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Appendix 1 Appendix 1


SHIRE OF COLLIE

2017 Record Keeping Plan

In accordance with the State Records Act, 2000

Revision No: 4.1

Prepared by: Gary Bishop, Records Coordinator

Endorsed by: David Blurton, Chief Executive Officer

Adopted by Council: Pending

Approved by SRC: 17 March 2017

Expiry Date 17 March 2022



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TABLE OF CONTENTS INTRODUCTION ..................................................................................................................................... 1

1 PRINCIPLE ONE: PROPER AND ADEQUATE RECORDS ......................................................... 3

1.1 Historical Background ............................................................................................................ 3 1.2 Local Government History ..................................................................................................... 3 1.3 Strategic Focus and Main Business Activity .......................................................................... 4

1.3.1 Mission Statement .................................................................................................... 4 1.3.2 Vision Statement ....................................................................................................... 4 1.3.3 Council Values .......................................................................................................... 5 1.3.4 Outcomes (Objectives) ............................................................................................. 5

1.4 Functions, including those outsourced .................................................................................. 5 1.5 Major Stakeholders ................................................................................................................ 5 1.6 Enabling Legislation .............................................................................................................. 6 1.7 Legislation and Regulations Administered by the Shire of Collie .......................................... 6 1.8 Local Laws and Regulations Administered by the Shire of Collie ......................................... 6 1.9 Other Legislation Affecting the Shire of Collie ....................................................................... 6 1.10 Major Government Policy and/or Industry Standards ........................................................... 6

2 PRINCIPLE TWO: POLICIES AND PROCEDURES ..................................................................... 7

2.1 Records Management and Business Information Systems .................................................. 7

2.1.1 Records Management System ................................................................................. 7 2.1.2 Business Information System/s (BIMS) .................................................................... 7

2.2 Records Management Policy and Procedures ...................................................................... 8

2.2.1 Hard Copy Records .................................................................................................. 8

2.3 Electronic Records ................................................................................................................ 9 2.4 Certification of Policies and Procedures ................................................................................ 9 2.5 Evaluation of Policies and Procedures .................................................................................. 9

3 PRINCIPLE THREE: LANGUAGE CONTROL .......................................................................... 11

3.1 Keyword for Council’s Thesaurus ........................................................................................ 11 3.2 File Subject Headings .......................................................................................................... 11 3.3 Assessment of its Effectiveness .......................................................................................... 11

4 PRINCIPLE FOUR: PRESERVATION ............................................................................................... 12

4.1 Assessment of Risk ............................................................................................................. 12 4.2 On Site Storage ................................................................................................................... 12

4.2.1 Records Room: ....................................................................................................... 12 4.2.2 Archive Storage Room:........................................................................................... 12 4.2.3 Safe:........................................................................................................................ 13 4.2.4 Servers.................................................................................................................... 13



4.3 Storage and Backup of Records ......................................................................................... 13 4.4 Quantity of Records ............................................................................................................. 13 4.5 Security and Access ............................................................................................................ 13 4.6 Assessment of the Impacts of Disasters ............................................................................. 14 4.7 Strategies in Place for Prevention and Response ............................................................... 14

4.7.1 Vital Records Program ............................................................................................ 14 4.7.2 Back-up Procedures for Records ........................................................................... 14 4.7.3 Security ................................................................................................................... 14 4.7.4 Storage Reviews ..................................................................................................... 14 4.7.5 Recovery of Lost Information .................................................................................. 15

5 PRINCIPLE FIVE: RETENTION AND DISPOSAL ...................................................................... 16

5.1 General Disposal Authority for Local Government Records (GDA) .................................... 16 5.2 Existing Ad Hoc Disposal Authorities .................................................................................. 16 5.3 Existing Record Disposal Lists ............................................................................................ 16 5.4 Restricted Access Archives ................................................................................................. 16 5.5 Archives not Transferred to the SRO .................................................................................. 16 5.6 Disposal Program Implemented .......................................................................................... 16 5.7 Authorisation for Disposal of Records ................................................................................. 16

6 PRINCIPLE SIX: COMPLIANCE ................................................................................................. 17

6.1 Staff Training, Information Sessions ................................................................................... 17 6.2 Performance Indicators in Place ......................................................................................... 17 6.3 Agency’s Evaluation ............................................................................................................ 18 6.4 Annual Report ...................................................................................................................... 18

7 SRC STANDARD 6: OUTSOURCED FUNCTIONS .................................................................... 19

7.1 Recordkeeping Issues included in Contracts ...................................................................... 19 7.2 Planning ............................................................................................................................... 19 7.3 Ownership............................................................................................................................ 19 7.4 Control ................................................................................................................................. 19 7.5 Disposal ............................................................................................................................... 19 7.6 Access ................................................................................................................................. 19 7.7 Custody................................................................................................................................ 19 7.8 Contract Completion ............................................................................................................ 20 7.9 Table 8.1 – List of Shire’s Outsourcing ............................................................................... 20



APPENDIX 1 - SHIRE OF COLLIE STRATEGIC PLAN (REVISED 2013). .......................................... 21

APPENDIX 2 - FUNCTIONS OF THE LOCAL GOVERNMENT ........................................................... 65

APPENDIX 3 - LEGISLATION & REGULATIONS ADMINISTERED BY THE SHIRE OF COLLIE ...... 68

APPENDIX 4 - LOCAL LAWS & REGULATIONS ADMINISTERED BY THE SHIRE OF COLLIE ...... 70

APPENDIX 5 - OTHER LEGISLATION AFFECTING THE SHIRE OF COLLIE ................................... 71

APPENDIX 6 - RECORD MANAGEMENT POLICY ............................................................................. 72

APPENDIX 7 – CERTIFICATION OF POLICIES AND PROCEDURES ............................................... 76

APPENDIX 8 – LIST OF RECORDKEEPING PROCEDURES AND GUIDELINES ............................. 77

APPENDIX 9 - EXAMPLES OF AUDIT REPORTS .............................................................................. 79

APPENDIX 10 - FILE CLASSIFICATION SCHEME ............................................................................. 81

APPENDIX 11 - SHIRE OF COLLIE RECORDS DISASTER RECOVERY PLAN ............................... 82

APPENDIX 12 - SHIRE OF COLLIE RECORDS DISPOSAL PROCEDURES .................................... 97

APPENDIX 13 –DESTRUCTION OF RECORDS DECLARATION ...................................................... 99

APPENDIX 14 – RECORDKEEPING ANNUAL REPORT TO COUNCIL .......................................... 100

APPENDIX 15 – SRC STANDARD 6: OUTSOURCED FUNCTIONS ................................................ 103

APPENDIX 16 – SECURITY AND ACCESS CONTROLS ................................................................. 104



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Introduction

This document is presented to the State Records Commission in accordance with Section 28 of the State Records Act 2000 (the Act). Section 28 (5) of that Act requires that no more than 5 years must elapse between approval of a government organization’s Recordkeeping Plan and a review of it.

State Records Commission (SRC) Standard 1 – Government Recordkeeping requires that government organizations ensure that records are created, manage, and maintained over time and disposed of in accordance with principles and standards issued by the SRC. SRC Standard 2 – Recordkeeping Plans comprises six recordkeeping principles each of which contains minimum compliance requirements.

The purpose of this Recordkeeping Plan is to set out the matters about which records are to be created by the Shire of Collie and how it is to keep its records. The Recordkeeping Plan is to provide an accurate reflection of the recordkeeping program within the organization, including information regarding the organization’s recordkeeping system(s), disposal arrangements, policies, practices, and processes. The Recordkeeping Plan is the primary means of providing evidence of compliance with the Act and the implementation of best practice recordkeeping within the organization.

The objectives of the Shire of Collie RKP is to ensure:

• Compliance with Section 28 of the State Records Act 2000;

• Recordkeeping within the Local Government is moving towards compliance with State Records Commission Standards and Records Management Standard AS ISO 15489;

• Processes are in place to facilitate the complete and accurate record of business transactions and decisions;

• Recorded information can be retrieved quickly, accurately, and cheaply when required; and the

• Protection and preservation of the Local Government’s records.

In accordance with Section 17 of the Act, the Shire of Collie and all its employees are legally required to comply with the contents of this Plan.

This Recordkeeping Plan applies to all the Shire of Collie:

• Employees;

• Contractors;

• Organizations performing outsourced services on behalf of the Shire of Collie; and

• Elected members.

NOTE: The policy approach of the State Records Commission in monitoring the recordkeeping obligations in respect to Local Government elected members is:

“In relation to the recordkeeping requirements of local government elected members, records must be created and kept which properly and adequately record the performance of member functions arising from their participation in the decision-making processes of Council and Committees of Council.

This requirement should be met through the creation and retention of records of meetings of Council and Committees of Council of local government and other communications and transactions of elected members which constitute evidence affecting the accountability of the Council and the discharge of its business.

Local governments must ensure that appropriate practices are established to facilitate the ease of capture and management of elected members’ records up to and including the decision-making processes of Council.”



Local Governments are to address the management of elected member’s government records in accordance with this policy, in their Recordkeeping Plans.

This Recordkeeping Plan supersedes RKP2009 and applies to all records created or received by any of the above parties, regardless of:

• Physical format;

• Storage location; or

• Date created.

For the purposes of this RKP, a record is defined as meaning “any record of information however recorded” and includes:

(a) anything on which there is writing or Braille;

(b) a map, plan, diagram, or graph;

(c) a drawing, pictorial or graphic work, or photograph;

(d) anything on which there are figures marks, perforations, or symbols, having meaning for persons qualified to interpret them;

(e) anything from which images, sounds, or writings can be reproduced with or without the aid of anything else; and

(f) anything on which information has been stored or recorded, either mechanically, magnetically, or electronically.”

(State Records Act, 2000)



1 Principle One: Proper and Adequate Records

The Shire of Collie will ensure that records are created and kept which properly and adequately record the performance of the organisation’s functions and which are consistent with any written law to which the organisation is subject when performing its functions.

1.1 Historical Background

• 38,000BC – Currently Traditional land owners, the Noongar people came to the Collie area.

• 1829 Dr Alexander Collie and William Preston were the first Europeans to explore the area.

• 1829 Lieutenant Governor James Stirling named the Collie River after the Royal Navy surgeon on H.M.S. Sulphur, Dr Alexander Collie on which the town got its name.

• Early 1880 Coal was discovered near Collie by Mr George March a local shepherd.

• 1890 – Currently Development of coal mining industry.

• Dec 1897 Town site formally Gazetted as ‘Collie’.

• Jan 1898 Town site renamed ‘Colliefields’ as there was a railway station with the same name approximately 30km west of the town site.

• 1899 Town site renamed back to ‘Collie’ and the railway station with the same name 30km west of the town site was renamed Rowlands Railway Station.

1.2 Local Government History

• 26th January 1900 Collie Road District formed

• 18th January 1901 Collie Municipal District formed

• 2nd March 1951 Amalgamation of Collie Road District and Collie Municipality to form Collie Coalfields Road District

• 19th May 1961 Name change to Collie Road District

• 23rd June 1961 Name change to Shire of Collie

• 22nd December 1998 Existing North Town, South Town, West and South East Wards abolished.

• 5th January 2001 Number of Councillors reduced from 13 to 11 as from 5th May 2001.

On the 7 Dec 2016, the Shire of Collie employs 62 Full Time Employees, 17 Part-Time Employees, 14 Casual Employees, 5 Contracted Employees, and has 11 Elected Members (Councillors).



http://en.wikipedia.org/wiki/Alexander_Collie


The Shire of Collie maintains essential relationships with other organisations including;

o Lotteries Commission of West Australian

o South West Development Commission

o South West Area Consultative Commission

o West Australian Tourism Commission

o West Australian Planning Commission

o West Australian Electoral Commission

o Collie Chamber of Commerce and Industry

o Bunbury/Wellington Economic Alliance

o West Australian Local Government Association

o West Australian Public Sector, and

o Numerous State Departments and Agencies such as;

• Agriculture and Food • Child Protection

• Commerce • Communities

• Consumer and Employment Protection • Culture and the Arts

• Education, Employment, and Workplace Relations • Health

• Fisheries • Environment Regulations

• Housing • Human Services

• Indigenous Affairs • Justice

• Land Information • Local Government

• Mines and Petroleum • Parks and Wildlife

• Treasury and Finance • Police

• Regional Development • Sports and Recreation

• State Development • Transport

1.3 Strategic Focus and Main Business Activity

See Appendix 1 for a copy of the Shire of Collie Strategic Plan (Revised 2013).

1.3.1 Mission Statement

The Shire of Collie Mission Statement is;

“Provide appropriate services and infrastructure for an engaged community, both safely and sustainably.”

1.3.2 Vision Statement

The Shire of Collie Vision Statement is;

“Collie – a vibrant, growing and sustainable community where people live, visit & invest.”



1.3.3 Council Values

Our Values highlight what will underpin Council (at executive and organisational level) behaviours and decisions. They are:

• Leadership • Accountability

• Integrity • Respect

• Pride • Consultative

• Cooperative • Initiative

1.3.4 Outcomes (Objectives)

▪ Our Community A thriving, supportive and safe community.

▪ Our Natural Environment A protected and sustainable natural environment.

▪ Our Built Environment Infrastructure, land use and development that support the need of the community.

▪ Our Economy A strong and diversified economic base providing a range of business and employment opportunities.

▪ Our Business Good governance and an effective, efficient, and sustainable organisation.

1.4 Functions, including those outsourced

The Shire of Collie provides for the good governance of the community in its district, including legislative and executive functions. The services of the Shire of Collie will be available to all customers, free from any form of discrimination. The functions and activities of the Shire of Collie are described in Appendix 2. See item 7.9 for list of Shire’s outsourcing.

1.5 Major Stakeholders

The Shire of Collie has identified the following stakeholders as being amongst those whose interests Council must serve in a balanced and equitable manner:

• Ratepayers

• Residents

• Staff

• Developers

• Visitors

• The Media

• Major Employers

• Local Business Owners

• Other Local Authorities

• Coal Mining Industry

• Power Generation Industry

• The Natural Environment

• State and Commonwealth Governments

• Government Agencies and Departments



1.6 Enabling Legislation

Source - Local Government Act, 1995 The Shire of Collie is constituted as a district under the Local Government Act 1995. The general function of a local government is to provide for the good government of people living and working within its district and includes legislative and executive powers and responsibilities.

Using its legislative powers, a local government may make local laws prescribing all matters that are required or permitted to be prescribed by a local law, or are necessary or convenient to be so prescribed for it to perform any of its functions under the Local Government Act.

The local government's executive powers involve administering its local laws and doing other things that are necessary or convenient to be done for, or in connection with performing its functions under the Local Government Act, including the provision of services and facilities.

1.7 Legislation and Regulations Administered by the Shire of Collie

The Shire of Collie is wholly or partly responsible for administering the legislation and

regulations of State and Local Laws as listed in Appendix 3.

1.8 Local Laws and Regulations Administered by the Shire of Collie

See Appendix 4 for a listing of Local Laws and Regulations Administered by the Shire of Collie

1.9 Other Legislation Affecting the Shire of Collie

See Appendix 5 for a listing of Other Legislation Affecting the Shire of Collie

1.10 Major Government Policy and/or Industry Standards

The table below lists government and industry standards, and codes of practice that have been imposed on or adopted by the Shire of Collie.

Government & Industry Standards and Codes of Practice

Australian Accounting Standards

Australian Records Management Standard ISO/AS 15489-2002 Parts 1 & 2

Code of Conduct for Councillors, Committee Members, and Staff

General Disposal Authority for Local Government Records RD 99004

Local Planning Scheme No. 5 with Amendments

National Competition Policy

Residential Design Codes

State Records Commission Standards 1-8

Workers' Compensation Code of Practice (Injury Management) 2005



2 Principle Two: Policies and Procedures

2.1 Records Management and Business Information Systems

2.1.1 Records Management System

In October of 2009, the Shire of Collie purchased the Central Records module for inclusion to the Shire’s SynergySoft suite of integrated business systems. The new ERMS has many benefits over the old system in that it captures email, electronic documents and allows for the attachment of scanned paper documents to records. Central Records integrates with other SynergySoft modules and automatically captures documents and correspondence created in them (i.e. building, planning permits, customer services, etc.).

In addition to capturing records from other SynergySoft module, the installation of ‘Office Integration’ onto every computer allows Central Records to capture correspondence and documents directly from the Microsoft Office Suite of programs (Outlook, Word, Excel, and Power Point).

Immediately prior to changing over to Central Records, the Records Registry Log and hierarchy structure of the old system (RecFind) were download to spreadsheets. On completion of record migration to the new system, it was checked against the spread sheets for missing data.

As of November 2016, the Shire’s ERMS has indexed 66,557 records in 6,058 files.

The current Central Records ERMS serves the Shire well and there is no anticipation of changing the system soon.

2.1.2 Business Information System/s (BIMS)

The Shire of Collie incorporates the following Business Information Management Systems. All BIMSs are SynergySoft modules except for Romans, LeaseTrack and MoTrack. Access

to these systems is strictly controlled. See Appendix 16 for details of the 4 tier, Security and Access Controls.

BIMS Description of Data Held Int. with Records

Building Application, Licenses, Conditions, Owners Details

Cat Control Application, Licenses, Breed, Owners Details

Cemeteries Name, Age, DOB, Religion, Plot No. & Location

Core Financials Account, Banking, Budgeting, Receipting

Customer Service Work Requests, Private Works, Monitoring

Dog Control Application, Licenses, Breed, Owners Details

Electoral Roll Name, Age, DOB, Address, Sex

Excel Integration Workbook and Spreadsheets

Infringements Warnings, Infringement Notices, Correspondence

LeaseTrack Lease, Lessee, Lessor, Expiry, Fees, Responsibilities

Loans Budget Implications, Track, Management

Mapping Enquiry Overlays, Maps, Images,



BIMS Description of Data Held Int. with Records

MoTrack Record, track progress and correlate Council Motions

Payroll Name, Age, DOB, Rate, Title, Workplace, TFN

Planning Application, Licenses, Conditions, Owners Details

Purchase Orders Supplier, Item Description & Qty, Authorising Officer

Rates and Property Address, Asset No. Owner Details, Rate, Charges

Receipting Amount, Description, Payee Details, Date, Account Records

Management Softcopy & Hardcopy of every types of records

Records Office Integration Softcopy of MS Office Suite creations and emails.

Report Manager Reports

Romans Road Details and conditions

Stores Purchases, Control & Administration of Stock

2.2 Records Management Policy and Procedures

The CEO will appoint staff member/s to administer the Shire of Collie Recordkeeping system. The Records Administrator role will include the creation and updating of plans, policies, and procedures. See Appendix 6 for the Shire of Collie Records Management Policy.

2.2.1 Hard Copy Records

Evaluation of current recordkeeping policies and principals for hardcopy records.

Table 2.2.1 – Hardcopy Recordkeeping Activities

Recordkeeping Activities for the management of hard copy records and covered in the Shire of Collie Policies and Procedures

YES NO

Correspondence capture and control – including incoming and outgoing mail registration; responsibilities assigned for classifying, indexing and registration; file titling and file numbering conventions.

Digitization – including categories of records digitized; disposal of source records; digitization specifications. See General disposal authority for source records;

NB: This procedure is only required where the organization intends to dispose of source records prior to the expiration of the approved minimum retention period after digitizing.

Mail distribution – including frequency, tracking mechanisms and security measures.

File creation and closure – including assigned responsibility and procedures for file creation.

Access to corporate records – procedures for access to and security of corporate records.

Authorised disposal of temporary records and transfer of State archives



to the State Records Office (SRO) – responsibilities assigned and a regular disposal program is in place.

2.3 Electronic Records

The Shire of Collie will evaluate the recordkeeping policies and principals to ensure capture of electronically generated records.

Table 2.3 Electronic Recordkeeping Activities

Recordkeeping Activities for the management of electronic records and covered in the Shire of Collie Policies and Procedures

YES NO

Electronic records management – including the organisation’s approach and methodology for the capture and management of its electronic records

Email management – Capture, retention, and authorised disposal of email messages.

Website management –

i) If web information also exists, are hard copy guidelines in place to determine which is the complete and accurate record, particularly regarding the purpose of the site (e.g. whether informational/transactional).

ii) Responsibility for the website and strategies implemented for the management of the website over time.

Metadata management – including authority for the capture and control of metadata.

System/s management – including any delegations of authority for the control and security of systems utilised by the organisation.

Migration strategy – strategies planned or in place for migrating electronic records (and any assigned responsibilities) for long-term retention and access. See Public Records Policy: 8 – Policy for the ongoing management of electronic records designated as having archival value.

2.4 Certification of Policies and Procedures

Policies and procedures will be in place to underpin and provide a framework by which the Record Keeping Plan will be implemented and maintained. See Appendix 7 for the Shire of Collie Records Management Policy.

2.5 Evaluation of Policies and Procedures

The Shire of Collie will ensure that policies and procedures are in place to support the Record Keeping Plan and comply with legislative requirements and standards. It is recognised that recordkeeping procedures are constantly evolving to incorporate ‘Best Practices’, introduction of new technology and periodic changes to SRO guidelines and standards. See Appendix 8 for a list of record current procedures and guidelines (Dec 2016).

Evaluation of procedures and audits of the RKS users will be conducted regularly to monitor the quality and quantity of records created. Detailed performance reports will be provided to each



record user and department summaries provided to department Directors and the CEO. See Appendix 9 for examples of Audit Reports.



3 Principle Three: Language Control

The Shire of Collie will ensure appropriate controls are in place to identify and name government records.

3.1 Keyword for Council’s Thesaurus

The Shire of Collie uses the Keyword for Councils Thesaurus for the titling of all its records.

3.2 File Subject Headings

The Shire of Collie File Classification Scheme controls the use of subject headings for record files. Five variations to the Scheme have been made for Building, Planning, Reserve, Specific Roads, and Lease files to link these file titles to their property, road, or reserve numbers. See Appendix 10 to view the File Classification Scheme.

3.3 Assessment of its Effectiveness

The File Classification Scheme operates within the Shire of Collie and covers both administrative and operational activities. It is available for use by all staff responsible for the creation of records. Staff are trained to use the ERMS to create, file and retrieve records. The File Classification Scheme will be adjusted to reflect changes to the practices, policies or activities of the Shire of Collie as may occur from time to time.



4 Principle Four: Preservation

The Shire of Collie will ensure that records are protected and preserved as required for legal, legislative, financial, administrative, and historical purposes

4.1 Assessment of Risk

A copy of the Shire of Collie, Records Disaster Recovery Plan is shown at Appendix 11. The Records Disaster Recovery Plan includes; Assessment of Risks and Impacts of Disasters, and Strategies for the Prevention and Response to disasters. The plan also defines the roles and responsibilities for all employees and the organisational scope of the plan.

4.2 On Site Storage

The Shire of Collie records are held onsite in the Shire’s Administration Building, 87 Throssell Street, Collie WA. The storage facility includes:

4.2.1 Records Room:

The Records Room is a purpose-built room for the storage of active records and Shire’s Corporate Resource Library. It has the following features;

• Brick and tile construction.

• Mobil metal file compactor units for shelving,

• Controlled access – Lockable door and RCO workstation is at entry point to monitor access.

• Secure premises – No windows and lockable door. The building in which it is located is fitted with motion detectors, alarms, and automatic notification to security patrol.

• Fire door rated at 60 minutes.

• Air conditioning (Dedicated unit).

4.2.2 Archive Storage Room:

The Archive Storage Room is used for the storage of permanent and archival records. It has the following features;

• Brick and tile construction under main roof of building.

• Mobil metal file compactor units for shelving,

• Controlled Access – Room has locked door and key is only available from the Records Coordinator upon request.

• Exterior windows have been boarded up.

• Room is free of power outlets (potential ignition points).

• The room is in the Administration Building which is fitted with motion detectors, alarms, and automatic notification to security patrol.



4.2.3 Safe:

The safe is purpose built for the storage of vital records and valuable items. It has the following features;

• Heavy gauge metal construction

• Wooden shelving,

• Fire rated door,

• Controlled access by key.

• The safe is in the Administration Building which is fitted with motion detectors, alarms, and automatic notification to security patrol.

4.2.4 Servers

The Shire of Collie has 2 Servers, a primary server to meet the need of the Record Keeping System and a secondary server located at the Library for backup. Both servers have the following.

• Secure premises – No windows and lockable door. The building in which it is located is fitted with motion detectors, alarms, and automatic notification to security patrol.

• Air conditioning (Dedicated unit).

4.3 Storage and Backup of Records

Backups of the Shire of Collie’s electronic records will be done daily and stored offsite.

It is recognised that paper based records prior to the introduction of the Central Records ERMS in July 2010 are stored in shelves in the Shire’s Record and Archive rooms and are not backed up. Programs will be put in place to scan and back up Vital Records currently held only in paper format.

4.4 Quantity of Records

As of October 2016, the Shire of Collie has on-site custody of approximately:

• 230 metres of temporary records

• 120 metres of permanent records, and

• 2 metres of State archival records.

4.5 Security and Access

The Shire of Collie is to ensure the security of its records, both hard and electronic copies, and control access to them. This is accomplished through the following measures.

• Offsite back up of electronic records daily (databases, network, and websites).

• Lock up, alarm system, and automated security call out for administration building.

• Controlled public access to building and office area via swipe card or key.

• Key access to records storage rooms and safe.

• Logon to Shire’s computer network is password protected.

• Access to ERMS is password protected.

• Audit trail of access to network and ERMS, including individual records.

• Security levels are to be assigned to all users to control electronic access to records.

• Use of lockable filing cabinets for high security hardcopy records (e.g. personnel files).



4.6 Assessment of the Impacts of Disasters

The Shire of Collie will regularly evaluate the level of risk to the storage and safe keeping of records and update their Records Disaster Recovery Plan. Currently the risk of a disaster occurring to records has been assessed primarily as low to medium with only ‘Destruction of Data’ in the high-risk category.

The Records Disaster Recovery Plan will include strategies to ensure that business activities of the organisation are duly affected in the event of the more likely disaster occurring, ‘Destruction of Data’. To this end, the Shire of Collie will ensure that backup data is stored off-site.

4.7 Strategies in Place for Prevention and Response

The following will be implemented to reduce the risk of disaster and quick response should a disaster occur:

4.7.1 Vital Records Program

A vital records program will be developed for the Shire of Collie. Vital records have been identified as

• Deeds and Certificates of Titles of Land,

• Land leased to the Shire, Vestiges, and Management Orders,

• Land leased from the Shire,

• Legal documents,

• Contracts/Agreements/Memorandum of Understandings,

• Licences held and issued,

• Insurance policies,

• Town Planning Schemes and amendments, and

• Staff Records

Vital records in hard copy format will be stored in a lockable, fire resistant room or safe. Access to Vital records will be limited to senior management and monitored by Records staff. Access to electronic records will be controlled by hierarchy security level system from within the ERMS. A register of vital records will be keep and maintained by Record staff.

4.7.2 Back-up Procedures for Records

Hardcopy records that have been scanned (since July 2010) and fully electronic records of the Shire of Collie will be backed up offsite daily.

4.7.3 Security

The following security measures will be enforced to ensure the security of the Shire of Collie records:

• Paper records will be stored in locked/secure windowless rooms or the Safe. A key is required to obtain access, and access monitored by records staff.

• All electronic records will have a security level assigned them to control access and are backed up daily.

• Highly confidential files will be held in the safe and a security seal applied to them.

• See item 4.5 above for additional security measures in place.

4.7.4 Storage Reviews



Record storage facilities used by the Shire of Collie will be reviewed regularly to ensure conditions are appropriate for the safe keeping of the organisation’s records.

4.7.5 Recovery of Lost Information

The Shire of Collie will develop a set of quick response strategies to recover lost information, in all formats, should a disaster occur.

• duplication of hard copy vital records;

• back up of electronic records;

• offsite storage of backups;



5 Principle Five: Retention and Disposal

The Shire of Collie will ensure that records are retained and disposed of in accordance with an approved disposal authority.

5.1 General Disposal Authority for Local Government Records (GDA)

The Shire of Collie will use the current General Disposal Authority for Local Government Records (GDA) and the current General Disposal Authority for Local Government Source Records (GDA Source), provided by the State Records Office for the retention and disposal of its records.

5.2 Existing Ad Hoc Disposal Authorities

The Shire of Collie has not applied for, nor been granted Ad Hoc disposal authorities by the State Records Office up to this point in time (9 Nov 2016).

5.3 Existing Record Disposal Lists

The Shire of Collie has not submitted any disposal lists requiring approval by the State Records Commission.

5.4 Restricted Access Archives

The Shire of Collie has no State archives to which it intends to restrict access when they are transferred to the SRO.

5.5 Archives not Transferred to the SRO

All State archives held by the Shire of Collie will be transferred to the SRO for permanent preservation when requested by the SRO. State record boxes are to be clearly identified as “State Archives”, and stored separately from other boxes awaiting destruction.

5.6 Disposal Program Implemented

The Shire of Collie will have a systematic disposal of records in line with the SRO’s GDA and GDA Source. Please refer to Appendix 12 to view the disposal procedure.

5.7 Authorisation for Disposal of Records

The Shire of Collie senior management will review all Record Disposal Lists prior to disposal. The CEO will sign a Destruction of Records Declaration or Transfer of Records Declaration authorizing the destruction or transfer (disposal) of records. See Appendix 13 for example of Destruction of Records Declaration.



6 Principle Six: Compliance

The Shire of Collie will ensure their employees comply with the Record Keeping Plan.

6.1 Staff Training, Information Sessions

The Shire of Collie will implement the following activities to ensure that all staff are aware of their recordkeeping responsibilities and compliance with the Recordkeeping Plan:

Table 7.1 - Awareness and Compliance Activities

Activities to ensure staff awareness and compliance YES NO

New employees are given an Induction to recordkeeping, outlining their legal obligations, expectations and given practical training.

X

Employees are provided resources (Induction Manual, Records User Manuals, etc.) to assist in the use of the Shire’s ERMS.

X

Providers of the Electronic Records Management System conduct formal hands on training sessions for staff as required.

X

Staff are encouraged to attend record training courses elsewhere and as needed when practicable.

X

Staff are audited regularly with regards to records compliance. When required, additional one-on-one training is provided.

X

The Shire’s Intranet is used to publish recordkeeping information, highlight issues, or bring specific recordkeeping matters to staff attention.

X

The above training and support is provided to all staff who are likely to work with records. Record staff are provided additional specialised training to meet the needs of their job. Records staff also attend the South West Information Managers (SWIM) workshops and meetings held quarterly to review record keeping issues and stay informed of new ‘Best Practices’ in Records Management.

6.2 Performance Indicators in Place

Key performance indicators (KPI) will be identified and monitored to measure the efficiency and quality of the Shire of Collie’s recordkeeping systems. These KPIs will be monitored by;

• Use of a Record Quality Audit Tool to provide comparative statistical information on the following;

✓ number of records create,

✓ record status setting (Draft or Final),

✓ missing attachment, and

✓ Prefix indicator (E - ) for electronic copies at the start of the title descriptions.

• Audit of the overall number new records and files created,

• Assignment of a GDA to new files, and

• Feedback from record users.

See Appendix 9 for examples of Audit Reports.



6.3 Agency’s Evaluation

The Shire of Collie will conduct Record Audits regularly to monitor the quality of recordkeeping of individual staff members, Departments, and the Shire of Collie. These audits will provide comparative data to measure performance and predict tends. The availability and response times to comply with request for records and staff feedback is also used to evaluate the effectiveness and accuracy of the recordkeeping system.

6.4 Annual Report

The Shire of Collie will include a ‘State Records Act 2000 Compliance Report’ as part of the Shire of Collie Annual Financial Report. The compliance report will provide a summary of the Shire’s performance and actions, demonstrating compliance or otherwise with the State Records Act 2000 and the Shire of Collie Recordkeeping Plan. See Appendix 14 for a copy of the 2015-2016 State Records Act 2000 Compliance Report.



7 SRC Standard 6: Outsourced Functions

When the Shire of Collie enters agreements/contracts for the outsourcing of services, they will retain responsibility for records of these services. Records produced by the service provided, (such as activity reports, studies, correspondence, etc.) will be retained by the service provider as outlined in the State Records Act 2000 or forwarded to the Shire of Collie for captured into the Shire’s Record Keeping System.

7.1 Recordkeeping Issues included in Contracts

The Shire of Collie will ensure any contract or agreement entered by the Shire of Collie whereby an individual or another organisation is given the responsibility to perform a function or service for the Shire will include provisions that address each of the seven principles detailed in State Records Commission Standard 6 “Outsourcing”. See Appendix 15 for extract from contract form.

7.2 Planning

The Shire of Collie will include the creation and management of proper and adequate records of the performance of the outsourced functions detailed above, in the planning process for the outsourced functions.

7.3 Ownership

The Shire of Collie will ensure that the ownership of State records is addressed and resolved during outsourcing exercises. This will be included in the signed contract/agreement.

7.4 Control

The Shire of Collie will ensure when a contractor creates and controls records in electronic or hard copy format that it is in accordance with recordkeeping standards, policies, procedures, and guidelines stipulated by the Shire of Collie.

7.5 Disposal

The disposal of all State records which are the product of or are involved in any contract/agreement between the Shire of Collie and a contractor/agent will be disposed of in accordance with the SRO’s General Disposal Authority for Local Government Records.

7.6 Access

Conditions for the provision of access to any State records produced during the contract/agreement be agreed between the Shire of Collie and the contractor/agent.

7.7 Custody

Custody arrangements between the Shire of Collie and the contractor/agent for State records stored on and off site by the contractor will be specified in the contract.



7.8 Contract Completion

All arrangements regarding record custody, ownership, disposal, and transfer upon the completion of the contract/agreement will be specified in the contract/agreement.

7.9 List of Shire’s Outsourcing of Services

Function Description

Community Properties Cleaning of Public Toilets & Security and monitoring of Council properties.

Community Services After Hours Call Centre

Customer Relations Conduct, analyse and report on community surveys

Governance Running of and collection of ballot papers for Council Election

Information Technology Computers and network

Land Use & Planning Shire Planner Service as required

Legal Services Provides legal services to the Shire

Parks & Reserves Design and construction of parks and public areas

Rates & Valuations Rates recovery.

Roads Provision of road sealing plant and drivers.

Sewerage & Drainage Pick up and removal of liquid waste materials.

Waste Management Receipt and processing of organic and recyclable waste

Waste Management Pickup and delivery of commercial and residential waste.

(Back to 1.4 Functions, including those outsourced) (Back to Appendix 2 Functions of the Local Government) (Back to top of document)



APPENDIX 1 - Shire of Collie Strategic Plan (Revised 2013).



Table of Contents

FOREWORD ............................................................................................................................................................ 23

ABOUT THIS PLAN ............................................................................................................................................... 24

SHIRE SNAPSHOT ................................................................................................................................................ 26

TOWN PROFILES .................................................................................................................................................. 27

POPULATION PROFILE ...................................................................................................................................... 28

VISION ...................................................................................................................................................................... 32

MISSION .................................................................................................................................................................. 32

CORE VALUES ........................................................................................................................................................ 33

STRATEGIC DRIVERS .......................................................................................................................................... 34

STRATEGIC RISK MANAGEMENT .................................................................................................................... 35

STRATEGIC PLAN FRAMEWORK..................................................................................................................... 36

GOAL 1: OUR COMMUNITY ............................................................................................................................... 37

GOAL 2: OUR NATURAL ENVIRONMENT ...................................................................................................... 41

GOAL 3: OUR BUILT ENVIRONMENT ............................................................................................................. 44

GOAL 4: OUR ECONOMY ..................................................................................................................................... 48

GOAL 5: OUR BUSINESS...................................................................................................................................... 51

RESOURCE CAPACITY ......................................................................................................................................... 54

PERFORMANCE MEASUREMENT .................................................................................................................... 56

STRATEGIC PLAN IMPLEMENTATION .......................................................................................................... 62

INFORMING STRATEGIES .................................................................................................................................. 63



Foreword Message from the Shire President

The Shire of Collie is entering an exciting and challenging phase. As a Council we are looking to meet these challenges that face us and to ensure that Collie is well positioned to move forward and to be recognised as a great place to live, visit and invest. Our Strategic Community Plan 2013-2022 is an exciting Plan, one which provides the community with an insight into what we are trying to achieve and how we think we may able to achieve this. It is not however set in concrete. The Council understands that we are working in an environment which is changing quickly and as such local government organisations must be prepared to move with these changes and have a Plan which

is flexible enough to give consideration to new developments and deal with issues that may arise without comprising our strategic objectives. We have developed this Strategic Community Plan and its Vision for Collie following consultation with our community over a number of years. We are committed to, and will be working to ensure we communicate strongly in the future and listen to what our community is saying. I hope that you are as excited about Collie’s future as the Council is, and I look forward to achieving what we set out to do in this Plan, in making Collie a great place to live, visit and invest.

Wayne Sanford Shire President



About This Plan The Strategic Community Plan is a requirement under the Local Government Act 1995 (WA) and is designed to align community aspirations with long term Local Government strategies and resourcing. The Strategic Community Plan 2013–2022 has been developed with reference to the specific plans and strategies of the Shire, together with relevant Regional and State plans and with direct input from the community through consultation processes. A range of methods have been applied in sourcing the views and opinions of the broader Collie Community. These methods include:

• Formal surveying (461 responses)

• Facebook interaction

• Community focus groups (61 attendees)

• Community workshops (51 attendees)

• Regional Centre Committee (representing Industry, Government, Community & Service

Sectors (13 members)

• Elected Member & Senior Management workshops (14 attendees)

• Staff workshops (18 attendees)

These processes have all contributed to the identification of aspirations, issues and opportunities across the Local Government key result areas (community, economy, natural and built environments, and governance/organisation) for the period 2013–2022. The Strategic Community Plan provides a high level aspirational Vision statement (where we want to be), together with an organisational Mission statement (our purpose). These high level statements provide a context for Goals (high level outcomes linked to achieving the Vision), which have in turn provided the strategic framework for the Outcomes (to attain Goals) and Strategies (specific activities to achieve the Outcomes). Specific actions and projects to implement the Strategies identified in the Strategic Community Plan are developed as part of the Shire’s Corporate Business Planning process. These are defined at the service level and link the Strategic Community Plan to Council operations and resourcing.



The diagram below illustrates the interrelationship of the Strategic Community Plan and the Corporate Business Plan structures.



Shire Snapshot

The Shire of Collie is located in the south west region of Western Australia, covering an area of 1,711 square kilometres. The town of Collie is the Shire’s municipal centre. The Shire has small townships at Allanson and Cardiff.

The first inhabitants of the Collie area were the west Bibbulmun people.

James Stirling and William Preston were the first Europeans to explore the area in 1829.

Coal was discovered in the early 1880s and coal fields were developed in the late 1890s. In 1961 the district was reconstituted as the Shire of Collie following the enactment of the Local Government Act.

Today, Collie is the centre of coal mining in Western Australia, providing the State’s entire coal

supplies from two major mines, with two coal fired power stations providing power for the

State electricity grid. The Worsley Alumina refinery is the largest manufacturing business

within the Shire. The Shire also has timber, agriculture, horticulture and aquaculture industries.

The Collie Local Government Area is a major economic hub of the South West region,

accounting for in excess of 30% of the South West region’s Gross Regional Product in 2010-11.

Collie’s strong local economy is underpinned with significant current and planned industrial

development. This potential for growth was recognised by the Western Australian government

through the designation of Collie as a SuperTown in 2011, one of only nine in the State.

Collie also has significant natural environmental assets, with a State Forest, National Park and

natural and manmade waterways. Tourist attractions include Wellington Forest, Bibbulmun

Track, Munda Biddi Trail, Stockton Lake, Lake Kepwari, Minninup Pool, Honeymoon Pool, Collie

River, Wellington Dam, Harris River Dam and Glen Mervyn Dam.

Collie has a vibrant community with a growing population and is recognised as being an

inclusive and safe community within which to live. Its population in 2011 was 9,127 people.

The Collie community is represented by 11 elected members of Council.



http://en.wikipedia.org/wiki/James_Stirling_(Australian_governor)

http://en.wikipedia.org/wiki/William_Preston

http://en.wikipedia.org/wiki/Coal

Town Profiles

Kendenup

Collie

Allanson Allanson is located approximately 6 kilometres west of Collie along the Coalfields Road. Gazetted in 1912, the area was originally set aside for coal miners so they could live close to the mines. Today, the town has approximately 605 residents and hosts a primary school, post office and nursery. Given its close proximity, Allanson relies on Collie for most of its services.

The small communities of Collie Burn and Cardiff grew from mining camps around coal mines, and still exist today as a popular lifestyle option. The Scottish Colliery attracted workers to Collie Burn and the Cardiff Colliery introduced workers to Cardiff. Collie Burn was promoted as a desirable area to live, with access to the south branch of the Collie River for pleasure boats. Through several decades of the last century, the Cardiff community had a post office, store and school. The Cardiff Hall has been renovated and maintained over the years and is still well utilised with regular events.

Collie is located 213 kilometres south of Perth and 59 kilometres

inland from Bunbury. The town of Collie was named after the river on

which it is situated, which in turn was named after surgeon and settler

Dr Alexander Collie. The townsite was surveyed and gazetted in 1897.

The town provides a number of essential services including the Collie

District Hospital, medical clinics, District Police Station and Collie

Airport. The majority of the Shire’s key educational institutions are

located in Collie, including five primary schools, the Collie Senior High

School and the South West Institute of Technology.

Collie Burn & Cardiff




Population Profile

Population The Shire of Collie has experienced relatively slow population growth from 2006 to 2011 increasing from 8,614 persons to 9,127, or 5.96%. The median age of people in Collie was 39 years. Of note is that Collie’s 25-34 year age group was 2.7% below the Western Australia average and the 55-64 age group was 2.3% above the State average. Of the people aged 15 years and over, 48.5% are married, which is consistent with State and National averages. The Shire’s gender distribution is slightly skewed, with males making up 53.8% of the population, compared with Western Australia’s 50.3%.

The median weekly personal income for people aged 15 years and over the Shire in 2011 was $558, which was 16% less than the Western Australian average of $662 per week. The median



weekly income for households was $1,339 and $1,695 for families, compared with the Western Australian average of $1,415 and $1,722 for households and families respectively.

The median monthly mortgage repayment for Shire residents in 2011 was $1,586 and the median weekly rent payment was $195. This makes the cost of living in the Shire relatively affordable compared to wider Western Australia, where median monthly mortgage repayments were $1,950 and median weekly rent was $300. At the time of the 2011 Census, 26.9% of Shire residents were attending an educational institution. Of these, 32.5% were in primary school, 18.7% in secondary school and 11.0% in a tertiary or technical institution. Those in a university or tertiary institution constituted only 2.7% of those attending an educational institution, significantly lower than the Western Australian average of 13.5% and Australian average of 14.3%.



Employment Collie has experienced strong economic growth since 2006-07, growing at an average rate of 8.8% per annum on the back of its coal mining and alumina refining industries. This rate of growth is expected to continue into the future. However, despite the region's strong economic growth, local employment has not followed suit as significant portions of the local workforce are from outside the Shire. The three major industry sectors for employment in the Shire are Coal Mining (504 persons or 12.1%), Heavy and Civil Engineering Construction (227 persons or 5.5%) and School Education (224 persons or 5.4%). These three industries employed 955 persons, or 23%, of the Shire’s labour force. In comparison, the average for Coal Mining employment in Western Australia is 0.1% of the workforce, 1.4% for Heavy and Civil Engineering Construction and 5.1% for School Education.

Of the 4,367 Shire residents who reported being in the labour force in the 2011 Census, 2,673 (61.2%) were employed full time and 1,126 (25.8%) were employed part time. The Shire has, on average, a greater proportion of full time employees than Western Australia and wider Australia. Shire residents also, on average, tend to work longer hours than those across Western Australia and Australia, with 52.7% of the labour force working 40 or more hours per week, compared with only 47.9% for WA and 45.3% for Australia. The three most common occupations for Shire residents are Technicians and Trades Workers (1,135 persons or 27.3% of employed persons), Labourers (726 persons or 17.4%) and Machinery Operators and Drivers (652 persons or 15.7%). These occupations employ 2,513 people in total, or 60.4% of the employed resident population. In comparison, the same occupations account for 34% of employed Western Australian residents. The table below illustrates the percentage of the workforce employed in principal occupations in Collie in comparison to Western Australian and Australian averages.



8 Vision

9 Mission

Vision

Collie – a vibrant, growing and sustainable community where people live, visit and invest.

Mission

Provide appropriate services and infrastructure for an engaged community, both safely and sustainably.



10 Core Values

Core Values

• Leadership

• Accountability

• Integrity

• Respect

• Pride

• Consultative

• Cooperative

• Initiative



11 Strategic Drivers

Strategic Drivers The following factors will shape the future of the Shire of Collie from both an economic and community perspective. To be successful, we will need to work together with the community, industry, State and Federal governments to ensure that we position our policies, strategies, projects and services to take advantage of the opportunities and respond to the challenges they present :

• Sustainability of major industries

• Industrial diversification

• Government policy on SuperTowns

• Population

• Tourism opportunities

• Technology developments

• Service industries

• Lifestyle



Strategic Risk Management Council is committed to taking an organisational approach to risk management. It will ensure it has a policy framework in place to ensure risk is both identified and managed appropriately on behalf of the Collie Community. Strategic level risks are associated with achieving planned outcomes and can be internal or external in nature. They are usually owned and managed by Council and/or the Executive Team.

Risk Impact Mitigation External

Community are not engaged with Council

Community not aware of what Council is trying to achieve on their behalf

Council has an extensive community consultation policy which will be reviewed regularly. Community engagement will be monitored bi-annually

Community don’t buy into the strategic direction established by Council

Discontent in the community about the direction of Council

Public consultation over the 2011/12/13 years has been extensive, and will continue into the future. Information will be provided to the community regularly on achievements and progress of strategic projects

Government Policy changes and local government reform forced

Collie could form part of a larger regional Council, with focus on the community potentially lost

Council will keep itself informed as to the progress of local government reform and continue to advocate on behalf of the Community

Increased legislative burden

Potential escalating administrative cost with focus taken away from strategic issues

Monitor, ensure appropriate resources are available to deliver both legislative and strategic requirements

Local Industry growth does not occur

Community does not grow Continue to promote and provide an environment in Collie which is conducive to employment growth

SuperTown Program not continued

Some of the aspirational projects required by the State Government through the program not achievable

Deliver on the currently funded SuperTown projects, continue to Lobby through for the continuation of the program

State Government services in Collie are not supported

Services such as water management, education and health (for example), are not sufficient to encourage people to live in Collie

Continue to lobby government for increased government services in Collie

Internal

Full integration of planning does not occur

Council does not achieve its stated objectives

Chief Executive Officer to ensure understanding of planning across the organisation

Full Elected Members buy into the strategic direction of Council does not occur


Shire President provide leadership to Council

Employees don’t buy into the strategic direction established by Council


Chief Executive Officer to continue wide promotion of strategic direction internally

Turnover of key employees


Continue to provide a working environment which is conducive to performance

Issues associated with Industrial rating not resolved

Significant financial challenges Develop rating policy which promotes affordability, equity and fairness, continue to push for the rating matter to be resolved



Strategic Plan Framework The table below provides an overview of the Shire’s Goals, Outcomes and Key Performance Indicators in each Strategic area.

Strategic Focus:

Our Community

Our Natural Environment

Our Built Environment

Our Economy Our Business

Goals: A thriving, supportive and safe community

A protected and sustainable

natural environment

Infrastructure, land use and

development that supports the needs of the community

A strong and diversified

economic base providing a

range of business and employment opportunities

Good governance and

an effective, efficient and sustainable

organisation

Outcomes: • Health, education and family support services that are accessible and meet the needs of the community

• Participation in sport, recreation and leisure opportunities

• An active and supportive community

• A growing community

• A safe community

• A protected natural environment

• Water resources sustainability

• Effective waste diversion and recovery

• Adaptation to climate change

• Appropriate land use, development and conservation of heritage

• Attractive townscapes and streetscapes

• A safe and reliable transport system

• Council buildings and service related assets that support community needs

• A sustainable asset and infrastructure base

• Local industrial development and diversification

• A strong business and services sector

• A growing tourism industry

• Good governance and leadership

• Effective and efficient people and corporate services

• Financial sustainability and accountability

Key Performance Indicators

• Percentage change in population

• Number of dwelling approvals

• Community satisfaction with health and education facilities

• Percentage change in offences against property/person

• Cost of domestic waste management per property

• Community satisfaction with kerbside recycling

• Community perception of Collie River condition

• Average condition rating of roads

• Average condition rating of footpaths

• Community perception of infrastructure adequacy

• Percentage variance of Collie unemployment rate with State average

• Percentage change in labour force

• Asset consumption ratio

• Asset sustainability ratio

• Asset renewal funding ratio

• Community perception of Council customer service

• Staff turnover rate



12 Goal 1: Our Community

Goal 1: Our Community

A thriving, supportive and safe community



Outcome 1.1: Health, education and family support services that are

accessible and meet the needs of the community. Strategy 1.1.1: Foster and encourage the prioritisation and

implementation of recommendations resulting from the community health services study whilst advocating for the upgrade of Collie hospital facilities and services.

Strategy 1.1.2: Foster and encourage the prioritisation and implementation of recommendations resulting from the community education study.

Strategy 1.1.3: Support and promote opportunities for youth development, employment and activities.

Strategy 1.1.4: Support the provision of a range of facilities and services to encourage the retention of the aged in our community.

Strategy 1.1.5: Advocate for the provision of adequate early childhood facilities and programs.

Strategy 1.1.6: Support lifelong learning, arts and culture in the community through the provision of library and cultural facilities and services.

Strategy 1.1.7: Promote a high standard of public health in the context of local government.

Strategy 1.1.8: Support a collaborative approach to alcohol management in the community.

Strategy 1.1.9: Ensure people with disabilities can access and use Shire facilities and services.



Outcome 1.2: Participation in sport, recreation and leisure

opportunities. Strategy 1.2.1: Provide and promote sport, recreation and leisure

facilities and programs. Strategy 1.2.2: Monitor, revise and implement a local Sport and

Recreation facilities Plan. Strategy 1.2.3: Provide support to local sport and recreation clubs and

groups to increase public participation.

Outcome 1.3 An active and supportive community. Strategy 1.3.1: Support community initiated and owned projects. Strategy 1.3.2: Work in partnership with community groups to

increase volunteer numbers. Strategy 1.3.3: Support and encourage participation in community and

civic events. Strategy 1.3.4: Develop stronger links with the local Indigenous

community. Strategy 1.3.5: Recognise and celebrate the culturally diverse groups

within the community.



Outcome 1.4 A growing community.

Strategy 1.4.1: Attract new residents through promoting and marketing the lifestyle, natural environment, facilities, services, and business opportunities in Collie.

Strategy 1.4.2: Encourage the development of rural residential opportunities.

Strategy 1.4.3: Work with industry and other employers to encourage new employees to reside in Collie.

Outcome 1.5 A safe community Strategy 1.5.1: Work with the local Police Department and other

relevant agencies to provide a safer community. Strategy 1.5.2: Support emergency and fire management planning,

preparedness, response and recovery arrangements. Strategy 1.5.3: Provide animal management services.



13 Goal 2: Our Natural Environment

Goal 2: Our Natural Environment

A protected and sustainable natural environment



Outcome 2.1: A protected natural environment.

Strategy 2.1.1: Support community based environmental protection initiatives.

Strategy 2.1.2: Encourage industry to take a collaborative approach to environmental management.

Strategy 2.1.3: Investigate the supply of natural gas to residential areas.

Outcome 2.2: Water resources sustainability Strategy 2.2.1: Advocate for improvement of the Upper Collie River

Catchment. Strategy 2.2.2: Facilitate the revitalisation of the Collie River

environment in the town, seeing a significant improvement by 2018.

Strategy 2.2.3: Advocate for improved water quality and utilisation of the Wellington Dam for recreational purposes.

Strategy 2.2.4: Monitor, revise and implement the International Communities for Local Environmental Initiatives (ICLEI) Water Campaign Local Action Plan.

Strategy 2.2.5: Promote water conservation practices in the community.



Outcome 2.3: Effective waste diversion and recovery.

Strategy 2.3.1: Provide waste collection, recycling and disposal services.

Strategy 2.3.2: Promote recycling, reuse and minimisation of waste in the community.

Strategy 2.3.3: Support development of appropriate regional waste management strategies.

Outcome 2.4: Adaptation to climate change Strategy 2.4.1: Identify and undertake appropriate climate protection

actions aligned with the International Communities for Local Environmental Initiatives (ICLEI) programs.

Strategy 2.4.2: Incorporate energy saving initiatives into all new and redeveloped Council facilities and encourage the community to adopt energy saving initiatives in their homes and developments.

Strategy 2.4.3: Incorporate environmentally friendly initiatives into Council facilities.

Strategy 2.4.4: Advocate for cleaner coal technologies.



14 Goal 3: Our Built Environment

Goal 3: Our Built Environment

Infrastructure, land use and development that supports the needs of the community



Outcome 3.1: Appropriate land use, development and conservation

of heritage. Strategy 3.1.1: Ensure appropriate planning controls for land use and

development through the administration of the local planning scheme and strategies.

Strategy 3.1.2: Promote the development of high quality residential developments within the community.

Strategy 3.1.3: Identify urban renewal opportunities within the Community.

Strategy 3.1.4: Support and promote the conservation and maintenance of heritage buildings, sites and places of interest.

Outcome 3.2: Attractive townscapes and streetscapes. Strategy 3.2.1: Develop attractive infrastructure and vibrant services

and retail shopping in the Central Business district. Strategy 3.2.2: Manage and maintain the Council’s parks, gardens,

verges and open space at appropriate standards. Strategy 3.2.3: Upgrade and maintain the approaches to Collie.



Outcome 3.3: A safe and reliable transport system.

Strategy 3.3.1: Maintain and further develop local roads and footpath networks at appropriate standards.

Strategy 3.3.2: Lobby the State Government for upgrading of main roads servicing the Shire.

Strategy 3.3.3: Work with Main Roads WA to manage heavy vehicle movement through Collie.

Outcome 3.4: Council buildings and service related assets that support community needs.

Strategy 3.4.1: Ensure public buildings, facilities and public amenities are provided and maintained at an appropriate standard.

Strategy 3.4.2: Provide an appropriately serviced cemetery for the community.

Strategy 3.4.3: Ensure service related machinery, vehicles and equipment are provided and maintained in accordance with asset management principles.



Outcome 3.5: A sustainable asset and infrastructure base.

Strategy 3.5.1: Develop and implement long-term asset management plans for all Council assets.

Strategy 3.5.2: Develop capital programs based on asset management plans and complete identified projects within scheduled timeframes.

Strategy 3.5.3: Maintain effective liaison with other levels of government and regional bodies to ensure coordinated provision of regional infrastructure.

Strategy 3.5.4: Maintain and further develop Councils drainage network at appropriate standards.



15 Goal 4: Our Economy

Goal 4: Our Economy

A strong and diversified economic base providing a range of business and employment opportunities



Outcome 4.1: Local industrial development and diversification.

Strategy 4.1.1: Lobby the government for ongoing commitment to the WA Regional Centres (SuperTowns) Program.

Strategy 4.1.2: Promote and support local industry development and diversification.

Strategy 4.1.3: Ensure the provision of serviced light industrial land. Strategy 4.1.4: Support development of the Collie Shotts Industrial

Area and Coolangatta Industrial Estate. Strategy 4.1.5: Encourage industry to employ from within the Collie

community. Strategy 4.1.6: Ensure appropriate response to industry related

environmental noise and air quality.

Outcome 4.2: A strong business and services sector. Strategy 4.2.1: Promote and support growth in the commercial,

professional and government services sectors. Strategy 4.2.2: Work with the Collie Chamber of Commerce and

Industry to promote improved retail facilities and encourage local shopping.

Strategy 4.2.3: Promote information technology business opportunities utilising the National Broadband Network.

Strategy 4.2.4: Promote and support ongoing communication between local business and Council to assist Council to understand and where required take action to support their development.



Outcome 4.3: A growing tourism industry.

Strategy 4.3.1: Promote and support the Lake Kepwari development. Strategy 4.3.2: Promote and support the Collie Motor Sport Complex

development. Strategy 4.3.3: Lobby for the development of Stockton Lake and Black

Diamond. Strategy 4.3.4: Provide appropriate visitor servicing facilities including

the Collie Visitor Centre and Collie Caravan Park. Strategy 4.3.5: Promote and raise awareness of Collie’s tourism

potential including natural environmental and heritage attractions.

Strategy 4.3.6: Support regional tourism initiatives that provide local tourism growth.



16 Goal 5: Our Business

Goal 5: Our Business

Good governance and an effective, efficient and sustainable organisation



Outcome 5.1: Good governance and leadership.

Strategy 5.1.1: Monitor, review and implement Council’s communication strategy.

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

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

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

Strategy 5.1.5: Administer local laws and ensure compliance with statutory obligations.

Outcome 5.2: Effective and efficient people and corporate services. Strategy 5.2.1: Develop and implement a workforce plan and

appropriate human resource management policies and procedures to provide opportunities for our staff in a safe and supportive environment.

Strategy 5.2.2: Provide and promote responsive customer services. Strategy 5.2.3: Ensure information and communications services

support efficient service delivery and meet compliance requirements.

Strategy 5.2.4: Manage corporate risks, supported by appropriate policies and procedures.

Strategy 5.2.5: Manage integrated planning and reporting in accordance with local government regulations.

Strategy 5.2.6: Promote continuous improvement of services, corporate systems and processes.

Outcome 5.3: Financial sustainability and accountability. Strategy 5.3.1: Develop appropriate resource sharing opportunities. Strategy 5.3.2: Lobby the State and Federal governments to oppose

cost shifting to Local Government. Strategy 5.3.3: Advocate for industry covered by State Agreement Acts

to contribute to our rate base equitably. Strategy 5.3.4: Ensure a rating system is in place which is transparent

and promotes equity, timeliness, affordability and comparability.



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

Strategy 5.3.6: Continue to work with the State Government to ensure a sustainable Local Government.



Resource Capacity The table below highlights the trend in the population and resourcing position of the Shire of Collie over the 5 year period between the last two Censuses; 2006 and 2011.

* Includes non-cash items

The Shire of Collie is fortunate to be part of the WA Government Regional Centre’s (SuperTowns) Development program. As one of nine towns in the southern half of Western Australia, Collie is preparing and planning to take advantage of that expansion - attracting thousands of new residents and workers to explore and enjoy life in some of the most beautiful parts of regional Western Australia. This population growth being projected for Collie will be managed in accordance with an extensive community growth plan which highlights infrastructure requirements as the population expands. From the Councils perspective there are a range of factors which will be impacted as a result of the growth, which have been factored into the resource planning undertaken. A decreasing Federal Government Assistance is currently presenting a significant financial challenge for the Council. A combination of a changing grants commission methodology and a projected increasing rate base has resulted in an $800,000 per year reduction to be phased in over the four years commencing 2012. This coupled with an existing valuation challenge by the Blue Waters Power Station (currently $650,000 per year) represents a challenge for the Council to identify additional and more equitable revenue streams, whilst also ensuring costs are managed accordingly. Existing employment costs, as the single largest expenditure item, are set to increase approximately 4% per annum over the four years to 2017, however in addition to this as additional 4 FTE are projected to be required to ensure the strategic objectives of the Council are able to be satisfied. These additional staffing levels are however contingent upon detailed business cases being presented to the Council in accordance with the strategic human resource plan requirements.

Resource Profile 2006

(2006/07 where

applicable)

2011

(2011/12 where

applicable)

2016 (projected)

Population 8,614 9,127 10,711

Number of Electors TBD 5,094 5,998

Employees 67 FTE 71 FTE 75 FTE

Rates $3,167,289 $4,106,017 $5,754,369

Financial Assistance Grants $1,340,304 $1,804,535 $2,128,965

Other Grants $1,642,042 $14,884,867 $2,260,753

Other Operational Income $2,916,973 $2,498,935 $2,335,634

Capital Expenditure $3,209,639 $5,079,540 $4,445,171

Operational Expenditure* $6,870,604 $10,339,424 $11,808,772

Value of Assets $88,964,988 $113,531,779 $121,272,936



Asset management plans developed by the Council clearly indicate that the 2013 level of spending is sufficient to ensure that service levels are maintained to the existing levels in most asset classes; whilst in some, current spending will see levels improve dramatically. As a consequence the future year projections developed focuses on maintaining existing asset spend as a minimum standard. From an underlying financial management perspective Council is mindful of its current operating deficit. Whilst the trend of deficits is set to continue it is projected that they will decrease to less than 10% of operating revenue by 2020. Council is committed to continuing to explore initiatives and options to reduce this deficit to a sustainable level and is confident that with strong fiscal policy and management this will occur.



Performance Measurement The following strategic measures or key performance indicators will be monitored and reported annually, to track the Shire’s progress in achieving the outcomes identified in the Strategic Community Plan.

Our Community 1. Percentage Change in population

a. Measure Population movements according to ABS (Australia Regional Population Growth, ABS Catalogue 3218.0).

b. Performance

2. Number of dwelling approvals

a. Measure Number of new homes built in Shire of Collie (Shire of Collie Building statistics)

b. Performance

3. Community satisfaction with health and education facilities

a. Measure Bi‐ Annual perceptions survey of community

b. Performance TBA

4. Percentage change in offences against property/person

a. Measure (WA Police Crime Statistics) Assault This group is made up of the offences non‐aggravated sexual assault, aggravated sexual assault, non‐aggravated assault, and aggravated assault. Burglary (dwelling) To enter or attempt to enter any building, structure, tent, vehicle or vessel that is ordinarily used for human habitation without consent, with intent to commit an offence such as to steal property.

b. Performance

Year (June 30) Actual Target Variation

2011-2012 116 3.4% 1.2%

Year (June 30) Actual Target Variation

2011-2012 44 50 -12%

Year (June 30) Assaults Burglary (home)

2008-2009 124 80



Our Natural Environment 1. Cost of domestic waste management per property

a. Measure Indicator of costs associated with Council’s Waste Management, expressed as $ value per rateable property (Shire of Collie Financial & Land Rating data). Formula : Total Cost of Waste Management (per schedule 10)

Total number of rateable properties (GRV & UV)

b. Performance

2. Community satisfaction with kerbside recycling

a. Measure (Biennial) Indicator of Community satisfaction with recycling initiatives, expressed as mean satisfaction calculation (Shire of Collie Community Surveying data) Questions: How satisfied are you with Council’s performance in this area? 10 = totally satisfied; 1 = totally dissatisfied

b. Performance

2009-2010 117 78

2010-2011 131 68

2011-2012 108 55

2012 – 2013 (March) 120 41

Year Actual Target Variation

2009 $199 $160 24.4%

2010 $169 $160 5.7%

2011 $171 $160 6.9%

2012 $193 $160 20.6%


2009 N/A N/A N/A

2010 80% 75% 5%

2011 N/A N/A N/A

2012 71% 75% -4%



3. Community perception of Collie River condition a. Measure

Bi‐ Annual perceptions survey of community perception

b. Performance TBA

Our Built Environment 1. Average condition rating of roads

a. Measure Indicator of average condition rating of roads, calculated by dividing WDV by the Replacement Value (RV) (per asset management plan)

b. Performance

2. Average condition rating of footpaths

a. Measure Indicator of average condition rating of footpaths, calculated by dividing WDV by the Replacement Value (RV) (per asset management plan)

b. Performance


2004/05 62.97%

62.5%

0.47%

2005/06 61.52% -0.98%

2006/07 80.56% 18.06%

2007/08 78.66% 16.16%

2008/09 77.40% 14.90%

2009/10 76.38% 13.88%

2010/11 75.41% 13.99%

2011/12 66.46% 3.94%


2008 58%

62%

4%

2009 61% -1%

2010 64% 2%

2011 66% 4%

2012 65% 3%



3. Community perception of infrastructure adequacy a. Measure (Biennial)

Indicator of Community satisfaction with council roads, expressed as percentage of respondents rating >=8 in the quantitative scale of 1 to 10 (Shire of Collie Community Surveying data) Questions: How satisfied are you with Council’s performance in this area? 10 = totally satisfied; 1 = totally dissatisfied (EW3)

b. Performance

Our Economy 1. Percentage variance of Collie unemployment rate with State average

a. Measure (Annual June 30) Indicator of job market, expressed as percentage (Australian Government Small Area Labour Markets data)

b. Performance

2. Percentage change in labour force

a. Measure (Annual) Indicator of job market, expressed as a number (Australian Government Small Area Labour Markets data)


2009 N/A N/A N/A

2010 52% 60% -8%

2011 N/A N/A N/A

2012 N/A N/A N/A

Year Actual – Collie unemployment

Target – Less than Western Australia

unemployment

Variation

2008 5.9% - -

2009 4.9% - -

2010 5.6% 3.7% 1.9%

2011 6.5% 4.2% 2.3%

2012 5.7% 4.0% 1.7%



b. Performance

Our Business 1. Asset consumption ratio

a. Measure Depreciated replacement of cost of asset (written down value) divided by current replacement costs of depreciable assets, expressed as a percentage.

b. Performance

2. Asset sustainability ratio

a. Measure Capital expenditure of replacement or renewal divided by depreciation expense, expressed as a percentage.

b. Performance

Year Actual – Increase in labour force

Variation – year on year

2008 4,927 -

2009 5,128 3.99%

2010 4,923 -4%

2011 4,917 -0.01%

2012 5,134 4.44%

Asset Consumption Ratio

Assets at Cost 130,577,465

Less: Accumulated depreciation 39,405,676

91,171,789

= ----------------- = 0.698

Asset at Cost 130,577,465 130,577,465

Asset Sustainability Ratio

Capital Expenditure of Assets 4,443,273

4,443,273

= ------------------- = 2.017

Depreciation of Assets 2,202,966 2,202,966



3. Asset renewal funding ratio a. Measure

Net present value of planned capital expenditure based on current Department guidance on renewals over ten years divided by the net present value of the required capital expenditures on renewals over the same period (expressed as a percentage)

b. Performance TBA

4. Community perception of Council customer service

a. Measure (Biennial) Indicator of Community satisfaction with Council in providing efficient & effective customer service, expressed as a percentage (Shire of Collie Community Surveying data) Questions: please indicate how satisfied you are with the Shire’s performance in

providing efficient and effective customer service

b. Performance

5. Staff turnover rate

a. Measure Indicator of staff turnover, expressed as a percentage (Shire of Collie Community Surveying data) Formula : Total Full Time and Part Time Employee departure (non Council initiated)

Total Full Time and Part Time Employee

b. Performance


2008 60%

Greater than industry average of

year

2009 N/A N/A

2010 56%

2011 N/A N/A

2012 TBD TBD

Year Actual – staff turnover

Target Variation

2008 18.9%

15% or less

3.9%

2009 9% -6%

2010 13% -2%

2011 17.9% 2.9%

2012 9.1% -5.9%



Strategic Plan Implementation The Strategic Community Plan drives the development of the Corporate Business Plan, both of which are integrated with and informed by the Council’s Asset Management, Workforce and Long Term Financial Plans. Together they form the Local Government Integrated Planning and Reporting Framework. The integration of strategic, business, asset, service and financial plans means the Shire’s resources are aligned to the strategic directions and aspirations of the Shire of Collie and its community. Implementation of this Strategic Plan is achieved through the corporate and service level actions and projects that are identified through the Corporate Business Planning process. Key performance indicators at the strategic and operational levels provide valuable information on how efficiently the Shire is delivering its services, actions and projects and how successful it is in achieving its outcomes and goals set out in the Strategic Community Plan.



Informing Strategies The following Shire Plans and Strategies have informed the development of outcomes and strategies in the Community Strategic Plan. They also inform the identification of priority actions and projects in the Corporate Business Plan, which links directly with the Strategic Community Plan.

• Annual Budget 2012/2013 incorporating the 10 year Financial Plan

• Building Asset Management Plan

• Business Case Proposal for Collie Motorplex

• Business Case Proposal for Urban Renewal of Wilson Park

• Collie Community Safety and Crime Prevention Plan 2012 – 2015

• Collie River Revitalisation Project

• Collie SuperTown Economic Development Plan

• Corporate Plan 2012

• Disability Access and Inclusion Plan 2012 to 2017 Implementation Plan

• ICLEI Water Campaign™ Shire of Collie Local Action Plan 2011 to 2015-16

• Review of existing education services in Collie and identification of future potential

opportunity

• Review of existing health and aged care services in Collie and identification of future

potential opportunity

• Strategic Plan 2008-2013

In addition to Shire Plans and Strategies, the Strategic Community Plan considered relevant State and Regional Plans and Strategies such as the Roads to Export Greater Bunbury Infrastructure Investment Plan, the South West Regional Plan, and the South West Action Statement.



End of Strategic Community Plan. Return to 1.3 Shire of Collie Strategic Plan (Revised 2013).



APPENDIX 2 - Functions of the Local Government

The following table lists the functions undertaken by the Shire of Collie. Where all or some portion of a function is outsourced, it is listed in Table 8.1 of the Shire of Collie Record Keeping Plan.

Functions of the Local Government

Function Brief Description of LG Function

Pe

rfo

rme

d b

y t

he

LG

Pe

rfo

rme

d b

y a

n

Ex

tern

al

Ag

en

cy

Commercial Activities

The function of competing commercially or providing services to other local governments or agencies on a fee for service basis. Includes undertaking activities on a consultancy or contract basis.

X X

Community Relations

The function of establishing rapport with the community and raising and advancing the Council’s public image and its relationships with outside bodies, including the media and the public.

X X

Community Services

The function of providing, operating or contracting services to assist residents and the community. (After hours calls, legal & Community Surveys)

X X

Corporate Management

The function of applying broad systematic planning to define the corporate mission and determine methods of the LG’s operation.

X

Council Properties

The function of acquiring, constructing, designing, developing, disposing, and maintaining facilities and premises owned, leased, or otherwise occupied by the LG. (Cleaning of public toilets)

X X

Customer Service

The function of planning, monitoring and evaluating services provided to customers by the council.

X X

Development & Building Controls

The function of regulating and approving building and development applications for specific properties, buildings, fences, signs, antennae, etc. covered by the Building Code of Australia and the Environment Protection Authority. (Shire Planning services as required)

X

Economic Development

The function of improving the local economy through encouragement of industry, employment, tourism, regional development, and trade.

X

Emergency Services

The function of preventing loss and minimising threats to life, property, and the natural environment, from fire and other emergency situations.

X

Telecommuni-cations

The function of providing infrastructure services, such as telecommunications.

X

Environmental Management

The function of managing, conserving and planning of air, soil and water qualities, and environmentally sensitive areas such as remnant bushlands and threatened species.

X

Financial Management

The function of managing council's financial resources. X

Governance The function of managing the election of Council representatives, the boundaries of the Council districts and wards, and the terms and conditions for Councillors.

X

Government Relations

The function of managing the relationship between the Council and other governments, particularly on issues which are not related to normal Council business such as Land Use and Planning or Environment Management.

X





Pe

rfo

rme

d b

y t

he

LG

Pe

rfo

rme

d b

y a

n

Ex

tern

al

Ag

en

cy

Grants & Subsidies

The function of managing financial payments to Council from the State and Federal Governments and other agencies for specific purposes.

X

Human Resources

The function of managing the conditions of employment and administration of personnel at the Council including consultants and volunteers.

X

Information Management

The function of managing Council’s information resources, including the storage, retrieval, archives, processing, and communications of all information in any format.

X

Information Technology

The function of acquiring and managing communications and information technology and databases to support the business operations of the Council. (IT network & security).

X X

Land Use & Planning

The function of establishing a medium to long term policy framework for the management of the natural and built environments. (as required)

X X

Laws & Enforcement

The function of regulating, notifying, prosecuting, and applying penalties in relation to Council's regulatory role.

X

Legal Services The function of providing legal services to the LG. X

Library & Information Services

The function of providing and managing public library and information services to the community.

X

Parks & Reserves

The function of acquiring, managing, designing, and constructing parks and reserves, either owned or controlled and managed by Council.

X X

Plant, Equipment & Stores

The function of managing the purchase, hire or leasing of all plant and vehicles, and other equipment. Includes the management of Council’s stores. Does not include the acquisition of information technology and telecommunications.

X

Public Health The function of managing, monitoring and regulating activities to protect and improve public health under the terms of the Public Health Act, health codes, standards, and regulations.

X

Rates & Valuations

The function of managing, regulating, setting, and collecting Council income through the valuation of rateable land and other charges.

X X

Recreation & Cultural Services

The function of the Council arranging, promoting, or encouraging programs and events in visual arts, craft, music, performing arts, sports and recreation, cultural activities, and services.

X

Risk Management

The function of managing and reducing the risk of loss of Council properties and equipment and risks to personnel.

X

Roads The provision of road construction and maintenance of rural roads and associated street services to property owners within the Council area.

X X

Sewerage & Drainage

The function of designing and constructing, maintaining, and managing the liquid waste system, including drainage, sewerage collection and treatment, stormwater and flood mitigation works.

X

Traffic & Transport

The function of planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport.

X





Pe

rfo

rme

d b

y t

he

LG

Pe

rfo

rme

d b

y a

n

Ex

tern

al

Ag

en

cy

Waste Management

The function of providing services by Council to ratepayers for the removal of solid waste, destruction and waste reduction is outsourced. All other waste management tasks, i.e. landfill site, is done by the Shire.

X X

Water Supply The function of designing, constructing, maintaining, and managing the potable water system to residents.

X

(Return to 1.4 Functions, including those outsourced) Return to 7.9 for list of Shire’s outsourcing



APPENDIX 3 - Legislation and Regulations Administered by the Shire of Collie

Legislation & Regulations Tick if YES,

Agriculture and Related Resources Protection Act 1976

Animal Welfare Act 2002

Building Act 2011

Building Regulations 2012

Bush Fires Act 1954

Bush Fire Regulations

Caravan Parks and Camping Grounds Act 1995

Caravan Parks and Camping Grounds Regulations 1997

Cat Act 2011

Dangerous goods safety Act 2004

Disability Services Act 1993

Dog Act 1976

Dog Regulations 2013

Emergency Management Act 2005

Environmental Protection Act 1986

Environmental Protection (Noise) Regulations 1997

Food Act 2008

Food Regulations 2009

Hairdressing Establishment Regulations 1972

Health Act 1911

Health Regulations

Heritage of Western Australia Act 1990

Land Administration Act 1997

Litter Act 1979

Liquor Control Act 1988

Local Government Act 1995

Local Government (Miscellaneous Provisions) Act 1960

Local Government Grants Act 1978

Local Government Regulations

Main Roads Act 1930

Parks and Reserves Act 1895

Planning and Development Act 2005

Radiation Safety Act 1975

Radiation Safety Regulations

Rates and Charges (Rebates and Deferments) Act 1992

Rights in Water and Irrigation Act 1914

Residential Design Codes of WA



Legislation & Regulations Tick if YES,

Road Traffic Act 1974

Strata Titles Act 1985

Telecommunications Act (Commonwealth) 1997

Telecommunications (Low Impact Facilities) Determination 1997

Transfer of Land Act 1893

Valuation of Land Act 1978

Waterways Conservation Act 1976

Return to 1.7 Legislation and Regulations Administered by the Shire of Collie



APPENDIX 4 - Local Laws and Regulations Administered by the Shire of Collie

Shire of Collie Current Local Laws (July 2016)

Activities in Thoroughfares and Public Places and Trading Local Law 2012

Bees Keeping of 1962

Bush Fire Brigades 2000

Cemeteries Local Law 2010

Deposit of Refuse and Litter - Draft Mode 1966

Dogs Local Law 2010

Duties of the Shire Clerk 1966

Extractive Industries 1989

General 1952

Health 2001

Long Service Leave 1953

Motels 1949

Parking and Parking Facilities Local Law 2012

Piano Grand Control, Use and Charges of 1956

Pool Control, Operation, and Management of the Mine Workers 1990

Poundage Fees 1953

Refuse, Rubbish and Disused Materials Clearing of Land and Removal of 1992

Standing Orders Local Law 2008

Storage of Inflammable Liquids - Draft 1965

Storage of Inflammable Liquids - Model 1963

Return to 1.8 Local Laws and Regulations Administered by the Shire of Collie



APPENDIX 5 - Other Legislation Affecting the Shire of Collie

Other Legislation and Regulations Tick If Yes

Building Services (Registration) Act 2011

Criminal Code 1913

Electronic Transactions Act 2011

Equal Opportunity Act 1984

Evidence Act 1906

Freedom of Information Act 1992

Freedom of Information Regulations 1993

Industrial Awards

Industrial Relations Acts (State and Federal)

Interpretation Act 1984

Limitation Act 1935, 2005

Occupational Safety and Health Act 1984

Occupational Safety & Health Regulations 1996

Parliamentary Commissioner Act 1971

State Records Act 2000

State Records (Consequential Provisions) Act 2000

State Records Commission Principles & Standards 2002

Swan and Canning Rivers Management Act 2006

Workers Compensation and Injury Management Act 1981

Return to 1.9 Other Legislation Affecting the Shire of Collie



APPENDIX 6 - Record Management Policy

Copy of the Shire of Collie Record Management Policy 2015.



Return to 2.2 Records Management Policy and Procedures



APPENDIX 7 – Certification of Policies and Procedures

Copy of Certificate of Shire of Collie Records Management Policy.

Return to 2.4 Certification of Policies and Procedures



APPENDIX 8 – List of Recordkeeping Procedures and Guidelines

Procedure Title Description All

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Ad

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Boxes - Preparation Procedure 111104.pdf Instruction on how to pack, label, index, and boxed records for storage. 1

Building - Email Applications Process 131208.pdf How to process electronic applications - Incomplete 1

Building - Paper Applications Processing 2016.pdf Procedure for handling and registering paper based building applications. 1

Building Application - Document Handling Flowchart.pdf Flowchart showing the handling of Building Applications 1

Central Records Administrators - Template Maintenance.pdf Maintaining Central Records Template User Guide 1

Central Records Administrators User Guide.pdf Central Records Administrators User Guide 1

Central Records Basics.pdf ERMS basic introduction and quick start. 1

Central Records Essentials.pdf ERMS records registration user manual 1

Central Records Excel Integration V10.1 Release Notes. pdf Excel Integration - Release Notes for Administrators 1

Central Records Office Integration User Guide VlO.l.pdf ERMS integration add-in for use with MS Office, Word, Excel & Power Point. 1

Central Records Online User Training Paid online service offering numerous Central Records units. 1

Central Records Quick Reference Cards VlO.l.pdf ERMS quick reference cheat sheets for beginners 1

Central Records Report Manager User Guide.pdf Central Records Report Manager User Guide 1 1 1

Dealing with Electronic Applications.pdf How to process electronic applications - PowerPoint 1 1

Digital Stamps and Records 161208.pdf Procedure for the digital stamping and signing of fully electronic Building applications. 1 1

Elected Members Recordkeeping Induction Video on Recordkeeping obligation for elected members (Councillors) 1

Elected Members Records Info Sheet SRO records info sheet for elected members 1



Procedure Title Description All

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Ma

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How to Sort and File Records. Pdf Procedure for how to sort and file paper based records once reg. 1

Incoming Mail Flow Chart 161208.pdf Incoming mail, paper, and email processing flow chart. 1 1

Incoming Mail Registration Process 161208.pdf Detailed step-by-step on how to process incoming mail 1 1

Incoming Mail Registration Process Short Version 160726.pdf Abridged short version of how to process incoming mail 1 1

Introduction to Records 161208 .pdf Users introduction to Records - Requirements & Responsibilities 1

Oversize Drawing Registration Procedure 161208.pdf How to register and storage of oversize drawings and maps 1 1

Record Keeping Operational Policy 161208.pdf Record user operational procedure 1

Records Quality Audit Report Procedures 160730.pdf User guide for using the Record Quality Audit tool (incomplete) 1

Records Starter Kit for Records User's 161207.pdf Synergy’s Quick Reference, Office Integration, Central Records Basics & Essentials 1

Records Tip of the Week 47 bit-sized Record tips for handling records. (currently being updated) 1

Searching in MoTrack 101116.pdf Using MoTrack - Council's motion tracking system 1 1

SynergySoft Customer Services User Guide V4.pdf User manual for Synergy Customer Services 1 1

SynergySoft Online Support 2015_Redacted.pdf Guide to online support for Synergy 1

SynergySoft Side Panel User Guide.pdf User manual for SynergySoft Side Panel 1

SynergySoft V10. installation Guide - NET.pdf User manual for SynergySoft installation 1

SynergySoft V10.1 Release Notes. pdf User manual for SynergySoft Release Notes 1

SynergySoft_Address Dissect User Guide.pdf User manual for SynergySoft Address Dissect 1

SynergySoft_Names and Addresses User Guide.pdf User manual for SynergySoft Names and Addresses 1 1

SynergySoft_Report_Manager _User_ Guide.pdf User manual for SynergySoft Report Manage 1

What to Register and by Whom 161208.pdf Information on what to register and by whom 1

Return to 2.5 Evaluation of Policies and Procedures



APPENDIX 9 - Examples of Audit Reports

Detailed Audit Report to Individuals



Summary Audit Report to Department Directors

Return to 2.5 Examples of Audit Reports

Return to 6.2 Performance Indicators in Place



APPENDIX 10 - File Classification Scheme

The following codes are used within the Electronic Records Management System and comply with the State Records Office ‘Keywords for Local Governments’.

• Commercial Activities - CMA

• Corporate Management - CMG

• Council Properties - CPR

• Community Relations - CRL

• Customer Service - CST

• Community Services - CSV

• Development and Building Controls - DBC

• Economic Development - EDV

• Emergency Services - EMG

• Energy Supply and Telecommunications - EST

• Environmental Management - ENV

• Financial Management - FIN

• Governance - GOV

• Government Relations - GVR

• Grants and Subsidies - GAS

• Information Management - INF

• Information Technology - ITC

• Land Use and Planning - LUP

• Laws and Enforcement - LAW

• Legal Services - LEG

• Parks and Reserves - PKS

• Plant, Equipment, and Stores - PES

• Public Health - PHL

• Rates and Valuations - RAV

• Recreation and Cultural Services - RCS

• Risk Management - RSK

• Roads - RDS

• Sewerage and Drainage - SAD

• Traffic and Transport - TAT

• Waste Management - WST

• Water Supply - WTR

Exceptions to Keywords for Local Governments are made for the following files.

• Personnel – “PER” followed by the Employees ID number. i.e. “PER/213”.

• Leases – “L” followed by the Reserve Number. i.e. “L43438”.

• Reserves – “R” followed by the Reserve Number. i.e. “R43438”.

• Planning – “A” followed by the Property Assessment Number. i.e. “A1234”.

• Building – “A” followed by the Property Assessment Number and ends with a “B”. i.e. “A1234B”.

• Number Indexed – This refers to the files held by the Shire of Collie prior to the introduction of the Records Act 2000. These files do not have a GDALG number applied to them and are no longer used. They will be kept in storage until they are inspected and vital records processed into the Electronic Records Management System.

Return to 3.2 File Subject Headings



APPENDIX 11 - Shire of Collie Records Disaster Recovery Plan

Record Keeping System

Disaster Recovery Plan

Prepared By: Gary Bishop - Records Coordinator

Revision History

1.0 – 1 December 2003

2.0 – 5 September 2009

3.0 – 15 May 2012

4.0 – 2 December 2016

File Reference: INF/001, N-16-2015

Electronic File Location

\\CSC-SBS\Corporate Services\Records Management\Disaster Recovery

Endorsed By: Director Corporate Services 13/12/2016

Accepted By: Executive Management Team 13/12/2016



TABLE OF CONTENTS

1. INTRODUCTION 84

2. THE RKS DISASTER RECOVERY TEAM MEMBERS: 84

3. STATEMENT OF IMPORTANCE 84

4. RISK ANALYSIS 87

5. INVENTORY 88

5.1 Electronic Components 88

5.2 Physical Components 88

6. RECOVERY REQUIREMENTS 89

6.1 Level 1: Council Office Compromised 89

6.2 Level 2: Server Rooms Compromised 89

6.3 Level 3: Server Failure 89

6.4 Level 4: Data Loss 89

6.5 Level 5: Paper Loss 89

7. COUNTER MEASURES 90

7.1 Vital Records 90

7.2 Duplication of Electronic Records 90

8. RECOVERY STRATEGY 90

8.1 Establish the nature of the Disaster 90

8.2 Plan Recovery 90

8.3 Implement Appropriate Recovery Operations 90

8.3.1 Level 2: Server Room Compromised 91

8.3.2 Level 3: Server Failure 91

8.3.3 Level 4: Data Loss 91

8.3.4 Level 5: Paper Loss 91

8.4 Return to Normal Operating Mode 92

9. CONTINUITY PROCEDURES 92

9.1 Electronic Records Management System or Records Database Down 92

9.2 Network Down 93

9.3 Loss PC’s & Server in Admin Building. 93

9.4 Loss PC’s & Server in Admin Building. 93

9.5 Loss of Admin Building, PC’s & Server. 94

10. RESPONSIBILITIES 95

11. RESOURCES 96

12. TRAINING PROGRAM 96

13. TESTING PROGRAM 96

14. REFERENCES 96



INTRODUCTION A properly managed Record Keeping System (RKS) empowers an organisation to utilise the knowledge stored in its records. It allows the organisation to provide the right information, to the right person, in the right time and at a reasonable cost.

The Shire of Collie’s RKS is are vital business systems incorporating the use of hardware, software, procedures, and staff to deliver significant benefits to the organisation. The purpose of implementing and maintaining this system is to make available records quickly, and easily which:

• Support decision making,

• Support operational activities,

• Act as evidence of business decisions and transactions,

• Meet statutory obligations,

• Provide historical reference,

• Enhance administrative efficiency,

A disaster recovery plan is essential to ensure the swift, efficient, and effective resumption of the Shire of Collie’s RKS, and the wide range of activities it supports following a disaster. This document provides a plan for the recovery of the RKS in the event of a disaster, including the importance of recovery, risks faced by the Shire of Collie, various components needing protection, recovery requirements, counter measures, responsibilities, resources required and essential ongoing training and testing programs.

1. The RKS Disaster Recovery Team Members:

The Records Disaster Recovery Team Members consist of:

• Director Corporate Services (Team Coordinator),

• Director Development Services,

• Director Technical Services,

• Records Coordinator.

2. Statement of Importance

The Shire of Collie’s RKS is a vital corporate system that combined with an Electronic Records Management System (ERMS) manages, stores and provides access to the Shire of Collie’s records. All incoming correspondence and internally created records are stored within the SynergySoft ERMS. Any disaster resulting in the entire or partial loss of records in the ERMS would be immense.

In the event of a disaster affecting the Shire of Collie’s RKS, the swift and complete recovery of the system would be essential in ensuring minimal impact on Shire of Collie operations. Information is a key resource in all processes at the Shire of Collie, and the loss of this resource would either significantly slow each process or halt some process entirely. The RKS, as the primary repository for Shire of Collie information, has the greatest potential to impact the widest range of Shire of Collie operations if destroyed.



The loss of the Shire of Collie’s RKS could impact the Shire of Collie in several ways. The major areas of likely impact are detailed below:

Time to Recovery & Level of Impact

Area of Impact 4 Hours 1 Day 2 Days 1 Week 1 Month Never

1) Customer Service Levels M H H H H H

2) Staff Down Time L M H H H H

3) Uninformed Decision Making

L L M M H H

4) Loss of Corporate Memory

L L M M H H

5) Legal Exposure L L L M M H

6) Cost of Recreating Information

L L L M M H

7) Legislative Non-Compliance

L L L L M H

Legend

L Low

M Moderate

H High

Area of Impact:

1) Breach of Customer Service Levels: The slowing of Shire of Collie processes due to an inability to access required information, for even a short period, would quickly impact the Shire of Collie’s ability to meet its advertised customer service levels. This would result in a flow on impact to Shire of Collie customers and degradation of the Shire of Collie’s image in the community.

2) Staff Down Time: With most office staff utilising the RKS in their day-to-day activities the effect of the unavailability of the system on staff productivity would be significant. For short periods of system unavailability, non-computer based work could be performed, however as the period increases so does the impact on staff productivity.

3) Uninformed Decision Making: Being unable to access the right information at the right time can easily lead to uninformed decision making by Shire of Collie staff. In the short term, important decisions could be deferred, however as time pressures increase, decisions would have to be made without the benefit of potentially valuable information contained in Shire of Collie records.

4) Loss of Corporate Memory: The loss of the Shire of Collie’s Corporate Memory would have an immense impact in the long term. A Corporate Memory helps to provide an organisation with its corporate identity, heritage, and



historical reference as well as empowering staff to make improved business decisions, prevent duplication of effort, increase administrative efficiency, and learn from the organisation’s previous decisions. The Shire of Collie’s Corporate Memory also makes a valuable contribution to the Public Memory of Western Australia, a vital historical resource for everyone in the WA community and beyond.

5) Legal Exposure: Shire of Collie records are utilised to support a legal defence or to substantiate prosecutions for the Shire of Collie on various matters. The unavailability of such records may result in a significant legal exposure for the Shire of Collie, by either not being able to undertake appropriate prosecutions under various empowering acts or not being able to adequately defend itself regarding actions brought against it.

6) Cost of Re-creating Information: The loss of information used to support Shire of Collie operations cannot be accepted in the medium to long term. Such information is necessary to carry out these operations and would need to be re-created so that the activities could continue. The re-creation of many years’ worth of information would be a very costly if not impossible task.

7) Legislative Non-Compliance: The Shire of Collie is required to comply with numerous acts and regulations covering all the Shire of Collie’s diverse functions and operations. Of note is the State Records Act 2000 which governs the record keeping function of all government agencies in Western Australia. Non-compliance in terms of the retention and protection of Shire of Collie records may result in penalties and embarrassment for the Shire of Collie in the State Parliament.



3. Risk Analysis

The following table details the major risks affecting the Shire of Collie’s Record Keeping System. The event level refers to the level of severity of the disaster should it occur, with level 1 being the highest and level 5 being the lowest. The chance of the disaster occurring has been estimated in terms of low, moderate, or high likelihood. Level 1: Extreme Level 2: Critical Level 3: Major Level 4: Minor Level 5: Insignificant

Risk Description Event Level Likelihood

Fire - Main Shire Office Significant fire damage to whole of Shire Admin building Level 1 Low

Fire Damage - Records Storage Areas & Archive Storage

Fire or smoke damage to paper records in Records Room

Fire or smoke damage to paper records in Archive Room

Level 1

Level 2

Moderate

Moderate

Water Damage - Records Storage Areas & Archive Storage

Water damage to paper records in Records Room

Water damage to paper records in Archive Room

Level 1

Level 2

Moderate

Moderate

Fire - Server Room Significant fire or smoke damage to Server Room Level 2 Moderate

Water Damage - Server Room Water damage to Server hardware Level 2 Moderate

Hardware Failure Failure of any computer hardware component of RKS Level 3 High

Malicious Damage Deliberate damage or destruction of computer hardware Level 3 Moderate

Theft Theft of computer hardware Level 3 Moderate

Destruction of Data Accidental or malicious destruction of computer data Level 4 Low

Vermin Damage to paper records by vermin Level 4 Low



4. Inventory

This section of the plan details the components of the RKS that require safeguarding. A ranking is given to each component to indicate the priority that should be given to each during any recovery activities. The inventory also provides details such as the format/operating system, location/host computer, custodian, and security classification of each component.

4.1 Electronic Components

Item Ranking Operating System

Host Computer System

Custodian Security Classification

SynergySoft Central Records Module 10.1.631 1 Windows SOC Network Server Finance Manager Sensitive

Microsoft Small Business Server 2007 1 Windows SOC Network Server Finance Manager Sensitive

Microsoft Windows 7 OS 2 Windows User’s PCs Finance Manager Sensitive

4.2 Physical Components

Item Ranking Format Location Custodian Security Classification

Physical Files 1 Paper & Electronic Records Rooms Rec Co Restricted

Vital Records 1 Paper & Electronic Safe Rec Co Sensitive

Legal Documents 1 Paper & Electronic Records Rooms Rec Co Sensitive

Council Minutes 1 Paper & Electronic Records Rooms & Safe Rec Co Public

Financial Records: Current 1 Paper & Electronic Finance Work Area Fin Mgr. Restricted

Financial Records: Old 2 Paper & Electronic Archive Room Rec Co Restricted

Archives Files 2 Paper & Electronic Archive Room Rec Co Restricted

Shire Publications 2 Paper & Electronic Library, Records Room Rec Co Public

Library Texts 3 Paper Library Info Mgr. Public

Library Journals 3 Paper & Electronic Library Info Mgr. Public



5. Recovery Requirements

Five major disastrous events have been identified that could impact the Shire of Collie’s RKS. The severity for each event has been ranked, with level one being the highest and level five being the lowest. This section of the disaster recovery plan describes these five event levels. Required recovery times for levels two, three and four subject to the response times of the IT support companies engaged by the Shire of Collie.

5.1 Level 1: Council Office Compromised

The total compromise of Council Offices due to a major event such as fire, flood, earthquake or bombing, although highly unlikely, is a risk for the Shire of Collie. The compromise of the Council office has been categorised as a level one event and would have an extreme impact on most operation within the Shire of Collie.

The required recovery for an event of this magnitude would possibly need to include alternative accommodation, furniture, office equipment, information technology infrastructure and additional staffing, as well as the recovery of the Shire of Collie’s Record Keeping System.

Due to the wide-ranging impact of a level one event, recovery from such a disaster is well beyond the scope of this disaster recovery plan. It is recommended that the recovery strategy for this level event be considered by the (Risk Management Taskforce).

5.2 Level 2: Server Rooms Compromised

The compromise of the one of the two Server Rooms, including the failure of a Server on which the RKS runs due to a localised event such as fire or flood has been categorised as a level two event.

5.3 Level 3: Server Failure

The failure of a RKS Server (with the Server Room stable) due to an event such as hardware failure, theft or malicious damage has been categorised as a level three event.

5.4 Level 4: Data Loss

The loss of data from the RKS Server (with the server hardware stable) due to an event such as accidental or malicious destruction of data has been categorised as a level four event.

5.5 Level 5: Paper Loss

The loss or damage of paper records due to fire, smoke, water, or pestilent damage has been categorised as a level five event. Note the required recovery times are variable dependent on the importance of the individual records damaged.

Required Recovery Time (Vital Records): 8 Hours.

Required Recovery Time (Other Records): 2 Weeks to never depending on damage.



6. Counter Measures

This section details two sets of counter measures that are required to be implemented and maintained to ensure the protection of the Shire of Collie’s Record Keeping System. Some of these measures are preventative in nature (to avoid a disaster from occurring in the first instance) and others will aid in the recovery of the system should a disaster occur.

6.1 Vital Records

The scanning of past and new vital records into the Electronic Records Management System ensures the best defence in the event of a disaster. Vital records held in the Records or Archive Rooms may be damaged or destroyed, but they can be reproduced in hardcopy if necessary from the Shire’s Network Server or the off-site Backup Server.

6.2 Duplication of Electronic Records

All records, including those in paper format are stored as electronic records since July 2010. These electronic records are backed up daily to an off-site location.

7. Recovery Strategy

Upon a disaster affecting the Shire of Collie’s Record Keeping System, the RKS Disaster Recovery Team Coordinator should be immediately contacted. This person should then commence the recovery strategy detailed in this section of the plan.

7.1 Establish the nature of the Disaster

The first task of the RKS Disaster Recovery Team Coordinator is to immediately:

• Evaluate the extent of damage to the RKS.

• Assemble Records Services Staff to assist with the continuity plan.

• Implement the relevant continuity procedures.

• Notify all staff of system limitations.

7.2 Plan Recovery

The following steps should then be followed prior to the commencement of the recovery activities:

• Urgently assemble all available members of the RKS Disaster Recovery Team

• Conduct an onsite evaluation of the health and safety of the site.

• When safe to do so, evaluate extent of damage or loss.

• Determine and list recovery tasks required.

• Notify all RKS stakeholders of recovery strategy and estimated period for recovery.

7.3 Implement Appropriate Recovery Operations



As a guide, the following recovery operations should be executed by the RKS Disaster Recovery Team. Different operations have been selected depending on the level of the disastrous event.

During recovery operations, the recovery team will meet regularly. Communication should be channelled through the RKS Disaster Recovery Team Coordinator. At the completion of the selected recovery strategy a debriefing will be held and a full report produced detailing the recovery operations and any recommendations regarding improvements to this disaster recovery plan.

7.3.1 Level 2: Server Room Compromised

In the event of the failure of the RKS Server and compromise of the Server Room, the RKS Disaster Recovery Coordinator will request the Finance Manager and Information Manager to implement their Disaster Recovery Procedures for this level of failure.

7.3.2 Level 3: Server Failure

In the event of the failure of the RKS Server, with the Server Room stable, the RKS Disaster Recovery Coordinator will request the Finance Manager to implement the Disaster Recovery Procedure for this level of failure.

7.3.3 Level 4: Data Loss

In the event of the loss of data from the RKS Server, with the Server hardware stable, the RKS Disaster Recovery Coordinator will request the Finance Manager to implement the Disaster Recovery Procedures for this level of failure.

7.3.4 Level 5: Paper Loss

In the event of the loss or damage of paper records, the following recovery steps should be taken:

• Stabilise affected record storage areas.

• Assess damaged records for restoration.

• Contact restoration services company.

• Transfer damaged records requiring repair to restoration company.

• Request retrieval of hardcopies of vital records not scanned (if available) from offsite storage.

• Arrange scanning of vital records if not previously done.

• Return hardcopy vital records to offsite storage.

• Replace lost records with duplicates where possible or deemed necessary.

• Scan and return restored records to storage area.

• Prepare a final listing of records that are unrecoverable.



7.4 Return to Normal Operating Mode

Once all the essential recovery activities are completed, the steps below should be followed to return the RKS to normal operating mode:

• Cease RKS continuity procedures and return RKS to normal mode

• Notify all staff of system availability

• Register document generated during system downtime to the Electronic Records Management System.

8. Continuity Procedures

Listed following are the continuity procedures to be implemented for any extended period of interruption to the recordkeeping system. The procedures will ensure the interruption to the operations of the Shire of Collie are minimized and records are captured during the period of alternative work procedures. Four continuity procedures have been developed for different types of system outages. A combination of these individual procedures may be required.

8.1 Electronic Records Management System or Records Database Down

If the ERMS is unavailable or the Records Database corrupted, and the administration building and Network are unaffected, the Finance Manager will contact the software and IT service providers for assistance. Until corrected, the following procedure will be implemented.

Paper Items:

• Date stamp each item,

• Email each item to the appropriate staff officer

• Store paper items in a secure location until ERMS is up and running.

• Scan and register items as normal.

Email:

• Forward emails to staff officer responsible for handling it.

• Store original email.

• Once the ERMS is accessible, register as normal.

Other Softcopy:

• The authors of other electronic items, i.e. Word, Excel, PowerPoint, etc, will store items until the ERMS is accessible.

• Once the ERMS is up and running, the authors will register the items as normal.



8.2 Network Down

In the case of the computer network not being available, the following continuity procedures should be implemented.

Paper:

• Date stamp each incoming item,

• Photocopy each item and deliver by hand to the appropriate staff.

• Store paper items in a secure location until ERMS is up and running.

• Scan items and register as normal.

Email and Other Softcopy:

• Once the Network is up and running, process stored emails and register as normal.

8.3 Loss of Server in Administration Building.

• Initiate Network Down (item 8.2 above) until Network is up and running.

• Contact IT Service Provider for assistance.

• Use Library Backup Server

• Purchase, lease, or repair Admin Server as required.

• Obtain and install required software on Server.

• Download backup to new/repaired Server.

• Once the Network is up and running, process and register as normal.

8.4 Loss of Computers in Administration Building.

• Set up to use the computers at, or borrow computers from other Shire locations (Library, Depot, or Roche Park).

• Initiate Network Down (item 8.2 above) until temporary computers are up and running.


• Purchase or lease computers, and other office equipment as required.

• Set up computers to the Network and install their software.

• Once the new computers are up and running, process and register as normal.



8.5 Loss of Admin Building, Computers, and Server.

In the case of the Administration Building being lost with all the Network equipment, the following continuity procedures should be followed depending on the scope of the loss.

Loss of all the Network Equipment and Building due to major Level 1 event:

• Initiate Network Down (item 8.2 above) at an alternative Shire location until the Network is restored.


• Hire/lease temporary building or structure if required.

• Purchase or lease office equipment and server/s as required.

• Obtain and install software for computers and Server/s.

• Download backup to Server/s.

• Once the Network is up and running, process and register as normal.



9. Responsibilities

The table below details responsibilities for each activity as part of this disaster recovery plan.

Activity Unit Position Frequency

Maintain Security & Integrity of RKS Server

Corporate Finance Manager Continual

Council House Building Security Development Building Manager Continual

Backup of Vital Records Corporate Records Coordinator Quarterly

Coordinating Disaster Recovery Team

Corporate Director Corporate Services

As Req.

Review of Records Disaster Recovery Plan

Corporate Director Corporate Services

Annually



10. Resources

Dependent on the nature and severity of the disaster, the following resources may be required to restore the Shire of Collie’s RKS. The table below details the source, location, and availability of each item.

Item Source Location Availability

RKS Disaster Recovery Plan

Records Officer Shire Office Immediate

RKS Disaster Recovery Plan (Backup)

Records Officer Library, Wittenoom Street, Collie

10 minutes

RKS Disaster Recovery Box

Records Officer Library, Wittenoom Street, Collie

1 minutes

RKS Disaster Recovery Bin

Records Officer Records Room Immediate

Security Copies Records Officer Library, Wittenoom Street, Collie

10 minutes

RKS Backup Data Tape Finance Manager

Safe, copy taken offsite every night

10 minutes

11. Training Program

All members of the RKS Disaster Recovery Team will be trained in the operation of this disaster recovery plan and associated procedures. Training will be conducted annually and whenever a new member joins the team.

12. Testing Program

All members of the RKS Disaster Recovery Team will be involved in the testing of this disaster recovery plan and associated procedures. Complete and thorough testing will be conducted on an annual basis. This plan should be refined if any inadequacies or inefficiencies are discovered during testing.

13. References

City of Perth. (2001). Record Keeping System, Disaster Recovery Plan. City of Perth: Perth WA. Standards Australia. (1996). AS4390.6 Australia records management standard: Part 6 storage. Standards Australia: Homebush NSW. Work in progress. Sent to Executive Management Team for review on 2 Dec 2016. They have a meeting on the 14 Dec 2016.

(Return to 4.1 Assessment of Risk)



APPENDIX 12 - Shire of Collie Records Disposal Procedures

Destruction of Ephemeral Records

Source - General Disposal Authority for Local Govt. Records

Ephemeral records as described in Part 1, Section 1 of the General Disposal Authority for Local Government Records 2015 (or as amended), Ephemeral records have no continuing value to the organization and are only needed for a few hours or a few days. They are not placed within the recordkeeping system (e.g. phone notes, promotional produced by others, etc)

Table A - Ephemeral Records



(State Records Office of WA, 2010)

Destruction of All Other Records

Source - General Disposal Authority for Local Govt. Records

All other records held by the Shire of Collie will be destroyed in accordance with the General Disposal Authority for Local Government Records as provided or amended by the State Records Office of Western Australia. While a retention period is typically established when records are captured into the Record Keeping System, changes in environmental circumstances, such as those detailed below, may require the record to be retained for a further period.

During assessment, consideration of the following issues that could affect retention requirements will be made:

• Does the title of the file accurately reflect the contents?

• Have any significant historical events taken place since the record was sentenced?

• Have any current issue affecting the records, i.e. re-zoning, new Laws, or Regulations?

• Are any of the records subject to a current Freedom of Information application?

• Are any of the records subject to a current, pending or suspected court case or Subpoena?

• Has the retention period in the Retention & Disposal Schedule changed since the records were scheduled?

Once the eligibility for destruction has been determined a list of records proposed for destruction will be prepared and circulated to Department Directors and the CEO for review. An Authorisation for the Destruction of Records declaration is to be prepared and signed by the CEO. Upon destruction, a Record Disposal Certificate will be created and retained permanently in the Shire’s Record Keeping System as evidence of the destruction taking place.

(Return to 5.6 Disposal Program Implemented )



APPENDIX 13 –Destruction of Records Declaration

Example of the Shire of Collie Destruction of Records Declaration.

Attached to each Destruction of Records Declaration is a list of files proposed for destruction.

(Return to 5.7 Authorisation for Disposal of Records)



APPENDIX 14 – Recordkeeping Annual Report to Council

Following is a copy of the 2015-2016 Annual Recordkeeping Report to Council.



(Return to 6.4 Annual Report)



APPENDIX 15 – SRC Standard 6: Outsourced Functions

Recordkeeping requirements to be added to the Selection Criteria Compliance for all Shire of Collie Request for Quote, Request for Tender, and contracts as of 1 January 2017. See item h) at bottom of table for Standard 6 Outsourcing requirement.

COMPLIANCE CRITERIA

Please select with a yes or no whether you have complied with the following compliance criteria: Description of Compliance Criteria

a) Compliance with the Conditions of Tendering Yes / No

b) Complete Tenderer Offer Yes / No

c) Complete Pricing Schedule Yes / No

d) Corporate Information

• Tenderers to submit organisation profile.

Advise if agent for another party, include name and address of Principal.

Yes / No

e) Financial Position

• Tenderer to confirm ability to pay all debts in full as and when they fall due; and

• Advise of any current litigation as a result of which you may be liable for $50,000 or more.

Yes / No

f) Conflict of Interest

• Advise of any actual or potential conflict of interest in the performance of your obligations under the Contract, or if any such conflict of interest likely to arise during the Contract.

Yes / No

g) Insurance

• Provide details of the insurance coverage that meets the insurance requirements for this Request. A copy of the Certificate of Currency is to be provided to the Principal within seven days of acceptance.

Yes / No

h) Recordkeeping

• Where this agreement is for the outsourcing of a public service normally provided by the Shire of Collie, the respondent will ensure that all items containing information which has administrative, legal, fiscal, evidential, or historical value are kept in accordance with the

State Records Commission Standard 6 – Outsourcing.

Yes / No

(Return to 7.1 Recordkeeping Issues included in Contracts )



http://www.sro.wa.gov.au/sites/default/files/src-standard6.pdf

APPENDIX 16 – Security and Access Controls

The Shire of Collie employs a 4-tier security and access control method for gaining access to their Information Management Systems (IMS). Tier 1: To gain access to the Shire’s network, a user must log in using with a combination of user name and password. It is mandatory that the user’s password is changed every 3 months. Access to network directories, files, and documents is further controlled by assigning “Privileges” to each user. User “Privileges” include, Shared, Read, Write, Copy, Delete, and All. Tier 2: The primary IMS used at the Shire of Collie is SynergySoft. A list of modules currently used at the Shire of Collie is shown below.

• Central Records • Community Services • Customer Services

• Desktop Mapping • Electoral Roll • Financials

• Misc • Names & Addresses • Payroll / Personnel

• Property • Ranger Services • Rates Modelling

• Rating • Receipting • Reporting

• Swimming Pools • Synergy Online • System

• Technical Services

To log onto SynergySoft the used must complete the below login window. Again, the password is linked to the network log in, and must be changed every 3 months.



Tier 3: Once users are logged into SynergySoft, access to each module is controlled by the SynergySoft administrator. When setting up a user’s profile, the administrator can set different ‘Rights’ for each staff member, Read, Modify, Add, and Delete. This system allows users to access information while protecting critical data from being altered or deleted. Tier 4: Within the Central Records module, the Records Administrator individually sets the security levels for each Central Records user. These levels are used to control access to files and records. See sample of security settings below.

Position Security

Level

ITVISION SUPPORT 9999

Records Coordinator 9999

CEOPA 999

CEO 800

Directors 700

Payroll Officer 600

Finance Manager 500

Senior Ranger 199

Community Emergency Services Officer 100

Return to Business Information Systems



G/L CHARGE DETAILS STATUTORY OR

COUNCIL CHARGE RELEVANT ACT OR ADOPTION DATE GST STATUS 2016/17 INCL. GST 2017/18 INCL. GST

122130.55 Not more than $50,000 Statutory Planning and Development Regulations 2009 GST Free $147.00 $147.00

122130.55 Between $50,000 and $500,000 Statutory Planning and Development Regulations 2009 GST Free 0.32% of cost of

development 0.32% of estimated cost of development

122130.55 Between $500,000 and $2.5m Statutory Planning and Development Regulations 2009 GST Free $1,700 plus 0.257%

for every $1 over $500,000

$1,700 plus 0.257% for every $1 in excess os

$500,000

122130.55 Between $2.5m and $5m Statutory Planning and Development Regulations 2009 GST Free $7,161 plus 0.206%

for every $1 over $2.5m

$7,161 + 0.206% for every $1 in excess of $2.5

million

122130.55 Between $5m and $21.5m Statutory Planning and Development Regulations 2009 GST Free $12,633 plus 0.123%

for every $1 over $5m

$12,633 +0.123% for every $1 in excess of $5

million 122130.55 More than $21.5m Statutory Planning and Development Regulations 2009 GST Free $34,196.00 $34,196.00

122130.55Where the development has commenced or been carried out (other than

extractive industry)Statutory Planning and Development Regulations 2009 GST Free

Development Application Fee plus, by way of

penalty, twice that fee

Development Application Fee plus, by way of

penalty, twice that fee122130.55 Residential Design Code (R-Code) Variation Council Planning and Development Regulations 2009 GST Charged $147.00 $147.00

122130.55 Extractive Industry Statutory Planning and Development Regulations 2009 GST Free $739.00 $739.00

122130.55Extractive Industry - where the development has commenced or been

carried outStatutory Planning and Development Regulations 2009 GST Free

Extractive Industry Fee plus, by way of


Extractive Industry Fee plus, by way of


122130.55

Determining an application for exchange of use or for an alteration or

extension or change of a non-conforming use to which item 1does not

apply, where the change or thealteration, extension or change has

notcommenced or been carried out

Statutory Planning and Development Regulations 2009 GST Free $295.00

122130.55

Determining an application for achange of use or for an alteration

orextension or change of a non-conforming use to which item 1 does not

apply, where the change or thealteration, extension or change has

commenced or been carried out

Statutory Planning and Development Regulations 2009 GST Free Fee above plus, by way of penalty, twice that

fee

122130.55 Cancellation or amendment Charges Statutory Planning and Development Regulations 2009 GST Free $295.00

122230.55 Clearance <5 lots (per lot) Statutory Planning and Development Regulations 2009 GST Free $73.00 $73.00

122230.55 Clearance between 5 and 195 lots (per lot) Statutory Planning and Development Regulations 2009 GST Free $73 first 5 lots

$35 per lot thereafter

$73.00 for the first 5 lots and $35 per lot

thereafter 122230.55 Clearance more than 195 lots Statutory Planning and Development Regulations 2009 GST Free 7,393.00 7,393.00

135250.55 Supervision Fee- when an engineer has been consulted StatutoryPlanning and Development Act 2005

(s 158) GST Charged 1.50% of total roads and drains 1.50% of total roads and drains

135250.55 Supervision Fee - when an engineer has not been consulted StatutoryPlanning and Development Act 2005

(s 158) GST Charged 3.00% of total roads and drains

Trust (New) Defects Maintenance Bond Statutory GST Free 5% 5%

122330.55 Initial Application Fee Statutory Planning and Development Regulations 2009 GST Free $222.00 $222.00

122330.55 Fee - where home occupation has commenced without approval Statutory Planning and Development Regulations 2009 GST Free The Initial Application Fee plus, by way of


The Initial Application Fee plus, by way of

penalty, twice that fee122330.55 Annual Renewal Statutory Planning and Development Regulations 2009 GST Free $73.00 $73.00

122330.55Annual Renewal - where application is made after the approval has

expiredStatutory Planning and Development Regulations 2009 GST Free

The Annual Renewal Fee plus, by way of


The Annual Renewal Fee plus, by way of


SHIRE OF COLLIESCHEDULE OF FEES & CHARGES - 2017/18

Development Applications

Subdivisions

Home Occupation






122430.55 Request to initiate Council GST Charged $330.00 $335.00

122430.55 Processing fee - Minor Council GST Charged $1,645.00 $1,650.00

122430.55 Processing fee - Major Council GST Charged $3,290.00 $3,300.00

122430.55

Lodgement of Structure Plan/Local Development Plan

(Initial charge, based on 12hrs; final charge is subject to hours required

on application)

Council GST Charged $1,072.00 $1,056.00

122430.55 Director/ Shire Planner (hourly rate) Statutory Planning and Development Regulations 2009 GST Charged $88.00

122430.55 Environmental Healt Officer (hourly rate) Statutory Planning and Development Regulations 2009 GST Charged $36.86

122430.55 Administrative Assistant (hourly rate) Statutory Planning and Development Regulations 2009 GST Charged $30.20

122430.55 Advertising for Scheme Amendment/Sturcture Plan Council GST Charged Cost plus 10% Cost plus 10%

122330.55 Document Search - Basic (plus copying fees) Council GST Charged $20.00 $20.00

122330.55 Document Search - Complex (plus copying fees) Council GST Charged $20.00 $40.00

122330.55 Providing a Zoning Certificate Statutory Planning and Development Regulations 2009 GST Free $73.00 $73.00

122330.55 Replying to a property settlement questionnaire Statutory Planning and Development Regulations 2009 GST Free $73.00 $73.00

122330.55 Providing written planning advice Statutory Planning and Development Regulations 2009 GST Free $73.00 $73.00

122430.55 Advertising of Development Applications-1 Advertisement Council GST Charged $126.72 or total cost to Council, whichever is

greater

122430.55 Advertising of Development Applications-2 Advertisements Council GST Charged $322.60 or total cost to Council, whichever is

greater

$253.44 or total cost to Council, whichever is

greater

122430.55 Issue of Section 40 Certificate (Liquor Act) Council GST Charged $100.00 $100.00

139830.55 Application for grant or renewal of license (Reg 45) StatutoryCaravan Park and Camping Grounds Regulations

1997 GST Charged

Minimum $200.00 or

site fee multiply by number of sites per

application

Minimum $200.00 or

site fee multiply by number of sites per

application

139830.55 Long Stay Sites (per site) StatutoryCaravan Park and Camping Grounds Regulations

1998 GST Charged $6.00 $6.00

139830.55 Short Stay Sites (per site) StatutoryCaravan Park and Camping Grounds Regulations

1999 GST Charged $6.00 $6.00

139830.55 Camp Site (per site) StatutoryCaravan Park and Camping Grounds Regulations

2000 GST Charged $3.00 $3.00

139830.55 Overflow Site (per site) StatutoryCaravan Park and Camping Grounds Regulations

2001 GST Charged $1.50 $1.50

139830.55 Temporary Licence StatutoryCaravan Park and Camping Grounds Regulations

2002 GST Charged

Minimum $100.00 or pro rata of license

application fee for applicable period

Minimum $100.00 or pro rata of license

application fee for applicable period

139830.55 Transfer of Licence StatutoryCaravan Park and Camping Grounds Regulations

2003 GST Charged $100.00 $100.00

141530.55 Certified Application - Class 1 and 10 StatutoryBuilding Act 2011

(s 16 (1) ) GST Free

0.19% of value

min $96

0.19% of value

min $96

Scheme Amendment/Structure Plan

Miscellaneous Planning Fees

Camp Sites

Building Permits






141530.55 Uncertified Application - Class 1 and 10 StatutoryBuilding Act 2011


0.32% of value

min $96

0.32% of value

min $96

141530.55 Certified Application - Class 2 to 9 StatutoryBuilding Act 2011


0.09% of value

min $96

0.09% of value

min $96

141530.55 Certification Service for Class 2-9 Building Council GST Charged 0.20% of value

min $250

0.20% of value

min $250

141530.55 Class 1 and 10 StatutoryBuilding Act 2011

(s 16 (1) ) GST Free $96.00 $96.00

141530.55 Class 2 to 9 (per storey) StatutoryBuilding Act 2011

(s 16 (1) ) GST Free $96.00 $96.00

141530.55Occupancy Permits, Temporary Occupancy Permits, Modifications and

ReplacementsStatutory

Building Act 2011

(s46 , s47, s48, s49, s52 ) GST Free $96.00 $96.00

141530.55Occupancy Permit/Building Approval Certificate for Registration of Strata

Scheme, Plan of Re-subdivisionStatutory

Building Act 2011

(s50 (1) & (2) ) GST Free $10.60 per strata unit min $105.80 $96.00

141530.55 Building or Demolition Permit StatutoryBuilding Act 2011

(s32 (3)(f)) GST Free $96.00 $96.00

141530.55 Occupancy Permit or Building Approval Certificate StatutoryBuilding Act 2011

( s65 (3)(a)) GST Free $96.00 $96.00

141530.55 Retrospective Building Approval Certificate StatutoryBuilding Act 2011

( s51 (3)) GST Free

0.38% of value

min $96

0.38% of value

min $96

141530.55 Retrospective Occupancy Permit - Class 2 to 9 StatutoryBuilding Act 2011

( s51 (2)) GST Free

0.18% of value

min $96

0.18% of value

min $96

141530.55Building Approval Certificate where Unauthorised Work has not been

doneStatutory

Building Act 2011

( s52 (2)) GST Free $96.00 $95.00

162600Building Services Levy - Building and Demolition Permits $45,000 or less

(greater than $45,000; 0.137% of value)Statutory Building Act 2011 GST Free $61.65 $61.65

162600Building Services Levy - Occupancy Permits and Building Approval

Certificates(excluding s46 & s48)Statutory Building Act 2011 GST Free $61.65 $61.65

162600

Building Services Levy - Occupancy Permits and Building Approval

Certificates for unauthorised work $45,000 or less (greater than $45,000;

0.274% of value)

Statutory Building Act 2011 GST Free $123.30 $123.30

161600 BCITF Levy (if over $20,000) Statutory GST Free 0.20% of value 0.20% of value

Rates Swimming Pool Inspections (Annual) StatutoryBuilding Act 2011

(regulation 53) GST Charged $14.36 $57.45

Regulatory Fees

Demolition Permits

Occupancy Permits

Extension of Time Applications

Unauthorised Work Applications






141530.55 Plan Search - per Property (plus copying fees) Council GST Charged $40.00 $40.00

141530.55 Written Information from Building Surveyor or Site inspection Council GST Charged $150.00 $150.00

141530.55 Amended Plans Council GST Charged 10% of Permit Fee

or $95 minimum

10% of Permit Fee

or $96 minimum141530.55 Re-issue of Building Permit with changed details Council GST Charged $96.00 $96.00

141530.55 Application to Amend Building Standard StatutoryBuilding Act 2011

(regulation 31) GST Free $2,100.00 $2,123.00

Trust (New) Housing Relocation Bond Council GST Free $5,500.00 $5,500.00

Trust T435 Verge/Footpath Damage Bond Council GST Free $500.00 $500.00

141730.55 Verge/Footpath Damage Inspection Fee Council GST Charged $70.00 $70.00

141130.55 Building Specification Booklet (at cost; pack of two) Council GST Charged $65.20 $65.20

141530.55 Application for approval of battery powered smoke alarms StatutoryBuilding Act 2011

(regulation 61) GST Free $176.30

113850.55 Food Premises Notification fee (plus assessment fee) Council GST Charged $30.00 $30.00

113850.55 Food Premises Registration fee (plus assessment fee) Council GST Charged $100.00 $100.00

113850.55 High Risk Assessment fee (annual) Council GST Charged $300.00 $300.00

113850.55 Medium Risk Assessment fee (annual) Council GST Charged $250.00 $250.00

113850.55 Low Risk Assessment fee (annual) Council GST Charged $100.00 $100.00

113850.55 Settlement Enquiry of a Food Business Council GST Charged $100.00 $100.00

113850.55 Application Fee (plus Permit) Council GST Charged $20.00 $20.00

113850.55 Permit - 1 week Council GST Charged $16.00 $16.00

113850.55 Permit - 1 month Council GST Charged $60.00 $60.00

113850.55 Permit - 3 months Council GST Charged $110.00 $110.00

113850.55 Permit - 6 months Council GST Charged $200.00 $200.00

113850.55 Permit - 1 year Council GST Charged $365.00 $365.00

113850.55 Local Law Application Permit Council GST Charged $100.00 $100.00

113850.55 Stall adjoining normal place of business of applicant Council GST Free $34.00 $35.00

113850.55 Annual Permit Application Fee, signs (inc directional) Council GST Charged $100.00 $110.00

113850.55 Annual Permit Application Fee, outdoor eating facilities in public places Council GST Charged $100.00 $110.00

113830.55 Applications under Health (Public Building) Regulations 1992 Statutory Health (Public Building) Regulations 1992 GST Free $55 per hour to a maximum of $871 $55 per hour to a maximum of $871

113830.55 Lodging house fee Council GST Charged $77.00 $80.00

Miscellaneous Building Fees

Food Act 2008

Trading in Public Places

Miscellaneous Trading Fees

Public Buildings






119930.55 Application for approval of waste water apparatus Statutory

Health (Treatment of Sewage and Disposal of Effluent

and Liquid Waste)

Regulations 1974

GST Free $118.00 $118.00

120430.55 Inspect and Issue 'Permit to use apparatus' Statutory


and Liquid Waste)

Regulations 1974

GST Free $118.00 $118.00

120430.55 Apparatus re-inspection fee Statutory


and Liquid Waste)

Regulations 1974

GST Charged $118.00 $118.00

120430.55 Additional fee for renewal after expiry Statutory


and Liquid Waste)

Regulations 1974

GST Free $20.00

120430.55 Local government report fee (for large apparatus) Council GST Charged $139.00 $142.00

108330.55 Sterilised - 1 Year (pensioner 1/2 fee) Statutory Dog Regulations 2013 GST Free $20.00 $20.00

108330.55 Sterilised - 3 Years (pensioner 1/2 fee) Statutory Dog Regulations 2013 GST Free $42.50 $42.50

108330.55 Sterilised - Lifetime (pensioner 1/2 fee) Statutory Dog Regulations 2013 GST Free $100.00 $100.00

108330.55 Unsterilised - 1 Year (pensioner 1/2 fee) Statutory Dog Regulations 2013 GST Free $50.00 $50.00

108330.55 Unsterilised - 3 Years (pensioner 1/2 fee) Statutory Dog Regulations 2013 GST Free $120.00 $120.00

108330.55 Unsterilised - Lifetime (pensioner 1/2 fee) Statutory Dog Regulations 2013 GST Free $250.00 $250.00

108330.55Registration of dog kept in an approved kennel establishment (per

establishment)Statutory Dog Regulations 2013 GST Charged $200.00 $200.00

108330.55 Registration of Dangerous Dog - 1 year Statutory Dog Regulations 2013 GST Charged $50.00 $50.00

184020.55 Sterilised - 1 Year (pensioner 1/2 fee) Statutory Cat Regulations 2012 GST Free $20.00 $20.00

184020.55 Sterilised - 3 Years (pensioner 1/2 fee) Statutory Cat Regulations 2012 GST Free $42.50 $42.50

184020.55 Sterilised - Lifetime (pensioner 1/2 fee) Statutory Cat Regulations 2012 GST Free $100.00 $100.00

184020.55 Application to Breed Cats (per breeding cat) Statutory Cat Regulations 2012 GST Free $100.00 $100.00

108730.55 Dog Pound Fee Council GST Free $40.00 $50.00

108730.55 Dog Sustenance charge (per day) Council GST Charged $20.00 $20.00

108730.55 Surrender of Dog Council GST Charged $100.00 $100.00

108730.55 Cat Pound Fee Council GST Free $40.00 $50.00

108730.55 Cat Sustenance charge (per day) Council GST Charged $20.00 $20.00

108730.55 Surrender of Cat Council GST Charged $100.00 $100.00

108730.55 Stock Impound Fee Council GST Charged $35 per head $50 per head

108730.55 Stock Sustenance charge (per day) Council GST Charged $25 per head $30 per head

108730.55 Impounded Vehicle towing Council GST Charged Towing at cost Towing at cost

108730.55 Impounded Vehicle storage fee (first day) Council GST Charged $60.00 $60.00

108730.55 Impounded Vehicle storage fee (per day) Council GST Charged $15.00 $20.00

108150.55

108430.55Final Demand Fees Council GST Charged $20.00 $20.00

Treatment of Sewage and Disposal of Effluent and Liquid Waste

Dog Registration Fees

Cat Registration Fees

Ranger Charges






126230.55 General Admission Council GST Charged $5.00 $5.00

126230.55 Student (Age 13+ must produce proof of enrolment/student status) Council GST Charged $4.00 $4.00

126230.55

Concession (Pension/Health Care/Disability Cards)

* Companion Card accepted

** No Concession for Seniors CardCouncil GST Charged $3.00 $3.00

126230.55 Age 3 and under Council GST Charged Free Free

126230.55 Family Council GST Charged $350.00 $350.00

126230.55 Family Concession (Health Care Card) Council GST Charged $200.00 $200.00

126230.55 Individual Council GST Charged $160.00 $160.00

126230.55 Student (Age 13+ must produce proof of enrolment/student status) Council GST Charged $120.00 $120.00

126230.55

Concession (Pension/Health Care/Disability Cards)

* Companion Card accepted

** No Concession for Seniors CardCouncil GST Charged $80.00 $80.00

126230.55 Spectators (Swimming lessons and carnivals) Council GST Charged Free Free

126230.55 Spectators (Non swimming- excluding Swimming lessons and carnivals) Council GST Charged $2.00

126230.55 Participants (Swimming lessons and carnivals) Council GST Charged $3.00 $3.00

126230.55 Book of 10 single entry tickets Council GST Charged $45.00 $45.00

126340.55 Aqua Aerobics Class Council GST Charged $12.00 $12.00

126340.55 Aqua Aerobics concession Council GST Charged $10.00 $10.00

126340.55 Aqua Aerobics with Season Ticket Council GST Charged $7.00 $7.00

126340.55 Aqua Aerobics 10 visit pass Council GST Charged $100.00 $100.00

126230.55 Special Shire/RLSSWA Event Days Council GST Charged Free Free

129630.55 Library Bags Council GST Charged $1.00 $1.00

129630.55 Replacement Library Cards (1st one free) Council GST Charged $2.00 $2.00

155630.55 Internet - Web Browsing Council GST Charged Free Free

155630.55 Meeting Room (free for community groups) - Per Hour or part thereof Council GST Charged $30.00 $30.00

155630.55 Meeting Room (free for community groups) - Half Day Council GST Charged $65.00 $65.00

155630.55 Meeting Room (free for community groups) - Full Day Council GST Charged $130.00 $130.00

155630.55 Teleconferencing facility in Meeting Room Council GST Charged $30.00 $30.00

Swimming Pool Season Tickets

Swimming Pool Single Entry

Swimming Pool Miscellaneous Fees

Library Charges

Hire Charges






126870.55 Large Stadium - per day (9am - 3pm) Court 1 & 2 Council GST Charged $398.00 $398.00

126860.55 Large Stadium - per day (9am - 3pm) School bookings Council GST Charged $173.00 $175.00

126870.55 Minor Stadium - per day (9am - 3pm) Court 3 Council GST Charged $198.00 $198.00

126860.55 Minor Stadium - per day (9am - 3pm) School bookings Council GST Charged $153.00 $155.00

126870.55 Stadium full court - per hour (before 6:00pm) Council GST Charged $43.00 $44.00

126870.55 Stadium full court - per hour (after 6:00 pm) Council GST Charged $51.00 $51.00

0187.124.999

0251.124.999Stadium full court - per hour (Association Juniors) Council GST Charged $24.00 $24.00

0186.124.999

0250.124.999Stadium full court - per hour (Association Seniors) Council GST Charged $44.00 $44.00

0187.124.999

0251.124.999Association (Junior) training Council GST Charged

Half Court $12 per hour

Full Court $24 per hour

0186.124.999

0250.124.999Association (Senior) training Council GST Charged

Half Court $12 per hour

Full Court $24 per hour

126870.55 Stadium half court - per hour (before 6:00pm) Council GST Charged $24.00 $24.00

126870.55 Stadium half court - per hour (after 6:00 pm) Council GST Charged $28.00 $31.00

0187.124.999

0251.124.999Stadium half court - per hour (Association Juniors) Council GST Charged $12.00 $12.00

0186.124.999

0250.124.999Stadium half court - per hour (Association Seniors) Council GST Charged $24.00 $24.00

126860.55 Stadium Hire - per hour (per student) School bookings Council GST Charged $2.00 $2.00

0257.124.999 Birthday Party - Room and Setup Council GST Charged $45.00 $45.00

126860.55 Fitness/Function Room - per day Council GST Charged $160.00 $160.00

126860.55 Fitness/Function Room - per hour Council GST Charged $33.00 $33.00

126860.55 Small meeting room- per hour Council GST Charged $23.00

126860.55 Small meeting room- per day Council GST Charged $130.00

126860.55 Kitchen - per day Council GST Charged $160.00 $160.00

126860.55 Kitchen - per hour Council GST Charged $33.00 $33.00

126860.55 Room Setup (1 - 50 people) Council GST Charged $35.00 $35.00

126860.55 Room Setup (50 - 100 people) Council GST Charged $50.00 $50.00

126860.55 Room Setup (100+ people) Council GST Charged $70.00 $70.00

126860.55 Trestle - per day Council GST Charged $7.00 $7.00

126860.55 Trestle bond - per 10 or part thereof Council GST Charged $170.00 $170.00

126860.55 Urn hire Council GST Charged $13.00

126860.55 Tea/coffee per person Council GST Charged $3.00

126860.55 Chair - per day Council GST Charged $2.00 $2.00

126860.55 Chair bond - per 50 or part thereof Council GST Charged $170.00 $170.00

Roche Park Facility Hire






126860.55 External Toilets - per hour Council GST Charged $29.00 $29.00

126870.55 Major Stadium Council GST Charged $350.00 $350.00

126870.55 Minor Stadium Council GST Charged $150.00 $150.00

126860.55 Function Room Council GST Charged $120.00 $120.00

126860.55 Kitchen Council GST Charged $120.00 $120.00

126860.55 Set up pre-event/post-event Council GST Charged $71.00 $71.00

126860.55 External Changerooms Council GST Charged $261.00 $261.00

126860.55 Additional staffing/additional cleaning Council GST Charged $200.00 $200.00







126860.55 Additional staffing/additional cleaning Council GST Charged $200.00 $200.00







126860.55 Additional staffing/additional cleaning (2 cleans/day) Council GST Charged $300.00 $300.00

0196.124.999 Group Fitness Class Council GST Charged $14.00 $14.00

0196.124.999 Group Fitness Class concession Council GST Charged $10.00 $10.00

0196.124.999 Group Fitness 10 visit pass Council GST Charged $100.00 $100.00

0196.124.999 Group Fitness 5 visit pass - concession Council GST Charged $40.00 $40.00

0196.124.999 Group Fitness 1-Month Membership Council GST Charged $110.00 $110.00

0196.124.999 Group Fitness 3-Month Membership Council GST Charged $310.00 $310.00

0261.124.999 Senior Group Fitness Class Council GST Charged $10.00 $10.00

0261.124.999 Senior Group Fitness 5 Class pass Council GST Charged $40.00 $40.00

0261.124.999 Senior Activities Council GST Charged $6.00 $6.00

193330.55 Collie Boxing Juniors Council GST Charged $4.00 $4.00

193330.55 Collie Boxing Seniors Council GST Charged $6.00 $6.00

0263.124.999 Casual use - 9am to 5pm (per person) Council GST Charged $4.00 $4.00

0263.124.999 Casual use - 5pm onwards (per person) Council GST Charged $6.00 $6.00

Roche Park Facility Hire: Weekend Day Rate (8am-5pm)

Roche Park Facility Hire: Weekend Evening Rate (5pm-10pm)

Roche Park Facility Hire: Weekend 24hr Rate

Roche Park Fitness Classes






0253.124.999 Weekly Team Fee Council GST Charged $46.00 $46.00

0255.124.999 Team Nomination Fee Council GST Charged $56.00 $56.00

0256.124.999 Forfeit Fine before 5pm Tuesday Council GST Charged $47.00 $47.00

0256.124.999 Forfeit Fine after 5pm Tuesday Council GST Charged $70.00 $70.00

0256.124.999 Forfeit Fine - No notice of forfeit Council GST Charged $93.00 $93.00

0196.124.999 Promotional Event Fee Council GST Charged $5 - $10 $5 - $10

Special Event fee Council GST Charged Free

0191.124.999 Junior Sporting Activities Council GST Charged $4 - $5 $4-$10

0258.124.999 Skate nights Council GST Charged $6.00 $6.00

128230.55 Recreation Ground - per day (Day Fee) Council GST Charged $155.00 $158.00

128230.55 Recreation Ground - per day (Night Fee) Council GST Charged $230.00 $233.00

128230.55 Wallsend Ground - per day (Day Fee) Council GST Charged $155.00 $158.00

128230.55 Wallsend Ground - per day (Night Fee) Council GST Charged $230.00 $233.00

128230.55 South West Football League (Per Game) Council GST Charged $150.00 $153.00

128230.55 Collie Junior Football Council GST Charged $310.00 $315.00

128230.55 Collie River Little Athletics Council GST Charged $310.00 $315.00

128230.55 Collie Rugby Club Council GST Charged $310.00 $315.00

128230.55 Motor Cycle Scramble Course Council GST Charged $825.00 $835.00

128230.55 Collie Cricket Association Council GST Charged $2,170.00 $2,200.00

128230.55 Collie Eagles Football Club Council GST Charged $2,170.00 $2,200.00

128230.55 Collie Lawn Tennis Council GST Charged $1,420.00 $1,435.00

128230.55 Collie Mine Superules Council GST Charged $365.00 $370.00

128230.55 Collie Soccer Club Council GST Charged $2,170.00 $2,200.00

128230.55 Collie Swimming Club (Includes lighting) Council GST Charged $1,010.00 $1,020.00

128230.55 Collie Underwater Hockey Association (Includes lighting) Council GST Charged $1,010.00 $1,020.00

128230.55 Collie Trotting Club Council GST Charged $2,170.00 $2,200.00

123230.55 Interment - Grave Council GST Charged $1,200.00 $1,250.00

123230.55 Interment Infant Grave Council GST Charged $330.00 $350.00

123230.55 Re-open Adult Grave Council GST Charged $1,700.00 $1,750.00

123230.55 Re-open Child Grave (U14) Council GST Charged $1,700.00 $1,750.00

123230.55 Placement of cremated ashes in grave Council GST Charged $90.00 $100.00

Sport and Recreation Ground Annual Maintenance Fees

Cemetery Charges

Senior Social Sport Fees

Roche Park Miscellaneous Fees

Sport and Recreation Ground Single Use Fees






123230.55 Exhumation Council GST Charged $1,130.00 $1,150.00

123230.55 Interment Surcharge - Weekends & P/Holidays & without due notice Council GST Charged $380.00$450.00

123230.55 Interment Surcharge - after 2 PM Council GST Charged $250.00

123230.55 Reserved special land for grave Council GST Charged $95.00 $100.00

123230.55 Ordinary Land for Grave Council GST Charged $500.00 $525.00

123030.55 Single Niche Council GST Charged $360.00 $380.00

123030.55 Double Niche Council GST Charged $560.00 $580.00

123030.55 Second Standard Inscription Council GST Charged $250.00 $275.00

123030.55 Affixing Niche Plaque to wall Council GST Charged $95.00 $100.00

123030.55 Reserve Niche Council GST Charged $95.00 $100.00

123030.55 Reserve Plot Council GST Charged $95.00 $100.00

123030.55 Cement Plinth Council GST Charged $70.00 $80.00

123130.55 Grave Search Fee Council GST Free $20.00 $25.00

123130.55 Permission to construct vault Council GST Free $77.00 $90.00

123130.55 Erect Headstone Council GST Free $77.00 $90.00

123130.55 Monumental Masons Licence Council GST Free $220.00 $250.00

123130.55 Undertakers Licence Council GST Free $220.00 $250.00

176430.55 Weigh Bridge Weighing (per weigh) Council GST Charged $25.00 $25.00

176430.55 Clean fill Council GST Charged Free Free

176430.55 Uncontaminated and sorted scrap metal Council GST Charged $10 per tonne or part thereof $10 per tonne or part thereof

176430.55 Light Green Waste (prunings, grass clippings etc) Council GST Charged $12 per tonne or part thereof $12 per tonne or part thereof

176430.55 Heavy Green Waste (branches, stumps, greater than 300mm diameter) Council GST Charged $45 per tonne or part thereof $45 per tonne or part thereof

176430.55 Recyclable material including concrete and bricks Council GST Charged $40 per tonne or part thereof $40 per tonne or part thereof

176430.55 All other general waste Council GST Charged $45 per tonne or part thereof $45 per tonne or part thereof

176430.55 Quarantine waste Council GST Charged $95 per tonne or part thereof $95 per tonne or part thereof

176430.55 Light vehicle (e.g. ute) Council GST Charged $15 per load $15 per load

176430.55 Light vehicle with trailer (up to 1.8m x 1.2m) Council GST Charged $25 per load $25 per load

176430.55 Large utility or trailer (up to 2.1m x 1.2m) Council GST Charged $30 per ute or trailer load $30 per ute or trailer load

Domestic Waste

Niche Wall

Rose Garden

Cemetery Miscellaneous Fees

Transfer Station Fees

Commercial / Industrial Waste






176430.55 Tyres - car, motorbike (each) Council GST Charged $10.00 $10.00

176430.55 Tyres - truck (each) Council GST Charged $20.00 $20.00

176430.55 Car bodies (each) Council GST Charged $30.00 $30.00

176430.55 Asbestos Council GST Charged $95 per tonne $95 per tonne

176430.55 Waste Oil (200 ltr drum) Council GST Charged $30 per drum $30 per drum

176430.55 Small Animals (less than 50kg) Council GST Charged $40.00 $40.00

176430.55 Medium Animals (50kg - 100kg) Council GST Charged $120.00 $120.00

176430.55 Large Animals (larger than 100kg) Council GST Charged $250.00 $250.00

176430.55 Bed Matresses Council GST Charged $10 each

Rates Interest Charge on Instalments Council GST Free 5.00% 5.00%

Rates Administration Charge on Instalments Council GST Free $5.00 $5.00

Rates Overdue Rates Interest Charge Council GST Free 10.00% 10.00%

Rates Direct Debit Arrangement (annual fee) Council GST Free $15.00 $15.00

Rates Dishonoured Payment Administration fee Council GST Free $5.00 $6.00

105330.55 Rate Notice Re-issue Council GST Charged $13.00 $0.00

105530.55 Rate & Property Inquiry Council GST Free $13.00 $14.00

105530.55 Rates, Orders & Requisitions Council GST Free $80.00 $85.00

105430.55 Access Applications Statutory FOI Regulations 1993 GST Free $30.00 $30.00

105430.55 Investigations (per hour) Statutory FOI Regulations 1993 GST Free $30.00 $30.00

105330.55 Council Chambers (free for community groups) Council GST Charged $155.00 $155.00

105330.55 Display Boards (free for community groups) Council GST Charged $75.00 $75.00

105330.55 Meeting Room (free for community groups) Council GST Charged $75.00 $75.00

Hire of Stage (not for Profit/free event) Council Free Free

Hire of Stage (commerciall) Council $100 per hour $100 per hour

Additional Cleaning of toilet facilities (if required) Council $30.00 $30.00

Bond (Commercial Event) Council $1,000.00 $1,000.00

176730.55Annual Commercial Rubbish- General Waste (Pickup five times in a

week)Council GST Charged $343.20 per bin

Fees to be determined during 2017/18 Budget

Process

176730.55 Annual Commercial Rubbish- General Waste (Pickup once in a week) Council GST ChargedFees to be determined during 2017/18 Budget

Process

Other Disposals

Rate Fees

Property Search Fees

Freedom of Information

Hire Charges

Central Park

Additional Rubbish Charges






176730.55 Annual Commercial Rubbish- Recycling (Pickup five times in a week) Council GST Charged $343.20 per binFees to be determined during 2017/18 Budget

Process

176730.55 Annual Commercial Rubbish- Recycling (Pickup once in a week) Council GST ChargedFees to be determined during 2017/18 Budget

Process

176730.55 Annual Commercial Rubbish- Organic Waste (Pickup five times in a week) Council GST Charged $676.00 per binFees to be determined during 2017/18 Budget

Process

176730.55 Annual Commercial Rubbish- Organic Waste (Pickup once in a week) Council GST ChargedFees to be determined during 2017/18 Budget

Process

Additional Annual Residential Rubbish Service- General Waste Council GST Charged $150.00 per binFees to be determined during 2017/18 Budget

Process

Additional Annual Residential Rubbish Service- Recycling Council GST Charged $58.00 per binFees to be determined during 2017/18 Budget

Process

Additional Annual Residential Rubbish Service- Organic Council GST Charged $94.00 per binFees to be determined during 2017/18 Budget

Process

118530.55 Organics Kitchen Caddy Council GST Charged $6.00 $6.00

118530.55 Organics Bin Liners (per roll) Council GST Charged $5.00 $5.00

140130.66 Per Set Council GST Charged $220.00 $225.00

105330.55 Verification of street numbers (per Block) Council GST Charged $11.50 $11.50

105630.55 Photocopying - B/W A3 & A4 Council GST Charged $0.30 $0.30

105630.55 Photocopying - Colour A4 Council GST Charged $2.00 $2.00

105630.55 Photocopying - Colour A3 Council GST Charged $3.00 $30.00

129630.55 Laminating - A4 (per page) Council GST Charged $1.00 $1.00

129630.55 Fax (per page) Council GST Charged $1.00 $1.00

143230.55 Private Works Council GST Charged 140% of cost 140% of cost

143230.55 Mowing of school ovals Council GST Charged 50% of cost of private works 50% of cost of private works

135230.55 Shopping Trolley pick up (per incident) Council GST Charged $70.00 $72.00

Trust T459 Election Nomination Fee Statutory Local Government Act 1995 GST Free $80.00 $80.00

Collie River Valley Number Plates

Miscellaneous Charges

Organics



Extracted and Reproduced from Collie Municipal Heritage Inventory prepared by Hocking Planning and Architecture Pty Ltd (October 1995)

Shire of Collie Municipal Inventory (1995) Database

PLACE # NAME OF PLACE LOCATION (Address Details Updated)

TOWN OF COLLIE

001 Kentucky Villas Lot 1244 Atkinson Street cnr Moira Road

002 House 123 (81) Atkinson Street, Collie






008 Old Water Tank Loc 2808 Atkinson Street, Collie

009 House 28 Clifton Street, Collie

010 House 39 Clifton Street, Collie

011 House 26 Gladstone Crescent, Collie

012 SITE Early Miners’ Cottages 1-15 (1-8) Throssell Street, Collie

013 SITE Miners Arms Hotel 17 (9) Throssell Street, Collie

014 House 19 (10) Throssell Street, Collie





019 SITE 29-31 Throssell Street, Collie

020 SITE 33 Throssell Street, Collie

021 House – Western Collieries Office 37 (17) Throssell Street

022 Shop 39 (18) Throssell Street

023 Collie River Valley B&B 41-43 (19) Throssell Street

024 Federal Hotel 45-47 (23) Throssell Street

025 Shop 23-24 Throssell Street



028 Physiotherapy 26-26 Throssell Street

029 House 57 (28) Throssell Street

030 SITE 2 Pendleton Street, cnr Throssell Street (32)

031 Old Post Office 63 (33) Throssell Street

032 Telecom Building 65 (34) Throssell Street





033 Collie Police Station (fmr) 67 (35) Throssell Street

034 Collie Mineworkers Institute 75 Throssell Street (SE cnr Patterson St)

035 SITE - Phoenix Park 77 Throssell Street (SW cnr Patterson St)

036 Mine Workers Memorial Olympic Pool 87 Throssell Street

037 Site – Former Cinema Throssell Street

038 Shire of Collie Council Chambers 87 Throssell Street

039 Colliefields Hotel 91 (50-51) Throssell St

040 Shops 93, 94 & 95 (52-54) Throssell St

041 Optometrist 53 Throssell Street

042 Shop 97 (55) Throssell St

043 Shop 99 (56) Throssell St

044 SITE 101 Throssell St


046 Shop 105-107 (59-60) Throssell Street

047 Shop 109 (61-62) Throssell Street

048 Crown Hotel 113 (63) Throssell Street

049 Restaurant 115 (65-66) Throssell Street


051 Victoria Hotel 119 (70) Throssell Street



054 Bank 125 (74) Throssell Street

055 Restaurant 75-82 Throssell Street

056 Motel & Restaurant 127-133 Throssell Street



059 Houses (fmr) 139-141 (86-87) Throssell Street

060 Service Station 143 (90) Throssell Street




064 House 151 (94) Throssell St


066 House and Bakery 159 (98) Throssell Street

067 SITE – Old Bakery 98 Throssell Street

068 Collie Roads Board (fmr) 161 Throssell Street















079 Memorial – The Coal Miner Visitor Centre, 156 Throssell Street

080 Coal Machinery Memorial – Winder Collie Museum, 161 Throssell Street

081 Coal Machinery Memorial – Ruston Bucyrus

Visitor Centre, 156 Throssell Street

082 Memorial – Miners Coal Skip Throssell Street

083 Railway Memorial Visitor Centre, 156 Throssell Street

TOWN OF ALLANSON

084 Third School Building Bedlington Street, Allanson

085 Second School Building Bedlington Street, Allanson

086 Allanson School Building #1 Bedlington Street, Allanson

087 Teacher’s Quarters (fmr) 29 Bedlington Street, Allanson

088 Spur Line Bedlington Street, Allanson

089 SITE – West Collie Company Brick and Pipe Machine House

Cnr Ireland and Montgomery Streets, Allanson

090 House 13 Cameron Street, Allanson

091 SITE – House 18 Cameron Street Allanson

092 Memorial – Coal Discovery Site Ferguson Road, Allanson

093 House 1 Ireland Street, Allanson















104 The Grey Hills Precinct Cnr Montgomery & Bedlington Streets

105 Allanson Oval Cnr Montgomery & Bedlington Streets, Allanson.

106 SITE – Lowry’s Hut Cnr Montgomery & Bedlington Streets, Allanson

107 SITE – Mr WT Atkinson’s Residence Lot 3 Railway Parade, Allanson

108 SITE – Bevan’s Dairy Railway Parade, Allanson

109 SITE – House 20 Yokain Road, Allanson

110 House 13 Yokain Road, Allanson

TOWN OF BUCKINGHAM

111 Buckingham School/hall Lot 4611 Griggs Road, Buckingham

112 SITE – Buckingham Mill Buckingham

113 Buckingham Memorial Church Shotts River Road near intersection of Don Road

114 Buckingham Family Residence Shotts River Road, Buckingham Lot 2658, Part 2

TOWN OF CARDIFF

115 Site – Cardiff Mine Old MacAlinden Road, Cardiff

116 Dwelling Lot 25 Old MacAlinden Road, Cardiff




120 Dwelling Lot 31-33 Old MacAlinden Road, Cardiff

121 Dwelling-Wildlife Sanctuary Old MacAlinden road

122 Dwelling 27 Hoddell Road, Cardiff

123 Dwelling 17 Patterson Street, South Collie

124 Dwelling 45 Patterson Street, South Collie

125 SITE - Dwelling 54 Shannon Street, Cardiff

126 Dwelling 104 Shannon Street Cardiff

127 Dwelling 106 Shannon Street, Cardiff



130 Cardiff Public Hall Lot 356 Shannon Street, Cardiff

131 Dwelling Lot 359 Shannon Street, Cardiff



SHIRE OF COLLIE

134 Railway Roundhouse Railway Reserve, Coalfields Hwy





135 Collie Cemetery Coalfields Hwy, West Collie

136 Coal Mine Site – Muja Open Cut (formerly Hebe Cut)

Coalfields Hwy near Buckingham

137 SITE – Cabbage Tree Hotel Site Coalfields Hwy, Buckingham

138 Coal Mine Site – Western No 1 Deep Pump Road, West of Collie

139 Wellington Dam Wellington Dam Road

140 Drag Line at Griffin Mine – Bucryus Eerie Dragline

Griffin Coal Mine Site

141 Coal Mine Site – Griffin Mine Site (First) Mungalup Road

142 Harris River Dam Mornington Road, North of Collie

143 Mungalup Dam Mungalup road, south west of Collie

144 School House Williams Road, Collie (land owned by Water Corp)

145 SITE – Salvation Army Childrens’ Home (fmr)

Williams Road, North East of Collie

146 SITE – Boronia Gully Williams Road, North East of Collie

TOWN OF WORSLEY

147 Worsley Mill Manager’s Residence Gastaldo Road, Worsley

148 St David’s Church, Worsley Gastaldo Road, Worsley



1 of 9 Proposed Places for Inclusion on the Final Draft of the Local Heritage Survey 2017

Proposed Places for Inclusion on the Final Draft of the Local Heritage Survey 2017

Ref No. Place Name Street addresses of properties nominated in 2010 if known (Unconfirmed)

1. Salvation Army Barracks 57 Wittenoom St, Collie (Town Lot 956)

2. St Brigid’s Roman Catholic Church 118 Prinsep St, Collie (Town Lot 473)

3. Mungalup Fire Tower Mungalup Tower Road, Water Reserve 17561

4. Bunnings Collie Mill Lot 4383, State Forest 4, P156594

5. Locomotive Preparation Shed Lot 2856 Reserve 36584 P036230

6. Minninup Pool Mungalup Road, South Collie (Collie River) - Reserve 7927

7. Noyes Memorial Hall 49 & 47 Venn Street, Collie (Reserve 18310)

8. Rose Garden Memorial 46 Venn Street, All Saints Churchyard Collie

9. Collie Medical Group 17 Johnston Street, Collie (Town Lot 90)

10. Premier Hotel 86 Forrest Street, Collie (Collie Town Lot 195)

11. Former St Andrews Congregational Church

13-15 Johnston Street, Collie (Town Lot 89)

12. Uniting (Methodist) Church 41-43 Venn Street, Collie (Town Lot 220)

13. Former Franciscan Friary (Catholic Presbytery)

2 Medic Street, Collie

14. Masonic Lodge Hall 50 Venn Street, Collie/ Lot 151

15. Masonic Hall (Original) 50 Venn Street, Collie/ Lot 151

16. Collie Club Incorporated (Workers’ Club) 51 Wittenoom Street, Collie

17. Dr Cameron’s Surgery 67 Wittenoom Street, Collie (Town Lot 109)





18. Collie Bargain Barn 45-51 Steere St, Collie, Location 104-106 (original Town Lot pt.106)

19. Friendly Societies’ Hall Crn Wittenoom/ Steere Street, Collie (59 Wittenoom, ex Lot 959, Reserve 7914/ 955)

20. C.W.A. Hall 76 Throssell Street, Collie/ Railway Reserve 10519

21. Dorsett’s Building (Network Video) 28-30 Forrest Street, Collie (Town Lot 157)

22. Dorsett’s Corner 70-78 Steere Street, Collie (Town Lot 156)

23. Riverview Aged Care Residence Pendleton Street, Collie. Crown Grant in Trust, Lot 2031

24. Commonwealth (Club) Hotel 138-148 Forrest Street, Collie

25. Roman Catholic School Hall 118 Prinsep Street, Collie/ Reserve 4905

26. St. Brigid’s School 118 Prinsep Street, Collie/ Reserve 4905

27. Collie Fire Station 130-132 Forrest Street, Collie (Town Lots 210 and 211)

28. Soldiers’ Hall 1 Lefroy Street, Collie/ Reserve 17374/ 1174

29. Treesville Dam Trees Road, Treesville

30. Mungalup Road Spring Mungalup Road, Collie River

31. Collie District Hospital (original building) Deakin Street/ Steere Street (north). Collie Crown Reserve 14146, Lots 1186 & 1977

32. North Collie Hall Corner Prinsep/ Ewing Streets, North Collie

33. Muja School Centaur Road, Buckingham/Reserve 13923

34. Ewington School (No. 2) Palmer Road, Ewington (Reserve 10077)

35. Teddy Bears Bridge Collie River





36. Coalfields Bearings 96 Forrest Street, Collie (Town Lot pt.193)

37. Collie Railway Station (Replica) site Throssell St, Collie

38. Alexander Collie Memorial Forrest Street, Collie (opposite Steere Street)

39. “Little Polly” Collie Visitor’s Centre precinct, Throssell Street, Collie

40. Co-op (Coombe St) Bridge Coombe Street at the Collie River, Collie (Bridge No 3526)

41. Recreation Ground Entrance Gates Corner Medic and Prinsep Streets, Collie

42. Collie Recreation Ground Oval Prinsep Street, Collie

43. Collie Velodrome Greater Sports Ground, Roberts Street, Collie

44. Mosaic Footpath Throssell St, Collie

45. Collie River Walkway Wallsend Oval / Collie River, Collie

46. Doubikin’s Residence Forrest Street, Collie (Town Lot pt.207)

47. Butcher’s Shop 48 Forrest Street, Collie (Town Lot pt. 178)

48. Southern Districts Building and Shops 80 Forrest Street, Collie (Town Lot pt. 172)

49. 1.2.6. Reid’s Bush Camp Well Caversham Road, Harris River

50. Jones Arcade 38 Forrest Street, Collie (Town Lot 178, pt 179)

51. Rowlands Corner 36 – 38 Forrest Street, Collie (Town Lot 179)

52. Iddon’s Store 68-70 Forrest Street, Collie (Town Lot 174)

53. Collie Co-op Centre Cnr Johnston & Steere Street, Collie (Town Lots 535,536,537)





54. Break Neck Hill Memorial (Collie-Donnybrook)

Preston Road, Lyall’s Mill

55. H & R Block Building Steere Street (Town Lot 156 pt.)

56. Palmer’s Buildings (‘Coalandra House”) Steere Street (Town Lot 529 pt.)

57. Centaur Railway Bridge Collie River (East Branch) Muja

58. Collie-Narrogin Railway Bridge Collie-Narrogin Railway, Collie Townsite.

59. Collie - Cardiff Railway Bridge Collie River, Collie

60. Amaroo (North Collie) Primary School Corner Jones & Atkinson Street, Collie

61. Collie Senior [District] High School Pendleton Street, Collie/Reserve 4912, incorp. Lots 1181 and 321

62. Fairview School Vernon Street, Collie

63. South Collie (Wilson Park) Primary School

Wilson Park

64. Collie Agricultural Society Exhibition Hall Wallsend Ground, Bridge St, Collie

65. Collie Fire Brigade track Forrest Street, Collie

66. Fred Scharf Lions Memorial Park Cnr Patterson St and Mungalup Rd, Collie

67. Infant Health Clinic Wittenoom Street, Collie (Lot 954, Crown Grant in Trust)

68. Christian Brothers’ College [St. Edmund’s – St. Brigid’s]

205 Prinsep Street, Collie

69. Doyle's Undertaker site 67 Steere Street (corner of Medic) Town Lot 529 pt

70. ChemMart Pharmacy Steere Street (Town Lot 529 pt.)

71. Civic Videos shop Steere Street, Collie





72. Red Cross Shop (Town Lot pt. 164) Steere Street, Collie

73. Saunder’s Mill Preston Road, Collie

74. New Collie District Hospital Deakin Street, Collie. Reserve 14146, Lot 300

75. Collie Hospital Nurses’ Quarters Deakin Street, Collie. Crown Reserve 14146, Lot 300

76. T B S Produce Store Lot 158, 24 Forrest Street, Collie

77. Geldert’s Workshop (Valley Meats Building)

Lot 209, 134 Forrest Street, Collie

78. Collie Foundry site 136 Forrest Street, Collie (Former Lot 208)

79. Shop Site 10 Forrest Street, Collie

80. Trading/Residential Precinct Site 12 & 14 Forrest Street, Collie (ex Town Lot 161)

81. Trading Precinct Site 16 & 18 Forrest Street, Collie (Town Lot 160)

82. Chinese Restaurant/Office 76-78 Forrest Street, Collie

83. Auctioneer’s Mart Forrest Street, Collie (Town Lot pt.194)

84. Sigg’s Pharmacy Forrest Street, Collie

85. Amusu Hall [Collie Canvas & Camping World]

64 Johnston Street, Collie

86. Lyall’s Mill Manager’s House site Lyall’s Mill Road

87. Collie Dressage Club Arenas Collie Racecourse, McVee Road, Collie

88. Wellington District Pony Club Grounds Collie Racecourse, McVee Road, Collie

89. (Old) Fernbrook Railway Station Soak Old Fernbrook Road, Worsley





90. Collie Cardiff Teacher’s Quarters (former)

Old Lyall’s Mill Road, Cardiff/Lot 412

91. Stockton Motocross Circuit Piavanini Road, Collie-Burn

92. Hillview Wing, Collie District Hospital Steere Street (North) Collie. Crown Reserve 14146

93. Wannaporn’s Thai Kitchen 39 Steere Street (Town Lot pt. 164)

94. Former Boot maker’s shop 41 Steere Street, Collie (Town Lot pt.164)

95. Bicycle Shop 35-37 Steere Street, Collie (Town Lot pt. 164)

96. St. John Ambulance Centre (No. 1) site Steere Street, Collie (ex Town Lot 954)

97. Dwelling/Aerated Waters Factory Site 25 Throssell St, Town Lot 5

98. Central Newsagency site 101 Throssell St (formerly No.56) Lot 7 (cnr Town Lot 93)

99. Coombes new Pioneer Stores site 99 Throssell Street (formerly No.56) Lot 1 ex Town Lot 93

100. Former Youth Hall Venn Street, Collie

101. Collie Day Care Centre Vernon Street/Steere Street (north), Collie. Reserve 14146, Lot 301

102. Pumping Stations (Collie/ Bingham River)

Williams Road

103. Collie Basketball Courts (No.1 site) Lefroy Street, Collie, Recreation Reserve

104. Margaretta Wilson Centre Forrest Street, Collie

105. Roche Park Recreation Centre Coombes Street, Collie

106. Underground Coal Mine Replica Collie Visitor’s Centre, Throssell St, Collie

107. Collie Library Corner Wittenoom and Steere Streets, Collie

108. Chinaman’s Pool Bridge Bradbury Street, Collie Burn (Bridge No. 3525A)





109. Commonwealth Bank 66 Forrest Street, Collie (Town Lot 175)

110. BankWest Building 72-74 Forrest Street, Collie (Town Lot 173)

111. Shops 30 Harvey Street, (cnr Johnston) Collie, (Town Lot pt. 171)

112. Co-op Garage site Cnr Johnston & Lefroy Streets

113. Ewington Bridge Lynn St, Collie (Bridge No. 4772)

114. Former Collie Squash Courts Moira Road, Collie

115. Blue Pool Bridge Powerhouse Road, Collie Burn (Bridge No. 3520)

116. Shepherd’s Central Garage Prinsep Street, Collie (Town Lot 196)

117. Aboriginal Pre School Benwell Place

118. Buckingham Bridge Coalfields Highway, Buckingham

119. East End Bridge Coalfields Highway, Collie

120. Scouts Hall Coombes Street, Collie - Reserve 23521/1858

121. Collie River Dental Centre 11 Johnston Street, Collie (Town Lot 88)

122. Doctor’s Surgery 48 Johnston Street, Collie (Town Lot 486

123. Church of Christ site (Four Square Church)

Johnston Street, Collie (Town Lot 487)

124. Glenlee School Jones Street, Collie

125. Catholic Presbytery [Presentation Sisters’ Convent site]

Medic St, Collie (Town Lot 475)

126. Griffin Bridge Mungalup Road, Collie





127. Water Treatment Plant Mungalup Road, Collie

128. Flying ¼ Mile Straight Mungallup Road, Minningup

129. Tilbrook’s Mill Preston Road, Collie

130. North Collie Methodist Church site (Church of Christ)

165 Prinsep Street (corner of Prinsep and Regent St), Collie

131. Martin’s Vegetable Garden site Rowe Street, Ewington (Lot 985)

132. St. John Ambulance Centre Steere Street (North) Collie. (Lot 2761, Crown Reserve 38027)

133. Apex Kindergarten Steere Street, Collie

134. Dwellings site 139-141 Throssell St (formerly No’s.87-90) Town Lot 129 pt, 130

135. Dwelling 19 Throssell Street (formerly No.10) Town Lot 2

136. Railway Institute Throssell Street, Collie.

137. Former Army Drill Hall Throssell Street, Collie

138. Methodist [Uniting Church] Kindergarten site

Venn Street, Collie

139. Collie School of Mines Wittenoom Street, Collie

140. Collie Technical School Wittenoom Street, Collie

141. Salvation Army Quarters site Wittenoom St, Collie (Town Lot 956)

142. Yokain Estate Vineyard Worsley Back Road

Worsley Back Road, Yokain

143. East End Garage 17 Throssell St (formerly No.9) Town Lot 1

144. Collie Badminton Hall Wallsend Ground, Bridge Street, Collie





145. Methodist (Uniting) Church Manse Clifton St, Collie (Town Lot 225)

146. Church of England Rectory Site (No 1) Clifton St, Collie (Town Lot 232- former reserve 9113)

147. Radio Transmitting Station Coalfields Highway, Collie

148. Westate Buildings 116 Forrest Street, Collie (Town Lot 189)

149. Florist/Bakery Shops 62-64 Forrest Street, Collie (Town Lot pt. 175)

150. Former Collie Family Centre 114 Ogden Street, Collie

151. Baptist Church Prinsep Street, North Collie

152. Former Kingdom Hall for Jehovah Witnesses

Raymond Street, Collie

153. Former Lutheran Church 7 Steere Street, Collie (Town Lot 122)

154. Seventh Day Adventist Church Steere Street, Collie (Town Lot 107)

155. Telecom Building 65 Throssell Street. Collie (formerly No. 34)

156. Church of England Rectory (current) 87 Wittenoom St, Collie (corner of Harvey St, now Mungalup Rd.)

157. Woggary Pool (8 Mile Road) Lintott Road, North Collie/East Branch Collie River

158. Collie Burn-Cardiff Pools Collie Burn-Cardiff (Collie River South Branch)

159. The ‘Big Swimming’ Pool Harris River/Harris River Dam Road



SHIRE OF COLLIE LOCAL GOVERNMENT HERITAGE SURVEY

255

Buckingham Hall (Western Elevation) – 3 February 2016

PLACE NAME:

OTHER NAMES

PLACE NO: 111 Buckingham Hall

STREET ADDRESS: Lot 4611 Griggs Road, Buckingham

CERTIFICATE OF TITLE DETAILS:

GPS COORDINATES:

LEVEL OF SIGNIFICANCE:

-33.393721, 116.319236

Considerable

CURRENT USE: Community Hall

PREVIOUS USES: Hall and School

CONSTRUCTION DATE/S: c1950s

ARCHITECTURAL STYLE:

CONSTRUCTION MATERIALS: Weatherboard and iron

ARCHITECT:

BUILDER:

OTHER ASSOCIATIONS:

HISTORIC THEME: Settlement

Education and science

LGA HERITAGE AREA:

REGISTER OF HERITAGE PLACES:

HCWA DATABASE NO: 6318 Buckingham School (fmr) (Community Hall) Coalfields Rd, Buckingham

NATIONAL TRUST CLASSIFICATION

OTHER LISTINGS:




256

CONSERVATION PLAN/STRATEGIES:

3 February 2016 northern end, eastern elevation.

3 February 2016, northern elevation

3 February 2016, eastern elevation

3 February 2016, southern elevation




257

Buckingham School located on eastern side of Griggs Road, south of bend. Buckingham Church (fmr) (#113) and Buckingham Family Residence (fmr) (#114) are located to the north on Shotts River Road. (www.googlemaps.com)

STATEMENT OF SIGNIFICANCE: Buckingham Hall, a weatherboard and iron hall, has cultural heritage significance for its social significance as a school for the children of workers at the Buckingham and Bunnings mills and later as a community hall and meeting place.

HISTORICAL DESCRIPTION: The site comprises the Buckingham Hall and the Muja School (fmr) and is located on the western side of the Collie River at Duderling Pool (approximately 80m away). The Buckingham Hall was constructed in 1954/55. In February 1945, the Buckingham community was devastated by fire. Newspaper reports at the time indicate that up to 11 houses, timber stacked at the mill and a general store were destroyed175. It is thought however, that numerous other structures including the church, hall and pumphouse were also destroyed176. In 1951, The West Australian reported that a new church had been constructed at Buckingham Siding to replace one destroyed in a bush fire ‘some years ago’177. The Draft Shire of Collie Municipal Heritage Inventory 2010 notes that the original Buckingham Hall was located on Shotts River Road but was destroyed by the 1945 fire. When the State Saw Mills purchased the Buckingham Mill in 1954 they built a new hall which is on the current site and was funded by a levy applied to the local ratepayers. The hall was managed by the Buckingham Progress Association178. The hall has been extended at some stage to include the Muja school and an adjoining kitchen area as one building.

175 The West Australian 5 February 1945, p6 176 Draft Shire of Collie Municipal Heritage Inventory 2010 p191 177 The West Australian 8 June 1951, p8 178 Draft Shire of Collie Municipal Heritage Inventory 2010 p190-193




258

The Draft Shire of Collie Municipal Heritage Inventory 2010 identifies the northern portion of the place as the former Muja School, describing it as having a steep pitched iron roof, weatherboard clad and on jarrah stumps, with a pair of double hung windows on the eastern and western sides and a brick chimney at the north western corner. It is adjoined to the Buckingham Hall and is used a kitchen. It was relocated from Muja to its current site after the mid 1950s.179 PHYSICAL DESCRIPTION: Buckingham Hall is 60’ x 30’, including the 12’ addition. Set on sawn jarrah stumps, the timber framed building is clad externally with jarrah weatherboards. The roof is medium pitch, hipped with louvred gables, and clad with short sheet corrugated iron. The original hall had two sets of double louvred windows either side and a set of louvres either side of the entrance at the southern end. The former school has a steeper pitched hipped roof, and similar style double set of louvres either side and double exit door at the northern end. There is a face brick chimney in the north west corner, with simple brick corbelling. Windows are covered with cgi sheeting as at 2016.

The supper room (old school has a hipped roof and is clad with jarrah weather boards matching the hall, and the extension between the buildings was opened in 1987.

Internal description from 2010 Draft MHI: The hall has been connected with electricity and water tanks/stands. Internal walls are lined with fibro material. The floor is tongue and groove jarrah boards.

MANAGEMENT CATEGORY:

Very important to the heritage of the locality. High degree of integrity/authenticity.

Conservation of the place is highly desirable. Any alterations or extensions should reinforce the significance of the place.

Date Integrity Authenticity Condition

2016 Medium-High High Poor

179 Draft Shire of Collie Municipal Heritage Inventory 2010 p88-89

