attachments to council items part 3 – …944).pdf · shire of irwin attachments – ordinary...

Shire of Irwin ATTACHMENTS – ORDINARY COUNCIL MEETING 28 JUNE 2016

ATTACHMENTS TO COUNCIL ITEMS Part 3 – COMMITTEES OF COUNCIL MINUTES

ORDINARY COUNCIL MEETING 28 June 2016


ATTACHMENT 9.2.1 Shire of Irwin Tidy Towns Sustainable Committee Minutes

– 25 May 2016

SHIRE OF IRWIN

TIDY TOWNS SUSTAINABLE COMMITTEE

MINUTES OF THE MEETING HELD ON WEDNESDAY 25 MAY 2016 AT 3:00PM IN THE MEETING ROOM

AT THE SHIRE ADMINISTRATION BUILDING, PORT DENISON

Meeting commenced at 3:00pm. 1. PRESENT

Cr Bronwen Scott Shire of Irwin (Chair) Cr Sandra Gumley Shire of Irwin Mary Yewers Community Member Mrs Kylie Bessen Community Member Trish Parker Community Member Jenny Fox Guest Vanessa McGuiness NACC Coralie Palmer Shire of Irwin Doug Fotheringham Shire of Irwin – Minute Taker

APOLOGIES Cr Mark Leonard Shire of Irwin Mic Payne NACC Donna Rayner MIG Mark Jones Shire of Irwin

1. Point Leander Verge Planting

Mark Jones was unavailable to discuss this project. Action: Doug to liaise with Mark. Once the planting date has been finalized, Doug will circulate instructions to TTSC for volunteers.

2. Draft Council Policy for removal of substantial trees – Mark Jones / Doug Fotheringham

Action: TTSC may review the document and forward comments to Doug on or before 10 June 2016.

3. River Walk Tracks – Suzette van Aswegen / Mark Jones Issues surrounding Boxthorn being left behind by a contractor have been resolved, and NACC have placed an advert in the Local Rag. TTSC will take on responsibility for implementing the Irwin River Estuary Management Plan, and will prioritise the recommended actions. Recommendation Committee agreed that a Shire budget allocation of $20k should be made to implement the actions from the Irwin River Estuary Management Plan. Moved: Sandy Gumley Seconded: Trish Parker Actions:

1. The Shire’s Technical Services are to make a bid for the annual budget allocation. 2. Doug is to forward the web link for the River Plan to the Committee.

4. Local Law for Pest Plants – Doug Fotheringham

Doug informed the Committee that Council had agreed to initiate the local law process in accordance with TTSC’s Draft Local Law for Pest Plants. Action: Doug is to send a letter to Main Roads WA suggesting that MEEDAC assist with the removal of pest plans from the Main Roads road reserve.

5. NACC – Vanessa McGuiness funding opportunities

Recommendations The Committee recommends that the Council approves the submission of funding applications for:

1. a NACC Community Grant for re-vegetation and signage along north side of the Irwin River, west of the bridge;

2. a NACC Quick Step Grant to fund an interpretative sign near the estuary; and 3. a NACC Quick Step Grant to fund a clean-up day at South Cliff Head.

Moved: Sandy Gumley Seconded: Trish Parker Actions: 1. Coralie is to prepare and submit the Community Grant application for re-vegetation 2. Kylie is to prepare and submit the Quick Step Grant for an interpretative sign near the estuary 3. Trish is to prepare and submit the Quick Step Grant Application

6. TTSC Action Plan Action: Doug is to put some actions in an action plan and circulate to members.

7. TTSC Action Plan

The Committee agreed to develop an action plan to guide and prioritise TTSC activities. Action: Bronwyn is to compile a draft action plan in table format for circulation to members.

8. Expression of Interest – Jenny Fox Recommendation The Committee recommends that Council agree to Jenny Fox becoming a Community Member on the TTSC. Moved: Trish Parker Seconded: Coralie Palmer

9. Beyond Gardens Workshops The workshops were well attended and received. Coralie’s excellent coordination of these events is appreciated by the Committee.

10. Next Meeting: 27 July 2016

11. Meeting Closed: 4.14pm


ATTACHMENT:9.2.2 Shire of Irwin Community Assistance Scheme Committee Minutes –

27 May 2016

Shire of Irwin MINUTES – COMMUNITY ASSISTANCE SCHEME COMMITTEE 27 MAY 2016

Shire of Irwin

COMMUNITY ASSISTANCE SCHEME COMMITTEE

MINUTES OF MEETING HELD FRIDAY 27 MAY 2016

AT THE COUNCIL CHAMBERS, COMMENCING AT 2:00PM

1. ATTENDANCE Cr BC Scott Shire of Irwin – Chairperson Cr SF Gumley Shire of Irwin Mr Geoff Peddie Director Corporate and Community Mr Laurie Smith Manager Recreation Services Mrs Coralie Palmer Manager Community Services (Minute Taker)

2. APOLOGIES

Ms Suzette Van Aswegen Director Planning and Infrastructure

3. CONFIRMATION OF PREVIOUS MINUTES 3.1. Confirmation of previous minutes held Friday 15 April 2016

Confirmed by: Laurie Smith Seconded by: Cr Gumley

4. BUSINESS ARISING FROM PREVIOUS MINUTES 4.1. Event Cancellation – the Dongara Irwin Race Club Inc were approved funding of $1,500

from Round two of the Community Assistance Scheme for the 2015/2016 financial year. Unfortunately due to the weather and track conditions this event was cancelled. The Committee had a discussion around the implications of an event cancellation and decided that the CAS Grant Writing Guidelines, CAS Application and Guidelines, CAS Workshop Presentation and Event Application Checklist be updated to provide Insurance information and details for LGIS a broker that can assist groups in obtaining insurance that is affordable.

5. ITEMS FOR CONSIDERATION 5.1. Review CAS Applications – The committee reviewed the current applications received

from the Funding round which closed Monday 16 May 2016. All applications met the required standard and the Community Assistance Scheme Review Forms are attached for information.

Shire of Irwin MINUTES – COMMUNITY ASSISTANCE SCHEME COMMITTEE 27 MAY 2016

COMMUNITY ASSISTANCE SCHEME COMMITTEE DECISION Moved by: Cr Gumley Seconded by: Cr Scott

That Council:

Approve the following funding allocation for the Community Assistance Scheme funding round which closed Monday 16 May 2016 for the 2016/2017 financial year.

ORGANISATION PROJECT DESCRIPTION GRANT

Duyfken 1606 Replica Foundation

Duyfken 2016 Dirk Hartog Commemorative Voyage and Exhibition

$4,500.00

Dongara Returned Services League

Installation of Sound Absorbing Material $3,250.00

St John Ambulance - Irwin Districts Sub Centre

Mid West South Emergency Services Games

$5,000.00

Dongara Patchwork Club Inc 20th Anniversary Calendar $1,925.00

Irwin District Charity Ball Inc Irwin District Charity Ball $2,300.00

TOTAL $16,975.00 VOTING DETAILS: CARRIED 5/0

6. NEXT MEETING: 6.1 The next meeting date to be advised.

7. CLOSURE

7.1 Meeting closed at 3:05pm


ATTACHMENT:9.2.3 Shire of Irwin Roadwise Committee Minutes – 30 May 2016

1

Shire of Irwin MINUTES – ROADWISE COMMITTEE MEETING 30 MAY 2016

MINUTES FOR THE ROADWISE COMMITTEE MEETING HELD IN THE MEETING ROOM ON

MONDAY, 30 MAY 2016 COMMENCING AT 2.00PM

1. RECORD OF ATTENDANCE/APOLOGIES

PRESENT: Representative Group Cr Bronwen Scott Council (Chairperson) Stacey Pratt-King Shire of Irwin Fran McAllen Dongara Volunteer Fire Brigade

Richard Fox Dongara Police Stephanie Clarkson Shire of Irwin (Minute Taker) APOLOGISES Cr Mike Smith Council

Sarah Page Mainroads Samantha Adams Regional Roadwise Officer Kate McConkey SDERA

2. MINUTES OF PREVIOUS MEETING HELD 21 MARCH 2016

A copy of the previous meeting minutes were provided separately to each member.

ROADWISE COMMITTEE DECISION

Moved: Stacey Pratt King Seconded: Fran McAllen CARRIED 5/0

That the Minutes of the previous meeting held on Tuesday, 21 March 2016 be received.

3. BUSINESS ARISING FROM PREVIOUS MINUTES

3.1.1 Bumper Stickers Belladonna Raudvee an artist who helped out on the Children’s Holiday Activities at the Road Safety School Holiday Program has created slogans using letters made by the children. Steph is going to get quotes for bumper stickers using the slogan “Slow Down”. The stickers can then be used at future events.

2

3.1.2 Children’s Holiday Activities – Road Safety Program On the 14th and 21st of April the Committee in conjunction with the Irwin Recreation Centre held two specialised School Holiday Program days. We had over 120 children attend over the two days. The children created a mural which displays safe road use, safe speeds and safe vehicle use. The children also practised safe pedestrian and roadside safety using an interactive virtual community. Slogans were also created using letters illustrated by the children, these slogans will be used in future projects. Thank you to our artists Jayne Rolinson, Kelli Dawson and Belladonna Raudvee for helping construct the mural and slogans. A big thankyou also to Sheryl Hobbs and Kylie Bessen for helping out on the days, their input and enthusiasm made the days run smoothly. The mural will be installed at the Recreation Centre in the coming weeks. Belladonna also created three colouring in competition pages which the kids had the opportunity to complete on the day. The winners were awarded with a $25 voucher to Dongara Sport and Tackle. 3.1.3 Safe Systems Advocacy The following extract was from the recent Plant Committee Minutes which outlines the changes to the ANCAP Rating for vehicle fleet acquisition. Thank you Stacey for following up the item.

4.8 Roadwise Safe Systems Advocacy – Operations Support Officer Stacey explained to the group that the Irwin Roadwise Committee have recommended that the Shire of Irwin’s Light Vehicle Fleet Acquisition and Disposal Guidelines be changed to read; all vehicles assessed for the pool shall have a minimum of a 5 star ANCAP safety rating, as opposed to the current 4 star rating. Suzette agreed with the recommendation from the Roadwise Committee and agreed to change the guidelines accordingly.

3.1.4 SAM Trailer Safety Promotion Program Stacey advised that the SAM Trailer would be going out this long weekend and Mark will take some photos to demonstrate compliance with the one-year action plan. This evidence will assist with the evaluation report for the grant. 3.1.5 Bin Stickers We have only 200 Bin Stickers left with Hunts Road, Church Street and Waldeck Street completed for our targeted streets. Bronwen is going to start on getting Point Leander Drive next. Stacey will be putting them on any shire bins that are purchased. 3.1.6 Roadwise Articles Steph placed an article in the Rag for May regarding the Road Safety School Holiday Program day and will be placing an article about the Ignition DVD and the Dash Cam prize that is drawn at the end of June. 3.1.7 Parent Road Safety Workshop Kate to update us on this project at the next meeting.

3.1. KEEP LEFT POSTCARDS Sam to outline progress with this initiative at the next meeting

3

3.2. MIDLANDS ROAD SPEED LIMIT – IRWIN TOWN SITE

Sarah sent some information through regarding the object of speed zoning. To be discussed at the next meeting when Sarah is present, Sarah suggested placing the speed classifier out in the meantime to collect data. Action: Sarah to provide the committee with the guidelines for Bus Turning Signs. Action: Stacey to organise of the speed classifier to be placed on Midlands Road.

3.3. PROVIDING BIN STICKERS FOR KEY SPOTS IN IRWIN Bronwen has provided 50 bin stickers to a local Irwin resident; she will place them on the bins that are placed onto Midlands Road for emptying.

3.4. STOP SIGN – SMITH STREET/MARTIN STREET Bronwen has met with Doug and discussed his concerns. She provided Doug with Main Roads’ information on Stop Sign. She also gave him some bin stickers.

3.5. WORKSHOP FOR SENIOR CITIZENS Bronwen has been in contact with Merle Hand the President of the Autumn Centre to see if they would like the workshop to be held at their venue. Merle is taking it to her committee meeting next week and will advise of the outcome. Bronwen has also been in touch with Karen from the Department of Transport to keep her up to date with the progress.

4. MIDWEST OFFICER’S REPORT

N/A – Sam was unable to attend meeting

5. GENERAL BUSINESS

7.1 ONE YEAR ACTION PLAN 2016/17 Bronwen suggested we created another Action Plan for 2016/17 and look at applying for another grant for 2016/17. Fran would like to campaign to get Regional Funding to help inform International Drivers on the road rules in Australia. Fran is going to speak to Sam to figure out the best way to get this campaign started around the Midwest. Action: Committee Members to send through any ideas and priorities they would like to see in the Action Plan.

7.2 MOTORISED BIKE USE ON WALK TRAILS AND RIVER WALKS Bronwen raised the issue of children using motorised bikes on the river walks and walk trails which is causing issues with the paths and dune damage. Bronwen is also concerned that these children aren’t wearing the appropriate safety gear and the bikes might be unlicensed. Action: Richard to place an item about this issue in the Police write up in the Dongara Local Rag.

7.3 MAIN ROADS VERGE MAINTENANCE Bronwen suggested Mainroads could investigate using MEEDAC to do some weeding rubbish removal on the Brand Highway verges. There are currently lots of weeds growing and it is only going to get worse as more rain comes.

4

7.4 RESTRICTED FUNDING USE – COUNCIL RECOMMENDATION

There is currently $5,293.88 in Restricted Assets – Roadwise Funds which haven’t been used in several years. The committee agreed at the September 2015 Meeting to purchase a display board which can be used at all future Roadwise events and also to purchase a TV to be placed at the Recreation Centre to play road safety promotional videos when events are on.

ROADWISE COMMITTEE DECISION

Moved: Fran McAllen Seconded: Stacey Pratt-King CARRIED 5/0

That Council approves the transfer of $1,963.50 from Restricted Assets - Roadwise Funds to the Municipal Account for the purchase of a display board to be used for Roadwise events and promotions and a TV for promotional videos located at the Irwin Recreation Centre.

6. NEXT MEETING

To be confirmed.

7. CLOSURE

There being no further business, the Chairperson declared the meeting closed at 2:40pm.


ATTACHMENT:9.2.4 Shire of Irwin Heritage Advisory Committee Minutes – 31 May 2016

SHIRE OF IRWIN

HERITAGE ADVISORY COMMITTEE

MINUTES OF THE MEETING HELD ON TUESDAY 31 MAY 2016 AT 11:00AM IN THE

COUNCIL CHAMBERS, 11-13 WALDECK STREET, DONGARA.

Meeting commenced at 11:02am

Cr Scott opened the meeting and welcomed our guests 1. PRESENT

Cr Bronwen Scott Shire of Irwin –Chairperson Cr Sandy Gumley Shire of Irwin

Coralie Palmer Shire of Irwin – (Minute Taker) Tanya Henkel Heritage Adviser Clair Morrison Shire of Irwin (Proxy) Doug Fotheringham Shire of Irwin

APOLOGIES Jim Clarke Community Member

GUEST Debbie Gillam Community Anne Jefferys President – Irwin District Historical Society

2. CONFIRMATION OF PREVIOUS MEETING The minutes of the Heritage Advisory Committee Meeting held on Friday 18 March 2016 were accepted as being correct. Confirmed by: Tanya Henkel Seconded by: Coralie Palmer

3. BUSINESS ARISING FROM MINUTES 3.1. Dr Nan Broad - Resignation – A thank you letter was sent to acknowledge and

accept the resignation of Nan and to thank her for her contribution over the last couple of years. An invite was extended should she wish to contact the committee if any proposed projects come up that she would like to be involved in.

3.2. Riki Porteus –Resignation – An afternoon tea was held 30 March prior to the Tidy

Towns Sustainable Committee meeting. The Heritage Advisory Committee and the Tidy Towns Sustainable Committee members were all invited to attend. The afternoon tea was to acknowledge and accept the resignation of Riki from both committees. Cr Scott presented Riki with a Certificate of Appreciation and thanked Riki for her wonderful contribution over the years.

3.3. Interpretive Signage - Tanya Henkel (Heritage Adviser) advised that she has been

in discussion with Lotterywest regarding their Conservation of Cultural Heritage Grant and Interpretation of Cultural Heritage Grant. These grants have not received many applications for funding.

Geraldton recently updated their Interpretive Signage and engaged a Consultant to gather the relevant information. Manager Community Services contacted the Manager Libraries’ and Heritage for the City of Greater Geraldton in regards to the project. The Geraldton Library conducted research to provide content for signage (text and images) and quotes were obtained from Graphic Designers for the design and fabrication of the signs and the City was responsible for the installation of the signage. Places suggested for signage were, Old Jetty, Irwin Townsite, Russ Cottage, Denison House and working with the Irwin District Historical Society (IDHS) to update the Heritage Walk signage. President Anne Jeffery’s from the Irwin District Historical Society (IDHS) was invited to attend the meeting to discuss the proposed Interpretive Signage project. It is envisaged that the IDHS will be involved as part of the research for this project as they are currently updating the Heritage Walk Signage and brochure. Meetings will need to be organized between IDHS and the Heritage Advisory Committee if the proposed project is supported by Council: Possible locations; Interpretative information on signs (text and pictures); Style guide of signs (design, colour, size and structure); Planning Approval – if applicable; Installation Action – President IDHS to email list of possible signage to Manager Regulatory Services. The committee discussed applying for funding for Interpretive Signage for places of Heritage interest and a recommendation was made that the committee would apply for the Lotterywest Interpretation of Cultural Heritage Grant for the amount of $5,000. The Heritage Advisory Committee is asking Council to consider in the Ordinary Council Meeting being held Tuesday 28 June 2016 a budget allocation of $5,000 in 2016/2017 financial year.

HERITAGE ADVISORY COMMITTEE DECISION Moved by: Cr Scott Seconded by: Coralie Palmer

That Council:

Support the concept of the Interpretive Signage Project, and a budget allocation of $5,000 in 2016/2017 financial year.

VOTING DETAILS: CARRIED 6/0

4. HERITAGE ADVISER ITEMS

4.1 GENERAL INFORMATION FACET Conference: To be held on 13-14 June 2016 in Fremantle, the theme

of this year’s conference is “Uncovering Western Australia’s Unique Sense of Place”. To Register visit www.facet.asn.au .

http://www.facet.asn.au/

4.2 HERITAGE GRANTS & INCENTIVES Heritage Council of WA Heritage Grants Program: The 2016-17 round is

currently open for application, closing on 29 July 2016. The program offers assistance to private owners of State Registered heritage places to undertake urgent conservation works or to develop conservation management plans or strategies. This year $1.273 million is available on a dollar-for-dollar basis. Application forms are available on request by contacting [email protected] or via P: 6552 4117.

Lotterywest Conservation of Cultural Heritage Grants Program: Applications

can be made at any time under this program. Further information is available on the Lotterywest website www.lotterywest.wa.gov.au

Lotterywest Interpretation of Cultural Heritage Grants Program: Applications

can be made at any time under this program. 4.3 IRWIN ENQUIRIES & ISSUES

Criddle House, 26 Hunts Road: On site meeting with Loretta Thomas to discuss deteriorated condition of MI listed vacant residence.

Old Well at Dongara Police Station, Courthouse & Goal: Site visit to inspect recently installed steel mesh cover and reported back to Shire staff regarding referral requirements to SHO for a RHP place.

Irwin Heritage Advisory Committee: Attended the March meeting. Shire of Irwin Municipal Inventory Review: Ongoing work on Stage 1 of review –

Dongara townsite places. Site visits completed. Writing up underway.

4.4 OTHER Monsignor Hawes Board Meeting: Attended April meeting. HCWA Heritage Grants Program 2016-17: Email circulars to advise of funding

round. 5. REFERRALS FROM COUNCIL

5.1. Nil

6. PROJECTS 6.1. Irwin River Heritage Walk – this project as part of the Irwin River Estuary

Management Plan has been taken over by the Tidy Towns Sustainable Committee so a decision was made by the committee to remove this item from projects. It will also be captured as part of the Interpretive Signage Project.

Action – Manager Community Services to remove Irwin River Heritage Walk from projects for future Agenda.

6.2. Municipal Inventory – Ongoing

7. CORRESPONDENCE – IN/Out

7.1. Email Received – Expression of Interest Debbie Gillam. Cr Scott received an email from Debbie Gillam, who has expressed an interest to join the Heritage Advisory Committee due to her interest in conserving the cultural history and sites of heritage significance with the Irwin community.

mailto:[email protected]

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

Due to the recent resignations of community members Dr Nan Broad and Riki Porteus the appointment of a new community member to the Shire of Irwin Heritage Advisory Committee will enable the Shire to continue to keep the community involved and educated on the heritage of the historic buildings within Irwin and the significance of their value to the community. The Heritage Advisory Committee is asking Council to consider in the Ordinary Council Meeting being held Tuesday 28 June 2016 the appointment of Debbie Gillam as a Community Committee Member to the Shire of Irwin Heritage Advisory Committee.

HERITAGE ADVISORY COMMITTEE DECISION Moved by: Cr Gumley Seconded by: Tanya Henkel

That Council:

Appoint Debbie Gillam as a Community Committee Member to the Shire of Irwin Heritage Advisory Committee.

VOTING DETAILS: CARRIED 6/0

7.2. Letter – Dr Nan Broad - a thank you letter was sent to Dr Nan Broad acknowledging

and accepting her resignation as a community member and thanking her for her contribution over the last couple of years and inviting her to contact the committee if any proposed projects come up that she would like to be involved in.

8. GENERAL BUSINESS

8.1. Heritage Awards-The Shire of Irwin Heritage Awards are held annually and it is time to start calling for expressions of interest and advertising for nominations for the awards. The closing date for the nominations will be Wednesday 31 August 2016.

Action – Manager Community Services to create advert and commence advertising and update nomination forms, and place on Shire of Irwin website.

9. NEXT MEETING

Next meeting will be held in the Council Chambers Friday 8 July at 11am.

Meeting was closed at 11:52am.


ATTACHMENT:9.2.5 Shire of Irwin Plant Committee Minutes – 13 June 2016

Shire of Irwin MINUTES – PLANT COMMITTEE MEETING 13 JUNE 2016

Page 1

PRESENT: Members Cr B Thomson - Chairperson Cr IF West Cr MT Smith Cr M Meares Mr DJ Simmons – Chief Executive Officer Ms S van Aswegen – Director Planning and Infrastructure Mr M Jones – Acting Manager Technical Services Mrs S Pratt-King – Coordinator Technical Services (Minutes) APOLOGIES: Nil

1. DECLARATION OF OPENING

The chairperson declared the meeting open at 8.30am.

2. RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE

As recorded above.

It was noted that Cr Meares arrived at 8.34am.

3. CONFIRMATION OF MINUTES

3.1 MINUTES OF THE PLANT COMMITTEE MEETING HELD 11 APRIL 2016

A copy of the minutes of the Plant Committee Meeting held 11 April 2016 was provided to all Committee members.

COMMITTEE MOTION: MOVED: Cr Smith SECONDED: Cr West That the Minutes of the Plant Committee Meeting, held on 11 April 2016, be confirmed as a true and accurate recording of that meeting.

CARRIED 4/0

MINUTES FOR THE PLANT COMMITTEE MEETING TO BE HELD AT THE OPERATIONS DEPOT

MONDAY 13 JUNE 2016 COMMENCING AT 8.30AM


Page 2

4. DISCUSSION ITEMS

4.1 Light Vehicle Fleet Changes – Technical Services The Technical Services light vehicle fleet requirements were developed in consultation with the Chief Executive Officer, Director Planning and Infrastructure and Coordinator Technical Services to meet current and future requirements. The proposed changes to the light vehicle fleet help to inform the Draft Plant Replacement Program and were provided to the Committee for information purposes.

4.2 Draft Plant Replacement Program 2016/17 The Committee discussed the Draft Plant Replacement Program presented and distributed prior to the meeting as an attachment with the agenda. In light of current organisational changes the following surplus plant was discussed as possible disposal options:

• Caterpillar Steel Roller; surplus to current and future needs. • John Deere Grader; limited use for both the Caterpillar and John Deere Grader in the

future. • Kenworth DAF prime mover; limited use for both the Kenworth DAF and Nissan UD

prime mover in the future. All present supported the disposal of the Caterpillar Steel Roller, Kenworth DAF prime mover

and John Deere Grader.

The Committee discussed bringing the replacement of the Merlo Telehandler forward to the 2016/17 financial year due to ongoing maintenance issues. Replacement options were discussed and it was recommended that a smaller machine be considered. All present supported the recommendation to replace the Merlo Telehandler in the 2016/17 financial year with a review of the current specifications.

The Committee endorsed the Draft Plant Replacement Program for the financial year 2016/17.

PLANT COMMITTEE DECISION MOVED: Cr Meares SECONDED: Cr Smith That Council approve the disposal of the Caterpillar Steel Roller, John Deere Grader and Kenworth DAF prime mover in the 2016/17 financial year. CARRIED 4/0

PLANT COMMITTEE DECISION MOVED: Cr Meares SECONDED: Cr West That Council approve the replacement of the Merlo Telehandler in the 2016/17 financial year with a review of the current specifications. CARRIED 4/0


Page 3

4.3 Plant Expenditure Report The Plant Expenditure Report was deferred for the month with the understanding that a full report would be presented to the Plant Committee at the August meeting encompassing data for the entire 2015/16 financial year. A recommendation was made by the Committee to look at developing a comparison report on whole of life costs for various makes of vehicles including Ford, Toyota and Isuzu to support future replacement considerations. ACTION: Stacey to liaise with Suzette to develop a whole of life comparison report, including Ford, Toyota and Isuzu vehicles, for distribution at the August meeting.

5. DIRECTOR PLANNING AND INFRASTRUCTURE UPDATE

The Director Planning and Infrastructure briefed the Committee on a recent maintenance report regarding repairs to the new Komatsu Loader.

6. GENERAL BUSINESS

An around the table general business discussion was called by the Chairperson. The below items were raised:

6.1 Plant Committee A discussion was held around dissolving the current Plant Committee in order to create a new Asset Management Advisory Committee to oversee the management of all asset classes. The proposed change would need to consider the membership requirements and terms of reference.

6.2 Familiarisation Tour

Cr Thompson raised the suggestion of a familiarisation tour of the district for Councillors.

It was advised that the issue be raised at the Council forum as per the previous advice supplied at the 11 April 2016 Plant Committee meeting.

7. CLOSURE

There being no further business, the Chairperson declared the meeting closed at 9.45am.

PLANT COMMITTEE DECISION MOVED: Cr West SECONDED: Darren Simmons That Council support the decision to dissolve the current Plant Committee, including terms of reference and membership in order to create a new Asset Management Advisory Committee. CARRIES 4/0

Sale Price Purchase Price Net Change Over

Control Purchase Kilometres/ 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25 2025-26 TotalREGO date Hours

Construction EquipmentJohn Deere Grader (dispose) IR 4231 2005 11000 - Caterpillar 120M Grader IR 2552 2009 5000 290,000 290,000 Merlo Telehandler (brought forward) IR 757 2011 3000 40,000 40,000 $90,000 $130,000 $40,000 Sale of John Deere Grader ($90,000)

Komatsu WPZ250 541.IR 2016 177 280,000 280,000 Cat dozer IR 2996 1992 - DAF Prime Mover (dispose) IR 900 2010 237600 - Nissan UD Prime Mover 540.IR 2014 63900 190,000 190,000 Fuso Medium Cab Tip Truck IR 859 2010 82600 90,000 95,000 185,000 Fuso Canter 3.0 IR 197 2012 57900 55,000 55,000 110,000 New 3 Tonne Truck 0 1,000 81,000 82,000 $80,000 $81,000 $1,000 Sale of Cat Vibrating Roller ($80,000)

New Skid Steer Loader 0 5,000 65,000 70,000 $60,000 $65,000 $5,000 Sale of Daf Prime Mover ($60,000)

New Plant Trailer 0 6,500 6,500 $3,550 $10,000 $6,450 Sale of IR7848 Gardens Utility ($3,550) - See U55

Side tipping Semi-Trailer 2011 100,000 100,000 Dropdeck Trailer 1997 - Cat vibrating (steel) Roller (dispose) IR 7209 2006 3430 - Bomag Rubber Tyred Roller 542.IR 2016 61 130,000 130,000 260,000 Side tipping Semi-Trailer 2011 100,000 100,000 Kubota Tractor 530 IR 2013 1600 8,000 8,000 Mitsubishi Rosa Bus IR7271 2007 127413 130,000 120,000 250,000 John Deere Tractor IR 420 2011 1453 15,000 15,000 30,000 Road Sweeper 535 IR 2013 1400 190,000 190,000 Zero Turn Mower 530IR 2016 0 18,000 TOTAL 428,000 197,500 90,000 63,000 290,000 190,000 471,000 135,000 65,000 150,000 130,000 2,191,500 Passenger VehiclesHolden Caprice CEO IR0 2016 20708 14,000 14,000 14,000 14,000 14,000 70,000 Toyota Prado D/W VX DCC 501IR 2014 53352 12,000 12,000 12,000 12,000 12,000 60,000 Ford Territory MCS 506IR 2014 42292 12,000 12,000 12,000 12,000 12,000 60,000 Ford Kuga MComS 509IR 2013 65791 17,000 17,000 17,000 17,000 17,000 85,000 Toyota Camry Office 503IR 2012 61927 12,000 12,000 24,000 Mazda CX5 D/AWD DPI 510IR 2014 44379 14,000 14,000 14,000 14,000 14,000 70,000 Holden Commodore (dispose) MCSafety 508IR 2014 24242 - Ford Kuga MRServices 507IR 2014 24027 15,000 15,000 15,000 15,000 15,000 75,000 Ford Ranger D/C XLT (dispose) Mworks 504IR 2014 59000 - Isuzu Dmax sx Crew Cab 4x4 Ranger 502IR 2014 70468 20,000 20,000 20,000 20,000 20,000 100,000 Ford Ranger C/C XL 2.2 4x4 BPC 512IR 2016 16945 15,000 15,000 15,000 15,000 60,000 Ford Ranger C/C CESM 505IR 2016 12738 20,000 20,000 20,000 20,000 80,000 Ford Ranger (TH) MY S/C 2.2L 4x2 High Operations General Use Ute 520IR 2014 33887 15,000 15,000 30,000 Ford Ranger S/C Utility (dispose) Building 511IR 2013 44034 - Ford Ranger (TH) MY S/C 2.2L 4x2 High Fuel Ute 525IR 2014 11367 15,000 15,000 30,000 Isuzu Dmax 4x4 Utility Spray Ute 521IR 2013 43800 15,000 15,000 30,000 Ford Ranger PX S/C 2.2l Diesel (dispose) Leading Hand 522IR 2013 35939 - Isuzu D/C 4x4 Utility Operations Supervisor 523IR 2014 26301 24,000 24,000 24,000 72,000 Ford RangerXL S/C Utility (dispose) Gardens IR7848 2011 56613 - New General Use Vehicle PDI - Regulatory Services 0 2,000 $24,450 $26,500 $2,050 Sale of Holden Commodore Wagon ($24,450)

New General Use Vehicle - 4x4 Utility DPI - Technical Services 0 $41,550 $38,000 -$3,550 Sale of 511IR, 522IR & IR7848 ($41,550)

New Medium SUV MTechnicalServices 0 1,000 $41,150 $42,000 $850 Sale of Ford XLT Ranger ($41,150)

TOTAL - 119,000 89,000 119,000 35,000 128,000 62,000 134,000 59,000 104,000 - 849,000

GRAND TOTAL 428,000 316,500 179,000 182,000 325,000 318,000 533,000 269,000 124,000 254,000 130,000 3,040,500

Funding SourcesReserve Funds b/f 359,700 309,400 198,200 229,400 267,000 171,500 88,000 204,800- 235,800- 113,200- 105,500- Interest Earned @ 3.0% 11,700 10,800 7,900 9,200 10,700 6,900 3,500 8,200- 9,400- 4,500- 4,200- Loan FundsMunicipal Contribution (annual 4% inc) 321,500 194,500 202,300 210,400 218,800 227,600 236,700 246,200 256,000 266,200 276,800 Total 692,900 514,700 408,400 449,000 496,500 406,000 328,200 33,200 10,800 148,500 167,100

Plant Purchases (Reserve Funds) 410,000 316,500 179,000 182,000 325,000 318,000 533,000 269,000 124,000 254,000 130,000 3,040,500

Reserve Funds c/f 282,900 198,200 229,400 267,000 171,500 88,000 204,800- 235,800- 113,200- 105,500- 37,100

Shire of Irwin

Plant Replacement Program

For the year ending 30th June 2017


ATTACHMENT:9.2.6 Shire of Irwin Audit Committee Minutes – 14 June 2016

Shire of Irwin MINUTES – AUDIT COMMITTEE MEETING 14 JUNE 2016

Page 1

PRESENT: Members Cr I F West (Presiding Member) Cr S F Gumley Cr M Leonard Cr B R Thompson Cr M G Meares (Observer) Staff Mr D J Simmons - Chief Executive Officer (CEO) Mr G M Peddie – Director Corporate and Community Mrs H M Sternick – Manager Corporate Services Ms E Greaves – Coordinator Executive Services Ms L E Tunbridge – Coordinator Organisational Performance

(Minute Taker) APOLOGIES: Cr D R Kennedy (Deputy Member)

1. DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

The Presiding Member declared the meeting open at 3.03pm.

2. RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE

Cr D R Kennedy registered an apology for the meeting.

3. CONFIRMATION OF MINUTES

3.1. MINUTES OF THE AUDIT COMMITTEE MEETING HELD ON 9 FEBRUARY 2016

A copy of the Minutes of the Audit Committee Meeting held on 9 February 2016 has been provided to all Committee Members under separate cover. COMMITTEE MOTION: MOVED: Cr Thompson SECONDED: Cr Leonard That the Minutes of the Audit Committee Meeting, held on 9 February 2016, be confirmed as a true and accurate recording of that meeting.

CARRIED UNANIMOUSLY VOTING DETAILS: 4/0 Minutes of Audit Committee Meeting held 9 February 2016

MINUTES FOR AUDIT COMMITTEE MEETING HELD IN THE CHAMBERS ON TUESDAY, 14

JUNE 2016 COMMENCING AT 3.03PM


Page 2

4. REPORTS

OFFICE OF THE CEO CEO01 – 06/16 Subject: Financial Management and Audit Regulations Review Reporting Officer: Coordinator Organisational Performance Responsible Executive: Chief Executive Officer File Reference: RM.RP.1 Voting Requirements: Simple Majority

Report Purpose: To provide the Audit Committee and, subsequently, Council with the findings of the review undertaken in accordance with the requirements of the Local Government (Audit) Regulations 1996 and Local Government (Financial Management) Regulations 1996. OFFICER’S RECOMMENDATION AND AUDIT COMMITTEE DECISION: MOVED: Cr Thompson SECONDED: Cr Leonard That Council accepts the Financial Management and Audit Regulations Review Report dated 26 May 2016 prepared by Andrew Burchfield Consulting and notes the management actions identified within the report.

CARRIED UNANIMOUSLY VOTING DETAILS: 4/0 Attachment: Shire of Irwin Combined Section 5 and Reg 17 Audit Report Background: The Local Government (Financial Management) Regulations 1996 Section 5(2)(c) requires the Chief Executive Officer (CEO) to undertake a review of the appropriateness and effectiveness of the financial management systems and procedures of the Local Government regularly (and not less than once in every 4 financial years) and report to the Local Government the results of those reviews. The last review of the financial management systems was completed in 2011. An amendment to Regulation 17 of the Local Government (Audit) Regulations 1996 now requires that the CEO is to review the appropriateness and effectiveness of a Local Government’s systems and procedures in relation to: (a) Risk Management; (b) Internal control; and (c) Legislative compliance The review may relate to any or all of the matters referred to above, but each of those matters is to be the subject of a review at least once every 2 calendar years and the findings of the review are to be reported to the Audit Committee. The last Regulation 17 review was completed in 2014. Officer’s Comment: As endorsed by the Audit Committee at its meeting held on 9 February 2016, Andrew Burchfield Consulting was engaged to undertake the required reviews as a joint project with field work being undertaken during April 2016 with the final review report being provided in late May 2016. This report


Page 3

is now presented as a separate attachment to the Audit Committee for consideration and referral to Council. The review included an examination of the systems and procedures for:

1. Bank Accounts; 2. Credit Cards; 3. Delegations; 4. Financial budgeting; 5. Fixed Assets; 6. Human Resources; 7. Investments; 8. Legislative Compliance; 9. Loan Accounts; 10. Payments; 11. Payroll; 12. Policies and Procedure Manuals; 13. Procurement; 14. Rates; 15. Reconciliations of Bank Accounts, Creditors, Debtors, Fixed Assets, Payroll, Rates, Valuer

General valuations; and 16. Risk Management including business continuity and Insurance.

The review covered the period from 1 July 2015 to 19 April 2016 and the resulting report from Andrew

Burchfield Consulting concludes: “Based on the review work undertaken, per Regulation 17, the Shire’s internal control and legislative compliance systems and procedures are considered to be appropriate and effective. Based on the review work undertaken, per Section 5 (2) (c), the Shire’s financial management systems and procedures are considered to be appropriate and effective. When the business improvement opportunities on pages 6 to 15 are actioned, the effectiveness of the Shire’s procedures will be enhanced.”

The Chief Executive Officer concurs with this view and endorses the management actions listed. Stakeholder Engagement: As specified within Andrew Burchfield Consulting’s final report. Financial/Resource Implications: Nil Statutory Environment: The Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Local Government (Audit) Regulations 1996 set out the requirements for financial reporting to Council. Policy Implications: Nil.


Page 4

Risk Implications: Adoption of the Audit Committee Terms of Reference is considered low risk in all areas due to its guiding rather than compliance nature. Strategic Implications: Strategic Community Plan 2012 - 2022 Strategy 4.3.3 Adopt best practice processes to achieve a high standard of governance and accountability.


Page 5

OFFICE OF THE CEO CEO02 – 06/16 Subject: Re-appointment of External Auditor Reporting Officer: Chief Executive Officer Responsible Executive: Chief Executive Officer File Reference: FM.AD. Voting Requirements: Absolute Majority

Report Purpose: To consider and recommend to Council the re-appointment of Moore Stephens, for a one-year term (FY2016/17), as its external auditors, in line with State Government plans for the Auditor General to assume responsibility for local government audits from 2017/18. OFFICER’S RECOMMENDATION AND AUDIT COMMITTEE DECISION MOVED: Cr Gumley SECONDED: Cr Leonard That Council appoints Moore Stephens as the provider of audit services for the 2016/17 financial year, as per the fees quoted and appoints the following persons as its auditors: Mr G Godwin – Registered Company Auditor No 310219 Mr DJ Tomasi – Registered Company Auditor No 15724 Mr Wen-Shien Chai Registered Company Auditor No 299761

CARRIED UNANIMOUSLY VOTING DETAILS: 4/0 Attachment: Irwin Shire of - Audit Proposal - May 2016.pdf Background: Council’s external audit services contract with Moore Stephens (formerly known as UHY Haines Norton) expires at the completion of the audit for the current 2015/16 financial year. As a result, the Shire would normally conduct a competitive procurement process in order for Council to consider covering a 3 to 5 year term of appointment. However, earlier this year, the Hon Minister for Local Government sent all local governments the following circular:


Page 6


Page 7

Officer’s Comment: With a need to secure external audit services for the 2016/17 financial year, and on the basis of the Hon Minister for Local Government’s request, the Chief Executive Officer sought a quotation from Council’s incumbent auditor as this was considered the most efficient and effective response for such a short term appointment. The Shire is now in receipt of Moore Stephens formal proposal which has been provided as a separate attachment for Audit Committee consideration and potential referral to Council. Financial/Resource Implications: Moore Stephens fee quote for the provision of audit services are as follows: SHIRE OF IRWIN

TRAVEL APPLICABLE TOTAL YEAR YEAR ENDED FEE QUOTE COSTS GST (GST INCLUSIVE)

1

30 June 2017 $

22,000 $

800 $

2,280 $

25,080

By way of comparison, the quoted fees for the current 2015/16 financial years is as follows:

30 June 2016 21,000 1,200 2,220 24,420 Statutory Environment: The Local Government Act 1995 and Local Government (Financial Management) Regulations 1996 set out the requirements relating to the appointment of Auditors. Policy Implications: Nil Risk Implications: As Council is required to appoint an auditor in accordance with Section 7.3 (1) of the Local Government Act 1995, if non-compliance was likely it is considered that this would lead to a moderate to major consequence rating and thus represent a high risk. Strategic Implications: Strategic Community Plan 2012 - 2022 Strategy 4.2.1 Ensure compliance whilst embracing innovation and best practice principles Strategy 4.3.3 Adopt best practice processes to achieve a high standard of governance and accountability.


Page 8

5. OTHER BUSINESS

5.1. CEO UPDATE

5.1.1. BETTER PRACTICE REVIEW – JUNE 2016 PROGRESS REPORT

Coordinator Executive Services outlined that the Progress Report was produced in consultation with relevant staff. She also outlined that any required actions stemming from the report have been highlighted using a ‘traffic light system’ in order to assist readers to quickly understand the progress report and identify actions that have been completed, are currently underway or will remain ongoing. Attachment: BPR Progress Report June 2016.pdf

COMMITTEE MOTION AND AUDIT COMMITTEE DECISION: MOVED: Cr Thompson SECONDED: Cr Leonard That the Audit Committee receives the BPR Progress Report June 2016 as presented and seeks a further progress report to be provided to the Audit Committee in September 2016.

CARRIED UNANIMOUSLY VOTING DETAILS: 4/0

5.1.2. VICTORIAN OMBUDSMAN - REPORT

The Chief Executive Officer outlined to those present at the meeting his commendation of a report released last week by the Victorian Ombudsman in regards to the need to commit to ongoing vigilance of unethical and illegal behaviour within the local government sector.

He outlined that it is a key responsibility of the Executive Management Team (and supporting members) and members of the Audit Committee to remain conscious of these implications, particularly in light of a number of recent cases.

7. CLOSURE

There being no further business, the Presiding Member declared the meeting closed at 3.24pm.

Audit-in-Confidence

SHIRE OF IRWIN (“THE SHIRE”)

REPORT ON REGULATION 17 OF THE LOCAL GOVERNMENT (AUDIT) REGULATIONS 1996

REPORT ON SECTION 5 (2) (C) OF THE LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996

26 May 2016

TABLE OF CONTENTS

DETAILS PAGE NO

1 - Introduction .................................................................................... 1

2 - Review Objectives ........................................................................

1

3 - Scope of the Review .................................................................... 2

4 - Review Method ............................................................................. 2

5 - Positive Developments ............................................................... 3

6 - Potential criticality of Review Findings .................................... 3

7 - Conclusion .................................................................................. 4

8 - Disclaimer .................................................................................... 4

Annexure A - Discussions with Shire employees ....................... 5

Annexure B - Business Improvement Opportunities 6

1. Introduction

Regulation 17 of the Local Government (Audit) Regulations 1996 is titled “CEO to review certain systems and procedures” and requires:

“(1) The CEO is to review the appropriateness and effectiveness of a local government’s systems and procedures in relation to —

(a) risk management; and (b) internal control; and (c) legislative compliance.

(2) The review may relate to any or all of the matters referred to in subregulation (1)(a), (b) and (c), but each of those matters is to be the subject of a review at least once every 2 calendar years.

(3) The CEO is to report to the audit committee the results of that review.” Section 5 (2) (c) of the Local Government (Financial Management) Regulations 1996 is titled “CEO’s duties as to financial management” and requires the Chief Executive Officer to:

“undertake reviews of the appropriateness and effectiveness of the financial management systems and procedures of the local government regularly (and not less than once in every 4 financial years) and report to the local government the results of those reviews.”

2. Review Objectives

The objective of the Regulation 17 review was to determine the appropriateness and effectiveness of the Shire’s systems and procedures in relation to:

(a) risk management; and (b) internal control; and (c) legislative compliance.

The objective of the Section 5 (2) (c) review was to determine the appropriateness and effectiveness of the main financial management systems and procedures of the Shire.

Page 1

3. Scope of the Review

The review included an examination of the systems and procedures for:

1. Bank Accounts; 2. Credit Cards; 3. Delegations; 4. Financial budgeting; 5. Fixed Assets; 6. Human Resources; 7. Investments; 8. Legislative Compliance; 9. Loan Accounts; 10. Payments; 11. Payroll; 12. Policies and Procedure Manuals; 13. Procurement; 14. Rates; 15. Reconciliations of Bank Accounts, Creditors, Debtors, Fixed Assets, Payroll, Rates,

Valuer General valuations; and 16. Risk Management including business continuity and Insurance.

The review covered the period from 1 July 2015 to 19 April 2016.

4. Review Method

The method for this review included:

Inspection of applicable Shire policies and procedures; Inspection of Shire minutes and agenda papers; Discussions with relevant officers. These are detailed in Annexure A. Sample testing to determine if desired procedures are being followed in practice; and Inspection of supporting documentation.

This review included a field visit to the Shire from 18 to 22 April 2016.

Page 2

5. Positive Developments

The following positive developments were identified during the course of the audit:

The recent conduct of a Service and Organisational Review and a Better Practice Review conducted by the Department of Local Government and Communities;

New employees are now required to sign their acceptance of the formal terms and conditions of employment;

The initial Terms of Reference was approved for the Audit Committee; There is a performance appraisal process in place for all staff including an annual

review; The capitalisation thresholds for Fixed Assets are being reviewed. I would support an

increase of the $500 thresholds for Plant and Equipment and Furniture and Equipment. These thresholds are low by comparison with other Local Government Authorities and the Shire’s insurance policy has an excess of $1,000 for damage, loss or theft of their property. An increase in previously mentioned thresholds would not of itself increase the potential risk of theft but would generate a saving in administrative costs; and

Legislative Compliance is now a standing agenda item at the monthly meetings of the Senior Management Team.

6. Potential criticality of Review Findings

The following criticality ratings could be potentially assigned to each finding raised during the course of this audit:

High Criticality Finding that requires immediate remedial action.

Medium Criticality finding that requires remedial action within 3 months

Low Criticality finding that requires remedial action within 3 – 5 months

Annexure B on pages 6 to 15 contains details of my findings and business improvement opportunities.

Page 3

H

M

L

7. Conclusion Based on the review work undertaken, per Regulation 17, the Shire’s internal control and legislative compliance systems and procedures are considered to be appropriate and effective.

Based on the review work undertaken, per Section 5 (2) (c), the Shire’s financial management systems and procedures are considered to be appropriate and effective.

When the business improvement opportunities on pages 6 to 15 are actioned, the effectiveness of the Shire’s procedures will be enhanced.

8. Disclaimer

Due to the inherent limitations of any internal control structure it is possible that errors or irregularities may occur and not be detected. An internal audit is not designed to detect all weaknesses in control procedures or all compliance failures as it is not performed continuously throughout the period and the tests performed are on a sample basis. As such, except to the extent of the sample testing performed, it is not possible to express an opinion on the effectiveness of the internal control structure or its compliance. Any projection of the evaluation of control and compliance procedures to future periods is subject to the risk that the procedures may become inadequate because of changes in conditions, or that the degree of compliance with them may deteriorate. The findings expressed in this report have been formed on the above basis.

………………………. Andrew Burchfield Principal Andrew Burchfield Consulting

Page 4

ANNEXURE A

Discussions with Shire employees

The following Shire officers were interviewed during the course of the review:

Chief Executive Officer (CEO), Darren Simmons; Director Corporate and Community, Geoff Peddie; Manager Corporate Services; Helen Sternick, Coordinator Executive Services, Erin Greaves; Coordinator Organisational Performance, Lauren Tunbridge; Senior Finance Officer; Jodie O’Keeffe; and Customer Service Officer, Stephanie Clarkson.

Page 5

ANNEXURE B

Business Improvement Opportunities

Observation 1 - Risk Management Improvement Opportunities Management Response

The Shire produced an initial risk management plan in May 2014 in accordance with its Risk Management Policy. Page 2 of this policy states under the heading of ’Monitor and Review’: “The Shire will implement and integrate a monitor and review process to report on the achievement of the Risk Management Objectives, the management of individual risks and the ongoing identification of issues and trends. This policy will be kept under review by the Shire’s Executive Management Team and its employees. It will be formally reviewed annually.” I was unable to locate any evidence that the Risk Plan of May 2014 has been reviewed or that the following “High” risk has been treated/mitigated:

Inadequate Supplier / Contract Management Risk Control High Inadequate

Current Issues / Actions / Treatments Due Date Responsibility Investigate potential to use Contract Monitor (Application) Jul-14 Manager, Corporate

Services Liaise with Dept of Lands in relation to obtaining compliant leases for Coastal Shacks

Jun-15 Director, Planning & Infrastructure

1. The Shire’s Risks Plans be reviewed annually and the results reported to Council with a particular focus on any High residual risks that have not been treated/mitigated by the due date. 2. The Shire produce a Strategic Risk Plan, an Occupational Safety and Health Risk Plan and a Fraud Control Plan.

Updated Risk Plan to consider all relevant areas of risk including Coastal Shacks. Consideration by EMT will be given to further recommendations by the Action Officer in regards to the ‘improvement opportunities’ suggested. Action Officer: Lauren Tunbridge Action Date: December 2016

Page 6

ANNEXURE B


Observation 1 - Risk Management Improvement Opportunities Management Response The risk plan produced in May 2014 appears to be in the nature of an Operational Risk plan. I was unable to locate a Strategic Risk plan, an Occupational Safety and Health Risk Plan or a Fraud Control Plan. These Plans would not require significant effort to complete. The absence of a completed Business Continuity Plan is covered in Observation 2.

Potential Risk

Risks are not being reasonably managed and decreases the likelihood of some of the Shire’s objectives being met.

Risk Rating Moderate

See above.

Page 7

ANNEXURE B


Observation 2 - Business Continuity Plan Improvement Opportunity Management Response A Business Continuity Plan is a key governance mechanism to ensure the Shire and its stakeholders are not unduly inconvenienced by a disruption to its normal operations. The Co-ordinator Executive Services advised such a Shire document is currently being drafted with the assistance of the Local Government Insurance Services. The Better Practice Review report issued by the Department of Local Government and Communities in February 2016 mentioned that the Shire was then drafting a Business Continuity Plan. Potential Risks

Financial loss; Stakeholder dis-satisfaction; and Reputational damage.

Risk Rating Medium

The Shire complete the production of its Business Continuity Plan.

The Shire will progress and endeavour to complete the Business Continuity plan with the assistance of LGIS. The Shire has a separate IT Business Continuity Plan already in place (attached to email response) Action Officer: Lauren Tunbridge & Helen Sternick Action Date: December 2016

Page 8

ANNEXURE B


Observation 3 - Audit Committee Improvement Opportunities Management Response

The initial terms of reference for the Audit Committee was approved by Council on 9 February 2016. Section 6 of this document is titled “Duties and Responsibilities” and states “Review the report prepared by the CEO on any actions taken in respect of any matters raised in the report of the auditor and representing the report to Council for adoption prior to the end of the next financial year or 6 months after the last report prepared by the auditor is received, whichever is the latest in time.” The reference to “auditor” is probably to the external auditor and to business improvement opportunities raised in their management letter. It does not specifically mention matters raised by internal auditors or from recent improvement reviews such as the Service and Organisational Review and the Better Practice Review conducted by the Department of Local Government and Communities. There is no systematic monitoring by the Audit Committee of Business Improvement Opportunities (BIOs) other than the matters raised by the external auditors in their management letter.

Potential Risk

Valid BIOs are not actioned.

Risk Rating Medium

1. BIOs be added to a register that

records: Details of the BIO; Criticality of the BIO (High,

Medium or Low); Action Officer(s); and Action Date(s).

2. There be a standing agenda

item at meetings of the Audit Committee where they are required to approve the: adding of new BIOs to the

register; and removal of completed BIOs

from the register. 3. The terms of reference for the

Audit Committee be amended to require them “to monitor the timely actioning of BIOs.”

Amendments will be made to the Audit Committee Terms of Reference. Consideration by EMT will be given to further recommendations by the Action Officer in regards to the ‘improvement opportunities’ suggested. Action Officer: Lauren Tunbridge Action Date: August 2016.

Page 9

ANNEXURE B


Observation 4 - Tender’s Conflicts of Interest Improvement Opportunities Management Response

The Shire is making greater use of the WALGA e-Quotes facility. The Shire does not check that a proposed tenderer has no pre-existing relationship/conflict of interest with the Shire. Potential Risks

Undisclosed conflicts of interest by Shire staff involved in recommending a preferred tenderer; and

A tender is awarded to a supplier who is not the best option for the Shire.

Risk Rating Medium

1. A senior Shire officer, not on the Tender Evaluation Committee, check the Human Resource system and external websites such as ASIC or e-Search, to see if there are any matches with a proposed Tenderer’s: Surname; or Postal Address; or Residential Address; or Bank Account. and formally report the results to the CEO for inclusion in the tender submission to the Council. 2. Submissions by a Tender Evaluation Committee to the CEO and Council should state whether any Committee members have an actual or perceived conflict of interest.

The ‘Purchasing Policy’ and internal procedures will be updated where required. Consideration by EMT will be given to further recommendations by the Action Officer in regards to the ‘improvement opportunities’ suggested. Action Officer: Erin Greaves Action Date: October 2016

Page 10

ANNEXURE B


Observation 5 - Investments Improvement Opportunities Management Response The Shire’s Investment Policy is risk averse and reflects the requirements of the Local Government (Financial Management) Regulations Section 19C and the Local Government Act 1995 section 6.14(1). This policy only allows investment in term deposits with accredited Australian Banks who have the Standard and Poors “Short Term Issue Credit Ratings” of A1+, A1 and A2. The Shire does not currently check that Banks, who they deposit money with, have the above minimum credit rating. Potential Risks

Investments are made with a bank that does not have the appropriate credit ratings and the Shire suffers a financial loss; and

Reputational damage. Risk Rating Low

1. The Shire formally contact Standard

and Poors every 6 months to confirm the credit rating of the banks who they deposit money with. This formal confirmation be retained in the Shire’s records management system.

2. If the confirmation from Standard and

Poors indicates a bank does not have the minimum credit rating required by the Shire’s Investment Policy, then the Shire should cease investing money with such banks.

3. The Investment Policy could state

whether external investment advisors can be used by the Shire.

Consideration by EMT will be given to the ‘Improvement Opportunities’ as recommended by the Action Officer. Action Officer: Helen Sternick Action Date: July 2016

Page 11

ANNEXURE B


Observation 6 - Purchase Orders Improvement Opportunity Management Response Purchase Orders are an important risk management mechanism to ensure proposed purchases are appropriate for the Shire. Such orders, to be effective, should be made before the possible purchase of goods and services. Purchase Order 42829 was dated 30 November 2015 while the related invoice 1882 for $36,477 was dated 27 November 2015. Purchase Order 43014 was dated 12 January 2016 while the related invoice 96355 for $20,350 was dated 11 January 2016. Potential Risks

Inappropriate purchase are made; Financial loss; and Reputational damage.

Risk Rating Low

1. Staff be reminded by email that goods

and services are not to be purchased unless a purchase order has been raised and approved beforehand.

This was actioned 27 April 2016 via email. Action Officer: Helen Sternick Action Date: 27 April 2016

Page 12

ANNEXURE B


Observation 7 - Purchases and Payments Improvement Opportunities Management Response

The following purchases were approved by an officer who only had delegated authority to approve purchases up to $20,000:

Purchase order 42845 for $39,458.32 on 17 February 2016 to Greenfield Technical Services; and

Purchase order 42431 for $24,816.00 on 19 October 2015 to T. and A. Hulcup.

Purchase Order 43011 was approved by an officer that exceeded their delegated authority if the amount was GST inclusive (namely $152,460) but was within their delegated authority if the amount was GST exclusive (namely $138,600). This purchase Order was issued to Modus Australia. There were 75 payments made for amounts of $40 or less since 1 July 2015. The administrative cost for processing these cheque or EFT payments would probably exceed the payment amount. Potential Risks

Inappropriate purchase are made; Financial loss; and Reputational damage.

Risk Rating Low

1. Staff be reminded by email they are not to approve purchase orders in excess of their delegated authority. 2. The Purchasing Policy, Procedure and Delegations Register should specify whether related financial delegations are GST inclusive or exclusive. 3. Consideration be given to making low value payments using a debit/purchasing card instead of by EFT or cheque.

Staff reminded via email on 27 April 2016. Next update of the Purchasing Policy and Authorisation Schedule to consider improvement opportunity (#2) as suggested. Consideration by EMT will be given to further recommendations by the Action Officer in regards to the ‘improvement opportunities’ suggested. Action Officer: Helen Sternick & Erin Greaves Action Date: October 2016

Page 13

ANNEXURE B


Observation 8 - Fixed Assets Improvement Opportunity Management Response Reconciliations validate the completeness and accuracy of the records that are being reconciled. The Shire performs reconciliations on a monthly basis for Bank Accounts, Creditors, Debtors, Payroll, Rates and Valuer General valuations. Since 1 July 2015 there has only been a reconciliation of fixed assets, between the asset register with the general ledger, as at 31 October 2015 and as at 29 February 2016. The 31 October 2015 Asset reconciliation was done on 30 November 2015 and the 29 February 2016 reconciliation was done on 30 March 2016. Potential Risk

Incorrect and inaccurate asset data. Risk Rating Low

1. Fixed Asset Reconciliations be done

on a monthly basis and within 3 weeks of the month end.

Consideration by EMT will be given to the ‘Improvement Opportunities’ as suggested by the Action Officer. Action Officer: Helen Sternick Action Date: July 2016

Page 14

ANNEXURE B


Observation 9 - Legislative Compliance Improvement Opportunity Management Response The Shire produced a legislative and internal compliance “governance calendar” in May 2014. The governance calendar is now a standing agenda item at monthly meetings of the Senior Management Team (SMT). The quality of the calendar is dependent on input from officers who have an intimate knowledge of the internal and external requirements for their activities. The minutes of the SMT meeting on 6 April 2016 said the Coordinator Executive Services felt “the Governance Calendar had not been reviewed and amended by some Managers at this stage. It was important that all Managers took time Shire of Irwin to review and update the calendar to ensure an accurate account of responsibilities moving forward, SMT members were once again reminded to do this as soon as possible. “ Potential Risks

Non compliance with legislative and policy and procedural requirements;

Reputational damage; and Financial loss through the imposition of legislative penalties.

Risk Rating Low

1. Managers, who are expert in the legislative requirements of their operational area should provide input to the review and the amendment of the governance calendar (eg in response to a legislative change).

This is being carried out and reviewed at every SMT meeting (held on the first Wednesday of every month). Action Officer: Coordinator Executive Services Action Date: Ongoing

Page 15

Prepared by Coordinator Executive Service

Better Practice Review Shire of Irwin

Internal Progress Update - June 2016

PART V - ACTION PLAN

The below action plan presents an opportunity for positive improvement and change by identifying areas of further development for the Shire. It is understood that areas highlighted as further development are mostly underway, or in the process of being implemented. The Shire should continue to progress these areas where already commenced, and look to address any additional areas in an appropriate timeframe.

Areas for Further Development Recommendation/Action Timeframe Responsibility

Progress Report

September 2015

Progress Report

June 2016

Governance

Code of Conduct

1. Update the Code of Conduct to include information on non-compliance with the Code.

End of 2015 Coordinator Executive Services

A draft Code of Conduct is being developed and will be reviewed by Senior Management Team before presenting to Council for adoption.

**COMPLETED**

Code of Conduct adopted in December 2015 – incorporates information on non-compliance with the Code.

2. Ensure all new and existing employees and elected members sign a declaration stating that they have read and understood the updated Code.


The new Code will be provided to all employees and staff who will be required to acknowledge that it has been read and understood.

**COMPLETED**

Elected members provided Confidentiality and Code of Conduct Agreement.

Staff Inductions now include a declaration.

Delegations Register

3. Finalise review of delegation register in line with the powers and duties as outlined in the Local Government Act 1995 (and with associated regulations).

Completed Coordinator Executive Services

The reviewed Delegations Register was adopted 23 June 2015 which incorporated changes to procedures.

**COMPLETED**

Delegations Register was adopted in June 2015 and currently being reviewed (present to Council June 2016)

4. Adopt a system for delegations from the CEO to employees. End of 2015

Coordinator Executive Services

Procedure for delegations to be formalised and adopted.

**COMPLETED**

New form developed for delegations from CEO to staff – incorporates acknowledgement by employee of necessary requirements and obligations

Risk Management

5. Finalise development of a risk management plan in line with the Shire’s risk management framework.

Completed Coordinator Organisational Performance

Risk Management Framework and Risk Profile linked to form Risk Management Plan.

**COMPLETED**

As outlined in September 2015

Business continuity

6. Finalise development of a business continuity plan to complement any risk management documentation.

End of 2016 Manager Corporate Services

Work has commenced in the development of a business continuity plan.

PROGRESS UPDATE

LGIS offered to provide support for developing a Business Continuity Plan.

Reviewed completion date: November 2016

Communication devices policy

7. Finalise development of a policy regarding the use of communication devices.

Completed

Coordinator Organisational Performance

Manager Corporate Services

Policy has been created, as part of the HR policies and procedures – Information & Communications Technology (ICT) Use Policy.

**COMPLETED**

As outlined in September 2015

Business ethics 8. Consider developing a business

ethics statement for external contractors.

April 2016 Coordinator Executive Services

Will be developed as part of planned procurement consultancy work.

PROGRESS UPDATE

Draft Business Ethics Statement developed and currently undergoing consultation with relevant stakeholders.

Reviewed completion date: September 2016

ICT Framework

9. Develop the Shire’s ICT Framework in line with the guidelines on the Department’s Integrated Planning and Reporting website.

To be completed by 30 June 2016


Work has commenced in the development of an ICT Strategic Plan in line with the guidelines from DLGC.

PROGRESS UPDATE

Work continues on the development of an ICT Strategic Plan

Reviewed completion date: September 2016

Elected Member and staff interactions

10. Finalise the preparation of policies to guide: a. Interactions between the

Shire president and CEO b. Interactions between Elected

Members and staff c. Access to information by

elected members.


Policy to be developed in regards to Elected Member and staff interactions.

**COMPLETED**

An Elected Members’ Communication was developed and adopted in December 2015 – incorporating guidelines for elected member interactions with all employees and accessing information.

Local government meetings

11. Update the Standing Orders Local Law 2000.



Review of local law has commenced, anticipated that a new Law will be developed and adopted before end of financial year.

PROGRESS UPDATE

Proposed Meeting Procedures Local Law currently out for public comment.

Reviewed completion date: July 2016

12. Consider adopting a set of standard procedures for public question time and make a copy of the procedures available to people wishing to ask questions at Council meetings.


Currently being developed.

PROGRESS UPDATE

To be developed in conjunction with new Meeting Procedures Local Law.

Revised completion date: August 2016

Planning and Regulatory

Local Laws

13. Review (and update or repeal, where required) local laws in line with the requirements of the Local Government Act 1995.



Statutory review of local laws has commenced. It is anticipated that any new Local Laws will be developed and adopted before end of financial year.

PROGRESS UPDATE

All local laws reviewed at March Ordinary Council Meeting. Updates and repeals ongoing throughout 2016.

Revised completion date: December 2016

Heritage Register

14. Update and review the heritage register (Municipal Inventory) in line with the Heritage of WA Act 1990.


Manager Planning Services

The review of the heritage register is underway. To allow sufficient consultation with stakeholders the review will be completed before the end of this financial year.

PROGRESS UPDATE

Heritage Advisor is currently conducting heritage site visits to inform the review.


Plan for the Future

Strategic Community Plan desktop review

15. Commence the two-yearly desktop review of the Strategic Community Plan.



A Service and Organisational Review is currently underway.

PROGRESS UPDATE

Service and Organisational Review still underway.

Revised completion date: March 2017

Strategic Community Plan desktop review

16. Consider including the desired trend of KPIs (i.e. increase of decrease) when undertaking the desktop review of the Strategic Community Plan.




PROGRESS UPDATE



17. Consider incorporating the KPIs being developed as part of the organisational review, where applicable, into the Strategic Community Plan.




PROGRESS UPDATE



18. Document the relative resourcing position of the Shire as identified in the now completed asset management, workforce and long term financial plans, and what this means for progressing the Strategic Community Plan priorities; in the revised plan.




PROGRESS UPDATE



Corporate Business Plan annual review

19. Ensure the annual review of the Corporate Business Plan results in an evolving and rolling four yearly plan, with the current year as the base year, resulting in a plan for the upcoming four-year period i.e. a 2014-2018 plan and a 2015-2019 plan.




PROGRESS UPDATE

Desktop Review was undertaken in April 2016.



Assets and Finance

Long Term Financial Plan

20. Consider annual reviews of the Long Term Financial Plan projections to ensure data remain current and up-to-date.



A new AMP has been developed (requires adoption), development of a rolling plan will include the new AMP.

PROGRESS UPDATE

New Asset Management Committee to be developed (Plant Committee) to consider and refer the AMP to Council for adoption.

Revised completion date: September 2016

Operating Surplus Ratio

21. Monitor the Operating Surplus Ratio to avoid any long-term trends of decline.

Ongoing Manager Corporate Services

Monitoring of the ratio is being completed with guidance from Council’s auditors, also changes from the SOR may assist with operating expenditure reduction.

ONGOING

As outlined in September 2015.

Asset Management

22. Develop an asset management strategy to support the Shire’s asset management plans and Asset Management Policy in line with the Department’s Asset Management Framework and Guidelines.

2016 Asset Management Team (AMT)

The AMT is working with a consultant to develop and finalise the AM strategy, review the existing AM Policy and establish a new AM framework to guide the Shire’s Asset Management.

PROGRESS UPDATE



23. Work towards improving the reliability and confidence levels of data in the Property Infrastructure Asset Management Plan.

Ongoing Asset Management Team

Some members of the AMT and relevant staff have undergone training to undertake condition rating assessments of property assets.

ONGOING

Condition Rating Assessments undertaken. Report to guide Asset Management Committee and Plan.

24. Continue to implement actions identified in the Asset Management Improvement Plan as part of the NAMAF project.

Ongoing Asset Management Team

The AMT has continued to implement the actions outlined as part of the NAMAF project.

The Executive Management Team is investigating ways to improve the Shire’s Asset Management function and a Business Case has been prepared.

ONGOING

EMT to continue to review and implement actions in AMIP.

25. Update projections in both asset management plans (as well as the Long Term Financial Plan) once the transition to fair value for assets is complete.



A new Asset Management Plan has been developed and requires adoption.

PROGRESS UPDATE



Workforce Planning and Human Resource Management

Human Resource policies and procedures

26. Finalise the development of the human resources policy/procedures manual.

Ongoing Coordinator Organisational Performance

Initial suite of HR policies adopted 16 September 2015.

**COMPLETED**


27. Consider documenting the Shire’s recruitment procedures, and once complete, include in the human resources policy manual.

Completed September 2015


Recruitment and selection policy included as part of initial suite of HR policies adopted September 2015

**COMPLETED**


Job Descriptions 28. Continue to develop job

descriptions for all positions that do not currently have them.

Ongoing Coordinator Organisational Performance

Any outstanding PD’s will be finalised as part of the 2015 Performance Development Plan and/or Service and Organisational Review processes.

PROGRESS UPDATE



Community and Consultation

Economic Development

29. As outlined in the Corporate Business Plan, introduce an economic development plan for the Shire.



Economic and Demographic data research tools funded 2015/16.

PROGRESS UPDATE

Newly formed EDAC to guide the preparation of an Economic Development Plan

Revised completion date: December 2016

attachments to council items part 3 – …944).pdf · shire of irwin attachments – ordinary...

Documents