Shire of Irwin ATTACHMENTS – ORDINARY COUNCIL MEETING 26 APRIL 2016

ATTACHMENTS TO COUNCIL ITEMS Part 2 – PLANNING AND INFRASTRUCTURE

ORDINARY COUNCIL MEETING 26 April 2016

Shire of Irwin ATTACHMENTS – ORDINARY COUNCIL MEETING 26 APRIL 2016

ATTACHMENT:PI01

Addition of Former Dominican Convent Cemetery, St Dominic’s Road, to the Shire’s Scheme Heritage List

Dominican Convent Cemetery (Fmr) Lot 6 Pt Lot 1057

St Dominic’s Road

Background:

It is understood that the small cemetery and the surrounding land located adjacent to the Priory

Lodge and fronting St Dominic’s Road is owned by the Dominican Priory. The owners have

expressed an interest in developing this large block of land at some stage in the future. The small

cemetery site (no graves remain) is currently in an unkempt and neglected condition. In recognition

of its heritage significance and value to the local community, the Shire of Irwin may consider the

option of negotiating with the owners to subdivide the cemetery off from the main block and then

assume ownership of the site. In this way the Shire would then be in a position to conserve,

maintain and interpret the site.

Description of the Place:

The Fmr Dominican Convent Cemetery is located immediately to the east of the Priory Lodge in a

rural setting near the southern bank of the Irwin River. The small cemetery is currently accessed off

the carpark of the adjacent Priory Lodge, via an arbour of timber construction. This structure leads

to a tree-lined pathway, approximately 140 metres in length, consisting of different tree and bush

species including established peppercorn and eucalyptus trees and oleander bushes.

Aerial photo showing location of cemetery.

Access through a timber arbour.

Tree-lined pathway leads to cemetery.

At the end of the pathway the small cemetery is accessed via a single metal gate in a surrounding

low wall of rendered concrete brick construction. The metal gate features decorative ironwork coils

with a cross at the top. Two rendered masonry piers with square caps are located either side of the

gate, while the wall either side tapers down to a lower height.

Main entry gate to the cemetery.

Decorative metal gate with cross at top.

Rendered wall surrounding the cemetery.

A secondary gate, of timber picket construction, is centrally positioned in the northern perimeter

wall. Painted white, the gate and the two timber posts located on either side, are in poor condition.

It is likely that this opening was cut into the wall at a later date. A narrow, informal dirt path leads

from the cemetery northwards and down a slope to St Dominic’s Road.

Secondary timber gate to northern wall.

View of timber gate from within cemetery.

Narrow pathway leading from gate to road.

The small cemetery is located within a square-shaped perimeter masonry fence, with established

trees and bushes around the edge of the area, on both sides of the wall. There is evidence that the

vegetation is causing some damage to the perimeter wall, with some cracking in places which may

necessitate the removal of some plantings.

View from centre looking towards main gate.

At the centre of the cemetery is a large square rendered memorial plinth, painted white and

surrounded by concrete curbing which possibly contained a small garden bed in past years. The

plinth has plaques on all sides including one which tells the history of the Dominican Order, two

which list the names of the nuns who had previously been buried in the cemetery, and one on the

frontage which lists the names of the founders of the Dominican Order. The plinth, which sits

slightly off square, has an inverted curved top with a timber cross affixed to the apex. The cross is

on a lean and this movement could have caused the cracking evident to the top of the plinth.

Front (WSW), decorative face of the plinth.

Side (NNW) face of plinth.

Side (ENE) face of plinth containing history.

Side (ESE) face of plinth.

Around the edges of the cemetery are the bases of the old headstones which were removed from

the site and installed in a memorial wall at the Dongara Cemetery. Four of the bases have been used

to make two benches, utilising pieces of timber as the seats. Other headstone bases are evident

elsewhere in the cemetery, partly obscured by foliage.

Headstone bases used as a bench.

Other headstone bases discarded on site.

History of the Place:

Taken from the Cemetery memorial plaque:

“On 7 June 1899, the people of Greenough welcomed a small group of Dominican Sisters from New

Zealand to their first home in Western Australia. In August 1901, the Sisters moved to Dongara

where they established St Dominic’s Priory, the Mother house of the Congregation and in 1928, the

Dominican Ladies College. The Sisters continued their teaching ministry in Dongara until the damage

caused to the Priory building by the 1971 flood of the Irwin River made it necessary for them to set

up a new Mother house in Doubleview, Perth.

The Motto of the Dominican Sisters…To contemplate and share with others the fruits of

contemplation…has been the guiding force of the lives of the women who lived and worked in this

region. The (energy?) and the love of the Sisters for the people and students of the area is attested

to by the long-standing friendships of the past 100 years.

The memorial honours the lives of the Dominican Sisters who were buried here – great women who

devoted their lives to serving the people of the Geraldton diocese during the years 1899-1957. With

them were buried in this cemetery: Clare Grace Punch, a student at the College, and rev Father

O’Hare, the Priory Chaplain. May they Rest In Peace.

In 1996, the decision was made to transfer the remains of the Sisters who were buried in this spot to

the Sisters’ plot in Karrakatta Cemetery, Perth, where maximum care of their earthly resting place

could always be maintained.

This Memorial was blessed on 9th April 1999 as part of the 100th anniversary of the Dominican Sisters

in Western Australia.”

Further information is contained in the Shire of Irwin Municipal Inventory (Place 56) which reveals

that the memorial plinth was actually relocated from the Priory Lodge gardens into the cemetery in

1999. Furthermore the MI listing notes that the cemetery used to contain the grave of Reverend

Mother Gill, the founder of the order in Western Australia. In addition it is noted that the cemetery

was thoroughly photographed prior to the headstones being removed in September 1998.

Current Heritage Listing for the Place:

Shire of Irwin Municipal Inventory of Heritage Places – Place No. 56, Management Category 4

Heritage Council of WA – The cemetery (P11833) is in the current Assessment Program for the State

Register as part of a listing for the Priory Lodge (P1229). That is, the current proposed curtilage for

the Priory Lodge also includes the cemetery and importantly, the tree-lined pathway to the cemetery.

Negotiations with owners will recommence shortly following previous owner objection to

Registration.

Moss Wilson, Senior Heritage Officer (Assessment) from the State Heritage Office noted that given

the status of the place it is probable that any proposed subdivision for the subject land will result in

the WAPC referring the application to the State Heritage Office for their consideration and

comment. Moss recommends that, at the appropriate time, the Shire contact the Development

team at the State Heritage Office to discuss the proposal and seek guidance as to what measures

need to be considered to safeguard the cultural heritage values of the place.

Issues to Consider

Access to the Cemetery:

1. Historically the small cemetery was accessed via the tree-lined pathway from the former

Convent. This route is very picturesque, tranquil and intrinsically linked with the history

of both the cemetery and the fmr Convent. Obviously if affords the most direct link

between the fmr Convent (Priory Lodge) and the cemetery where the nuns were buried.

However, the retention of this linkage may prove problematic for two main reasons.

Firstly the entrance to the pathway, via the timber arbour, is accessed off privately

owned property – being the Priory Lodge. Secondly, it is surmised that the owner of the

land surrounding the cemetery will want to maximise the subdivision potential of the lot

and therefore may not be supportive of an excised lot which contains the cemetery and

the pathway which would effectively limit the numbers of lots attainable from the site as

well as minimising access options off St Dominic’s Road. Please note the comments in

the section above regarding referral to the State Heritage Office.

2. The narrow path between St Dominic’s Road and the northern wall of the cemetery is

presently fairly steep and would require some clearing and levelling to allow for safe

access. Additionally some off street parking may need to be considered. Furthermore,

the gate to the northern wall is a secondary entrance and does not feature the grander

detailing that the main entrance has.

Condition of the Place:

1. As mentioned in the description, the vegetation within and immediately surrounding the

cemetery is quite overgrown and is impacting on the rendered concrete block perimeter

walls. Careful pruning, and even the removal, of the offending trees and bushes needs

to occur to prevent any further damage to the existing built fabric.

2. Some sections of the perimeter wall may require some repair works where cracking and

subsidence has occurred.

3. The two gates need to be repainted, with any necessary repairs undertaken.

4. The top of the central memorial plinth requires repairs to the cracking and the cross

needs to be straightened.

5. Consideration of a more sensitive placement and use of the remnant headstone bases

needs to be made. They could possibly be arranged in a historically appropriate manner

reflecting the previous grave arrangement. This could be based on the photographs that

are understood to have been taken prior to the removal of the headstones. Alternative

benches should be provided.

6. Appropriate pruning of the trees and bushes along the tree-lined pathway between the

Priory Lodge and the cemetery should take place as required.

7. If a secondary access off St Dominic’s Road up to the northern cemetery gate is to be

promoted more widely, then this track needs to be more formalised and made safe.

Interpretation:

1. Although there is already some history in place about the Dominican Sisters and the

cemetery, it is recommended that the site include additional photos which show some

photographic evidence of how the cemetery looked prior to the removal of the

headstones, possibly an image of the memorial wall in the Dongara Cemetery and some

photos of the nuns themselves.

Report prepared by:

Tanya Henkel

Heritage Advisory Service

23 July 2014

Shire of Irwin ATTACHMENTS – ORDINARY COUNCIL MEETING 26 APRIL 2016

ATTACHMENT:PI02

Memorandum of Understanding for Uncle Ann’s Writers Group for One Room at Denison House

MMEEMMOORRAANNDDUUMM OOFF UUNNDDEERRSSTTAANNDDIINNGG

BBeettwweeeenn

TTHHEE SSHHIIRREE OOFF IIRRWWIINN

aanndd

UUNNCCLLEE AANNNN’’SS WWRRIITTEERR GGRROOUUPP

FFOORR TTHHEE UUSSEE OOFF RROOOOMMSS AATT DDEENNIISSOONN HHOOUUSSEE

MMEEMMOORRAANNDDUUMM OOFF UUNNDDEERRSSTTAANNDDIINNGG

ARRANGEMENTS FOR THE UNCLE ANN’S WRITER GROUP FOR USE OF ROOMS AT DENISON HOUSE

TERMS AND CONDITIONS OF MOU This MOU is for the use of the living room and the use of the kitchen and indoor toilet facility, at ‘Denison House’, Lot 787, Retreat Boulevard, Port Denison (please refer to the attached plan). TERM This MOU becomes effective from 01 May 2016 to 01 May 2017. RENTAL PAYMENT The rent of the room is $300 annually. BUILDING MAINTENANCE AND UTILITIES ARRANGEMENTS The Shire will:

o maintain the overall structural integrity of Denison House, renovations and upgrades will be undertaken at the Shire’s discretion and subject to normal budget constraints; and

o be responsible for replacing light bulbs and maintenance of the grounds; Uncle Ann’s Writer Group will be responsible for the general cleaning and upkeep of

the allocated room, including the kitchen and toilet facility.

INSURANCE Property and Public Liability Insurance associated with the area are paid for by Council

with its annual insurance premiums. VARIATION The terms and conditions of this Memorandum of Understanding can be varied at any

time by agreement of both parties. ________________________________ _______________________________ Darren Simmons Chief Executive Officer, Shire of Irwin Uncle Ann’s Writers Group

Shire of Irwin ATTACHMENTS – ORDINARY COUNCIL MEETING 26 APRIL 2016

ATTACHMENT:PI03

Placemaking Working Group’s Terms of Reference

DONGARA TOWN CENTRE PLACEMAKING WORKING GROUP

Dongara Town Centre Placemaking Project

Terms of Reference

3/1/2016

Dongara Town Centre Placemaking Project Project Background The Dongara Town Centre Placemaking Project is intended to support the Dongara Town

Centre Revitalisation Plan. While design is an important component to the creation of high

quality public places, it is not the only factor. Other factors to focus on, throughout the

project are:

Providing access;

Creating active uses;

Economic opportunities, and;

Events programming.

This project will result in small-scale, do-able transformations to the Town Centre. This

project will facilitate social and economic growth within the Dongara Town Centre.

Project Purpose The purpose is to raise awareness about placemaking in the Dongara Town Centre and to

create and facilitate a Placemaking Working Group that will be responsible for the creation

of a vision and implanting small-scale transformations to the Town Centre.

Placemaking Placemaking is an innovative, inclusive approach to the planning, design and management

of public spaces. Placemaking considers how the area is used, local events and talent to

create attractive, popular, active public places – for the enjoyment of the community and

visitors.

Placemaking Principles The following Placemaking principles will assist with guidance and implementation of a

vision and small scale Placemaking projects within the Dongara Town Centre. The nine

chosen Placemaking principles are:

1. Making a High Quality Place, NOT a Design

Placemaking is about providing access to public spaces, creating active uses, facilitating

economic opportunities and increasing social activity. NOT planning, designing or building

infrastructure.

2. Funding is not the Issue

Placemaking focus’ on the value of public space, NOT the cost. Placemaking is about

increasing the level of activity, through working with partners to enhance spaces.

3. Some People will ALWAYS say “It Can’t Be Done”

This usually means “We’ve never done things that way before”. Placemaking has been done

in cities and large regional centres, however, Dongara will be the first country town to

introduce placemaking to the town centre. Leaders in the community can develop a vision

and build support for enhancements to the Town Centre.

4. Develop a Vision

The vision should be defined by the community, local identity and heritage, activities and

uses, and meaning.

5. The Community is the Expert

People who use the Town Centre provide the best insight to the Town Centre, as

Placemaking focuses on how the area is used and how to enhance that. Placemaking aims to

uncover and incorporate local ideas and talent.

6. Placemaking CAN’T be Done Alone

We need the community’s help to contribute ideas, talent and resources, and coordinate

schedules of events and small-scale projects, to transform the Town Centre.

7. Simple Observations can Help Shape a Place

Observing how the Town Centre is used will help transform the area to increase social and

economic activity.

8. Coordination of Events and Activities

Local businesses are encouraged to coordinate business operations with local events to

maximise opportunities for economic and social activity in the Town Centre.

9. Start with Small Scale Changes

Small scale changes don’t require a lot of funding, and are a great opportunity to test ideas,

experiment and identify what should be incorporated in future planning of the Town

Centre. These changes are flexible and will encourage the community to contribute ideas

and display local talent.

Placemaking Working Group Purpose The purpose of the Placemaking Working Group is to implement placemaking projects in

the Dongara Town Centre.

Objectives The objectives of the Placemaking Working Group are as follows:

To promote improve and coordinate placemaking in the Dongara Town Centre;

To encourage community participation;

To create and implement a vision and action plan; and

To drive small-scale changes within the Town Centre.

Roles The Placemaking Working Group’s role is to implement placemaking in accordance with the

9 placemaking principles, the purpose and the objectives. The Shire of Irwin’s role is to

support the Placemaking Working Group, with the point of contact for the Working Group

being Planning Officer, Clair Morrison.

Terms of Reference All members are to abide by the Terms of Reference of the Dongara Town Centre

Placemaking Working Group.

A quorum for a meeting of the Working Group will be 100% of the nominated

representatives.

A review of these Terms of Reference will be undertaken, should the appointment of a new

Working Group nominated representative occur.

Structure The Placemaking Working Group will be inclusive of any community member who wishes

to participate.

The Placemaking Working Group may call upon external community members for goods

and services to complete projects. The Placemaking Working Group should complement

local art and community groups, and encourage participation in relevant placemaking

projects.

The Placemaking Working Group will nominate 3-5 representatives, including a

chairperson, who will be expected to:

Make decisions on behalf of the overall Placemaking Working Group;

Attend meetings, including council meetings when required for approvals; and

Be the main point of contact between the Placemaking Working Group and the Shire

of Irwin.

Selection Criteria The following selection criteria will be considered when nominating and selecting

representatives for the Placemaking Working Group:

A broad representation of the community will be sought;

Local business representatives from the Dongara Town Centre will be sought;

A commitment to placemaking action/involvement; and

Knowledge of the Dongara Town Centre.

Code of Conduct The purpose of the Code of Conduct is to specify the ethical standards expected of Working

Group Members. Working Group Members will:

(a) observe the highest standards of respect, honesty and integrity, and avoid conduct which

might suggest any departure from these standards;

(b) be frank and honest in their official dealing with each other.

Meetings Meetings will be conducted in accordance with these Terms of Reference.

The Working Group can determine the frequency and timing of meetings.

Each meeting of the Working Group shall be properly recorded by the taking of minutes. A

copy of the agenda and minutes from each Working Group meeting are to be retained on an

appropriate file.

The Chairperson

The responsibilities of the Chairperson are as follows:

Chairs all regular and special meetings of the Working Group;

Ensures the preparation of agenda and meeting minutes (this may be delegated to

another Working Group member) and;

The Chairperson will maintain a cohesive Working Group through appropriate

communication and coordination.

Finance The Shire of Irwin will provide a bank account for the Working Group’s finances. The

Working Group must abide by the Shire’s Purchasing Policies, which will require approved

Purchase Orders to be provided for any goods or services relating to the Working Group’s

projects.

Insurance Community Placemaking Working Group Members are covered by the Shire of Irwin’s

Voluntary Workers Insurance policy when complying with the policy conditions. The

insurance only applies whilst engaging in work authorised by the Working Group,

including direct travel to and from such voluntary work. Notification is required

immediately to the Chair for any potential claim.

Shire of Irwin ATTACHMENTS – ORDINARY COUNCIL MEETING 26 APRIL 2016

ATTACHMENT:PI04

Memorandum of Understanding for LOGICIT’s use of TV Tower

MMEEMMOORRAANNDDUUMM OOFF UUNNDDEERRSSTTAANNDDIINNGG

BBeettwweeeenn

TTHHEE SSHHIIRREE OOFF IIRRWWIINN

aanndd

LLOOGGIICCIITT

MMEEMMOORRAANNDDUUMM OOFF UUNNDDEERRSSTTAANNDDIINNGG

ARRANGEMENTS FOR USE OF THE SHIRE OF IRWIN’S TV TOWER ON LOT 302 DEE STREET, DONGARA FOR LOGICIT

TERMS AND CONDITIONS OF MOU This working arrangement is for LOGICIT’s use of the Shire of Irwin’s TV Tower on Lot 302 Dee Street, Dongara TERM The agreement is effective from 01 May 2016 until 30 June 2021 with an option to renew the agreement for another 5 years, subject to Council approval. BUILDING MAINTENANCE AND UTILITIES ARRANGEMENTS The Shire of Irwin will control access to the TV Tower. A key will be provided to LOGICIT for the purposes of maintenance. Equipment placed on the TV Tower for the purposes of LOGICIT will be maintained by LOGICIT. Additional equipment may not be placed on the tower without written approval from the Shire of Irwin. When requesting approval, relevant details shall be provided to the Shire, including descriptions and dimensions of the equipment.

FEES The cost of placing LOGICIT’s equipment on the TV Tower will be in accordance with a fee set within Shire of Irwin’s Schedule of Fees and Charges. The Shire of Irwin will be responsible for the payment of electricity used at the premises. Should LOGICIT cause excessive use of electricity, the cost of the estimated excess must be paid by LOGICIT. LOGICIT must pay a bond of $1,000 for the key to access the premises. The bond may be returned on cancellation or expiry of this Memorandum of Understanding. INSURANCE Property and Public Liability Insurance associated with the area are paid for by Council with its annual insurance premiums. VARIATION The terms and conditions of this Memorandum of Understanding can be varied at any time by agreement of both parties. ________________________________ _______________________________ Darren Simmons Chief Executive Officer, Shire of Irwin CEO/Director, LOGICIT

Shire of Irwin ATTACHMENTS – ORDINARY COUNCIL MEETING 26 APRIL 2016

ATTACHMENT:PI06

Point Leander Drive Verge Planting Project Initiation – Stage 1