedule

11 December Council Trayning Hotel (Drinks afterwards)

10.2. 2019 Meeting Schedule

The below dates are proposed for the 2019 NEWROC Council and Executive Meetings:

26 February Council Nungarin

26 March Executive Mt Marshall

23 April Council Mt Marshall

28 May Executive Koorda

25 June Council Koorda


23 July Executive Mukinbudin

27 August Council Mukinbudin

24 September Executive Trayning

22 October Council Trayning

26 November Executive Wyalkatchem

10 December Council Wyalkatchem

RESOLUTION:

That the 2019 meeting dates be endorsed (change Nungarin and Koorda)

Moved Cr Sasche Seconded Cr McWha Carried 6/0

11. CLOSURE OF MEETING

Cr Davies thanked Cr Sasche for chairing the last Council meeting, he also thanked WALGA for their support, David Burton for 7 ½ years in NEWROC and the Shire of Koorda and wished him well for his new position in Carnarvon.

Cr Davies thanked everyone for their attendance and contribution and closed the meeting at 4:06pm

Summary Minutes

STATE COUNCIL MEETING

5 December 2018

Attachment 7.2.3 WALGA State Council Meeting Minutes 5 Dec 2018

State Council Summary Minutes 5 December 2018

NOTICE OF MEETING Meeting No.7 of 2018 of the Western Australian Local Government Association State Council was held at WALGA, 170 Railway Parade West Leederville in the Boardroom on Wednesday 5 December 2018 and commenced at 4:16pm. 1. ATTENDANCE, APOLOGIES & ANNOUNCEMENTS 1.1 Attendance Members President of WALGA President Cr Lynne Craigie -Chair Deputy President of WALGA, North Metropolitan

Zone Mayor Tracey Roberts

Avon-Midland Country Zone Cr Jan Court JP Central Country Zone President Cr Phillip Blight Central Metropolitan Zone Cr Jenna Ledgerwood Central Metropolitan Zone Cr Paul Kelly East Metropolitan Zone Cr Brooke O’Donnell East Metropolitan Zone Cr Giorgia Johnson (Deputy) Gascoyne Country Zone President Cr Cheryl Cowell Goldfields Esperance Country Zone President Cr Malcolm Cullen Great Southern Country Zone President Cr Keith House JP Kimberley Country Zone Cr Chris Mitchell JP Murchison Country Zone Cr Les Price North Metropolitan Zone Cr Russ Fishwick JP Northern Country Zone President Cr Karen Chappel Peel Country Zone President Cr Michelle Rich Pilbara Country Zone President Cr Kerry White South East Metropolitan Zone Cr Julie Brown South East Metropolitan Zone Cr Brian Oliver South Metropolitan Zone Mayor Logan Howlett JP South Metropolitan Zone Cr Doug Thompson South Metropolitan Zone Mayor Carol Adams South West Country Zone President Cr Tony Dean Ex-Officio Local Government Professionals (WA) Mr Ian Cowie Commissioner, City of Perth Mr Eric Lumsden Observers Gascoyne Country Zone President Cr Karl Brandenburg,

Deputy State Councillor City of Armadale Mayor Henry Zelones Secretariat Chief Executive Officer Ms Ricky Burges Deputy Chief Executive Officer Mr Wayne Scheggia EM Environment & Waste Mr Mark Batty EM Governance & Organisational Services Mr Tony Brown EM People and Place Ms Jo Burges EM Infrastructure Mr Ian Duncan EM Business Solutions Mr John Filippone Manager Strategy and Association Governance Mr Tim Lane Manager Governance Mr James McGovern Executive Officer Governance Ms Margaret Degebrodt

State Council Summary Minutes 5 December 2018 3

1.2 Apologies East Metropolitan Zone Cr Kate Driver North Metropolitan Zone Cr Giovanni Italiano JP Great Eastern Country Zone President Cr Stephen Strange EM Finance & Marketing Mr Zac Donovan 1.3 Announcements Nil


ORDER OF PROCEEDINGS OPEN and WELCOME by President, Cr Lynne Craigie The Chair declared the meeting open at 4:16pm

Welcome to State Councillors, observers and WALGA secretariat

MEETING ASSESSMENT The Chair invited President Cr Keith House to undertake a meeting assessment at the conclusion of the meeting. 2. MINUTES OF THE PREVIOUS MEETINGS 2.1 Minutes of Ordinary Meeting 7 September 2018 Moved: Mayor Tracey Roberts Seconded: President Cr Cheryl Cowell That the Minutes of the Western Australian Local Government Association (WALGA) State Council meeting held on 7 September 2018 be confirmed as a true and correct record of proceedings. RESOLUTION 129.7/2018 CARRIED 2.2 Minutes of Flying Minute – 29 October 2018

Moved: Mayor Tracey Roberts Seconded: President Cr Karen Chappel That the Flying Minute decision dated 29 October 2018 be confirmed as true and correct. RESOLUTION 130.7/2018 CARRIED


3. DECLARATION OF INTEREST Pursuant to our Code of Conduct, State Councillors must declare to the Chair any potential conflict of interest they have in a matter before State Council as soon as they become aware of it. I note that there are several State Councillors and deputies that may be directly or indirectly associated with the recommendations of the Selection Committee. I ask that if you are affected by these recommendations, that you excuse yourself from the meeting and do not participate in deliberations. Cr Jenna Ledgerwood declared an impartiality interest in Item 4.1. Mayor Tracey Roberts, Cr Russ Fishwick and President Cr Tony Dean all declared an interested in Item 5.16. Mayor Logan Howlett declared an interest in Item 5.17.

PAPERS State Councillors received the following papers under separate cover:

Strategic Forum Agenda

State Council Flying Minute – CEO Recruitment Process

Item 5.13 2019 State Council Meeting Schedule and Regional Meeting

Item 5.14 Executive Committee Special Meeting Minutes 24 October

Item 5.15 Executive Committee Meeting 26 November with Budget Revision Pack

Item 5.16 Selection Committee Special Meeting Minutes

Item 5.17 Selection Committee Minutes and Interview Report

Item 5.18 LGIS Board Minutes and attachment

CEO’ s report to State Council

President’s Report (previously emailed prior to Zone meetings)

State Council Summary Minutes 5 December 2018

4. EMERGING ISSUES 4.1 State / Local Government Partnership Agreement on Waste

Management and Resource Recovery By Cr Doug Thompson, South Metropolitan Zone Cr Jenna Ledgerwood declared an impartiality interest in this item Moved: Cr Doug Thompson Seconded: Cr Julie Brown That the emerging issue on State / Local Government Partnership Agreement on Waste Management and Resource Recovery be considered by the meeting. CARRIED In Brief One of the more notable achievements of WALGA in recent times has been the establishment of the State Local Government Partnership Agreement. As the President mentioned at the Presidents Cocktail Party last week, there are a couple of subsidiary partnerships currently being investigated, in relation to procurement and climate change. It is clear that waste management has a renewed and welcome focus within the McGowan Government. As we all know, waste is major activity undertaken across the sector, requiring considerable investments, not only in infrastructure, but also in community education and coordination. There are a number of strategic drivers for the pursuit of a partnership agreement on waste management and resource recovery: 1. The Government’s current draft State Waste Strategy provides the opportunity to consolidate

the roles and responsibilities of State and Local government – a Partnership Agreement would codify this for the term of the McGowan Government – and provide the opportunity during discussions to deliver on existing WALGA policy positions in relation to waste management.

2. Internationally, the China Sword policy on recycled materials has forced a rethink on the traditional linear approach to waste management, and a Partnership Agreement could open up the opportunity to drive a circular economy approach to resource recovery, reinforcing the incentive for local employment opportunities and innovation.

3. A Partnership Agreement would not only relate back to our recently released WA Plan for Jobs – Economic Opportunities for Local Government but again signal that it is the intent of Local Government to be a trusted partner in the economic development and governance of the State of Western Australia.

Moved: Cr Doug Thompson Seconded: President Cr Michelle Rich

1. That State Council endorse investigating a State / Local Government Partnership Agreement on Waste Management and Resource Recovery.

2. That the item be referred to MWAC for is development and negotiation with the State Government.

3. A report regarding a proposed “State / Local Government Partnership Agreement on Waste Management and Resource Recovery” be brought back to the next meeting of State Council.

RESOLUTION 131.7/2018 CARRIED


5. MATTERS FOR DECISION

5.1 Proposed Removal by Main Roads WA of the “Letter of Approval” Restricted Access Vehicle Operating Condition (05-006-03-0001 MB)

By Mark Bondietti, Policy Manager Transport and Roads WALGA RECOMMENDATION That WALGA: 1. Opposes withdrawal of the “Letter of Approval” Restricted Access Vehicle Operating

Condition until an acceptable alternative is developed; 2. Supports the position that Local Governments not use provision of the Letter of

Authority to charge transport operators to access the Restricted Access Vehicle network;

3. Supports the development of standard administrative procedures including fees and letter formats; and

4. Supports the practice of Local Governments negotiating maintenance agreements with freight owners/ generators in cases where the operations are predicted to cause extraordinary road damage.

Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported GASCOYNE COUNTRY ZONE That the WALGA Recommendation be amended as follows:

1. Opposes withdrawal of the “Letter of Approval” Restricted Access Vehicle Operating Condition until an acceptable alternative is developed;

2. Supports the position that Local Governments not use provision of the Letter of Authority to charge transport operators to access the Restricted Access Vehicle network;

3. Supports the development of standard administrative procedures including fees and letter formats;

4. Supports the practice of Local Governments negotiating maintenance agreements with freight owners/ generators in cases where the operations are predicted to cause extraordinary road damage as determined by the Local Government; and,


5. Does not link the Restricted Access Vehicle Operating Condition to the Methodology for Calculating the Cost of Road Wear on Unsealed Roads and the Methodology for Calculating the Cost of Road Wear on Sealed Roads guides.

SECRETARIAT COMMENT

Roads are typically constructed using highly variable, naturally occurring materials which along with changing environmental conditions means that the damage caused by heavy vehicles is difficult to accurately predict. The knowledge of the Local Government should be used to determine when extraordinary road damage is likely to occur. There is no link between Restricted Access Vehicle Operating Conditions that apply to the owners and drivers of RAVs (CA07) and any methodology to estimate road wear costs. Adding the proposed Resolution 5 risks confusing the policy position of the Association. SOUTH METROPOLITAN ZONE Amendment That WALGA: 1. Opposes withdrawal of the “Letter of Approval” Restricted Access Vehicle Operating Condition until an acceptable alternative is developed; 2. Supports the position that Local Governments not use provision of the Letter of Authority to charge transport operators to access the Restricted Access Vehicle network; 3. Supports the development of standard administrative procedures including fees and letter formats; and 4. Supports the practice of Local Governments negotiating maintenance agreements with freight owners/ generators in cases where the operations are predicted to cause extraordinary road damage. 5 – Supports the practice of Local Governments negotiating agreements with transport operators where concessional loading is predicted to cause accelerated pavement damage. 6 – Supports establishment of a stakeholder working group to develop an appropriate mechanism through which the increased infrastructure costs from the use of heavy vehicles and those loaded in excess of limits can be recovered from those benefiting, and redirected into the cost of road maintenance. SECRETARIAT COMMENT

Main Roads WA formally advised WALGA that it had received advice from the State Solicitor’s Office that the practice of Local Governments seeking agreements with transport operators in order to support access for concessional mass loaded vehicles is not legal. There are some risks to the Association in supporting the practice of Local Governments negotiating agreements with transport operators. Financial agreements with transport operators is just one of the ways in which the increased infrastructure costs from heavy vehicles, particularly those loaded in excess of standard axle mass limits, can be recovered from those benefiting. It is possible that this approach will require changes to legislation or regulation. A stakeholder working group to develop an appropriate mechanism should consider this and other options for achieving the desired outcomes. The proposed additional Recommendation 5 pre-empts the outcome of the working group proposed in Recommendation 6.


GOLDFIELDS ESPERANCE COUNTRY ZONE That WALGA: 1. Opposes withdrawal of the “Letter of Approval” Restricted Access Vehicle

Operating Condition until an acceptable alternative is developed; 2. Supports the position that Local Governments not use provision of the Letter of

Authority to charge transport operators to access the Restricted Access Vehicle network; 3. Supports the practice of Local Governments negotiating maintenance agreements

with freight owners/ generators in cases where the operations are predicted to cause extraordinary road damage.

SECRETARIAT COMMENT

One of the key issues raised by industry in seeking to deal with Local Governments in meeting their access conditions is the wide range of charges imposed by Councils for providing a “Letter of Authority.” This was identified by Main Roads WA in their initial approach to WALGA. Consultation undertaken by WALGA indicated that 85% of Local Governments that apply the CA07 condition do not charge transport operators for a Letter of Authority. However, some Councils charge up to $550 per vehicle combination per year. For a transport operator using multiple vehicle combinations across numerous Shires this can lead to significant costs. Recommendation 3 is proposed to address the issue of charges that exceed the cost recovery principles set out in Section 6.17 of the Local Government Act (1995). Moved: Mayor Carol Adams Seconded: Cr Les Price That WALGA: 1. Opposes withdrawal of the “Letter of Approval” Restricted Access Vehicle

Operating Condition until an acceptable alternative to Local Government is developed;

2. Supports the position that Local Governments not use provision of the Letter of Authority to charge transport operators to access the Restricted Access Vehicle network;

3. Supports the development of standard administrative procedures including fees and letter formats; and

4. Supports the practice of Local Governments negotiating maintenance agreements with freight owners/ generators in cases where the operations are predicted to cause extraordinary road damage as determined by the Local Government.

5. Advocates to Main Roads to establish a stakeholder working group to develop an appropriate mechanism through which the increased infrastructure costs from the use of heavy vehicles and those loaded in excess of limits (concessional loading) can be recovered from those benefiting, and redirected into the cost of road maintenance.



5.2 Bus Stop Infrastructure Partnership Agreement 2018/19-2022-23 (05-001-03-0037 MM)

By Marissa MacDonald, Policy Officer – Transport and Roads WALGA RECOMMENDATION That the Bus Stop Infrastructure Partnership Agreement be endorsed. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported Moved: Cr Doug Thompson Seconded: Cr Chris Mitchell That the Bus Stop Infrastructure Partnership Agreement be endorsed. RESOLUTION 133.7/2018 CARRIED


5.3 2019-20 State Budget Submission (05-001-03-0006 DM) By Dana Mason, Policy Manager Economics WALGA RECOMMENDATION

That WALGA’s submission to the State Government in advance of the 2019-20 Budget be endorsed. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda Northern Country Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported GASCOYNE COUNTRY ZONE That WALGA’s submission to the State Government in advance of the 2019-20 Budget be endorsed with the inclusion of commentary arguing:

1. Under the heading of ‘Economic Development’ for a review to be undertaken of the State Government’s approach to regional development, including the Regional Development Commissions, and the integration between regional development and tourism;

2. For a targeted approach in product development and tourism infrastructure and assets for tourism with less focus on tourism marketing; and,

3. For the proposed State Economic Development Strategy to focus on tourism as a competitive advantage for particular regions as a means to generate economic growth for the State.

SECRETARIAT COMMENT

These are new issues that require further investigation and the development of a supporting evidence base before they can be included in a Budget submission. It is recommended that these issue be considered in further detail and advocated separately as part of WALGA’s Economic Development project. PEEL ZONE That Item 5.3 is supported subject to additional consultation with the Peel Zone as to how a Metropolitan Regional Improvement Tax may be implemented through the Peel Region Scheme. SECRETARIAT COMMENT

Support additional consultation with the Peel Zone on this issue. EAST METROPOLITAN ZONE That the East Metropolitan Zone supports the WALGA recommendation subject to the following sentence being included in the Sport and Recreation section of the submission:


‘The State Government fund a Strategic Sports and Facilities Plan for the Metropolitan area’. SECRETARIAT COMMENT

These is a new issue that requires further investigation and the development of a supporting evidence base before it can be included in the State Budget Submission. NORTH METROPOLITAN ZONE That WALGA’s submission to the State Government in advance of the 2019-20 Budget be endorsed, subject to: 1. That Western Power should investigate and, where appropriate, implement stand-alone solar

powered with battery storage capability street lighting; and, 2. That the State Government must continue to fund the implementation of the Public Health Act

2016 including the provision of funding to support the development of local health plans. SECRETARIAT COMMENT

The State Budget submission is not considered to be the most appropriate avenue to raise the issue identified in point 1 given that Western Power is a Government Trading Enterprise. It is recommended that WALGA instead consider point 1 directly its ongoing direct engagement and advocacy with Western Power and the Minister for Energy and through the street lighting working group. Continued funding support for the implementation of the Public Health Act 2016 including the provision of funding to support the development of local health plans is included in the State Budget Submission on page 30. Moved: President Cr Cheryl Cowell Seconded: Cr Paul Kelly

1. That WALGA’s submission to the State Government in advance of the 2019-20 Budget be endorsed; and,

2. That additional consultation be held with the Peel Zone in relation to the Metropolitan Regional Improvement Tax.



5.4 Interim Submission: Cost Recovery for Clearing Permits and Water Licences and Permits – DWER Discussion Paper (05-064-02-0022 MB)

By Mark Batty, Executive Manager Environment and Waste WALGA RECOMMENDATION

That the WALGA interim submission which opposes increased cost recovery for clearing permits and water licences and permits by the Department of Water and Environmental Regulation be endorsed. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported SOUTH WEST COUNTRY ZONE That the recommendation be endorsed with the additional words “Local Government” in line 1 after the words “cost recovery”

SOUTH METROPOLITAN ZONE Amendment That the WALGA interim submission which opposes increased cost recovery for clearing permits and water licences and permits for Local Government by the Department of Water and Environmental Regulation be endorsed. COMPOSITE RECOMMENDATION Moved: President Cr Tony Dean Seconded: President Cr Malcolm Cullen

That the WALGA interim submission which opposes increased cost recovery for Local Government clearing permits and water licenses and permits by the Department of Water and Environmental Regulation be endorsed. RESOLUTION 135.7/2018 CARRIED


5.5 Waste Levy Policy Statement (05-037-04-0001 RNB) By Rebecca Brown, Manager Waste and Recycling

WALGA RECOMMENDATION

That the Waste Levy Policy Statement 2018 be endorsed. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported SOUTH METROPOLITAN ZONE A review of the Waste Levy Policy Statement not be finalised until such times as the Waste Strategy 2030 is finalised. EAST METROPOLITAN ZONE The Zone supports the WALGA recommendation for Item 5.5 subject to a further point 2. That:

1. The Waste Levy Policy Statement 2018 be endorsed; 2. The Waste Levy Policy Statement is submitted to the State Government.

NORTH METROPOLITAN ZONE That Part 2 c. of the Waste Levy Policy Statement be replaced with the following: The levy must be applied to all licensed landfills in the metropolitan area, and regional areas based on a population threshold or a sliding scale taking into consideration fluctuations in residential population on an annual basis. SECRETARIAT COMMENT

The South Metropolitan Zone motion raises concerns with adopting the Waste Levy Policy Statement prior to the finalisation of the Waste Strategy 2030, as the content of the Waste Strategy may influence costs to Local Government and mean that the Policy Statement does not reflect the new direction of the State Government. Feedback from another Zone highlighted the importance of providing the updated Policy Statement to State Government. The suggested motion is that the Policy Statement be endorsed in its current form, then updated once the Waste Strategy has been finalised. This will give the Association a strong basis for advocacy to emphasise that funding will be required from the Levy to ensure that the Strategy can be achieved. Currently the Policy Statement includes that the entire Levy should be expended on strategic waste management activities and further explores the range of other matters that the Levy should be expended on.


The Waste Strategy 2030 is expected to be released in December 2018 and is likely to represent a strong direction from the State Government in relation to waste management. If State Council does not considered it appropriate that the Levy funds the implementation of the Waste Strategy then this should be clearly identified. If State Council does not approve the Policy Statement, or suggests changes, it will be referred to the Municipal Waste Advisory Council for consideration. Then the Policy Statement will be resubmitted to Zones and State Council for consideration in March 2019. COMPOSITE RECOMMENDATION Moved: Cr Julie Brown Seconded: Cr Chris Mitchell That the Waste Levy Policy Statement:

1. Be adopted in the current form by State Council 2. Be updated once the Waste Strategy 2030 is released to reflect the use of Levy

funds to reflect the targets and priorities of the Waste Strategy 2030 3. Be communicated to the State Government.



5.6 Standard Development Conditions Guidelines (05-036-04-0005 AR)

By Ashley Robb, Project Officer, Planning and Improvement WALGA RECOMMENDATION That the Standard Development Conditions Guideline, be endorsed and that WALGA recommends use of the resource by Local Governments when reviewing and/or preparing standard development conditions. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South Metropolitan Zone WALGA Recommendation Supported SOUTH WEST COUNTRY ZONE That the recommendation be endorsed with the additional point;

With further consideration to the sequencing of the stages of implementation. CENTRAL METROPOLITAN ZONE That the Standard Development Conditions Guideline be amended to ensure that where ‘and / or’ appears, there is an associated explanatory instruction that either one or the other is to apply. SECRETARIAT COMMENT

The Standard Development Conditions Guideline is a resource for Local Governments to refer to when they are reviewing or creating their own development conditions. The conditions within the Guideline are ordered in the most commonly used conditions, not the order to which they could be applied to a planning approval. Reordering the conditions into ‘stages of implementation’ has not been considered in this current version, however, it can be considered in a future revision of the document. This will require further discussion with members as to the appropriate sequencing, as each local government currently has a localised approach to how their conditions are ordered. The standard interpretation of “and/or” is that either one can be applied.


COMPOSITE RECOMMENDATION Moved: President Cr Karen Chappel Seconded: President Cr Malcolm Cullen That the Standard Development Conditions Guideline, be endorsed and that WALGA recommends use of the resource by Local Governments when reviewing and/or preparing standard development conditions with further consideration to the sequencing of the stages of implementation. RESOLUTION 137.7/2018 CARRIED


5.7 WALGA Paper – Off Road Vehicles and Local Government (05-053-03-0008 EDR)

By Evie Devitt-Rix, Senior Policy Advisor, Community WALGA RECOMMENDATION That WALGA advocates for the State Government to:

1. Conduct a review of current legislation to align registration and licensing of Off Road Vehicles (ORVs) with other vehicle types and users.

2. Allocate funding for feasibility studies to identify suitable sites for new ORV Permitted Areas throughout the State, which considers environmental values, future land use planning impacts, public safety, amenity and environmental issues and Local Government risk and liability issues.

3. Develop and implement, in collaboration with WALGA and Off Road Vehicles (ORV) stakeholders, educational resources and training suitable to the specific needs of ORV users, stakeholders and Local Governments. Resources should include; guidance on compliance and enforcement arrangements aligned with the Control of Vehicles (Off-road Areas) Act 1978 and other relevant legislation, user and permitted area operational safety, signage standards, insurance and liability mitigation strategies.

4. Develop and implement, in collaboration with ORV vendors, resources and practices that ensure ORV buyers are informed at the point of sale about ORV registration, regulation and restrictions applicable to ORV vehicle use and consequences of non-compliance.

5. Consider and consult on the regulation of the vendor’s role in providing information to buyers regarding ORV registration, regulation and restrictions.

6. Develop and implement, in collaboration with stakeholders and industry representatives, resources to educate and raise community awareness about the proper use of ORVs, ORV permitted and prohibited areas, and the consequences of non-compliance.

7. Ensure that the WA Police Force allocates resources to address unlawful ORV use in consultation with Local Government law enforcement.

Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported


GASCOYNE COUNTRY ZONE The Zone supports the recommendation with the addition to point 7. That WALGA advocates for the State Government to:


2. Allocate funding for feasibility studies to identify suitable sites for new ORV Permitted Areas throughout the State, which considers environmental values, future land use planning impacts, public safety, amenity and environmental issues and Local Government risk and liability issues.

3. Develop and implement, in collaboration with WALGA and ORV stakeholders, educational resources and training suitable to the specific needs of ORV users, stakeholders and Local Governments. Resources should include; guidance on compliance and enforcement arrangements aligned with the Control of Vehicles (Off-road Areas) Act 1978 and other relevant legislation, user and permitted area operational safety, signage standards, insurance and liability mitigation strategies.




7. Ensure that the WA Police Force and Department of Biodiversity, Conservation and Attractions (DBCA) allocates resources to address unlawful ORV use in consultation with Local Government law enforcement.

SOUTH METROPOLITAN ZONE Amendment That WALGA advocates for the State Government to:


2. Allocate funding for feasibility studies to identify suitable sites for new ORV Permitted Areas throughout the State for which State Government control and management of site is committed, which considers environmental values, future land use planning impacts, public safety, amenity and environmental issues and Local Government risk and liability issues.






7. Ensure that the WA Police Force allocates resources to address unlawful ORV use in consultation with Local Government law enforcement.

SECRETARIAT COMMENT

If the intent of the South Metropolitan amendment was to ensure appropriate funding is provided for State Government controlled and/or managed land, this change is supported and words to that effect are included in the Composite Recommendation. The inclusion of DBCA ensures that appropriate resources are made available to address unlawful ORV use. COMPOSITE RECOMMENDATION Moved: Mayor Carol Adams Seconded: President Cr Cheryl Cowell That WALGA advocates for the State Government to:


2. Allocate funding for feasibility studies to identify suitable sites for new Off Road Vehicles (ORV) Permitted Areas throughout the State for State Government controlled and/or managed land, which considers environmental values, future land use planning impacts, public safety, amenity and environmental issues and Local Government risk and liability issues.







AMENDMENT Moved: President Cr Phillip Blight Seconded: Cr Chris Mitchell That point 2 be amended: 2. Allocate funding for feasibility studies to identify suitable sites for new Off Road

Vehicles (ORV) Permitted Areas throughout the State for State Government controlled and/or managed land, which considers environmental values, future land use planning impacts, public safety, amenity and environmental issues and Local Government risk and liability issues.

CARRIED THE MOTION AS AMENDED NOW READS: That WALGA advocates for the State Government to:


2. Allocate funding for feasibility studies to identify suitable sites for new Off Road Vehicles (ORV) Permitted Areas throughout the State, which considers environmental values, future land use planning impacts, public safety, amenity and environmental issues and Local Government risk and liability issues.








5.8 Submissions – Public Health Act 2016 Regulation Review Program (05-031-01-0001 EDR)

By Evie Devitt-Rix, Senior Policy Advisor, Community WALGA RECOMMENDATION That the interim submissions provided to the Department of Health Public Health Act 2016 Discussion Papers on Regulations for Construction Sites Facilities, Temporary Toilets and Cloth Materials be endorsed. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported WALGA RECOMMENDATION Moved: President Cr Karen Chappel Seconded: Cr Julie Brown That the interim submissions provided to the Department of Health Public Health Act 2016 Discussion Papers on Regulations for Construction Sites Facilities, Temporary Toilets and Cloth Materials be endorsed. RESOLUTION 139.7/2018 CARRIED


5.9 Aboriginal Advocacy and Accountability Office Interim Submission (KD)

By Kirstie Davis, Policy Manager Community WALGA RECOMMENDATION That the interim submission to An Office for Advocacy and Accountability in Aboriginal Affairs in Western Australia: Discussion paper be endorsed. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported WALGA RECOMMENDATION Moved: Cr Brooke O’Donnell Seconded: Mayor Logan Howlett That the interim submission to an Office for Advocacy and Accountability in Aboriginal Affairs in Western Australia: Discussion paper be endorsed. RESOLUTION 140.7/2018 CARRIED


5.10 Royal Commission into Institutional Responses to Child Sexual Abuse (05-086-03 0004 KD)

By Kirstie Davis, Policy Manager Community WALGA RECOMMENDATION That the interim submission: Royal Commission into Institutional Responses to Child Sexual Abuse: A Local Government Response to the Western Australian State Government Child Safety Implementation Plan be endorsed. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported WALGA RECOMMENDATION Moved: President Cr Karen Chappel Seconded: Cr Brooke O’Donnell That the interim submission: Royal Commission into Institutional Responses to Child Sexual Abuse: A Local Government Response to the Western Australian State Government Child Safety Implementation Plan be endorsed. RESOLUTION 141.7.2018 CARRIED


5.11 Partnering with Local Government for Youth (05-065-04-01001 KD) By Kirstie Davis, Policy Manager Community WALGA RECOMMENDATION That the following amended policy statement be endorsed: The Local Government sector supports the development and well-being of children and young people through strategic partnerships and a combination of services and facility provision. The Association advocates that the State and Commonwealth should continue to invest in the wellbeing of young West Australians. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Chris Mitchell That the following amended policy statement be endorsed: The Local Government sector supports the development and well-being of children and young people through strategic partnerships and a combination of services and facility provision. The Association advocates that the State and Commonwealth should continue to invest in the wellbeing of young West Australians. RESOLUTION 141.7/2018 CARRIED


5.12 Managing Alcohol in our Communities Guide (06-045-01-0001 EB) By Elle Brunsdon, Policy Officer Community WALGA RECOMMENDATION

That the Managing Alcohol in our Communities (MAIOC) Guide be endorsed. Avon Midland Country Zone WALGA Recommendation Supported Central Country Zone WALGA Recommendation Supported Central Metropolitan Zone WALGA Recommendation Supported East Metropolitan Zone WALGA Recommendation Supported Gascoyne Zone WALGA Recommendation Supported Goldfields Esperance Country Zone WALGA Recommendation Supported Great Eastern Country Zone WALGA Recommendation Supported Great Southern Country Zone WALGA Recommendation Supported Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Supported Northern Country Zone WALGA Recommendation Supported Peel Zone WALGA Recommendation Supported Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Supported South Metropolitan Zone WALGA Recommendation Supported South West Country Zone WALGA Recommendation Supported WALGA RECOMMENDATION Moved: Cr Chris Mitchell Seconded: Cr Brooke O’Donnell

That the Managing Alcohol in our Communities (MAIOC) Guide be endorsed. RESOLUTION 142.7/2018 CARRIED


MATTERS FOR CONSIDERATION BY STATE COUNCILLORS (UNDER SEPARATE COVER) 5.13 2019 State Council Meeting Schedule and Regional Meeting (01-

004-02-0001 TB) Moved: President Cr Phillip Blight Seconded: Mayor Logan Howlett That the State Council Meeting Schedule for 2019 as below be endorsed.

Wednesday 20 February, Special Meeting, CEO Appointment Wednesday 27 March Wednesday 8 May – Regional Meeting, Central Metropolitan Zone, Wednesday 5 June – Special Meeting, Budget Adoption and Strategic Planning Wednesday 3 July 5-6 September, Regional meeting, Gascoyne Country Zone, Shire of Shark Bay Wednesday 4 December

RESOLUTION 143.7/2018 CARRIED 5.14 Special Meeting - Executive Committee Minutes (01-006-03-0006

TB) Moved : Cr Paul Kelly Seconded: Cr Jenna Ledgerwood That the Minutes of the Special Executive Committee Meeting held 24 October 2018 be endorsed subject to the Interview Panel for the Chief Executive Officer Recruitment to comprise all Elected Members on the Executive Committee. RESOLUTION 144.7/2018 CARRIED

5.15 Executive Committee Minutes (01-006-03-0006 TB) Cr Keith House left the meeting at 5.23pm. Moved: President Cr Karen Chappel Seconded: Cr Chris Mitchell That the Minutes of the Executive Committee meeting held 26 November 2018 be endorsed. RESOLUTION 145.7.2018 CARRIED


5.16 Selection Committee Special Meeting Minutes 22 October 2018 (01-006-03-0011CO)

Mayor Tracey Roberts. Cr Russ Fishwick and President Cr Tony Dean all declared an interest in Item 5.16 and left the meeting at 5:25pm.

Cr Keith House returned to the meeting at 5:26pm. Moved: President Cr Karen Chappel Seconded: Cr Les Price That the resolutions from the Selection Committee Special Meeting Minutes held on 22 October 2018 be noted. RESOLUTION 146.7/2018 CARRIED Mayor Tracey Roberts. Cr Russ Fishwick and President Cr Tony Dean returned to the meeting at 5:32pm. 5.17 Selection Committee Minutes and Interview Report (01-006-03-

0011 CO) Mayor Logan Howlett declared an interest and left the meeting at 5:32pm. Moved: Cr Chris Mitchell Seconded: Mayor Carol Adams That,

1. The recommendations contained in the 21 November 2018 Selection Committee Minutes be endorsed;

2. The resolutions contained in the 21 November 2018 Selection Committee Minutes be noted; and,

3. As recommended by the Selection Committee Interview Panel, Mr John Pearson be appointed to the Local Government Self-Insurance Schemes (LGIS) Board for a three year term commencing immediately and ending on 1 December 2021.

RESOLUTION 147.7/2018 CARRIED Mayor Howlett return to the meeting at 5:34pm. 5.18 LGIS Board Minutes Moved : Cr Julie Brown Seconded: Cr Brian Oliver That the:

1. Minutes of the LGIS Board meeting held 11 October 2018 be received; and 2. LGIS Annual Report 2018 be received.



6. MATTERS FOR NOTING / INFORMATION

6.1 Local Government Act Review (05-034-01-0001 TB) By Tony Brown, Executive Manager Governance and Organisational Services

WALGA RECOMMENDATION That State Council note the update on the Local Government Act Review process. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted SECRETARIAT COMMENT WALGA has received a number of calls/emails from the sector requesting the submission date be extended to late February 2019, as many Local Governments won’t have the ability to consider submissions at their December meetings and many do not have a meeting in January. In addition the deadline for a response to the Department of Local Government is 31 March 2019. It is proposed to extend the submission deadline to WALGA to 22 February 2019, which will allow Local Governments to consider their submission at their February Council meeting. Further, this will allow State Council to consider all Local Government input before resolving its final position. This has a flow-on effect which will require changes to the Zone and State Council meeting dates. Zone meetings in late February would change to mid-March and the State Council meeting would move to late March. The following is the new schedule:

22 February 2019 – Local Government Act submissions to WALGA close 15 March to 22 March 2019 – Zone Meetings Tuesday 26 March 2019 at 4pm – WALGA State Council meeting

WALGA, LG Professional and the Department of Local Government, Sport & Cultural Industries are holding a state-wide forum on 30 January 2019 and the deadline extension means this forum will


become even more important as a focal point for input from members to the Local Government Act Review process. Information on the state-wide forum will be distributed separately COMPOSITE RECOMMENDATION Moved: President Cr Karen Chappel Seconded: Cr Julie Brown That State Council note the update on the Local Government Act Review process including the updated timeline as per below;

22 February 2019 – Local Government Act submissions to WALGA close 15 March to 22 March 2019 – Zone Meetings Wednesday 27 March 2019 at 4pm – WALGA State Council meeting



6.2 Economic Development Project (05-088-03-0001DM) By Anne Bank McAllister, Regional Capacity Building Manager and Dana Mason, Policy Manager Economics

WALGA RECOMMENDATION That State Council note the WALGA’s Economic Development Project update. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council note the WALGA’s Economic Development Project update.



6.3 Report: Review of Local Government Car Parking Requirements in Western Australia (05-036-03-0063 AR)

By Ashley Robb, Project Officer, Planning and Improvement

WALGA RECOMMENDATION That State Council note the report: Review of Local Government Car Parking Requirements in Western Australia. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council note the report: Review of Local Government Car Parking Requirements in Western Australia.



6.4 Event for Elected Members – Health Services in Regional Areas (05-031-01-0001 EDR)

By Evie Devitt-Rix, Senior Policy Advisor Community WALGA RECOMMENDATION That State Council note that WALGA will host an event on Wednesday, 6 March 2018, to provide information on the current situation and future opportunities in regional health to Elected Members and CEOs. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council note that WALGA will host an event on Wednesday, 6 March 2019, to provide information on the current situation and future opportunities in regional health to Elected Members and CEOs. RESOLUTION 151.7/2018 CARRIED


6.5 Government Regional Officer Housing (GROH) (05-018-04-0004 KD)

By Kirstie Davis, Policy Manager Community WALGA RECOMMENDATION That State Council note the findings from research into the Government Regional Officer Housing (GROH) Initiative. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council note the findings from research into the Government Regional Officer Housing (GROH) Initiative. RESOLUTION 152.7/2018 CARRIED


6.6 National Redress Scheme (05-086-03-0004 KD) By Kirstie Davis, Policy Manager Community WALGA RECOMMENDATION That State Council note the emerging discussions between WALGA, the Department of Local Government, Sport and Cultural Industries and the Department of Premier and Cabinet about the National Redress Scheme. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council note the emerging discussions between WALGA, the Department of Local Government, Sport and Cultural Industries and the Department of Premier and Cabinet about the National Redress Scheme. RESOLUTION 153.7/2018 CARRIED


6.7 Family and Domestic Violence (05-086-03-0004 KD) By Kirstie Davis, Policy Manager Community WALGA RECOMMENDATION That State Council notes the Association’s ongoing activity in family and other domestic violence legislative reviews and resource development. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council notes the Association’s ongoing activity in family and other domestic violence legislative reviews and resource development. RESOLUTION 153.7/2018 CARRIED


6.8 Report Municipal Waste Advisory Council (MWAC) 901-006-03-0008 RNB)

By Rebecca Brown, Manager Waste and Recycling WALGA RECOMMENDATION That State Council notes the resolutions of the Municipal Waste Advisory Council at its 29 August and 24 October meetings. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council notes the resolutions of the Municipal Waste Advisory Council at its 29 August and 24 October meetings.



6.9 Draft National Biosecurity Statement (05-028-03-0011 NM) By Nicole Matthews, Environment Policy Manager WALGA RECOMMENDATION That State Council notes the WALGA submission on the draft National Biosecurity Statement. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council notes the WALGA submission on the draft National Biosecurity Statement. RESOLUTION 155.7/2018 CARRIED


6.10 Release of the Better Urban Forest Planning Guide (05-038-04-2211 CP)

By Craig Perry, Environment Policy Advisor WALGA RECOMMENDATION That State Council notes the release of the Better Urban Forest Planning Guide on 8

November 2018. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That State Council notes the release of the Better Urban Forest Planning Guide on 8

November 2018.



6.11 WALGA Reconciliation Action Plan (03-047-01-0001 RA) By Rowena Amistad, Human Resources Manager WALGA RECOMMENDATION That the update relating to WALGA’s Reflect Reconciliation Action Plan be noted. Avon Midland Country Zone WALGA Recommendation Noted Central Country Zone WALGA Recommendation Noted Central Metropolitan Zone WALGA Recommendation Noted East Metropolitan Zone WALGA Recommendation Noted Gascoyne Zone WALGA Recommendation Noted Goldfields Esperance Country Zone WALGA Recommendation Noted Great Eastern Country Zone WALGA Recommendation Noted Great Southern Country Zone WALGA Recommendation Noted Kimberley Zone Minutes not received Murchison Country Zone Meeting held prior to receiving the Agenda North Metropolitan Zone WALGA Recommendation Noted Northern Country Zone WALGA Recommendation Noted Peel Zone WALGA Recommendation Noted Pilbara Zone No meeting held South East Metropolitan Zone WALGA Recommendation Noted South Metropolitan Zone WALGA Recommendation Noted South West Country Zone WALGA Recommendation Noted WALGA RECOMMENDATION Moved: Mayor Tracey Roberts Seconded: Cr Julie Brown That the update relating to WALGA’s Reflect Reconciliation Action Plan be noted. RESOLUTION 157.7.2018 CARRIED


7. ORGANISATIONAL REPORTS 7.1 Key Activity Reports

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

Moved: Mayor Logan Howlett Seconded: Cr Chris Mitchell That the Key Activity Report from the Environment Unit to the December 2018 State Council meeting be noted. RESOLUTION 158.7.2018 CARRIED Cr Paul Kelly left the meeting at 5:45pm.

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

Moved: Mayor Logan Howlett Seconded: Cr Chris Mitchell That the Key Activity Report from the Governance and Organisational Services Unit to the December 2018 State Council meeting be noted. RESOLUTION 159.7/2018 CARRIED 7.1.3. Report on Key Activities, Infrastructure (05-001-02-0003 ID) Moved: Mayor Logan Howlett Seconded: Cr Chris Mitchell That the Key Activity Report from the Infrastructure Unit to the December 2018 State Council meeting be noted. RESOLUTION 160.7/2018 CARRIED

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

Moved: Mayor Logan Howlett Seconded: Cr Chris Mitchell That the Key Activity Report from the People and Place Team to the December 2018 State Council meeting be noted. RESOLUTION 161.7/2018 CARRIED


7.2 Policy Forum Reports (01-006-03-0007 TB) Moved: Mayor Logan Howlett Seconded: Cr Chris Mitchell That the reports on the key activities of the Association’s Policy Forums to the December 2018 State Council Meeting be noted. RESOLUTION 162.7/2018 CARRIED

7.3 President’s Report Moved: Cr Chris Mitchell Seconded: Mayor Logan Howlett That the President’s Report for December 2018 be received. RESOLUTION 163.7/2018 CARRIED Mayor Carol Adams left the meeting at 5:53pm and did not return. 7.4 WALGA Chief Executive Officer Appreciation

RESOLUTION Moved: Cr Doug Thompson Seconded: Mayor Tracey Roberts

State Council recognises Ricky Burges’ long and loyal service to the interests of Local Government in Western Australia and formally conveys it’s gratitude for her dedication to the Western Australian Local Government Association and to the interests of Local Government and wishes her all the best for the future.


7.5 CEO’s Report Moved: Mayor Logan Howlett Seconded: President Cr Karen Chappel That the CEO’s Report for December 2018 be received. RESOLUTION 165.7/2018 CARRIED


7.6 Local Government Professional’s Report Moved: Mayor Logan Howlett Seconded: President Cr Phillip Blight That the Local Government Professional’s Report for December 2018 be received. RESOLUTION 166.7/2018 CARRIED


8. ADDITIONAL ZONE RESOLUTIONS Moved: Cr Brian Oliver Seconded: Cr Chris Mitchell That the additional Zone Resolutions from the December 2018 round of Zones meetings as follows be referred to the appropriate policy area for consideration and appropriate action. RESOLUTION 167.7/2018 CARRIED SOUTH WEST COUNTRY ZONE Consistent Communication for recycling - Environment The SW Zone of WALGA: 1. Acknowledge the Bunbury Harvey Regional Council’s letter of 19 July 2018, on behalf of the Wellington Waste Working Group, to the Municipal Waste Advisory Council; 2 Seeks advice from WALGA on its state-wide response to the “China National Sword” Crisis; 3 Obtain advice on the status of member contracts potentially affected by the “China National Sword” Crisis; and 4. Formulate a position for the SW Zone Group of Councils on its recycling education and communication strategies.

Proposed Bunbury Outer Ring Road Impacts on Bussell Highway - Infrastructure That the SWZ - WALGA 1. Writes to the Premier expressing deep concerns at the current and future safety issue on the single lane Bussell Highway. 2. Provides copy to Minister for Transport. 3. Seeks a meeting with Minister for Transport on this issue, before Christmas, and 4. Refers it to the relevant committee of WALGA for further technical investigation and potential lobbying through state council. Decreased Funding for Public Libraries – City of Busselton – People and Place That WALGA lobby the State Government for the provision of a more equitable funding allocation system for public libraries in Western Australia. SOUTH METROPOLITAN ZONE WALGA Chief Executive Officer Appreciation – Executive The South Metropolitan Zone recognises Ricky Burges’ long and loyal service to the interests of Local Government in Western Australia and requests State Council to record the Zone’s appreciation.

That the Zone formally conveys its gratitude to Ricky Burges in her role as CEO for her dedication to the Western Australian Local Government Association and to the interests of Local Government and wishes her all the best for the future.


PEEL ZONE Beached Cetacean Carcass Removal along the Western Australian Coastline to be funded by the State Government. - Environment That the Zone requests WALGA to endorse the position proposed by the report, being the State Government fully funds the removal of beached cetacean carcasses from all Western Australian beaches where an increased threat to the public is posed. SOUTH EAST METROPOLITAN ZONE Fuel Retailing and Sensitive Land Uses – People and Place That WALGA requests the Department of Planning, Lands and Heritage to establish a consistent State Government position on the location of fuel retailing outlets to enable appropriate and consistent town planning decisions to be made on such applications.

Residue Levels of Microplastics in Food and Waste – People and Place That the South East Metropolitan Zone request WALGA, in the interests of achieving human health and environmental health objectives, advocates for the Department of Health (Toxicology Branch) to develop a suite of guidelines for maximum safe residue levels of microplastics in food and water and advocate on this public health issue to the State and Federal Government.

GREAT EASTERN COUNTRY ZONE Draft Waste Strategy 2030 - Environment The Great Eastern Country Zone request that WALGA continue to advocate:

1. For a consultative partnership approach to the development of any better practice or other guidance for Local Government.

2. That the Waste Avoidance and Resource Recovery Levy should not be applied to the non-metropolitan area.

Container Deposit Scheme Locations – Environment That the Great Eastern Country Zone requests that:

1. All Local Governments be guaranteed, as a minimum, one flexible refund point in their area. 2. A flexible access point should be defined as a refund point which, as a minimum, is open 16

hours each two week period, including at least 8 hours at weekends 3. The State Government provide appropriate funding for the refund points.

Water Corporation – New Management and Billing Structure for Standpipes - Infrastructure That the Great Eastern Country Zone request WALGA to advocate opposing the WA Water Corporation proposed fee structure in remote parts of the eastern Wheatbelt and;

1. Request the Water Corporation look to possible subsidised billing to remote user standpipes for users without any other possible means of potable water;

2. Write to the Department of Water suggesting that as a result of the increased Standpipe water costs that they re-introduce the Farm Water Grants to allow effected landholders the ability to create on-farm water storage and water connections;


CENTRAL METROPOLITAN ZONE Provision, Installation and Appropriate Built Environments for Dog Parks - Governance That WALGA prepare information for member Local Governments on the provision, installation and appropriate built environments for dog parks.

9. MEETING ASSESSMENTPresident Cr Keith House provided feedback as to the effectiveness of the meeting.

Cr Giorgia Johnson left the meeting at 6:02pm and did not return.

Cr Paul Kelly returned to the meeting at 6:05pm.

10. DATE OF NEXT MEETINGThat the next meeting of the Western Australia Local Government Association State Councilbe held in the Boardroom at WALGA, ONE70 Railway Parade, West Leederville, onWednesday 27 March 2019 commencing 4pm.

11. CLOSUREThere being no further business the Chair declared the meeting closed at 6:06pm.

TELECONFERENCE MEETING OF THE CENTRAL EAST AGED CARE ALLIANCE

INC EXECUTIVE COMMITTEE

WEDNESDAY 12 DECEMBER 2018, COMMENCING AT 7.31AM

MINUTES

CEACA Minutes of the Executive Committee Meeting- 12 Dec 2018

Central East Aged Care Alliance Inc Executive Committee Meeting 12 December 2018 2

CONTENTS 1. OPENING AND ANNOUNCEMENTS ........................................................................................ 3

2. RECORD OF ATTENDANCE AND APOLOGIES ..................................................................... 32.1 Attendance - Members ............................................................................................... 3

2.2 Attendance - Observers ............................................................................................. 3

2.3 Attendance - Guests ................................................................................................... 3

2.4 Apologies .................................................................................................................... 3

3. DECLARATION OF INTEREST ................................................................................................. 3

4. PRESENTATIONS/MEETINGS ................................................................................................. 4

5. MINUTES OF MEETINGS .......................................................................................................... 45.1 Minutes from an Executive Committee Meeting of the Central East Aged Care Alliance Inc

held Wednesday 15 October 2018 (Attachment) ....................................................... 4

5.2 Executive Officer Action Sheet as at 9 December 2018 (Attachment) ...................... 4

5.3 Executive Officer Report as at 9 December 2018 ...................................................... 5

6. MATTERS FOR NOTING ........................................................................................................... 7

7. ACTNG CHAIR’S REPORT ....................................................................................................... 7

8. CEACA FINANCE ...................................................................................................................... 98.1 Financial Statement for the Period to 31 October 2018 ............................................. 9

8.2 List of Accounts Paid ................................................................................................ 13

8.3 CEACA 2018/2019 Budget Review (Attachment) .................................................... 15

8.4 Payment of Account for Executive Support Services (Attachment) ......................... 22

9. BUSINESS OF THE MEETING ................................................................................................ 239.1 Project Update (Financial) – Shire of Merredin (Attachment) .................................. 23

9.2 Project Manager’s Update – Access Housing (Attachment) .................................... 24

9.3 Housing Eligibility Matrix (Attachment) ..................................................................... 26

9.4 Transfer of Crown Land within the Shire of Westonia to CEACA – Approval for Use of CEACA’s Common Seal ........................................................................................... 27

9.5 Implications of GST for the CEACA Seniors Housing Project ................................. 28

9.6 CEACA Executive Committee Meeting Dates in 2019 ............................................. 30

9.7 Development of a Head Lease Agreement between CEACA and Access Housing Australia (AHA) ........................................................................................................................ 32

10. FUTURE MEETINGS ................................................................................................................ 3710.1 Meetings of the CEACA Committee ......................................................................... 37

10.2 Meetings of CEACA Executive Committee .............................................................. 37

11 CLOSE OF MEETING .............................................................................................................. 37


Minutes Central East Aged Care Alliance Inc (CEACA)

Executive Committee Meeting 1. OPENING AND ANNOUNCEMENTS

Gary Shadbolt, CEACA’s Acting Chair opened the meeting at 7.31am, welcoming all in attendance.

2. RECORD OF ATTENDANCE AND APOLOGIES

2.1 Attendance - Members

Mr Gary Shadbolt, Executive Committee Member (Acting Chair) Mr Ken Hooper, Secretary Ms Rachel Kirby, Treasurer Mr Raymond Executive Committee Member

Ms Helen Westcott, Executive Officer

2.2 Attendance - Observers

Nil

2.3 Attendance - Guests

Mr Ralton Benn, Access Housing Australia (AHA) - AHA is CEACA’s project manager for its aged housingproject (entered the meeting at 8.49am, leaving the meeting at 9.34am) Mr Greg Mohen, Partner Kott Gunning Lawyers (entered the meeting at 9.00am, leaving the meeting at 9.34am)

2.4 Apologies

Mr Greg Powell, CEO Shire of Merredin

3. DECLARATION OF INTEREST

Pursuant to Clause 21 of the Central East Aged Care Alliance Inc Constitution, Members must declare to the Chairman any potential conflict of interest they may have in a matter before the meeting as soon as they become aware of it. Members and Deputies may be directly or indirectly associated with some recommendations of Central East Aged Care Alliance Inc. If you are affected by these recommendations, please excuse yourself from the meeting and do not participate in deliberations.

This is in accordance with Clause 21.4 of the Constitution which states:


21.4 When a member or employee discloses a pecuniary interest he or she may neither

participate in discussions nor take any part in the decision making process in respect to

that matter nor be present when the matter is being discussed or voted upon

Helen Westcott declares an interest with respect to Agenda Item 8.4

4. PRESENTATIONS/MEETINGS Nil

5. MINUTES OF MEETINGS 5.1 Minutes from an Executive Committee Meeting of the Central East Aged

Care Alliance Inc held Wednesday 15 October 2018 (Attachment) The Minutes from the Executive Committee Meeting of the Central East Aged Care Alliance Inc held Wednesday 15 October 2018 have previously been circulated. RECOMMENDATION: That the Minutes of the Executive Committee Meeting of the Central East Aged Care Alliance Inc held Wednesday 15 October 2018 be confirmed as a true and accurate record of the proceedings. RESOLUTION: Moved: Ken Hooper Seconded: Rachel Kirby That the Minutes of the Executive Committee Meeting of the Central East Aged Care Alliance Inc held Wednesday 15 October 2018 be confirmed as a true and accurate record of the proceedings.

CARRIED 5.2 Executive Officer Action Sheet as at 9 December 2018 (Attachment) Presenting the Executive Officer’s Action Sheet as at 9 December 2018 Additional Meeting Comment: In discussing the Action Sheet, the following points were discussed:

▪ The need for members of the CEACA Executive Committee to review the draft confidentiality statement distributed by the Executive Officer. The Executive Office advised that she would recirculate her original email on this matter.

▪ “Visibility” of the CEACA Facebook page; ▪ Completion of CEACA’s Policy; and ▪ The venue for the CEACA meeting on Tuesday 26 February 2019, with the Executive Officer

advising the meeting would be held in Nungarin. RECOMMENDATION: That the Action Sheet as presented be received.


RESOLUTION: Moved: Rachel Kirby Seconded: Raymond Griffiths That the Action Sheet as presented be received.

CARRIED 5.3 Executive Officer Report as at 9 December 2018 The Executive Officer provides the following report based upon key performance indicators (KPIs) developed as part of the current Executive Officer Services Contract (Part 8 Key Performance Indicators)

A. Governance a) Committee Meeting Agendas to be issued to members 5 Business Days prior to the meeting

date – the meeting agenda for the Special Meeting of the CEACA Committee on Monday 10 October 2018 was distributed in accordance with the Executive Officer’s KPIs. With approval from CEACA’s A/Chair this target was not required to be met for the CEACA Executive Committee meeting scheduled for 15 October 2018.

b) Committee Meeting Minutes to be distributed in draft form no later than 7 Business Days after the meeting date – the minutes from the CEACA Annual General Meeting held 14 November 2018 were completed and distributed within the 7 business days timeframe. The minutes from the Committee Meeting held 14 November 2018 were distributed outside the 7 business days timeframe with permission from CEACA’s A/Chair.

c) Executive Committee Meeting Minutes to be issued to Executive for comment within 5 Business Days of meeting and then re-distributed to the Committee Members no later than 7 Business Days after the meeting date – this benchmark was reached. The CEACA Executive Committee has not met since the last report was provided to the CEACA Committee on 14 November 2018.

B. Performance – (Facilitate and Communicate to Committee) a) Constitution Development and Sign off from Department - refer to Agenda Item 5.2. b) Rent Setting Policy, Sales/Lease for Life Policy formation and Adoption – work on developing

a rent setting policy is underway. The Executive Officer has also been working with Access Housing to develop a registration form to be used by all applicants for CEACA’s aged housing (refer to Agenda 5.2)

c) Strategic Plan for CEACA – Incorporating an updated priority list of the VERSO report platform - work on this has yet to commence.

d) CEACA Code of Conduct be developed and adopted by the Committee - work on this has commenced but is currently on hold until all issues around the property management agreement are resolved.

e) The Intellectual Property of CEACA to be backed up monthly via External Hard Drive which is provided to a nominated Council for backing up onto their server – the Shire of Mukinbudin has agreed to assist the Executive Officer in meeting the KPI around backing up of CEACA documentation. A backup was done on Thursday 6 December 2018, with a copy on external hard drive mailed to the Shire of Mukinbudin.

The Executive Officer has also assisted in a number of other areas since the CEACA Committee last met.


Commentary on these activities are provided below:

▪ Assist CEACA in fulfilling its Commitments as defined in the Financial AssistanceAgreements (FAAs) for the CEACA Seniors Housing Project

The work associated with meeting this objective has a number of tasks which must be undertakenif CEACA is to fulfil its responsibilities under the project’s FAAs. Most recently this work hasincluded:

a) Work associated with the transfer of Crown Land to CEACA within the Shires of Merredin,Mt Marshall, Trayning and Westonia.

b) Work associated with the transfer of land currently owned by the Beacon ProgressAssociation to CEACA.

c) Work associated with a further drawdown of funds for Stage 2 of the CEACA seniorsHousing Project – the Shire of Merredin is looking to drawdown of a further $1.4M of projectfunding. For the funding to be released CEACA will have to provide information relating tothe management of the housing once constructed. The Executive Officer has commencedwork on helping the Shire of Merredin meet the conditions to allow for drawdown of thefunding. This work also takes into account the work the Executive Officer has been doingaround the management agreement that is currently under negotiation with AccessHousing Australia because it is a condition of the FAA for State 2 funding that amanagement agreement be in place for drawdown of funds (refer also to Agenda Item 9.7).

d) Providing assistance to the Shire of Merredin where required.e) Liaising with the Hon Darren West Office to get conformation from the Department of

Primary Industries and Regional Development that CEACA can retain all interest earnedon project funding for the CEACA Seniors Housing Project (refer also to Agenda Item 5.2).

▪ Assist CEACA with Advocacy around CEACA and its Related Activities

Work undertaken included the following:

a) CEACA’s Acting Chair, Gary Shadbolt, and the Executive Officer met with the Member forDurack, Hon Melissa Price MP on Friday 22 June 2018. An outcome from this meetingwas agreement from Ms Price that she would endeavour to arrange a meeting for CEACAwith the Minister for Aged Care; Indigenous Health, Hon Ken Wyatt AM MP. Gary Shadboltand the Executive Officer met with Ministers Wyatt and Price on Wednesday 8 August2018. Greg Powell, CEO Shire of Merredin, was to have attended the meeting but wasunable to attend. The meeting was a productive one with Minister Wyatt encouragingCEACA to write to him with a funding proposal. The Shire of Merredin has offered to assistwith this work, with the Executive Officer now working with the Shire on providinginformation to Minster Wyatt.

▪ Other Activities related to CEACA’s Operations

a) The Executive Officer has undertaken some training on managing the CEACA website.Further training scheduled for Wednesday 12 September 2018 had to be postponed. Adate for this training and training on managing CEACA’s Facebook page (which has beencreated) has yet to be determined.

b) Funding for the CEACA Seniors Housing Project - Building Application Fees (refer also toAgenda Item 5.2). It should be noted that the Shire of Wyalkatchem has requested anupdate on this matter, with the Executive Officer emailing the Shire of Merredin to seewhether any payments have been received.


c) Development of a Confidentiality Statement for CEACA (refer also to Agenda Item 5.2).d) Implications of GST for the CEACA Seniors Housing Project (refer also to Agenda Item

9.5).

Additional Meeting Comment:

The meeting requested that the Executive Officer follow up on the cost to insure CEACA’s houses oncecompleted.

RECOMMENDATION:

That the Executive Officer’s report as presented be received.

RESOLUTION: Moved: Ken Hooper Seconded: Rachel Kirby That the Executive Officer’s report as presented be received.

CARRIED

6. MATTERS FOR NOTING

Nil

7. ACTNG CHAIR’S REPORT

The Acting Chair will provide a verbal report to the meeting.

In providing his report Gary Shadbolt highlighted the following matters:

▪ Thanks to Onida Truran for standing in on his behalf for the meetings on 14 November 2018.▪ Have attended numerous meetings on CEACA’s behalf.▪ With assistance from Hon Darren West MLC, CEACA has been able to secure the Minister for

Regional Development’s agreement that CEACA can retain the interest earned on the fundsprovided for CEACA’s aged housing project. This is an excellent outcome. Written confirmationhas yet to be received from the Department of Primary Industries and Regional Development.

▪ Work around the appointment of an independent Chair have progressed, with both Quentin Daviesand Stephen Strange available to meet during January and early February next year.

▪ Work around securing an agreement with Access Housing Australia continues. Involving CEACA’slawyers, Kott Gunning, to assist in this work is an appropriate course of action. It is imperative thatCEACA has a signed agreement as soon as possible.

▪ The 153-B Agreement between CEACA and the Shire of Merredin has been signed and work onCEACA becoming a registered charity has commenced.

▪ The working group tasked with finalising work associated with CEACA’s new constitution meets onFriday 15 December 2018.

RECOMMENDATION:

That the Acting Chair’s Report to the Central East Aged Care Alliance Executive Committee be received.


RESOLUTION: Moved: Raymond Griffiths Seconded: Ken Hooper That the Acting Chair’s Report to the Central East Aged Care Alliance Executive Committee bereceived.

CARRIED


8. CEACA FINANCE 8.1 Financial Statement for the Period to 31 October 2018 Reporting Officer: Helen Westcott, Executive Officer Disclosure of Interest: Nil Date: 6 December 2018 Attachments: Financial Statement for the period ending 31 October 2018 Background: At the Executive Committee Meeting on 15 October 2018 in considering the Financial Statement for the period to 25 September 2018 it was resolved as follows: RESOLUTION: Moved: Raymond Griffiths Seconded: Rachel Kirby That:

1. The Accrual Statement of Financial Position for the period ending 25 September 2018, as presented, be received;

2. The Executive Officer work with Up-to-Date Accounting to include budget comparisons on the financial reports provided by the accounting software.

CARRIED Subsequent to Part 2 of the above resolution the Executive Officer has been working with the Executive Committee to develop a new reporting format. At the end of October 2018, the following new format was proposed:

Annual Budget YTD Budget YTD Actual Variance $ Comments

The Executive Committee members supported the changed format with the result that the financial statement for the period ending 31 October 2018 is presented in the new format. Executive Officer Comment: As a result of the new format a change has occurred with respect to the details that are provided. The details now are only provided where there is seen to be a significant variance between the YTD budget and the actual expenditure. The details are now included in the financial statement which is attached. The profit and loss together with the balance sheet for the period ending 31 October 2018 is included below. Additional Meeting Comment: There was agreement that the new format was much easier to read and understand, being quite easy to follow. The Executive Committee requested the inclusion of general ledger information that would show the exact details of invoices paid.


RECOMMENDATION:

That the Financial Statement for the period ending 31 October 2018, as presented, be received.

RESOLUTION: Moved: Rachel Kirby Seconded: Ken Hooper That the Financial Statement for the period ending 31 October 2018, as presented, be received.

CARRIED


Profit and Loss Central East Aged Care Alliance (Inc)

1 July 2018 to 31 October 2018 31 Oct 18 Income Governance - General Subscriptions $220,000.00 Total Income $220,000.00 Gross Profit $220,000.00 Plus, Other Income Interest Received $334.65 Total Other Income $334.65 Less Operating Expenses Committee - Governance Other $180.00 Committee - Legal Expenses $11,618.00 Governance-Exec Off: Office Exp $107.50 Governance-Exec Off: Other $45.45 Governance-Exec Off: Prof Fees $24,117.50 Governance-Exec Off: Travel & Accommodation $3,336.21 Governance-Exec Officer - Technology & Administration charge $486.57 Governance-Fin Serv: Acc Fees $1,270.59 Governance-Fin Serv: Audit Fees $7.80 Governance-Meeting Exp: Catering & Venue $1,218.77 Governance-Meeting Exp: Teleconference $198.07 IT - Cost Office 365 Implementation & Management CEACA budget $749.40 Website & Development $900.00 Total Operating Expenses $44,235.86 Net Profit $176,098.79


31 Oct 2018

Assets

Bank Central East Aged Care Allian $221,796.82 Central East Aged Care Allianc $2,770.93 Total Bank $224,567.75

Current Assets Accounts Receivable $22,000.00 Total Current Assets $22,000.00

Total Assets $246,567.75

Liabilities

Current Liabilities GST $452.45 Total Current Liabilities $452.45

Total Liabilities $452.45

Net Assets $246,115.30

EquityCurrent Year Earnings $176,098.79General Reserve $30,618.53Retained Earnings $39,397.98Total Equity $246,115.30

Balance SheetCentral East Aged Care Alliance (Inc)

As at 31 October 2018


8.2 List of Accounts Paid

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 6 December 2018

Attachments: Nil

Background:

The accounts paid during the period 2 October 2018 to 30 November 2018 are presented for the Executive Committee’s endorsement.

Accounts Paid: Cheque Date Payee For Amount incl

GST EFT 091018 Up to Date

Accounting Up to Date Accounting September 2018 554.40

Direct Debit

151018 Market Creations Monthly Fee Office 365 License 20.46

EFT 221018 BHW Consulting Professional Services, Phone Internet and Travel/Accommodation and Reimbursements September 2018

8,107.14

EFT 241018 Australian Taxation Office

Quarter 1 - 2018 BAS 17,124.00

EFT 311018 Wegners Rural Catering CEACA Committee Meeting 101018

188.00

EFT 311018 Succulent Foods Catering CEACA Executive Committee Meeting 151018

150.00

EFT 061018 Up to Date Accounting

Up to Date Accounting October 2018 358.40

EFT 141118 Market Creations Facebook account set up and content creation 858.00

EFT 141118 AMD Accountants 2017/2018 Audit 825.00 Direct Debit

151118 Market Creations Monthly Fee Office 365 License 20.46

EFT 211118 Merredin Leisure Centre

Catering CEACA AGM and Committee Meeting 141118

675.00

EFT 221118 BHW Consulting Professional Services, Phone Internet and Travel/Accommodation and Reimbursements October 2018

8,945.13


EFT 231118 Bresland Insurance Insurance Premiums for 2018/2019 4,820.00

TOTAL $42,645.99

Executive Officer Comment:

No further comment.

RECOMMENDATION:

That the Accounts Paid for the period 2 October 2018 to 30 November 2018 totalling $42,645.99 be endorsed.

RESOLUTION: Moved: Ken Hooper Seconded: Raymond Griffiths That the Accounts Paid for the period 2 October 2018 to 30 November 2018 totalling $42,645.99 be endorsed.

CARRIED


8.3 CEACA 2018/2019 Budget Review (Attachment)




Attachments: Budget Review Statement as at 31 October 2018

Background:

Due to changes in expenditure priorities since the 2018/2019 CEACA budget was adopted in May 2018 the Executive Committee is now faced with the task of undertaking a significant budget review for recommendation to the CEACA Committee at its next meeting.

Executive Officer:

The Executive Officer has analysed each account and using the Financial Statement for the period to 31 October 2018 has estimated the position for each account at the 30 June 2019.

Notes detailing the reasons for the estimated position are outlined below.

Note Account No

Account Description Details of Projected Amount 30 June 2019

1 0500 General Subscriptions All contributions paid 2 0502 Other Income Contribution from the Shire of Wyalkatchem towards the

development of the Agreement between CEACA and the WSCHT has been included in this account

3 0575 Bank interest Interest is anticipated to reach budget

Proposed New Income Account(s)

4 New Account Number

Reimbursement Land Purchase and Settlement Costs

There is a complementary expenditure account which is related to land purchase and settlements costs incurred by CEACA that will be reimbursed by Member Councils

5 1715, 1716, 1717

Chair As the Chair has not been appointed only 5 months allocation has been included for meeting fee and travel and accommodation. The $1,000 allocation for Chair – Other has been retained as there will be costs associated with recruitment of the Chair. The allocation for training has been retained at the full allocation as it is likely some training will be required early in the tenure of the new Chair

6 1719 Executive Officer - Professional Services

As the amount of Professional Services is a fixed monthly amount it is anticipated that the budget amount will be expended


7 1720

Executive Officer - Travel and Accommodation

The amount of travel and accommodation is dictated by the number of CEACA Meetings that are held. Included in the expenditure is expenses related to travel and accommodation for two meetings in June 2018 which were paid in July 2018. During the first 3 months of the financial year there have been considerably more meetings and travel than was budgeted. These meetings and travel include Chair Working Party, Dowerin Field Day signing of Wyalkatchem Agreement and Executive Committee meetings. In addition, some parking expenses are also incurred for meetings within Perth. Currently this account is expending approximately $750 per month. This amount extrapolated for the year will incur an anticipated expenditure of $9,000

8 1714 Executive Officer - Technology and Administration Charge

This is a fixed amount per month it is anticipated that the budget amount will be expended

9 1721 Executive Officer - Office Expenses

It is anticipated the budgeted amount will be expended

10 1722 Executive Officer - Other It is anticipated the budgeted amount will be expended 11 No

Account Executive Officer - Training

Even though no funds have been expended to date it is expected that training will be undertaken by the Executive Officer during the balance of the year

12 1723 Financial Services Accounting Fees

For the balance of the year the expenditure will include monthly Xero access fee ($400) and cost of bookkeeping services with Up to Date Accounting ($2,300).

13 1725 Financial Services – Audit Fees

The audit fee for 2017/2018 accounts was $750. Some incidental amounts related to postage was also incurred as a result there is an anticipated saving of $1,700

14 1726 Committee Meeting Expenses – Catering and Venue Hire

Expenditure for catering on three Committee Meetings for the balance of the year at approximately $700 per meeting ($2,100) and five Executive Meetings at $120 per meeting ($600)

15 1727 Committee Meeting Expenses - Teleconference

Teleconference meetings have not been as regular during the current financial year as in the previous year so a minimal saving of $300 may be able to be achieved

16 1728 Committee - Legal Expenses

Legal expenses paid to the 31 October included expenditure on the Wyalkatchem Agreement and CEACA Constitution. It is acknowledged that the Shire of Wyalkatchem will make a contribution towards the legal costs of $10,000 and this amount is included in income. Already factored in to the allocation are costs related to the Constitution and general legal advice. Additional legal costs not previously budgeted include assistance with land transfers ($1,500), CEACA/Access Housing Australia Heads of Agreement ($16,000) making an additional $17,500. It is likely other legal costs will arise as the project proceeds so it is proposed to increase the allocation to $40,000


17 1718 Committee Training Expenses

Even though no funds have been expended to date it is likely some training costs will be required for the Committee during the balance of the year. A small saving of $1,000 is proposed

18 1755 Committee - Insurance Insurance coverage for Office Pack, Voluntary Workers and NFP Management Liability Insurance is from 30 November each year ($4,500) and Cyber Liability and Privacy Protection Insurance ($1,300) are from 30 June each year. No further insurance costs relating to the operation of the Committee is likely to be incurred this financial year. Insurance costs relating to buildings will be charged (if applicable) to the cost of managing the properties. A saving of $4,000 is proposed

19 1844 Committee - Governance Other

Allows minor expenses not specifically allocated elsewhere in the budget

20 1738 IT - Costs Office 365 Implementation and Management

This account includes web hosting costs, operational maintenance costs incurred and the monthly Office 365 fee.

21 No Account Facebook Account

Setup and Management

Set up and content creation together with limited training has occurred during October 2018 at a cost of $780. Further work is required.

22 1850 CEACA Website Setup and Content Management

Cost incurred to date relate to the website design and procedures manual. Further work is required as the finalisation of the ILUs approaches.

23 1840 Consultancy General No expenditure has been incurred on this account however it may be prudent maintain a reasonable amount in this account as further consultancies may be required during the balance of the year

24 1841 Business Case Consultancy

CEACA agreed (Special Committee Meeting 10 October) to expend funds to seek guidance on GST implications for the CEACA Seniors Housing Project. Deloitte’s were appointed at an initial fee of $10,500 + an administration fee of $525 making a total of $11,025. Further work has now been approved at an estimated cost of $21,000. The Special Meeting on 10 October agreed that the funds for the work be funded from Business Case Consultancy (Account Number 1841). An allocation of $35,000 has been proposed for this account

25 1843 CEACA Advocacy No expenditure has been incurred on this account however it may be prudent to allow a minimal amount of $1,000 to remain in the account

26 No Account Number

Management of Housing Loss 2018/2019

This account was included in the budget at a time before the details of the Housing Management Agreement was considered and was a precautionary allocation. The allocation is retained at this time due to uncertainty surrounding the management of the houses


Proposed New Expenditure Account(s)


Purchase of Land This is an account to enable CEACA to purchase the Crown and other land (eg Beacon Progress Assn) land. A complementary income account provides for reimbursement from the Member Councils as agreed at the CEACA Committee Meeting 14 November 2018.


Settlement Costs Land Purchase

This is an account to enable CEACA to meet the settlement costs (estimated $800 per title) associated with the purchase of the Crown and other land (eg Beacon Progress Assn). A complementary income account provides for reimbursement of most of the amount from the Member Councils as agreed at the CEACA Committee Meeting 14 November 2018.

As a result of the budget review it is proposed that the following budget changes be made to maintain the balanced budget that was adopted by CEACA in May 2018:

Income

Account No Description Amount $ 502 - Other Income Increase budget from $0 to $10,000 +10,000Create new income account

Reimbursement land purchase and settlement costs +15,000


Expenditure

Account No Description Amount $ 1716 – Chair Meeting Fees

Decrease budget from $36,000 to $15,000 -21,000

1717 – Chair – Travel and Accommodation


1720 – ExecutiveOfficer Travel and Accommodation

Increase budget from $4,800 to $9,000 +4,200

1723 – AccountingFees

Decrease budget from $4,500 to $4,000 -500

1725 – Audit Fees Decrease budget from $2,500 to $800 -1,7001727 - Teleconferences


1728 - Legal Expenses Increase budget from $20,000 to $40,000 +20,0001729 - CommitteeTraining Expenses


1755 - Insurance Decrease budget from $10,000 to $6,000 -4,0001840 – Consultancy General


1841 – Business Case Consultancy


1843 – CEACAAdvocacy


Create new expenditure accounts

Purchase of land and Settlement Costs +15,000

As a general observation, the reasonably satisfactory financial position that CEACA finds itself in, is due in no small measure to the fact that CEACA has been operating with an Acting Chair (saving of $22,000). CEACA should be extremely grateful to the commitment that Gary Shadbolt has made to the role.

A second part is that in negotiating the Executive Services arrangement it was done so on a fixed monthly fee as it is quite apparent that the number of hours involved in the role has exceeded the hours being paid. An indication of the activity by the Executive Officer is shown in the need to increase the travel and accommodation allocation.


Rachel Kirby enquired whether CEACA’s expenditure requirement for cyber insurance was included the budget review. The Executive Officer explained that this expenditure formed part of the 208/2019 budget but has yet had not been expended, being due in 2019.

RECOMMENDATION:

That the CEACA Executive Committee recommends to the CEACA Committee that the following budget amendments be approved:


Income

Account No Description Amount $ 502 - Other Income Increase budget from $0 to $10,000 +10,000Create new income account


Expenditure





1720 – ExecutiveOfficer Travel and Accommodation


1723 – AccountingFees


1725 – Audit Fees Decrease budget from $2,500 to $800 -1,7001727 - Teleconferences


1728 - Legal Expenses Increase budget from $20,000 to $40,000 +20,0001729 - CommitteeTraining Expenses


1755 - Insurance Decrease budget from $10,000 to $6,000 -4,0001840 – Consultancy General




1843 – CEACAAdvocacy




RESOLUTION: Moved: Rachel Kirby Seconded: Ken Hooper That the matter lay on the table until the end of the meeting.

CARRIED

This matter was considered after Agenda Item 9.7 but is recorded in chronological order for ease of reading.

RESOLUTION: Moved: Ken Hooper Seconded: Rachel Kirby That the matter be lifted from the table.

CARRIED


RESOLUTION: Moved: Ken Hooper Seconded: Rachel Kirby That the CEACA Executive Committee recommends to the CEACA Committee that the following budget amendments be approved: Income

Account No Description Amount $ 502 - Other Income Increase budget from $0 to $10,000 +10,000 Create new income account


Expenditure





1720 – Executive Officer Travel and Accommodation


1723 – Accounting Fees


1725 – Audit Fees Decrease budget from $2,500 to $800 -1,700 1727 - Teleconferences


1728 - Legal Expenses


1729 - Committee Training Expenses


1755 - Insurance Decrease budget from $10,000 to $6,000 -4,000 1840 – Consultancy General




1843 – CEACA Advocacy




CARRIED


8.4 Payment of Account for Executive Support Services (Attachment)


Disclosure of Interest: Helen Westcott and Bruce Wittber through BHW Consulting provides Executive Support Services to CEACA


Attachments: Invoice 374 - Professional Services November 2018 and various reimbursements

Background:

The CEACA Committee at its meeting held Thursday 17 September 2015 in relation to a process for authorising the payment of accounts resolved as follows:

RESOLUTION: Moved: Ken Hooper Seconded: Rob Breakell That the CEACA Executive Committee recommends to the CEACA Committee that the Executive Committee be given, under clause 12.5 of the CEACA Constitution, delegated authority to approve and pay all accounts received for payment.

CARRIED

Executive Officer:

The attached account relates to Executive Support Services for November 2018 together with various reimbursement of expenses that have been incurred during that period.

RECOMMENDATION:

That the Executive Committee approve for payment following invoice from BHW Consulting for Executive Support Services and reimbursements:

▪ Invoice 374 - Professional Services November 2018 and various reimbursements totalling$8,362.64.

RESOLUTION: Moved: Ken Hooper Seconded: Rachel Kirby That the Executive Committee approve for payment following invoice from BHW Consulting for Executive Support Services and reimbursements:

▪ Invoice 374 - Professional Services November 2018 and various reimbursements totalling$8,362.64.

CARRIED


9. BUSINESS OF THE MEETING

9.1 Project Update (Financial) – Shire of Merredin (Attachment)

Author: Greg Powell, CEO Shire of Merredin Helen Westcott, Executive Officer

Disclosure of Interest: No interest to disclose


Attachments: Central East Aged Care Alliance Inc Statement of Income and Expenditure as at 29 November 2018

Background:

On behalf of CEACA the Shire of Merredin has signed two Financial Assistance Agreements (FAA) with the Department of Regional Development in respect to the CEACA Seniors Housing Project.


A copy of the financial statement as at 29 November 2018 is attached.

RECOMMENDATION:

That the Central East Aged Care Alliance Inc Statement of Income and Expenditure as at 29 November 2018 provided by the Shire of Merredin be received, with the Executive Officer to circulate the financial statement to all Committee Members.

RESOLUTION: Moved: Rachel Kirby Seconded: Raymond Griffiths That the Central East Aged Care Alliance Inc Statement of Income and Expenditure as at 29 November 2018 provided by the Shire of Merredin be received, with the Executive Officer to circulate the financial statement to all Committee Members.

CARRIED


9.2 Project Manager’s Update – Access Housing (Attachment) Author: Ralton Benn, Project Manager Property Assets Access Housing Australia

Helen Westcott, Executive Officer Disclosure of Interest: No interest to disclose Date: 6 December 2018 Attachments: Monthly Report and updated project budget as at 27 November 2018 Background: As part of its role in providing project management services to CEACA, Access Housing Australia (AHA) has undertaken to provide written monthly activity reports to CEACA. Executive Officer Comment: A report and updated project budget as at 27 November 2018 have been previously circulated to the CEACA Executive Committee. They also form attachments to the meeting agenda. Ralton Benn will provide the CEACA Executive Committee with a further update. Additional Meeting Comment: Ralton Benn provided the additional information to add to the report already distributed to the Executive Committee:

▪ Lockup status for the first 20 houses had been achieved last week; ▪ Pindan is on track to complete construction of all houses in Kellerberrin in late January early

February next year; ▪ Overall, CEACA’s financial position is better than had been thought. CEACA has been able to hold

additional variations down as far as possible. It has also been possible to return some funding to the contingency fund. For example, $50,000 allocated to works in Kellerberrin associated with Western Power headworks was not required, so has been reallocated to the contingency fund.

▪ The stormwater drainage issue in Southern Cross (Shire of Yilgarn) had been resolved; ▪ The eligibility matrix was developed for CEACA. It does not need to go to the AHA Board for

approval as it does not form part of any agreement with the Department of Communities with respect to housing. The agreement is between AHA and CEACA and any conditions will only relate to the FAA for the construction of the CEACA housing;

▪ Market rent has been reviewed by AHA and across the region is $220 per week. This figure is based on data obtained from REIWA and does not take into account the rental received for Council owned properties; and

▪ AHA established an operational committee 4-6 weeks ago to oversee the implementation of the management agreement once signed.

RECOMMENDATION: That the Project Manager’s report be received, with the Executive Officer to circulate the financial statement and updated project budget to all Committee Members.


RESOLUTION: Moved: Raymond Griffiths Seconded: Ken Hooper That the Project Manager’s report be received, with the Executive Officer to circulate the financial statement and updated project budget to all Committee Members.

CARRIED

Greg Mohen entered the meeting at 9.00am

At this point the meeting considered Agenda Item 9.7 but for ease of reading the matter is considered in chronological order.


9.3 Housing Eligibility Matrix (Attachment) Author: Helen Westcott, Executive Officer Disclosure of Interest: No interest to disclose Date: 6 December 2018 Attachments: Allocations Matrix Background: At the CEACA Committee Meeting on 14 November 2018 Ralton Benn advised Access Housing Australia (AHA) had a matrix it used in prioritising an applicant’s eligibility for its housing. The Executive Officer requested a copy of the matrix for consideration by CEACA as it works on allocating its aged housing once construction is completed. A copy of the AHA eligibility matrix forms an attachment to the meeting agenda. It should be noted that matrix is a draft and doesn’t account for prioritising or taking people on the waitlist (JWL) nor from the Metro area. In providing the matrix, Ralton Benn also commented that CEACA would also have to consider the inclusion of disability tenants in any matrix it develops. Executive Officer Comment: No further comment. RECOMMENDATION: That the draft allocations matrix be noted. RESOLUTION: Moved: Rachel Kirby Seconded: Raymond Griffiths

1. That the CEACA Executive Committee review the housing eligibility matrix provided by Access Housing Australia, providing the Executive Officer with comments by 12.00noon on Monday 17 December 2018.

2. That the Executive Officer collate the comments received into a final draft for circulation by flying email to the CEACA Committee with a request that:

a) Acceptance of the draft, as provided, be sent by return email no later than close of business on Friday 21 December 2018; and

b) The CEACA Executive Committee be given delegated authority to use the eligibility matrix as part of negotiations to finalise the housing management agreement between CEACA and Access Housing Australia.

CARRIED


9.4 Transfer of Crown Land within the Shire of Westonia to CEACA – Approval for Use of CEACA’s Common Seal

Author: Helen Westcott, Executive Officer

Disclosure of Interest: No interest to disclose


Attachments: Nil

Background:

As members of the CEACA Executive Committee are aware, the Department of Planning, Lands and Heritage has advised that approval has been granted for transfer of Crown Land within the Shire of Westonia to CEACA’s ownership for use in the CEACA Seniors Housing Project.

The Executive Officer emailed all Committee members on Wednesday 5 December 2018 seeking approval by way of flying email to action the work required to effect the land transfer, with the recommendation as shown below:

1. That the Central East Aged Care Association Inc (CEACA) Committee:a) Authorise the CEACA Secretary and Treasurer to use the Central East Aged Care Alliance Inc

common seal for the purpose of executing the transfer of the following Crown Land to theownership of the Central East Aged Care Alliance Inc:▪ Shire of Westonia – Portion of Reserve 15508, depicted as Lot 501 on Deposited Plan

412956 for the purchase price of $1.10 (including GST).b) Authorise the Secretary and Treasurer to seek an exemption under the Duties Act 2008 from

the stamp duty on the transfer of the above properties.2. That the Shire of Westonia be requested to meet the purchase price of $1.10 (including GST),

document preparation fee of $536.00 and Landgate document lodgement fee of $171.20 a total feeof $708.30, together with any stamp duty that may be incurred in the transfers.

Committee members were requested to provide their response no later than 5.00pm on Wednesday 12 December 2018.


At the time of preparing the meeting agenda the Executive Officer had received 8 responses, all in favour of the recommendation. As this represents a majority of the membership work has commenced on the transfer of the land

RECOMMENDATION:

That the Executive Officer’s report on the transfer of Crown Land within the Shire of Westonia to CEACA be noted.

RESOLUTION: Moved: Ken Hooper Seconded: Rachel Kirby That the Executive Officer’s report on the transfer of Crown Land within the Shire of Westonia to CEACA be noted.

CARRIED


9.5 Implications of GST for the CEACA Seniors Housing Project

Author: Helen Westcott, Executive Officer



Attachments: Nil

Background:

The matter of CEACA’s potential GST problem in terms of GST treatment of houses being constructed through the CEACA Seniors Housing Project has been under investigation for some months now with the CEACA Committee resolving as follows at a meeting held 14 November 2018:

RESOLUTION: Moved: Rod Forsyth Seconded: Ken Hooper 1. That the Central East Aged Care Alliance Inc (CEACA) engage Deloitte Tax services Pty Ltd to:

a) Prepare a ‘153-B’ agreement between the Shire of Merredin and CEACA, thereby enablingthe Shire of Merredin to act as an agent for CEACA for GST purposes and validate itshistorical claim of input tax credits for third party costs; and

b) Prepare an application on CEACA’s behalf to obtain charitable status.2. That, prior to the implementation of Parts 1a and 1b of the resolution, Deloitte Tax Services Pty Ltd

be requested to provide CEACA with a costing for undertaking the work detailed in Parts 1a and1b.

CARRIED


The ‘153-B Agreement between the Shire of Merredin and CEACA has been completed, signed and returned to Deloitte’s for actioning.

Copies of the Agreement have also been provided to Committee member and their respective Council for information purposes.

Work on preparing CEACA’s application for charitable status has commenced, with Deloitte’s providing the Executive Officer with a list of information required to initiate an application.

Deloitte has also provided costing for the work described in Part 1 a) and 1 b) of the above resolution. The costing is between $15,000-$20,000 (ex GST) for the 153-B Agreement and preparation and lodgement of the application for charitable status with the Australian Charities and Not-for-profits Commission (ACNC)

It should be noted, however, that any liaising with the ACNC post lodgement and amendments required to supporting documentation will be charged at time cost (fee estimates will be provided once budget is reached, if required).

RECOMMENDATION:

That the Executive Officer’s report be noted.


RESOLUTION: Moved: Rachel Kirby Seconded: Ken Hooper That the Executive Officer’s report be noted.

CARRIED


9.6 CEACA Executive Committee Meeting Dates in 2019 Reporting Officer: Helen Westcott, Executive Officer Disclosure of Interest: Nil Date: 10 December 2018 Attachments: Nil Background: At its final meeting for 2018 the CEACA Committee adopted a meeting schedule for 2019 as per the resolution shown below: RESOLUTION: Moved: Quentin Davies Seconded: Freda Tarr That the Central East Aged Care Alliance Inc (CEACA) Committee adopt the following meeting schedule for 2019:

Tuesday 26 February 2019 Ordinary Committee Meeting; Wednesday 5 June 2019 Ordinary Committee Meeting; Wednesday 4 September 2019 Ordinary Committee Meeting; and Wednesday 6 November 2019 AGM and an Ordinary Committee Meeting.

CARRIED Executive Officer Comment: CEACA’s Executive Committee now needs to determine its meeting program for the coming 12 months. The following meeting schedule is proposed:

Tuesday 12 February 2019; Wednesday 22 May 2019; Wednesday 14 August 2019; and Wednesday 16 October 2019.

The meetings are scheduled 2-3 weeks out from a CEACA Committee meeting. Meeting will either be via teleconference or in-person, with the venue being Perth or Kellerberrin. RECOMMENDATION: That the Central East Aged Care Alliance Inc (CEACA) Executive Committee meet on the following dates during 2019:



RESOLUTION: Moved: Ken Hooper Seconded: Rachel Kirby That the Central East Aged Care Alliance Inc (CEACA) Executive Committee meet on the following dates during 2019:


CARRIED

Ralton Benn joined the meeting at 8.49am


9.7 Development of a Head Lease Agreement between CEACA and Access Housing Australia (AHA)

Author: Helen Westcott, Executive Officer Disclosure of Interest: No interest to disclose Date: 10 December 2018 Attachments: Nil Background: At the CEACA Committee Meeting held Wednesday 5 September 2018 the Executive Committee was given delegated authority to finalise arrangements for a Heads of Agreement with AHA, with the resolution reading as shown below: RESOLUTION: Moved: Stephen Strange Seconded: Onida Truran That the CEACA Executive Committee be given delegated authority to enter into discussions with Access Housing Australia to finalise arrangements for a Heads of Agreement with respect to housing being constructed through the CEACA Seniors Housing Project.

CARRIED In reviewing the draft Heads of Agreement, resolving by flying email as shown below on Friday 7 September 2018: RESOLUTION: Moved: Rachel Kirby Seconded: Ken Hooper

1. That the Central East Care Aged Alliance Inc (CEACA) agree in principle to enter into a Head of Agreement with Access Housing Australia (AHA) for the purposes of securing the Services of Access Housing Authority as the Property and Tenancy Management Company for the properties owned by CEACA. Formal agreement will be subject to:

a) CEACA meeting with AHA representatives to seek clarification on aspects of the Draft Heads of Agreement provided for its consideration;

b) CEACA reviewing the financial modelling data once provided by AHA; and c) CEACA seeking independent advice on the Draft Heads of Agreement.

2. That CEACA work with AHA to secure a signed Heads of Agreement, allowing for a Head Lease to be developed and signed as soon as possible.

CARRIED For the CEACA Executive Committee Meeting held Monday 15 October 2018 the following update was provided (both ahead of the meeting and at the meeting by Ralton Benn and Natalie Sangalli of AHA);

▪ AHA provided a response to CEACA’s comments and request for additional information on Thursday 27 September 2018.

▪ AHA provided a proposed budget and sensitivity analysis with explanatory notes from AHA. In sending through the spreadsheets Ralton Benn noted that AHA’s approach is based on the original goals of establishing a regional capacity able to take on the portfolio should CEACA wish to do so. He also advised that some estimates of cyclical maintenance were being prepared to further assist CEACA in its assessment of the data provided.


▪ Independent advice on the draft Agreement was also sought. Independent advice on the draftAgreement has been provided both by CEACA’s lawyers, Kott Gunning, and LGIS.

The view of Greg Mohen from Kott Gunning dated Monday 1 October2018 was that CEACA“…would be better served forgetting about a heads of agreement and move directly to formulatingeither a complete property management agreement, or a lease of the properties …”.

LGIS in its email (dated Wednesday 10 October 2018) to Raymond Griffiths provided a number ofpoints which it believed CEACA should consider in finalising a Heads of Agreement with AHA. Thissummary is provided below:

HoA LGIS comments Purpose of this Agreement, item 4)

• CEACA is undertaking the risks of AHA failing to secure tenantsto the properties. CEACA should consider this with caution.

• The text refers to “any resources and expenditure” potentiallycreating unlimited financial exposure to CEACA. We suggestamending the wording to limit and clearly identify the costsCEACA agrees to reimburse.

Clause 2 and 7 • Clause 2 and 7 overlap. We recommend merging both clauses.• It is not possible to identify the party responsible for the LG

Rates, Water Rates, and maintenance costs. We recommendindicating the costs of AHA’s responsibility and those costsborne by CEACA. The wording should also define the types ofmaintenance.

Clause 3 • AHA is not a licensed agent under the Real Estate andBusiness Agents Act. This could potentially expose CEACA toliability.

Clause 9 and 10 • We suggest identifying what “set-up” and “setting up thecontract” costs comprise to limit CEACA’s exposure to liability

Clause 10 and 13 • CEACA is undertaking the risks of AHA failing to securetenants. CEACA should consider this with caution.

Clause 18 • We suggest identifying what “additional marketing” costscomprise to limit CEACA’s exposure to liability.

Clause 19 • CEACA should reserve its rights to claim damages in the eventAHA does not comply with its managing duties and obligations.

On the basis of the above information and its discussions with Ralton Benn and Natalie Sangalli, the Executive Committee resolved as shown below:

RESOLUTION: Moved: Raymond Griffiths Seconded: Rachel Kirby 1. That the CEACA Executive Committee note the discussions with Access Housing Australia (AHA)

on the draft Heads of Agreement.2. That CEACA request AHA provide a detailed breakdown of maintenance costs in the financial

modelling that accompanies the draft Heads of Agreement.3. That CEACA discuss the 40% net rental income figures shown in the financial modelling provided

by AHA as CEACA believes this figure should 40% net profit.CARRIED

The following dot points summarise the report provided to the CEACA Committee on the development of an agreement with AHA when it met on Wednesday 14 November 2018:


▪ AHA had provided a revised agreement to the CEACA Executive Committee on 31 October 2018,along with a copy of Access Housing’s Maintenance Policy and Maintenance Sheet provided totenants.

▪ The Executive Committee had reviewed the confidentiality agreement that would have to be signedif CEACA were to enter into a management agreement with AHA with information sought on whowould be expected to sign the agreement.

▪ The Acting Chair had requested that the Executive Officer seek legal advice on both themanagement agreement and the confidentiality agreement to ensure CEACA’s interests aresafeguarded.

Following consideration of the above the Committee resolved as shown below:

RESOLUTION: Moved: Rachel Kirby Seconded: Rod Forsyth That:

1. The Executive Officer’s report be noted; and2. Ms Natalie Sangalli from Access Housing Australia be invited to the CEACA Committee Meeting

to be held Tuesday 26 February 2019.CARRIED


The Executive Officer has sought legal advice legal advice on the management agreement. On the basis of this advice the CEACA’s A/Chair requested that Kott Gunning commence work on drafting a property management agreement with an indicative costing sought.

This advice (provided by email on Thursday 6 December 2018) has been provided to members of the CEACA Executive Committee, as has additional information from AHA. Kott Gunning reiterated its earlier advice that CEACA should move directly to developing a property management agreement.

Receipt of the above information has resulted in an alternative course of action from Raymond Griffiths. To quote from his email (dated Friday 7 December 2018):

Good Morning

Can I suggest an alternative way to progress the process:

AHA are preparing a new Head Lease (which I assume is what Kott Gunning was going to do) for the operation of the CEACA units, wouldn’t it be easier for us to get a copy of this agreement which has been produced by their lawyers to review and see if it suits our requirements. Kott Gunning could review this instead of writing us one.

The heads of agreement was meant to be an agreement to enter into the head lease though may be the heads of agreement went too far into leasing information.

Can the HOA be as simple as:

That CEACA and AHA agree to commence negotiations for the implementation of a head lease agreement for the operation of CEACA’s units throughout the eleven communities.

This wouldn’t be the final wording though something simple that enables negotiations for the head lease to be reviewed and then adopted by both parties.


I don’t think we need to have two parties spending money on lawyers preparing documentation when we can review one already done.

The only thing we may have to do to progress this is sign the confidentiality agreements.

Thoughts?

Kott Gunning has suspended work on the draft until advice from CEACA is received to confirm intention to proceed with the work it had originally requested.

A decision on how to progress this matter is imperative because future drawdown of funds will not take place without a property management agreement being in place.

Irrespective of how CEACA resolves this issue:

1. CEACA fully understands the property management agreement and all that it entails, both for itselfand AHA;

2. That whatever agreement is used, the final agreement is fair to all parties;3. That whatever agreement is used it fulfils all the requirements of the FAA for Stage 2 funding –

without access to funding construction will halt; and4. That whatever agreement is used, completion and signing of the agreement happens as soon as

possible because as highlighted by the Shire of Merredin at the CEACA Committee Meeting onWednesday 14 November 2018 CEACA urgently requires funds to meet its contractual obligationsto Pindan and other contractors.


Gary Shadbolt advised the meeting that with the heads of agreement taking a considerable amount of time and presenting some difficulties for the CEACA Executive Committee had requested for Kott Gunning to prepare a “final management agreement in an attempt to finalise arrangements between CEACA and AHAas soon as possible. With further drawdown of funds not possible without an agreement in place it was critical that arrangements were finalised without delay. He believed that a further meeting of the Executive Committee was needed prior to Christmas to continue the work required around finalising an agreement.

Greg Mohen outlined the work he had completed to date on preparing a management agreement for use between CEACA and AHA. He acknowledged that Ralton Benn had in the last 24 hours provided him with a template document prepared by law firm Jackson McDonald. This document whilst useful was not sufficient for CEACA’s purposes but could be revised to include the work that he had undertaken to develop a document specifically suited to CEACA’s needs. This could be done in time for signing in mid-January 2019 when all parties have returned to work following the Christmas/New Year break.

Ralton Benn and Greg Mohen left the meeting at 9.34am

The completion of work associated with the transfer of land ownership was also considered by the CEACA Executive Committee, with the Executive Officer advising that:

▪ Work around the transfer of Crown Land to CEACA ownership had progressed to a point with theSecretary and Treasurer were now required to sign the statutory declarations ahead of the transferdocuments being lodged with the Department of Planning, Lands and Heritage;


▪ Work around the transfer of land currently owned by the Beacon Progress Association wasprogressing but the transfer papers were not yet finalised;

▪ Work associated with the transfer of land ownership from the Wyalkatchem Senior Citizens HousingTrust Inc to CEACA had not commenced; and

▪ A progress report on the transfer of freehold land from the 11 Shires to CEACA would be soughtfrom AHA who had been working on this aspect of land transfer.

The matter is presented for discussion and decision.

RESOLUTION: Moved: Rachel Kirby Seconded: Raymond Griffiths That a Special Meeting of the CEACA Executive Committee be held Thursday 20 December 2018 in Kellerberrin to further consider the management agreement being developed between CEACA and Access Housing Australia, with the meeting commencing at 1.00pm.

CARRIED

RESOLUTION: Moved: Raymond Griffiths Seconded: Ken Hooper That:

1. Greg Mohen of Kott Gunning Lawyers be requested to continue work associated with thedevelopment of a management agreement between CEACA and Access Housing Australia,incorporating the template document provided by Access Housing Australia and the workhe had prepared which relates specifically to CEACA; and

2. Access Housing Australia be requested to provide details on costs they would seekreimbursement for should a management agreement between it and CEACA not be signed.

CARRIED

RESOLUTION: Moved: Rachel Griffiths Seconded: Ken Hooper That Kott Gunning Lawyers be instructed to undertake the work associated with the transfer of land ownership from the Wyalkatchem Senior Citizens Housing Trust Inc to CEACA.

CARRIED

At this point in the meeting Agenda Item 8.3 was again considered but for ease of reading the discussion and resolutions agreed to are shown in chronological order.


10. FUTURE MEETINGS

10.1 Meetings of the CEACA Committee

Tuesday 26 February 2019 Ordinary Committee Meeting – venue still to be determined.

10.2 Meetings of CEACA Executive Committee

Thursday 20 December 2018 A Special Meeting of the CEACA Executive Committee will be held in Kellerberrin, commencing at 1.00pm

Tuesday 12 February 2019 An in-person meeting (venue still to be determined)

11 CLOSE OF MEETING

There being no further business the meeting was declared closed at 10.10am

DECLARATION

These minutes were confirmed by the Central East Aged Care Alliance Inc Executive Committee at the meeting held Tuesday 12 February 2019

Signed _______________________________ Person presiding at the meeting at which these minutes were confirmed

COA Description Budget Actual Actual ActualCurrent Year YTD

ActualTotals

Life to Date 30/06/2016 30/06/2017 30/06/2018 30/06/2019 Life to Date

Funding

IncomeOperating Income03001 Grant Income $22,062,239.00 $22,062,239.00 $0.00 $0.00 $0.00 $22,062,239.0003002 Interest Received $313,200.00 $36,954.84 $317,893.56 $341,517.40 $107,230.89 $803,596.69

$22,099,193.84 $317,893.56 $341,517.40 $107,230.89 $22,865,835.69

Operating Expenditure03100 Funds Refunded $0.00 $0.00 $0.00 $5,060,000.00 $0.00 $5,060,000.00

$0.00 $0.00 $5,060,000.00 $0.00 $5,060,000.00

Councils

Shire Of Bruce RockOperating Income04001 Contributions $243,000.00 $0.00 $243,000.00 $1,800.00 $9,378.64 $254,178.6404002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$243,000.00 $0.00 $243,000.00 $1,800.00 $9,378.64 $254,178.64Capital Expenditure04100 Siteworks $0.00 $31,654.68 $26,480.79 $8,354.00 $66,489.4704200 Housing Construction $3,185,068.68 $0.00 $16,406.82 $195,676.03 $588,180.51 $800,263.36

$3,185,068.68 $0.00 $48,061.50 $222,156.82 $596,534.51 $866,752.83

Shire Of KellerberrinOperating Income05001 Contributions $378,000.00 $0.00 $378,000.00 $2,800.00 $15,240.29 $396,040.2905002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$378,000.00 $0.00 $378,000.00 $2,800.00 $15,240.29 $396,040.29Capital Expenditure05100 Siteworks $0.00 $35,752.75 $147,482.91 $130,808.20 $314,043.8605200 Housing Construction $4,954,551.28 $0.00 $15,971.94 $305,820.32 $975,758.36 $1,297,550.62

$4,954,551.28 $0.00 $51,724.69 $453,303.23 $1,106,566.56 $1,611,594.48

Shire Of KoordaOperating Income06001 Contributions $135,000.00 $0.00 $135,000.00 $1,000.00 $5,861.65 $141,861.6506002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$135,000.00 $0.00 $135,000.00 $1,000.00 $5,861.65 $141,861.65Capital Expenditure06100 Siteworks $0.00 $26,528.81 $17,843.63 $7,673.18 $52,045.6206200 Housing Construction $1,769,482.60 $0.00 $4,593.03 $110,144.26 $367,612.80 $482,350.09

$1,769,482.60 $0.00 $31,121.84 $127,987.89 $375,285.98 $534,395.71

Shire Of MerredinOperating Income07001 Contributions $756,000.00 $0.00 $756,000.00 $5,600.00 $31,652.91 $793,252.9107002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$756,000.00 $0.00 $756,000.00 $5,600.00 $31,652.91 $793,252.91Capital Expenditure07100 Siteworks $0.00 $43,592.16 $200,283.84 $140,579.10 $384,455.1007200 Housing Construction $9,909,102.56 $0.00 $19,681.16 $601,141.61 $2,105,946.04 $2,726,768.81

$9,909,102.56 $0.00 $63,273.32 $801,425.45 $2,246,525.14 $3,111,223.91

Central East Aged Care AllianceStatement of Income and Expenditure

As at29/11/2018

ATTACHMENT 7.2.4.4.1 CEACA


ActualTotals



As at29/11/2018

Shire Of Mt MarshallOperating Income08001 Contributions $81,000.00 $0.00 $81,000.00 $600.00 $3,516.99 $85,116.9908002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$81,000.00 $0.00 $81,000.00 $600.00 $3,516.99 $85,116.99Capital Expenditure08100 Siteworks $0.00 $22,617.10 $9,530.52 $5,084.62 $37,232.2408200 Housing Construction $1,061,689.56 $0.00 $6,948.69 $66,086.56 $221,657.60 $294,692.85

$1,061,689.56 $0.00 $29,565.79 $75,617.08 $226,742.22 $331,925.09

Shire Of MukinbudinOperating Income09001 Contributions $108,000.00 $0.00 $108,000.00 $800.00 $4,689.32 $113,489.3209002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$108,000.00 $0.00 $108,000.00 $800.00 $4,689.32 $113,489.32Capital Expenditure09100 Siteworks $0.00 $16,773.24 $14,612.84 $20,508.52 $51,894.6009200 Housing Contruction $1,415,586.08 $0.00 $4,593.03 $88,115.41 $294,090.29 $386,798.73

$1,415,586.08 $0.00 $21,366.27 $102,728.25 $314,598.81 $438,693.33

Shire Of NungarinOperating Income10001 Contributions $54,000.00 $0.00 $54,000.00 $400.00 $2,344.66 $56,744.6610002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$54,000.00 $0.00 $54,000.00 $400.00 $2,344.66 $56,744.66Capital Expenditure10100 Siteworks $0.00 $19,095.69 $6,505.47 $9,018.13 $34,619.2910200 Housing Contruction $707,793.04 $0.00 $5,153.00 $44,057.72 $147,045.14 $196,255.86

$707,793.04 $0.00 $24,248.69 $50,563.19 $156,063.27 $230,875.15

Shire Of TrayningOperating Income11001 Contributions $54,000.00 $0.00 $54,000.00 $400.00 $2,344.66 $56,744.6611002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$54,000.00 $0.00 $54,000.00 $400.00 $2,344.66 $56,744.66Capital Expenditure11100 Siteworks $0.00 $17,392.09 $8,562.76 $7,799.88 $33,754.7311200 Housing Construction $707,793.04 $0.00 $12,646.54 $44,307.72 $184,428.14 $241,382.40

$707,793.04 $0.00 $30,038.63 $52,870.48 $192,228.02 $275,137.13

Shire Of WestoniaOperating Income12001 Contributions $54,000.00 $0.00 $54,000.00 $400.00 $2,344.66 $56,744.6612002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00


$707,793.04 $0.00 $22,989.28 $50,563.20 $153,324.60 $226,877.08


ActualTotals



As at29/11/2018

Shire Of WyalkatchemOperating Income13001 Contributions $108,000.00 $0.00 $108,000.00 $800.00 $4,689.32 $113,489.3213002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00

$108,000.00 $0.00 $108,000.00 $800.00 $4,689.32 $113,489.32Capital Expenditure13100 Siteworks $0.00 $20,886.29 $12,555.57 $2,050.26 $35,492.1213200 Housing Construction $1,415,586.08 $0.00 $10,672.84 $87,865.41 $296,077.66 $394,615.91

$1,415,586.08 $0.00 $31,559.13 $100,420.98 $298,127.92 $430,108.03

Shire Of YilgarnOperating Income14001 Contributions $40,000.00 $0.00 $40,000.00 $0.00 $2,344.66 $42,344.6614002 Sale of Units $0.00 $0.00 $0.00 $0.00 $0.00


$707,793.04 $0.00 $18,067.92 $52,388.11 $148,060.51 $218,516.54

$24,531,239.00 $22,099,193.84 $1,956,876.50 $1,733,907.28 $5,622,418.89 $11,639,744.17

Balance SheetCurrent Assets20001 Cash @ Bank $0.00 $976,434.37 $6,628,369.43 $5,117,485.76 $2,487,318.0420002 Cash @ Bank Restricted $22,099,193.84 $266,088.00 $12,707,922.58 $504,933.13 $9,152,426.1320004 Sundry Debtors $0.00 $714,354.13 $714,354.13 $0.00 $0.0020007 Sundry Creditors $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $22,099,193.84 $1,956,876.50 $6,793,907.28 $5,622,418.89 $11,639,744.17

$0.00 $22,099,193.84 $1,956,876.50 $6,793,907.28 $5,622,418.89 $11,639,744.17

RevenueStage I $2,075,800.00 $2,075,800.00 $0.00 0 $2,075,800.00Stage II $19,986,439.00 $19,986,439.00 $0.00 0 $19,986,439.00Interest $36,954.84 $317,893.56 $341,517.40 $107,230.89 $803,596.69Sales $1,610,000.00 $0.00Councils $2,870,000.00 $0.00 $2,011,000.00 $14,600.00 $84,407.76 $2,110,007.76

$26,542,239.00 $22,099,193.84 $2,328,893.56 $356,117.40 $191,638.65 $24,975,843.45Expenditure

Actual $26,542,239.00 $0.00 $372,017.06 $7,150,024.68 $5,814,057.54 $13,336,099.28$26,542,239.00 $0.00 $372,017.06 $7,150,024.68 $5,814,057.54 $13,336,099.28

As at 30/09/2018WATC Stage I 81,501.22WATC Stage II 9,070,864.91Comm Bank 744,821.33Comm Bank Cont 2,144,219.09Yet to be Recouped 401,662.38

11,639,744.17

Account Description NotesGovernance

0500 General Subscriptions 220,000 200,000.00$ 220,000 10502 Other Income 10000 20575 Interest Received 800 334.65$ 800 3

Reimbursement Land Purchase and Settlement Costs 15000 4Project

0519 Project and Consultancy Fund -

GST Output Tax 20,000.00$ GST Refunds 2,238.00$

Total Receipts 220,800 222,572.65$ 245,800$

Governance Chair

1716 Chair - Meeting Fees 36,000 -$ 15,000 51717 Chair - Travel and Accommodation 3,000 -$ 1300 51715 Chair - Other 1,000 -$ 1000 5

Chair Training 1,000 -$ 1000 5

Executive Officer1719 Executive Officer - Professional Services 83,000 24,117.50$ 83000 61720 Executive Officer - Travel and Accommodation 4,800 3,336.21$ 9000 7

1714Executive Officer - Technology and Administration Charge 2,000 486.57$ 2000 8

1721 Executive Officer - Office Expenses 1,000 107.50$ 1000 91722 Executive Officer - Other 500 45.45$ 500 10

Executive Officer - Training 1,000 -$ 1000 11

Financial Management1723 Financial Services - Accounting Fees 4,500 1,270.56$ 4000 121724 Financial Services - Bank Fees and Charges 100 -$ 1001725 Financial Services - Audit Fees 2,500 8.58$ 800 13

Committee Expenses

1726Committee Meeting Expenses - Catering and Venue Hire 4,000 1,218.76$ 4000 14

1727 Committee Meeting Expenses - Teleconference 2,000 198.07$ 1700 151728 Committee - Legal Expenses 20,000 11,618.00$ 40000 161718 Committee Training Expenses 3,000 -$ 2000 171755 Committee - Insurance 10,000 -$ 6000 181844 Committee - Governance Other 500 180.00$ 500 19

Marketing and Communications

1738IT - Costs Office 365 Implementation and Management 2,500 749.40$ 2500 20Facebook Account Setup and Management 3,500 -$ 3500 21

1850 CEACA Website Setup and Content Management 4,000 900.00$ 4000 22

Project and Consultancy

1840 Consultancy General 5,000 -$ 4000 231841 Business Case Consultancy 15,000 -$ 35000 241842 CEACA Funding Opportunities - 01843 CEACA Advocacy 4,000 -$ 1000 25

Central East Aged Care Alliance Inc ABN 40 792 001 012

Anticipated at 30 June 2019Budget 2018/2019

Actual to 31 October 2018

Budget Review as at 31 October 2018

CEACA Housing Project

Management of Housing Loss 2018/2019 6,000 -$ 6000 26

Purchase of Land 10000 27Settlement Costs Land Purchase 5000 28

GST Input Tax 4,422.85$ ATO Payments 17,124.00$

Total Expenditure 219,900 65,783.45$ 244,900.00$

Net receipts/(Payments) 900 156,789.20$ 900.00$ Opening Cash Balance 35,062$ 67,778.55$ 67,778.55$ Cash Balances 35,962$ 224,567.75$ 68,678.55$

Page | 1

November 2018 Progress Report CEACA Ageing in Place Development (Stages 1 & 2)

To CEACA Committee

From Ralton Benn (RB)

Date 27/11/2018

This report covers the period ending 27 November 2018.

Summary

The design phase is now completed with the landscaping and irrigation drawings reviewed and about to

be issued for construction.

Design is also complete on the second Beacon site (2 Rowland St) and Pindan is readying to commence

site works at both Beacon sites in early December.

Pindan have achieved lock-up on all units at Kellerberrin and expect to achieve the milestone of twenty

by mid-December, two weeks behind their previous estimate. Slabs have been laid at Yilgarn and

framing commenced on both Bruce Rock sites.

Works have also begun on the internal rooms including first spray of paint and commencement of the

installation of cabinetry.

1 Site Development

1.1 Site Assembly Report

Status 100% complete

Progress NA.

Next Steps NA

1.2 DA Planning – General

Status 100% complete

Progress Trayning has confirmed an amended DA is not required and allowed the submission of

the Building Permit on the current DA design. No other amended DA’s are required at

this stage.

Page | 2

Next Steps Follow up on the approval of outstanding Building Permits.

1.3 Land Tenure

Status 96% complete

Progress The status of the transfer of crown land lots has achieved ‘In order for Dealings’ (IOFD)

on all sites. CEACA received advice of the Minister’s approval for the application for the

Westonia site which completes the set. CEACA will now progress these to create the

new titles in CEACA’s name.

The majority of Sites that are the subject of amalgamations are waiting for Western

Power approval of conditions. Given we’ve received connection quotes for these sites,

Jurovich Surveyors has requested Western Power relay their acceptance to the WAPC to

allow the titles to enter IOFD.

Mukinbudin has achieved IOFD.

Next Steps Complete the process of freehold title transfer of Crown Land sites.

Monitor and progress the amalgamation application and receipt of new titles.

1.4 Design

Status 100.0% complete

Progress Design of the second Beacon site (2 Rowland St) is completed including the landscaping

design.

The program landscaping designs have received their absolute final reviews and the final

revision for constructions are expected by the end of November.

Next Steps Pindan to issue IFC documentation for landscaping and irrigation.

1.5 Construction

Status 32.5% complete

Progress Pindan have achieved lock up on all units at Kellerberrin with cabinetry commenced on

ten units. Tubing and gyprocking continue and ceilings commenced.

Framing has continued at Merredin with the wall and roof framing completed to twelve

units. Roof cladding had commenced at the time of the site visit with external wall

cladding to have commenced prior to month end.

Framing has also commenced at 26 Butcher St Bruce Rock with in grounds and carports

and patios completed at both. Yilgarn has the slabs down and Wyalkatchem has the

slabs down with work completed on the inground services.

The leach drains and retaining wall have been laid at 10 Rowlands St Beacon, retaining

walls completed at Bencubbin with the installation of the leach drains to be completed.

Early civil works is completed at all sites with the exception of Nungarin and

Kununoppin.

3 Building Permits remain outstanding with all relating to septic applications to the

Department of Health with the final applications submitted for approval.

Page | 3

Next Steps Finalise concreting of carports and alfresco areas to Wyalkatchem and Mukinbudin and

commence slabs at Koorda.

Continue cladding, roofing, tubing and gyprocking at Merredin.

Complete framing at both Bruce Rock sites.

Commence earthworks at Mt Marshall sites.

Continue ceilings and cabinetry works at Kellerberrin and commence painting.

Commence patios and carports at Wyalkatchem and Mukinbudin.

Continue procurement and programming.

1.6 Other Related Activities

The stormwater design and works at Yilgarn has progressed to the consideration of two options with a

pit and pipe solution and an earthworks (bund and swales) solution to be decided on. Confirmation of

details such as who will construct the infrastructure still need to be agreed.

The revised sewer designs for the Nungarin and Westonia sites have been agreed and completed and

submitted to the Department of Health as part of the Building Permit application.

2 Program Management

Program management activities are focussed on progressing the procurement phase.

2.1 CEACA Development Program

Status: 100% complete

Update Pindan are currently 13 weeks behind their contract program. Delays were experienced

during design parts of which are the subject of an EOT claim which Pindan have not

progressed.

Once Pindan have revised their program CEACA members will be provided schedule of

forecast handover dates for each site. At this stage estimate of handover include early

February for Kellerberrin with the final sites achieving handover in mid to late May.

Next Steps Close out the assessment of the EOT claim

Seek and updated program of works

Continue to monitor progress and communicate risks and forecasts with CEACA.

2.2 Procurement

Status: 98.5% Complete

Update: Nothing to report.

Next Steps Nothing to report.

Page | 4

2.3 Financial Management

Status: 67.5% Complete

Update: A revised program budget has been prepared and issued to the Executive for comment.

The budget and a variation register will be used to track the forecast spend (potential

and confirmed) against budget.

Note the ‘Committed’ figures in Table 1. below do not include the $706,000 allowed for

statutory fees such as headworks. These are progressing to budget with the potential to

realise minor savings.

Next Steps Continue to monitor budget performance.

Page | 5

The following table presents commitment and expenditure to date:

Table 1: Program Expenditure

CEACA Expenditure SummaryConsultant Scope PO Number Contract Value Total Invoiced Fee Remaining Stage 1

Funding

Stage 2 Funding

River Engineering Civil Design 35302 190,592$ 120,105$ 70,488$ Stage 1

Edgefield Projects Architect - Masterplans 35324, 35611, 35952 & TBA 79,940$ 79,940$ -$ Stage 1

Edgefield Projects Architect - DA & Tender 35730 & 35757 56,750$ 56,750$ -$ Stage 2

Edgefield Projects Disbursements 1,338$ 1,338$ -$ Stage 2

UDLA Landscape Architect 35846 & 35849 41,850$ 41,850$ -$ Stage 2

Jurovich Survey 35322 78,547$ 55,194$ 23,353$ Stage 1

Browne Geotech Geotech 35323 38,050$ 37,050$ 1,000$ Stage 1

WABCA Bushfire Assessment 36056 16,500$ 13,333$ 3,167$ Stage 2

Bushfire Prone Bushfire Assessment 36253 2,130$ 1,730$ 400$ Stage 2

Access Housing CPM 84,720$ 25,200$ 58,800$ Stage 2

Edgefield Projects D&C Arch & Super 36423 & 36537 169,530$ 116,370$ 53,160$ Stage 2

Access Housing PM 129,465$ 52,323$ 77,142$ Stage 2

Wet Coast Demo Demo Contractor 36339 44,000.00$ 44,000.00$ -$ Stage 1

Pindan Contracting D&C Contractor 37599 17,338,863$ 7,026,493$ 10,312,371$ Stage 2

One off Payments

Western Power Feasibility Study NF010182 4,000.00$ 4,000.00$ -$ Stage 1

Amalgamations Fees 16,259$ 16,259$ -$ Stage 1

DA Fees 51,989.00$ 51,989.00$ -$ Stage 2

Shire Contributions - Refunds 92,671.50$ 92,671.50$ -$

WALGA 7,274.52$ 7,274.52$ -$ Stage 2

Kott Gunning 4,708.98$ 4,708.98$ -$ Stage 1

Miscellaneous CC exp, Mkt Force, Butler Settinery 1,948.65$ 1,948.65$ -$ Stage 1

Total Contract Value 18,451,127$ 7,850,527$ 10,599,881$

Summary Value Total Invoiced Cash at Hand Committed Funds Remaining

Stage 1 Funding 2,075,800$ 356,548$ 1,719,252$ $ 458,046 $ 1,617,754

Stage 2 Funding 14,986,439$ 7,335,386$ 7,651,053$ $ 17,900,410 -$ 2,913,971

Shire Contributions 2,016,584$ -$ 2,016,584$ $ 92,672 $ 1,923,913

Interest Earned 481,441$ -$ 481,441$ $ - $ 481,441

TOTALS 19,560,264$ 7,691,934$ 11,868,330$ 18,451,127$ 1,109,137$

Page | 6

3 Critical Milestones

Milestone Status %

Remaining

Estimated

Completion

Action

with

Desktop Site Investigations Completed. July 2016

Site Investigations Completed. Dec 2016

Procurement Plan Completed Mar 2017 AHA

Program Management Plan Completed Mar 2017 AHA

Commence Forward Works Completed Aug 2017 River

DA Applications Completed May 2017 AHA

Tender Design Completed June 2017 AHA

Resolution of Land Tenure Commenced 7.5% Jan 2019 CEACA

Contractor Procurement Completed Mar 2018 AHA

Handover Pending 100% Dec 2020 AHA

Program Completion Pending 50% Dec 2021 AHA

4 Risk and Issues Arising

Risk/Issue Management Strategy Owner Status

Land Ownership CEACA, Shires, Land Owners and the HA to

resolve land ownership agreements

CEACA Open

Site Servicing Budget Risk Update the Site Assembly Report on the

outcomes of the site investigations and Shire

consultations. Commence discussions with

utility/network owners

AHA Open

Construction Budget Risk Install financial management process to track

construction costs against budget

Install change management process with the

D&C Contractor

AHA/CEACA Open

Handover Risk Confirm service delivery methods prior to

handover.

CEACA Open

Page | 7

Framing commenced at Bruce Rock Kellerberrin units at lock up stage

Slabs down at Yilgarn Cabinetry works in a kitchen area

Page | 8

8:34 AM 04/02/19 Accrual Basis

Shire of Wyalkatchem Payment Listing As of December 31 2018

Type Date Num Name Description AmountA01100 · Cash at BankA01101 · Unrestricted Municipal BankCheque 03/12/2018 DD031218 Westnet Internet Access Dec 2018, Email Hosting 190918-191018 -193.05Bill Pmt -Cheque 04/12/2018 DD041218 NAB Visa TELECOMMUNICATIONS Mobile phone windscreen mount Works Manager, STAFF

FAREWELL Gift Hammond, CREDIT CARD Nov 2018-144.95

Bill Pmt -Cheque 05/12/2018 BA & VM Brookes - EFT CUNDERDIN WYALKATCHEM RD SLK 4.85-7.85 wet hire of side tipper 161018, 171018, 181018, 191018, 231018, 241018, and 251018 50 hrs, CUNDERDIN WYALKATCHEM RD SLK 2.00-4.85 Wet hire of road train side tipper 031018,051018, 091018, 101018, 111018, 121018, 151018, and 161018 65.5 hrs, 261018, 291018, and 301018 20.5 hrs

-26,928.00

Bill Pmt -Cheque 05/12/2018 Bunnings Midland - EFT OCC HEALTH Face shields x 2, Goggles, Ear muffs, Ear plugs, Gloves x 12, Sunscreen x 12, PIONEER PARK Rose Shield x 2, PARKS & GARDENS Phenyle 1L x 4, Various garden tools, Gaffa tape x 2, Compartment container x 3, Various Irrigation parts, MAINTENANCE WM006 16mm Rope, 6v lantern battery 4pk x 2, Danger Tape x 5

-881.33

Bill Pmt -Cheque 05/12/2018 Colonial Clydesdales - EFT WYALKATCHEM FAIR 2019 Hire of Clydesdales and Wagon -1,870.00Bill Pmt -Cheque 05/12/2018 Courier Australia - EFT FREIGHT State Library 091118 (on-charged to CRC), Freight from Jason Signmakers

141118-65.79

Bill Pmt -Cheque 05/12/2018 Data#3 - EFT COMPUTER Adobe Acrobat Pro New licence, Adobe Acrobat Pro maintenance to 310719 -438.30

Bill Pmt -Cheque 05/12/2018 Frontline Fire & Rescue Equipment - EFT MAINTENANCE 1EMP976 Small hose reel handle x 2, OTHER FIRE PREVENTION Forestry foam 20L x 10, Various fittings, tags, recovery equipment

-2,094.36

Bill Pmt -Cheque 05/12/2018 Liebherr-Australia Pty Ltd - EFT PARTS WM016 Mirrors and Freight for parts -620.40Bill Pmt -Cheque 05/12/2018 Mayday Earthmoving - EFT CUNDERDIN WYALKATCHEM RD SLK 2.00 - 4.85 Hire of 1.5T excavator 181018 and

191018-440.00

Bill Pmt -Cheque 05/12/2018 Mow Master - EFT REPAIRS WI replace torque limiter and service of turf roller -600.00Bill Pmt -Cheque 05/12/2018 MTB Transport - EFT CUNDERDIN WYALKATCHEM RD SLK 2.00-4.85 Hire of tandem converter dolly 071118 -

281118-1,980.00

Bill Pmt -Cheque 05/12/2018 Petchell Mechanical - EFT PLANT PARTS WM003 Beacon Globes 24v x 3, Beacon Globes 12v x 2, WM015 Hose clamps x 5, MAINTENANCE WM006 12 monthly service, WM00 Windscreen replacement (Insurance Claim), REPAIRS WM016 Repair hydraulic hose fault

-2,260.92

Bill Pmt -Cheque 05/12/2018 St John Ambulance WA - EFT OCC HEALTH WM830, WM216, WM012, WM015, WM160 First aid kits, First aid kit restock for facilities

-677.91

Bill Pmt -Cheque 05/12/2018 Traffic Force - EFT ENGINEERING CONSULTANCY Preparation of generic traffic management plans -669.90Bill Pmt -Cheque 05/12/2018 WA Contract Ranger Services - EFT ANIMAL CONTROL Ranger Visit 261018 x 4.5hrs, 061118 x 3hrs -701.25Bill Pmt -Cheque 05/12/2018 Westrac - EFT MAINTENANCE WM017 1000hr Service -3,468.64Bill Pmt -Cheque 05/12/2018 Wheatbelt Construction - EFT 57 FLINT ST Modify cupboards for dishwasher -1,034.00Bill Pmt -Cheque 05/12/2018 Wheatbelt Office & Business Machines -EFT PHOTOCOPY Colour Copies x 978 Oct 2018, B&W Copies x 6843 Oct 2018 -146.28Bill Pmt -Cheque 05/12/2018 Wyalkatchem Community Resource Cntr - EFT CRC ANNUAL FEE October 2018 -2,388.00Bill Pmt -Cheque 10/12/2018 DD101218 Telstra TELEPHONE & INTERNET 171118-161218 -865.48Bill Pmt -Cheque 11/12/2018 Courier Australia - EFT SWIMMING POOL Freight of water sample eskies from Pathwest x 4 ctns -33.11Bill Pmt -Cheque 11/12/2018 Newtravel - EFT NEWTRAVEL Marketing Contribution, Regional Marketing Contribution 2018/19 -3,500.00Bill Pmt -Cheque 11/12/2018 WA Local Government Assoc - EFT STATIONERY Desktop note pads x 3 -32.70Bill Pmt -Cheque 11/12/2018 WACA - EFT CRICKET WICKETS Wicket soil bulka bag 1T x 3 -601.18Bill Pmt -Cheque 11/12/2018 Wheatbelt Construction - EFT 53 PIESSE ST Waterproof and retile shower in ensuite, LADY NOVAR Repair entrance stair

landing 50% balance, replace structural stump on entrance stair landing-5,487.00

Bill Pmt -Cheque 11/12/2018 Wyalkatchem Hotel - EFT COUNCIL MEETING Refreshments -24.00Bill Pmt -Cheque 11/12/2018 Wyalkatchem IGA Express - EFT COUNCIL WORKSHOP, COUNCIL MEETING Nov 2018, REFRESHMENTS Milk x 2,

OFFICE AMENITIES-93.72

Bill Pmt -Cheque 11/12/2018 Wyalkatchem Spraying Service - EFT CEMETERY Weed spraying 291118, 021218 -480.00Paycheque 12/12/2018 Salaries and Wages PPE121218 -28,418.43

Page 1 of 4

Attachment 10.1.1.1 Payment Listing Dec 2018



Bill Pmt -Cheque 13/12/2018 DD131218 Water Corporation. SERVICE CHARGE De Pierres Rd 011118-311218 -44.36Bill Pmt -Cheque 14/12/2018 DD141218 Synergy ELECTRICITY Barracks 070918-061118 -1,252.10Bill Pmt -Cheque 17/12/2018 A&B Canvas Australia - EFT AIRSTRIP Windsock white -251.90Bill Pmt -Cheque 17/12/2018 AusQ Training - EFT TRAINING Traffic management & traffic controller training 111218-131218 Gibbs, Marwick,

Sutherland, Reid, McMiles, Jones-6,499.00

Bill Pmt -Cheque 17/12/2018 Australia Post - Mail - EFT POSTAGE November 2018 -78.15Bill Pmt -Cheque 17/12/2018 Avon Waste - EFT BINS October 2018, RECYCLING Service bins x 10 171018 -5,185.23Bill Pmt -Cheque 17/12/2018 Contract Aquatic Services - EFT SWIMMING POOL Contract Management Fee December 2018 -15,680.00Bill Pmt -Cheque 17/12/2018 Courier Australia - EFT FREIGHT Reticulation parts 041218, Signage 261118, Swimming pool samples 291118 -157.92

Bill Pmt -Cheque 17/12/2018 Dunnings - EFT FUEL November 2018 -8,884.86Bill Pmt -Cheque 17/12/2018 Elders Rural Services - EFT PROTECTIVE CLOTHING Boots Jones -175.00Bill Pmt -Cheque 17/12/2018 Liebherr-Australia Pty Ltd - EFT REPAIRS WM016 Hydraulic hose, WM016 Freight of hose and oil, OILS WM016 Hydraulic

Oil 20L x 3-662.20

Bill Pmt -Cheque 17/12/2018 MJM Mech Services - EFT 51 FLINT ST Replace air con return air filter, TERMINAL BUILDING Replace split system pipe insulation, Relevel split system condensing unit x 2 , ADMIN OFFICE Replace split system pipe insulation, 22B FLINT ST Install feet and relevel split system condensing unit, 59 FLINT ST Replace evaporative diffuser vent, 45 WILSON ST Replace evaporative fan belt and float valve

-2,420.00

Bill Pmt -Cheque 17/12/2018 T & E Services Pty Ltd - EFT MEDICAL SERVICES December 2018 -14,259.70Bill Pmt -Cheque 17/12/2018 Transair Two-Way Radio - EFT AIRSTRIP A15 Airband radio -422.29Cheque 17/12/2018 DD171218 Foxtel 57 FLINT ST Doctors House Foxtel -154.00Bill Pmt -Cheque 18/12/2018 DD181218 Water Corporation. SERVICE CHARGES 011118-311218 -305.86Liability Cheque 19/12/2018 Small Business Super Clearing House - EFT SUPERANNUATION Nov 2018 -8,596.36Bill Pmt -Cheque 19/12/2018 D & D Transport - EFT BLADES Freight of grader blades from Cutting edges 291018 -81.54Bill Pmt -Cheque 19/12/2018 Kleenheat Gas - EFT 57 FLINT ST, 22A FLINT ST, 22B FLINT ST Gas yearly facility fees -161.88Bill Pmt -Cheque 19/12/2018 DD191218 Water Corporation. SERVICE CHARGE Elashgin Rd 011118-311218 -44.36Paycheque 21/12/2018 Salaries and Wages PPE211218 -2,888.94Liability Cheque 21/12/2018 BPAY211218 Australian Taxation Office BAS Dec 2018 -2,323.00Cheque 21/12/2018 Elvidge, Stephanie ADMIN TRAVEL Preparing Agendas and minutes training 031218 -267.96Cheque 21/12/2018 Purslowe Tinetti Funerals - EFT CEMETERY FEES Refund of invoice #12522 paid twice in error 081118 and 141118 -1,110.00Bill Pmt -Cheque 21/12/2018 DD211218 Telstra TELEPHONE Mobile Phones 021218-010119 -116.60Paycheque 24/12/2018 Salaries and Wages PPE241218 -27,775.97Bill Pmt -Cheque 24/12/2018 A P Concrete Pty Ltd - EFT CUNDERDIN WYALKATCHEM RD SLK 4.85-7.85 set up and pour concrete headwalls -1,265.00

Bill Pmt -Cheque 24/12/2018 AMD Chartered Accountants - EFT PROFESSIONAL SERVICES Financial management review and regulation 17 review -15,510.00

Bill Pmt -Cheque 24/12/2018 AMPAC Debt Recovery - EFT DEBT COLLECTION Rates legal fees -2,541.74Bill Pmt -Cheque 24/12/2018 Avon Paper Shred - EFT RECORDS MANAGEMENT Empty shredding bins x 2 -170.00Bill Pmt -Cheque 24/12/2018 Avon Valley Toyota - EFT MAINTENANCE WM000 10,000km log book service -317.69Bill Pmt -Cheque 24/12/2018 Avon Waste - EFT BINS November 2018, RECYCLING Service bins x 9 221118 -3,940.29Bill Pmt -Cheque 24/12/2018 BA & VM Brookes - EFT CUNDERDIN WYALKATCHEM RD SLK 4.85-7.85 wet hire of side tipper 041218, 051218,

061218, 071218, & 101218 41hrs, wet hire of water cart 111218 & 121218 11hrs, CUNDERDIN WYALKATCHEM RD SLK 4.85-7.85 Wet hire of road train side tipper 021118 - 231118 75hrs, wet hire of side tipper 261118 - 301118 32hrs

-30,816.50

Bill Pmt -Cheque 24/12/2018 Baileys Fertiliser - EFT STREET SCAPE Native potting mix bulka bag -561.00Bill Pmt -Cheque 24/12/2018 BOC Gases - EFT DEPOT Container Service Charges 280918-281018, SWIMMING POOL C size oxygen

bottles x 2 280918-281018-60.78

Bill Pmt -Cheque 24/12/2018 Brendon Wilkes Electrical - EFT SWIMMING POOL Tag & Testing Book, Tag & testing electrical items incl travel -379.50Bill Pmt -Cheque 24/12/2018 Burgess Rawson - EFT WATER USAGE Railway Tce Parks, CBH Museum, Public Toilets 111018-101218 -951.83Bill Pmt -Cheque 24/12/2018 Courier Australia - EFT AIRSTRIP Freight of windsock 101218, EXPENDABLE TOOLS Freight from Supercheap

Auto 121218-29.21

Page 2 of 4



Bill Pmt -Cheque 24/12/2018 D & D Transport - EFT OTHER FIRE PREVENTION Freight of goods from Frontline Fire & Rescue 091118, STREET SCAPE Freight form Baileys fertilisers x 2 bulka bags 091118

-324.28

Bill Pmt -Cheque 24/12/2018 Dave's Tree Services - EFT TREE PRUNING Remove trees around town and trim trees from power lines to approved standards x 2 days, Accommodation for 3 people x 1 night

-6,182.00

Bill Pmt -Cheque 24/12/2018 Eastern Hills Saws & Mowers - EFT REPAIRS Brushcutter gearbox bolts removal and replace -30.00Bill Pmt -Cheque 24/12/2018 Envirapest - EFT PARKS & GARDENS Pest control bees in tree near public toilets -440.00Bill Pmt -Cheque 24/12/2018 Jason Signmakers - EFT SIGNAGE Various Road work signage -2,364.72Bill Pmt -Cheque 24/12/2018 Kidsafe WA - EFT TRAINING Playground safety workshop LGIS 231118 Hodges, Watkins -400.00Bill Pmt -Cheque 24/12/2018 Landmark - EFT CEMETERY Roundup 20L, ROADSIDE SPRAYING Roundup 20L x 2, Triclopyr 20L -837.54Bill Pmt -Cheque 24/12/2018 LGIS Risk Management - EFT OCC HEALTH & SAFETY Risk Management Coordinator 2018/19 1st instalment -3,362.70Bill Pmt -Cheque 24/12/2018 Mayday Earthmoving - EFT CUNDERDIN WYALKATCHEM RD SLK 2.00-4.85 Hire of 12t steel drum roller 091118 -

211118, GRAVE DIGGING Hire of 1.5t excavator 071118 and 081118-3,289.00

Bill Pmt -Cheque 24/12/2018 MTB Transport - EFT CUNDERDIN WYALKATCHEM RD SLK 4.85-7.85 Hire of Tandem converter dolly 291118 - 131218

-1,430.00

Bill Pmt -Cheque 24/12/2018 Northam Mazda - EFT MAINTENANCE 000WM 10,000km Log book service -366.27Bill Pmt -Cheque 24/12/2018 Petchell Mechanical - EFT MAINTENANCE WYLIEBUS Replace rear oil seal on gearbox, WM216 30,000km log book

service, REPAIRS WM015 Replacement of axle and hangers on dolly, Replace hydraulic lines and fittings

-9,101.86

Bill Pmt -Cheque 24/12/2018 Quairading Earthmoving - EFT CUNDERDIN WYALKATCHEM RD SLK 4.85-7.85 Hire of dozer push up 6,000m gravel Metcalf's pit, Mobilisation to Metcalf's pit

-7,425.00

Bill Pmt -Cheque 24/12/2018 Supercheap Auto - EFT EXPENDABLE TOOLS Diesel jerry can 20L x 2, jiggle siphon pipe 2mx19mm, Jerry can pourer, PARTS WM4201 D shackle 1000kg x 2

-112.39

Bill Pmt -Cheque 24/12/2018 Total Eden - EFT PARKS & GARDENS, TOWN HALL Reticulation parts -681.96Bill Pmt -Cheque 24/12/2018 WA Local Government Assoc - EFT TRAINING Introduction to Local Government, Preparing Agendas and Minutes Elvidge -782.00Bill Pmt -Cheque 24/12/2018 Wheatbelt Office & Business Machines -EFT PHOTOCOPY Colour Copies x 495 Nov 2018, B&W Copies x 3819 Nov 2018 -77.17Bill Pmt -Cheque 24/12/2018 Winc Australia Pty Ltd - EFT STATIONERY Blu tack x 2, Log book Works Manager, SWIMMING POOL Urinal blocks 4kg

x 4, Toilet cleaner 5L, Toilet cleaner bottle, CLEANING EXPENSES Fly spray x 6-271.19

Bill Pmt -Cheque 24/12/2018 Wren Oil - EFT REFUSE SITE Empty waste oil 291118 -16.50Bill Pmt -Cheque 24/12/2018 Wyalkatchem Community Resource Cntr - EFT CRC ANNUAL FEE November-December 2018 -4,776.00Bill Pmt -Cheque 24/12/2018 Wyalkatchem District High School - EFT PUBLIC RELATIONS WDHS End of year awards 2018 -100.00Bill Pmt -Cheque 24/12/2018 Wyalkatchem Hotel - EFT CHRISTMAS PARTY 2018, REFRESHMENTS Council Workshop 071218, Depot BBQ -1,496.00

Bill Pmt -Cheque 24/12/2018 Wyalkatchem IGA Express - EFT OFFICE AMENITIES Milk Nov 2018, REFRESHMENTS Depot training bbq Bread x 2 211118

-22.16

Bill Pmt -Cheque 24/12/2018 Wyalkatchem Tyre Service - EFT TYRES WM027 Supply and fit x 2, WM216 Supply and fit x 2, WM000 Supply and fit x 4, WM00 Supply and fit x 2, ADMIN OFFICE Replacement of admin office trolley tyre and tube

-3,040.00

Bill Pmt -Cheque 24/12/2018 Wylie Community Meats Pty Ltd - EFT CHRISTMAS PARTY Meat for dinner 141218, REFRESHMENTS Depot Barbeque Sausages 2kg 120918, BBQ Sausages for depot training x2kg

-433.82

Bill Pmt -Cheque 24/12/2018 DD241218 Synergy ELECTRICITY Street Lights 251018-241118 -2,549.85Bill Pmt -Cheque 27/12/2018 DD271218 Water Corporation. SERVICE CHARGE 011118-311218, WATER USAGE 101018-071218 -3,905.86General Journal 31/12/2018 3199 NAB Account Keeping Fee -27.20General Journal 31/12/2018 3200 NAB NAB Connect Fee. December 2018 TM -40.24Bill Pmt -Cheque 31/12/2018 DD311218 Water Corporation. SERVICE CHARGE 011118-311218, WATER USAGE 101018-071218 -3,597.43Bill Pmt -Cheque 31/12/2018 DD311218 Fuji Xerox - EFT PHOTOCOPY Lease 231118-221218 -317.02Total A01101 · Unrestricted Municipal Bank -301,281.58

Page 3 of 4



CERTIFICATION OF CHIEF EXECUTIVE OFFICERI hereby certify that the Schedule of Accounts paid was submitted to Council on Thursday, 21 February 2019.All payments are as per the Annual Budget and are supported by vouchers and invoices and were not processed until goods and services were certified as received.

Taryn Dayman, Chief Executive OfficerCERTIFICATION OF CHAIRMANI hereby certify this schedule of accounts paid was submitted to the Council on Thursday, 21 February 2019for information pursuant to Section 6.8(2)(b) of the Local Government Act 1995.

Cr Quentin Davies, Chairman

Page 4 of 4


Shire of Wyalkatchem Account FastReport

As of January 31, 2019

Type Date Num Name Description AmountA01100 · Cash at BankA01101 · Unrestricted Municipal BankGeneral Journal 02/01/2019 3210 NAB Merchant Fees -52.60Cheque 02/01/2019 DD020119 Westnet Internet Access Jan 2019, Email Hosting 191018-191118 -193.05Bill Pmt -Cheque 02/01/2019 DD020119 Synergy ELECTRICITY 141118-111218 -124.80Bill Pmt -Cheque 02/01/2019 DD020119 Water Corporation. WATER USAGE 111018-101218 -9,561.32Bill Pmt -Cheque 03/01/2019 DD030119 NAB Visa TRAINING Accommodation 021218 Elvidge, AUSTRALIA DAY Flag bunting and balloon

decorations, CREDIT CARD December 2018-373.87

Bill Pmt -Cheque 07/01/2019 DD070119 Water Corporation. SERVICE CHARGE Nembudding South Rd 011118-311218 -44.36Paycheque 09/01/2019 Salaries and Wage PPE090119 -28,122.48Bill Pmt -Cheque 11/01/2019 DD110119 Telstra TELEPHONE & INTERNET 171218-160119 -1,222.23Cheque 16/01/2019 16865 Shire of Wyalkatchem - Petty Cash PETTY CASH Reimbursement -112.75Bill Pmt -Cheque 16/01/2019 16866 Wylie News & Lotteries REFRESHMENTS Staff farewell 140918 Morning tea for 12 people, Staff farewell 161118

Morning tea, NEWSPAPERS Sept 2018 Oct 2018, Nov 2018-280.80

Liability Cheque 16/01/2019 Small Business Super Clearing House - EFT SUPERANNUATION Dec 2018 -9,218.77Cheque 16/01/2019 Cr Quentin Davies - EFT COUNCILLOR ALLOWANCES - PRESIDENT Jul - Dec 2018 -5,751.50Cheque 16/01/2019 Cr Owen Garner - EFT COUNCILLOR ALLOWANCES - DEPUTY Jul - Dec 2018 -3,468.00Cheque 16/01/2019 Cr Stephen Gamble - EFT COUNCILLOR ALLOWANCES Jul - Dec 2018 -2,706.50Cheque 16/01/2019 Cr Emma Holdsworth - EFT COUNCILLOR ALLOWANCES Jul - Dec 2018 -2,706.50Cheque 16/01/2019 Cr Fred Butt - EFT COUNCILLOR ALLOWANCES Jul - Dec 2018 -2,706.50Cheque 16/01/2019 Cr Heather Metcalfe - EFT COUNCILLOR ALLOWANCES Jul - Dec 2018 -2,706.50Bill Pmt -Cheque 16/01/2019 Compressed Air Installations - EFT REPAIRS Repairs to fixed depot air compressor, MAINTENANCE Service portable air

compressor-2,235.37

Bill Pmt -Cheque 16/01/2019 Courier Australia - EFT PROTECTIVE CLOTHING Freight from JR & A Hersey 191218 -17.71Bill Pmt -Cheque 16/01/2019 Cutting Edges - EFT BLADES WM017 Grader blades x 10 -1,375.00Bill Pmt -Cheque 16/01/2019 Drainflow Services Pty Ltd - EFT STREET CLEANING streetsweeping of town streets 191218 -1,958.00Bill Pmt -Cheque 16/01/2019 Eastern Hills Saws & Mowers - EFT MAINTENANCE Service pole saw -187.10Bill Pmt -Cheque 16/01/2019 Jason Signmakers - EFT KORRELOCKING RESERVE Trail marker green with boot print x 3 -46.20Bill Pmt -Cheque 16/01/2019 JR & A Hersey Pty Ltd - EFT PROTECTIVE CLOTHING Uniform Watkins -333.36Bill Pmt -Cheque 16/01/2019 Landgate - EFT VALUATIONS Land enquiry 66 Wilson St to check a caveat lodged by the Shire, Enquiry to

get copy of caveat lodged by Shire 66 Wilson St-51.40

Bill Pmt -Cheque 16/01/2019 Shire of Mt Marshall - EFT NEWHEALTH Expenses November 2018 -508.54Bill Pmt -Cheque 16/01/2019 T & E Services Pty Ltd - EFT MEDICAL SERVICES January 2019, MEDICAL CENTRE Supply and install workstations x 3

and backup, Supply internal hard drives for server x 4-23,531.60

Bill Pmt -Cheque 16/01/2019 WA Contract Ranger Services - EFT ANIMAL CONTROL Ranger Visit 061218 x 5hrs -467.50Bill Pmt -Cheque 16/01/2019 Wheatbelt Liquid Waste Management - EFT RAILWAY STATION Empty septic tank -600.00Bill Pmt -Cheque 16/01/2019 Wyalkatchem Road House - EFT PLANT PARTS WM015 Vehicle air fresheners x 5 -22.50Bill Pmt -Cheque 16/01/2019 Wyalkatchem Tyre Service - EFT TYRES WM015 fit tyres to dolly, REPAIRS WM160 Fan belt -2,092.50Bill Pmt -Cheque 16/01/2019 Wyalkatchem Weekly - EFT ADVERTISING Council newsletter 121018, 261018, 091118, 231118, 071218 -730.00Bill Pmt -Cheque 16/01/2019 Wylie Community Meats Pty Ltd - EFT REFRESHMENTS Sausages for end of year Depot BBQ 2kg -29.70Liability Cheque 17/01/2019 BPAY170119 Australian Taxation Office BAS Dec 2018 -5,103.00Cheque 17/01/2019 DD170119 Foxtel 57 FLINT ST Doctors House Foxtel -154.00Bill Pmt -Cheque 21/01/2019 DD210119 Telstra TELEPHONE Mobile phones 020119-010219 -116.60Paycheque 23/01/2019 Salaries and Wage PPE230119 -27,611.78Bill Pmt -Cheque 23/01/2019 DD230119 Synergy ELECTRICITY 251118-241218 -2,467.60Cheque 23/01/2019 DD230119 Treasury Corp BANK FEES Government Guarantee Fee for period ended 311218 -436.33Bill Pmt -Cheque 25/01/2019 DD250119 Synergy ELECTRICITY 121218-080119 -121.50General Journal 29/01/2019 3227 NAB NAB Connect Fee. January 2019 TM -44.74Bill Pmt -Cheque 30/01/2019 DD300119 Synergy ELECTRICITY Shire Properties 061118-070119 -8,461.85Bill Pmt -Cheque 31/01/2019 A P Concrete Pty Ltd - EFT CUNDERDIN WYALKATCHEM RD SLK 4.85-7.85 Supply of concrete for head walls. -1,760.00Bill Pmt -Cheque 31/01/2019 AMPAC Debt Recovery - EFT DEBT COLLECTION Rates legal fees (on-charged) -577.50Bill Pmt -Cheque 31/01/2019 Australia Post - Mail - EFT POSTAGE December 2018 -113.30

Page 1 of 2

Attachment 10.1.1.2 Payment Listing January 2019


Shire of Wyalkatchem Account FastReport

As of January 31, 2019

Bill Pmt -Cheque 31/01/2019 Avon Waste - EFT BINS December 2018, RECYCLING Service bins 191218 (Oncharged x 4) -5,114.14Bill Pmt -Cheque 31/01/2019 Brendon Wilkes Electrical - EFT TENNIS CLUB Repair damage to electrical switchboard caused by vandalism (Insurance

Claim)-2,370.50

Bill Pmt -Cheque 31/01/2019 Bunnings Midland - EFT REC CENTRE OVAL Line marking paint white x 12, SWIMMING POOL Various minor maintenance items

-428.56

Bill Pmt -Cheque 31/01/2019 Contract Aquatic Services - EFT CHEMICALS Thiosulphate 5kg, Chlorine, Cyanuric Acid 25kg, Sodium Bisulphate, SWIMMING POOL Contract Management Fee Jan 2019, Additional opening hours 181218 11am-6pm Swimming lessons

-20,725.00

Bill Pmt -Cheque 31/01/2019 Courier Australia - EFT SWIMMING POOL Freight of samples 170119 -10.73Bill Pmt -Cheque 31/01/2019 Drainflow Services Pty Ltd - EFT STREET CLEANING street sweeping of town streets 201118 -1,897.50Bill Pmt -Cheque 31/01/2019 Dunnings - EFT FUEL December 2018 -8,313.11Bill Pmt -Cheque 31/01/2019 Elders Rural Services - EFT PROTECTIVE CLOTHING Boots Watkins, Reid -315.00Bill Pmt -Cheque 31/01/2019 Landmark - EFT SWIMMING POOL Gas Bottle 9kg, Bore float valve, Bore float ball -182.13Bill Pmt -Cheque 31/01/2019 Liebherr-Australia Pty Ltd - EFT PLANT PARTS WM016 Main Air Filter -210.10Bill Pmt -Cheque 31/01/2019 Metcalf, KR & JM - EFT CUNDERDIN WYALKATCHEM RD SLK 2.00-4.85 gravel supply 5448m3, CUNDERDIN

WYALKATCHEM RD SLK 4.85-7.85 gravel supply 4480m3-10,920.80

Bill Pmt -Cheque 31/01/2019 Mitre 10 Solutions Northam - EFT ADMIN OFFICE Flag mast cord x 20m, CHAMBERS Chair castor wheels x 3 -68.69Bill Pmt -Cheque 31/01/2019 Nightingale, Rachel - EFT AWARE Labour 011018-311218 x 23hrs, Travel 011018-311218 x 165Kms -1,880.45Bill Pmt -Cheque 31/01/2019 NNT Uniforms - EFT UNIFORMS Cox -393.31Bill Pmt -Cheque 31/01/2019 Palmer Plumbing - EFT PUBLIC TOILETS Supply and install pull chain urinal, RAILWAY BARRACKS Fix outdoor

tap-668.80

Bill Pmt -Cheque 31/01/2019 Petchell Mechanical - EFT EXPENDABLE TOOLS workshop wipes 100pk x 2, REPAIRS WM015 Remove and refit hitch

-191.40

Bill Pmt -Cheque 31/01/2019 Signet Pty Ltd - EFT REC CENTRE OVAL Field marking paint white 15L, FREIGHT Line marking paint -361.75Bill Pmt -Cheque 31/01/2019 WA Local Government Assoc - EFT TRAINING Future of Local Government Forum Dayman, ENGINEERING CONSULTANCY

Environment planning tool subscription 010119-300619-1,275.00

Bill Pmt -Cheque 31/01/2019 Wheatbelt Office & Business Machines -EFT PHOTOCOPY Colour Copies x 565 Dec 2018, B&W Copies x 4611 Dec 2018 -90.30Bill Pmt -Cheque 31/01/2019 Winc Australia Pty Ltd - EFT SWIMMING POOL Sunscreen 1L, Toilet paper ctn 48, PUBLIC TOILETS Toilet paper ctn

48, AUSTRALIA DAY Frames, STATIONERY Notepad A4-264.74

Bill Pmt -Cheque 31/01/2019 Wyalkatchem Hockey Club - EFT COMMUNITY GRANT Boots and Ballgowns Ag ball 2019 -1,000.00Bill Pmt -Cheque 31/01/2019 Wyalkatchem IGA Express - EFT RAILWAY BARRACKS Soap 100mg, OFFICE AMENITIES, COUNCIL MEETING Dec 2019 -92.57

General Journal 31/01/2019 3229 NAB Account Keeping Fee -34.70Bill Pmt -Cheque 31/01/2019 DD310119 Synergy ELECTRICITY Shire Properties 061118-070119 -1,055.25Bill Pmt -Cheque 31/01/2019 DD310119 Fuji Xerox - EFT PHOTOCOPY Lease 231218-220119 -317.02Total A01101 · Unrestricted Municipal Bank -208,688.76

CERTIFICATION OF CHIEF EXECUTIVE OFFICERI hereby certify that the Schedule of Accounts paid was submitted to Council on Thursday, 21 February 2019.All payments are as per the Annual Budget and are supported by vouchers and invoices and were not processed until goods and services were certified as received.

Taryn Dayman, Chief Executive OfficerCERTIFICATION OF CHAIRMANI hereby certify this schedule of accounts paid was submitted to the Council on Thursday, 21 February 2019for information pursuant to Section 6.8(2)(b) of the Local Government Act 1995.

Cr Quentin Davies, Chairman

Page 2 of 2

Attachment 10.1.1.3 Fuel Card Statement Nov 2018

Attachment 10.1.1.4 Fuel Card Statement Dec 2018

agenda - shire of wyalkatchem · 2019-02-21 · agenda for the ordinary meeting of council held in...

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