council calendar date time meeting 15 july …...2020/07/15 · agenda item: 8.1.2 - rfq 02-2020 -...

Shire of Narembeen – Agenda – Ordinary Meeting of Council - 15 July 2020 1

COUNCIL CALENDAR

Date Time Meeting

15 July 2020 4.00pm Ordinary Meeting of Council

19 August 2020 4.00pm Ordinary Meeting of Council

16 September 2020 4.00pm Ordinary Meeting of Council

JULY 2020 MEETING PROGRAMME

2.30pm Councillor Discussion Forum

4.00pm June Ordinary Council Meeting

MEETING GUESTS

Nil

Agenda for the 664th Ordinary Council Meeting 15 July 2020


Contents

1.0 OPENING & WELCOME ...................................................................................................................... 5

2.0 ATTENDANCE & APOLOGIES ........................................................................................................... 5

3.0 DECLARATIONS OF INTEREST ........................................................................................................ 5

4.0 ANNOUNCEMENTS ............................................................................................................................. 5

5.0 PUBLIC QUESTION TIME & DEPUTATIONS (15 MIN) ..................................................................... 5

6.0 MINUTES OF PREVIOUS MEETINGS ................................................................................................ 5

6.1 CONFIRMATION OF MINUTES OF ORDINARY MEETING OF COUNCIL ............................................................ 5

7.0 STATUS REPORT ................................................................................................................................ 6

8.0 REPORTS ............................................................................................................................................. 7

8.1 CHIEF EXECUTIVE OFFICER ..................................................................................................................... 7 AGENDA ITEM: 8.1.1 - RFQ 03/2020 - Supply and Delivery of Aggregate ........................................... 7 AGENDA ITEM: 8.1.2 - RFQ 02-2020 - Supply, Delivery and Spraying of Bitumen ............................. 9 AGENDA ITEM: 8.1.3 - Proposed Subdivision – Lot 27178 (No 1374) Cumminin Road, South Kumminin

12 AGENDA ITEM: 8.1.4 - Narembeen Volunteer Fire and Emergency Services (Narembeen VFES) Vehicle Transfer ................................................................................................................................................... 15 AGENDA ITEM: 8.1.5 - Local Roads and Community Infrastructure Program (LRCI Program) ...... 19 AGENDA ITEM: 8.1.6 - Roe Tourism Association - Memorandum of Understanding ...................... 23

8.2 EXECUTIVE MANAGER CORPORATE SERVICES ....................................................................................... 25 AGENDA ITEM: 8.2.1 - Adoption of the 2020/2021 Annual Budget .................................................... 25 AGENDA ITEM: 8.2.2 - Schedule of Accounts for June 2020 ............................................................. 31 AGENDA ITEM: 8.2.3 - Monthly Financial Report - June 2020 ............................................................ 33

9.0 URGENT BUSINESS AS PERMITTED BY COUNCIL ...................................................................... 35 AGENDA ITEM: 9.1 – Council Policy - Continuing Professional Development of Council Members 36

10.0 COUNCILLOR’S REPORTS .............................................................................................................. 39

11.0 DATE, TIME & PLACE OF NEXT MEETING..................................................................................... 39

12.0 CLOSURE .......................................................................................................................................... 39


TO: CHIEF EXECUTIVE OFFICER As required by Section 5.65 of the Local Government Act 1995, I __________________________ hereby disclose my interest in the following matters of the agenda papers for the Council meeting dated __________________________. FINANCIAL INTEREST

AGENDA ITEM No. SUBJECT NATURE OF INTEREST

MINUTE No.

CLOSELY ASSOCIATED PERSON AND IMPARTIALITY INTEREST


MINUTE No.

PROXIMITY INTEREST


MINUTE No.

SIGNATURE: ______________________________ DATE: ___________________

NOTES: 1. For the purposes of the financial interest provisions you will be treated as having a financial interest in a

matter if either you, or a person with whom you are closely associated, have a direct or indirect financial interest or a proximity interest in the matter.

NB: It is important to note that under the Act you are deemed to have a financial interest in a matter if a person with whom you are closely associated has a financial interest or a proximity interest. It is not necessary that there be a financial effect on you. 2. This notice must be given to the Chief Executive Officer prior to the meeting. 3. It is the responsibility of the individual Councillor or Committee Member to disclose a financial interest. If

in doubt, seek appropriate advice. 4. A person who has disclosed an interest must not preside at the part of the meeting relating to the

matter, or participate in, be present during any discussion or decision-making procedure relating to the matter unless allowed to do so under Section 5.68 or 5.69 of the Local Government Act 1995.

OFFICE USE ONLY:

1. PARTICULARS OF DECLARATION GIVEN TO MEETING 2. PARTICULARS RECORDED IN MINUTES 3. PARTICULARS RECORDED IN REGISTER

CHIEF EXECUTIVE OFFICER: ________________________ DATED:___________

DECLARATION OF INTEREST FORM


To the President & Councillors,

In accordance with the provisions of Section 5.5 of the Local Government Act, you are

hereby notified that the 664th Ordinary Meeting of Council has been convened for:

Date: 15 July 2020

At: Shire of Narembeen Council Chambers

1 Longhurst Street, Narembeen

Commencing: 4.00pm

________________________

Chris Jackson

Chief Executive Officer

Date: 8 July 2020

______________________________________________________________________________

DISCLAIMER

No responsibility whatsoever is implied or accepted by the Shire of Narembeen for any act, omission or

statement or intimation occurring during Council/Committee meetings or during formal/informal conversations

with staff. The Shire of Narembeen disclaims any liability for any loss whatsoever caused arising out of reliance

by any person or legal entity on any such act, omission or statement or intimation occurring during

Council/Committee meetings or discussions. Any person or legal entity who acts or fails to act in reliance upon

any statement does so at that person’s and or legal entity’s own risk.

In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding

any planning application or application for license, any statement or limitation or approval made by a

member or officer of the Shire of Narembeen during the course of any meeting is not intended to be and is

not taken as notice of approval from the Shire of Narembeen. The Shire of Narembeen warns that anyone

who has an application lodged with the Shire of Narembeen must obtain and only should rely on WRITTEN

CONFIRMATION of the outcome of the application and any conditions attaching to the decision made by the

Shire of Narembeen in respect of the application.

NOTICE OF MEETING


Shire of Narembeen Ordinary Council Meeting

Wednesday 15 July 2020, commencing at 4.00pm

1.0 Opening & Welcome

2.0 Attendance & Apologies

Attendance

Councillors Staff Apologies Approved leave of absence

3.0 Declarations of Interest

4.0 Announcements

4.1 Application for leave of absence

5.0 Public Question Time & Deputations (15 min)

Nil

6.0 Minutes of Previous Meetings

6.1 Confirmation of Minutes of Ordinary Meeting of Council

6.1.1 Confirmation of Minutes Confirmation of Minutes from the Shire of Narembeen Ordinary Meeting held on Wednesday 17 June 2020.

RECOMMENDATION: That the Minutes of the Meeting of the Shire of Narembeen held Wednesday 17 June 2020 be confirmed as a true and accurate record of the proceedings.

COUNCIL RESOLUTION MIN MOTION - Moved Cr. Seconded Cr.

CARRIED /

AGENDA


6.1.2 Business Arising Business Arising from the Minutes of the Shire of Narembeen Ordinary Meeting held Wednesday 17 June 2020.

7.0 Status Report

RECOMMENDATION:

That the Status Report for July 2020 be received.


CARRIED /


8.0 Reports

8.1 Chief Executive Officer

AGENDA ITEM: 8.1.1 - RFQ 03/2020 - Supply and Delivery of Aggregate

Subject: RFQ 03/2020 - Supply and Delivery of Aggregate Applicant: Chris Jackson, Chief Executive Officer File Ref: ADM053 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Chris Jackson, Chief Executive Officer Date: 6 July 2020 Attachments: RFQ 03/2020 Document (see attachment binder)

SUMMARY Council approval requested for eQuotes to be called for RFQ 03/2020 - Supply and Delivery of Aggregate. BACKGROUND Council has traditionally proceeded to tender on an annual basis for the supply and delivery of aggregate for the annual road works program. This has also included obtaining quotes from local contractors for the carting of the aggregate. COMMENT It is recommended that quotations be requested through WALGA eQuotes for a contract to be entered into for the supply of aggregate over a three-year period with an option to extend for a further two years. The RFQ requests that respondents supply a price for supply and delivery and a supply only price. The Shire has previously used local contractors to cart the aggregate. A contract will allow works to be completed without an annual supply process and it is anticipated that the pricing will remain competitive. This has been the experience of other local governments. CONSULTATION Works Manager STATUTORY IMPLICATIONS Local Government Act 1995 3.57. Tenders for providing goods or services (1) A local government is required to invite tenders before it enters into a contract of a

prescribed kind under which another person is to supply goods or services. (2) Regulations may make provision about tenders. Local Government (Function & General) Regulations 1996 11. When tenders have to be publicly invited (1) Tenders are to be publicly invited according to the requirements of this Division before a

local government enters into a contract for another person to supply goods or services if the consideration under the contract is, or is expected to be, more, or worth more, than $150 000 unless sub regulation (2) states otherwise.


(2) Tenders do not have to be publicly invited according to the requirements of this Division if —

(a) the supply of the goods or services is to be obtained from expenditure authorised in an emergency under section 6.8(1) (c) of the Act; or

(b) the supply of the goods or services is to be obtained through the WALGA Preferred Supplier Program.

Note the tender threshold has being raised to $250,000 by the State Government as part of

its response to the Covid-19 crisis. FINANCIAL IMPLICATIONS Funds for road construction and maintenance are included in annual budgets. POLICY IMPLICATIONS Council Policy - Procurement Framework Executive Policy - Purchasing Goods and Services STRATEGIC PLAN REFERENCE GOAL 1: Focus upon our local economic drivers to retain and grow existing businesses, employment and to attract new industry. Performance and structure of roads are included in our annual road management plan, communicated to Council and the community. 10 Year Outcome-Current road infrastructure is maintained and continually improved upon to meet community and business needs. RELATED PARTY TRANSACTIONS Nil OFFICER RECOMMENDATION That Council:- 1. Instruct the CEO to obtain eQuotes for the Supply and Delivery of Aggregate with a supply only

option for a three-year period with an option to extend for two years.

2. Approve the Request for Quotation document as attached. 3. Requests that all eQuotes received be presented to the August 2020 Ordinary Meeting for

consideration. COUNCIL RESOLUTION MIN MOTION - Moved Cr. Seconded Cr.

CARRIED /


AGENDA ITEM: 8.1.2 - RFQ 02-2020 - Supply, Delivery and Spraying of Bitumen

Subject: RFQ 02/2020 - Supply, Delivery and Spraying of Bitumen Applicant: Chris Jackson File Ref: ADM053 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Chris Jackson Date: 6 July 2020 Attachments: RFQ 02/2020 - Assessment Spreadsheet (see attachment binder)

SUMMARY Council approval requested for eQuotes for RFQ 02/2020 - Supply, Delivery and Spraying of Bitumen. BACKGROUND Council has traditionally gone to tender on an annual basis for the supply, delivery and spraying of Bitumen for the annual road works program. Council approved at the June 2020 Ordinary Meeting to call eQuotes for a contract to be entered into for the supply of bitumen over a three-year period with an option to extend for a further two years. COMMENT WALGA eQuotes have been called and closed on Tuesday 7 July 2020. The following eQuotes have been received:-

Kee Surfacing Pty Ltd Welshpool WA

Downer EDI Works Pty Ltd Maddington WA

Bitutek Pty Ltd Ellenbrook WA

Fulton Hogan Industries Hazelmere WA Refer attached Assessment Spreadsheet. CONSULTATION Works Manager Community Economic Development Officer STATUTORY IMPLICATIONS Local Government Act 1995 3.57. Tenders for providing goods or services (1) A local government is required to invite tenders before it enters into a contract of a

prescribed kind under which another person is to supply goods or services. (2) Regulations may make provision about tenders.


Local Government (Function & General) Regulations 1996 11. When tenders have to be publicly invited (1) Tenders are to be publicly invited according to the requirements of this Division before a

local government enters into a contract for another person to supply goods or services if the consideration under the contract is, or is expected to be, more, or worth more, than $150 000 unless sub regulation (2) states otherwise.

(2) Tenders do not have to be publicly invited according to the requirements of this Division if —

(a) the supply of the goods or services is to be obtained from expenditure authorised in an emergency under section 6.8(1) (c) of the Act; or

(b) the supply of the goods or services is to be obtained through the WALGA Preferred Supplier Program.

Note the tender threshold has being raised to $250,000 by the State Government as part of

its response to the Covid-19 crisis. FINANCIAL IMPLICATIONS Funds for road construction and maintenance are included in annual budgets. POLICY IMPLICATIONS Council Policy - Procurement Framework Executive Policy - Purchasing Goods and Services STRATEGIC PLAN REFERENCE GOAL 1: Focus upon our local economic drivers to retain and grow existing businesses, employment and to attract new industry. Performance and structure of roads are included in our annual road management plan, communicated to Council and the community. 10 Year Outcome-Current road infrastructure is maintained and continually improved upon to meet community and business needs. RELATED PARTY TRANSACTIONS Nil


OFFICER RECOMMENDATION That Council:- 1. Approve that Bitutek Pty Ltd of Ellenbrook WA, based on the recommendation of the evaluation

panel, local knowledge as the current provider and their company experience be awarded the contract for the Supply, Delivery and Spraying of Bitumen (RFQ 2/2020) for a period of three years, from July 2020 to June 2023. With an option to extend for a further two years, depending on satisfactory performance and service provided.

2. Approve that the CEO be endorsed to undertake the contract performance assessment at 30 June 2023 and to approve the two-year option to extend the contract if the assessment is confirmed that the contractor is performing to a satisfactory standard.


CARRIED /


AGENDA ITEM: 8.1.3 - Proposed Subdivision – Lot 27178 (No 1374) Cumminin Road, South Kumminin

Subject: Proposed Subdivision – Lot 27178 (No 1374) Cumminin Road, South Kumminin Applicant: Koolberin Pastoral Co Pty Ltd File Ref: P4134 Disclosure of Interest (Staff): Financial Interest as receive planning fees for advice to the Shire – Section 5.60A of Local Government Act 1995 Disclosure of Interest (Member): Nil Author: Liz Bushby, Town Planning Innovations (TPI) Date: 7 July 2020 Attachments: Display/Location Plan (see attachment binder)

SUMMARY Council is to consider an application referred to the Shire by the Western Australian Planning Commission (WAPC) for comment and recommendation. BACKGROUND Lot 27178 is zoned Rural under the Shire of Narembeen Local Planning Scheme No 2 (the Scheme). It has an approximate area of 1,551 hectares. A location plan is included in the attachment binder. COMMENT The WAPC has received an application proposing to subdivide Lot 27178 (No 1374) Cumminin Road, South Kumminin into two lots of 1,515 hectares and 36 hectares respectively. The owners propose to effectively excise a north east 36 hectare portion of the existing lot onto a separate title – refer to subdivision plan over page. The only explanation provided as the reason for the subdivision is to create a ‘rural living’ lot (which is akin to a rural residential lot). The Western Australian Planning Commission has a Development Control Policy 3.4 which sets out the principles that are used by the Commission in determining applications for the subdivision of Rural land. Under the current WAPC Policy, potential for subdivision of rural land is limited to specific circumstances such as to create a homestead lot (to excise an existing house), boundary realignments with no increase of lot yield, to protect heritage buildings or to allow for excision of existing land uses / development (such as an abattoirs and extractive industries). An objective of the Policy is to ‘support existing, expanded and future primary production through the protection of rural land, particularly priority agricultural land and land required for animal premises and/or the production of food’. Subdivision of rural lots to create rural living lots is not supported by the WAPC Policy as it is can lead to fragmentation of rural land, and land use conflict. In addition, unplanned rural living areas can place a strain on infrastructure and services.


The application fails to address land use compatibility, sustainable water supply, whether subdivision boundaries have been designed to reflect sound planning and land management principles, suitability/capability of the proposed smaller lot for continued rural activities and compliance with Development Control Policy 3.4. Support for the subdivision would set an undesirable precedent for ad-hoc subdivision of other Rural land throughout both the Shire and the State. It is recommended that the Shire recommend that the Western Australian Planning Commission refuse the application as it does not comply with Development Control Policy 3.4. Update 13 July 2020 Following discussion with the applicant, it is confirmed that the existing dwelling on this property is outside of the proposed new lot but they plan in the future to build a new dwelling/homestead within the new lot area. In consultation with Liz Bushby, Town Planning Innovations, an update has been made to the recommendation. CONSULTATION The Western Australian Planning Commission has referred the application to Western Power, Water Corporation, Department of Water and Environment Regulations, Department of Mines Industry Regulation and Safety, Department of Conservation, Biodiversity, Conservation and Attraction and the Shire for comment. STATUTORY IMPLICATIONS Shire of Narembeen Town Planning Scheme No 2 – Explained in the body of this report. FINANCIAL IMPLICATIONS The Shire pays consultancy fees to Town Planning Innovations (TPI) for planning advice.


POLICY IMPLICATIONS Not Applicable. STRATEGIC PLAN REFERENCE Not Applicable. RELATED PARTY TRANSACTIONS Not Applicable. OFFICER RECOMMENDATION That Council: 1. Recommend that the Western Australian Planning Commission refuse the application (No

159323) to subdivide Lot 27178 (No 1374) Cumminin Road, South Kumminin into two lots for the following reasons:

(i) The application does not comply with the Western Australian Planning Commission

Development Control Policy 3.4 which sets out the circumstances and principles for subdivision of rural land.

(ii) The application fails to address land use compatibility, sustainable water supply, whether

subdivision boundaries have been designed to reflect sound planning and land management principles, and the suitability / capability of the proposed smaller lot for continued rural activities.

(iii) Support for the subdivision would set an undesirable precedent for ad-hoc subdivision of

other Rural land throughout both the Shire and the State. 2. Advise the Western Australian Planning Commission that the owners live in an existing

homestead located adjacent, but outside of the proposed new smaller 36 hectare lot. The Shire is of the understanding that the owners wish to construct a new dwelling on the proposed lot. The Commission is requested to provide advice to the owners on options for:-

(i) A revised plan that includes the existing house within the proposed lot; or

(ii) Deferral of the application until a new house is constructed on the proposed smaller

lot.

The Shire would be supportive of a homestead lot that contains an existing house and complies with current WAPC Policy requirements.

3. Authorise the Shires Planning Consultant, Liz Bushby from Town Planning Innovations, to advise the WAPC of the Shires decision and to discuss the proposed subdivision with the applicant if required.


CARRIED /


AGENDA ITEM: 8.1.4 - Narembeen Volunteer Fire and Emergency Services (Narembeen VFES) Vehicle Transfer

Subject: Narembeen Volunteer Fire and Emergency Services (Narembeen VFES) Vehicle Transfer Applicant: Department of Fire and Emergency Services (DFES) File Ref: ADM135 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Chris Jackson Date: 9 July 2020 - Updated Attachments: MOU

SUMMARY Council to approve transfer/disposal to DFES of two fire brigade vehicles as part of the establishment of the Narembeen VFES. BACKGROUND Council resolved in April 2015 as follows:-

“That Council endorse the actions of the CEO to write to the Fire Commissioner in requesting the fire brigade be converted to a Volunteer Fire and Emergency Services Unit (VFES UNIT) with a road crash rescue (RCR) component and the relocation of the fire brigade shed to a new collocated building with St John Ambulance.” The Narembeen Volunteer Emergency Services has been operational since June 2018 with both the Narembeen Bush Fire Brigade and St John Ambulance. Council signed a lease with St John Ambulance WA Ltd in December 2018 that covers there section of the building including how the common areas are used.

Council than resolved in May 2019 to:-

1. Approve the MOU with DFES that outlines the responsibilities and undertakings of the Shire, the Narembeen VFES and DFES (the parties), for the delivery of volunteer fire and emergency services in Narembeen in accordance with DFES best practices.

2. Authorise the CEO to sign the MOU. COMMENT As part of the process of establishment of the VFES, the current two vehicles being a Toyota Landcruiser fast attack (NB025) and an Isuzu 2.4 fire truck (NB393) will be handed over to DFES. Both of these vehicles have been funded through the DFES levy. Note, the fire truck located at Mt Waker will be retained by the Narembeen Fire Brigade and as such remain the property of the Shire of Narembeen. As part of the Section 3.58 disposal process Council is required to give local public notice of its intent to dispose of property and provide a market value of the disposition. AssetVal Pty Ltd undertook valuations of all Shire Plant, Furniture and Equipment Assets in March 2020 and the values are as follows.:

NB025 – Asset Code PE1301 – 2012 Toyota Landcruiser Fire Truck – Acquired 1/7/2013 – Remaining Life 12 years – Gross Replacement Cost $100,000 - Fair Value Valuation $89,125.


NB393 – Asset Code PE204 – 2015 Isuzu Fire Truck – Acquired 2/11/2017 – Remaining Life 22 years – Gross Replacement Cost $370,000 – Fair Value Valuation $336,695.

The Shire will not receive any funds for disposal of the fire appliances as part of the agreement for establishing the VFES but DFES will cover the costs of the transfer and all future operating costs. The appliances will remain in Narembeen. CONSULTATION Murray Dixon CFCO & Captain Narembeen VFES Justin Corrigan DFES Department of Local Government and Cultural Industries STATUTORY IMPLICATIONS Local government Act 1995 3.58. Disposing of property (1) In this section — dispose includes to sell, lease, or otherwise dispose of, whether absolutely or not; property includes the whole or any part of the interest of a local government in property, but does not include money. (2) Except as stated in this section, a local government can only dispose of property to — (a) the highest bidder at public auction; or (b) the person who at public tender called by the local government makes what is, in the opinion of the local government, the most acceptable tender, whether or not it is the highest tender. (3) A local government can dispose of property other than under subsection (2) if, before agreeing to dispose of the property — (a) it gives local public notice of the proposed disposition — (i) describing the property concerned; and (ii) giving details of the proposed disposition; and (iii) inviting submissions to be made to the local government before a date to be specified in the notice, being a date not less than 2 weeks after the notice is first given; and (b) it considers any submissions made to it before the date specified in the notice and, if its decision is made by the council or a committee, the decision and the reasons for it are recorded in the minutes of the meeting at which the decision was made (4)The details of a proposed disposition that are required by subsection (3)(a)(ii) include — (a) the names of all other parties concerned; and (b) the consideration to be received by the local government for the disposition; and (c) the market value of the disposition — (i) as ascertained by a valuation carried out not more than 6 months before the proposed disposition; or. (ii) as declared by a resolution of the local government on the basis of a valuation carried out more than 6 months before the proposed disposition that the local government believes to be a true indication of the value at the time of the proposed disposition. (5) This section does not apply to — (a) a disposition of an interest in land under the Land Administration Act 1997 section 189 or 190; or (b) a disposition of property in the course of carrying on a trading undertaking as defined in section 3.59; or (c) anything that the local government provides to a particular person, for a fee or otherwise, in the performance of a function that it has under any written law; or (d) any other disposition that is excluded by regulations from the application of this section.


Local Government (Functions and General) Regulations 1996 Section 30 Dispositions of property excluded from Act s. 3.58 under the regulations does not appear to provide any exceptions other then if the value is less than $20,000 to the Local Government Act 3.58 disposal process. The matter was referred to the Department of Local Government and Cultural Industries who have confirmed that Section 3.58 of the Local government 1995 will need to be complied with which include the advertising requirements and valuation process. FINANCIAL IMPLICATIONS With the transfer over of these vehicles DFES will have full responsibility for operational costs for the Narembeen Volunteer Emergency Services under this MOU and future Licence to Use. POLICY IMPLICATIONS Nil STRATEGIC PLAN REFERENCE GOAL 3: We contribute to a healthy community 3.4 We enable and support medical and emergency services to serve in our community. Emergency services are co-located in new centre and VFES is established RELATED PARTY TRANSACTIONS Nil OFFICER RECOMMENDATION That Council approves:- 1. That two Narembeen Bush Fire Brigade vehicles being a Toyota Landcruiser fast attack

(NB025) and an Isuzu 2.4 fire truck (NB393) be disposed of to the Department of Fire and Emergency Services (DFES) as part of the establishment of the Narembeen Volunteer Fire and Emergency Services.

2. That in accordance with the signed Memorandum of Understanding between DFES and the Shire of Narembeen, DFES will as per section 4.2 of the MOU take full responsibility for these assets and ensure that this standard of fire appliance and or above will remain in the Shire of Narembeen in the future.

3. That Council gives local public notice in accordance with section 3.58 of the Local Government

Act 1995 of its intent to dispose of this property to DFES with the following advertisement:-

“The Shire of Narembeen as part of the establishment of the Narembeen Volunteer Fire and Emergency Service (VFES) plans to dispose of two Narembeen Bush Fire Brigade vehicles being a Toyota Landcruiser fast attack (NB025) and an Isuzu 2.4 fire truck (NB393) to the Department of Fire and Emergency Services (DFES). Note these fire appliances will be retained within the Shire as part of the Narembeen VFES. The consideration being received by the Shire will be nil with all transfer costs being met by DFES. The market value for the fire appliance has been estimated at $89,125 for the Landcruiser fast attack and $336,695 for the Isuzu 2.4 fire truck based on a valuation undertaken by the Shire in March 2020. The fire appliances have been fully funded through the DFES levy (grant funds at no cost to the Shire of Narembeen). Submissions are invited and close Thursday 6 August 2020 at 2pm. All enquires are to be directed to the CEO Chris Jackson.”


4. That if no submissions are received by the closing date, the CEO is authorised to progress the transfer process. If submissions are received, the matter is to then be referred to Council’s August 2020 Ordinary Meeting for further consideration.

COUNCIL RESOLUTION MIN MOTION - Moved Cr. 2nd Cr.

CARRIED /


AGENDA ITEM: 8.1.5 - Local Roads and Community Infrastructure Program (LRCI Program)

Subject: Local Roads and Community Infrastructure Program Applicant: NA File Ref: ADM668 Disclosure of Interest: Nil Author: Chris Jackson & Sheree Thomas Date: 8th July 2020 Attachments: Nil

SUMMARY Council is to consider potential eligible road or community infrastructure projects to utilise the LRCI Program funding. It is important to note that projects identified within this Agenda Item are all future projects identified within the Corporate Business Plan, other than the Bows Road culvert which is an emergency roadworks repair. BACKGROUND On 22 May 2020, the Australian Government announced a new $500 million Local Roads and Community Infrastructure Program (LRCI Program). The program will support local councils to deliver priority local road and community infrastructure projects across Australia, supporting jobs and the resilience of local economies to help communities bounce back from the COVID-19 pandemic. Funding allocations for the LRCI Program have been calculated in a similar way to how the Roads to Recovery Program and the road component of the Financial Assistance Grants work. The formula takes into consideration road length and population and is based on recommendations of Local Government Grants Commission. The Shire of Narembeen has been allocated $546,842. COMMENT Funding is available for local road and community infrastructure projects that involve the construction/maintenance and/or improvements to council-owned assets (including natural assets) that are generally accessible to the public. Projects will need to deliver benefits to the community, such as improved accessibility, visual amenity and safety benefits. Eligible local road projects could include works involving any of the following associated with a road:-

Traffic signs

Traffic control equipment

Street lighting equipment

A bridge or tunnel

A facility off the road used by heavy vehicles ie: rest area or weigh station

Facilities off road that support the visitor economy; and

Road and sidewalk maintenance, where additional to normal capital works schedules


Eligible community infrastructure projects could include works involving:-

CCTV

Bicycle and walking paths

Painting or improvements to community facilities

Repairing and replacing fencing

Improved accessibility of community facilities and areas

Landscaping improvements, ie tree planting and beautification of roundabouts

Picnic shelters or BBQ facilities at community parks

Playgrounds and skate parks

Noise and vibration mitigation measures; and

Off road car parks (such as those at sporting facilities or parks) The objective of the LRCI Program is to stimulate additional infrastructure construction activity in local communities across Australia to manage the economic impacts of COVID-19. To be considered an eligible project, projects need to:-

Deliver benefits to the local community;

Involve infrastructure that is accessible to the general public;

Not be on a Council’s existing work plan for 2020-21; and

Have construction activity completed by 30 June 2021. The Shire of Narembeen is required to nominate projects they plan to undertake with LRCI funding by completing a Works Schedule - Project Nomination Form. Projects for Council’s consideration could include:-

Category Project Estimated Cost

Local Road Infrastructure Bows Road Culvert 200,000

Community Infrastructure Town Hall External Restoration 100,000

Community Infrastructure +Town Oval Reticulation Improvements (new water source)

80,000

Community Infrastructure Townsite Improvements including CCTV, Currall St Lighting Upgrade, Churchill St Beautification (signage, lighting, paving & landscaping)

$166,842

TOTAL: $546,842

+ Staff are unsure as to whether the Town Oval Reticulation Improvements (new water source) will be an eligible project under this funding and further advice will be sought prior to submitting a Works Schedule - Project Nomination Form. The projects listed above (other than the Bows Road Culvert) are all projects that have been identified by Council within the Corporate Business Plan 2020-2024 as future projects. Bows Road Culvert Council are aware that the Bows Road culvert is failing, it is dangerous in nature and requires immediate replacement to ensure the safety of road users using Bows Road.


Town Hall Restoration The Town Hall restoration was identified in the Shire’s Corporate Business Plan 2020-2024 as a future project. Council are aware that over the past two years, significant work has been undertaken in the Civic Precinct area to restore the Road Board Building and to implement the Lesser Hall Interpretation Plan. With the Town Hall being the only building left to restore within this precinct, this restoration would finalise the restoration of the Civic Precinct. If the Town Oval Reticulation (new water source) project is ineligible under this funding, Council may wish to consider allocating the $80,000 to the Town Hall project in order to undertake an internal restoration. Town Oval Reticulation Improvements With the Shire of Narembeen being declared as a drought (acute water shortage) area and the town dam becoming empty this year, it is prudent that we think of ways to identify additional water sources to continue to be able to effectively water the town oval. If the project is eligible, it is suggested that drilling be undertaken on Avoca Farm to identify a bore water source that could assist in providing water for the town oval during drought times. This would assist with long term operational costs. Townsite Improvements With town site projects being undertaken this year including the Caravan Park Upgrade/Apex Park Redevelopment, Currall Street Shared Pathway and the Black Spot Road Improvement project, it would be a good fit to improve other areas of the town site including Churchill Street beautification (improved signage, improved lighting, new paving and landscaping) as well as Currall Street lighting. The Narembeen Police have also identified other potential “hot spot” areas within the town site for additional CCTV which would assist in reducing criminal behaviour around the town site. Staff intend to engage a Consultant to assist with providing details on future upgrade requirements in the townsite. Council may have other projects in mind within the Corporate Business Plan which they believe should be brought forward. CONSULTATION Nil STATUTORY IMPLICATIONS Nil FINANCIAL IMPLICATIONS $546,842 in funding from the Federal Government. All projects identified are unbudgeted for in the Corporate Business Plan. Improvements to Town Oval Reticulation (new water source) could save operational costs in future years. POLICY IMPLICATIONS Nil


STRATEGIC PLAN REFERENCE Goal 1: Focus upon our local economic drivers to retain and grow existing businesses, employment and to attract new industry. 1.1 Performance and structure of roads are included in our annual road management plan,

communicated to Council and the community. 1.7 Shire assets are prepared for commercial and population increases. Goal 2: Internal and external relationships actively grow our Shire population and positive financial position. 2.1 Our organisation model is responsive to economic conditions, the delivery of core services and infrastructure so too the successful pursuit of economic opportunities that benefit our community. The Town Hall restoration and town site improvement projects were identified as strategic priorities in the 2020-2024 Corporate Business Plan, however Council was unable to allocate financial resources to fund these projects so it is extremely positive that these extra funds have been identified to achieve future community infrastructure projects. RELATED PARTY TRANSACTIONS Nil VOTING REQUIREMENTS Simple Majority OFFICER RECOMMENDATION That Council nominate the following projects to utilise the LRCI Program funding during the 2020/21 financial year and upon confirmation of funding adopt them for inclusion within the 2020/2021 Annual Budget:-

Bows Road Culvert (estimated $200,000);

Town Hall External Restoration (estimated $100,000);

Town Hall Oval Improvements [new water source] (estimated $80,000); and

Townsite Improvements - CCTV, Currall St Lighting Upgrade, Churchill St Beautification.

If the Town Hall Oval improvement (new water source) project is ineligible, Council agree to allocate the $80,000 from this project towards an internal restoration of the Town Hall. COUNCIL RESOLUTION MIN MOTION - Moved Cr. Seconded Cr.

CARRIED /


AGENDA ITEM: 8.1.6 - Roe Tourism Association - Memorandum of Understanding

Subject: Roe Tourism Association - Memorandum of Understanding Applicant: Roe Tourism Association File Ref: ADM158 Disclosure of Interest: Nil Author: Sheree Thomas, Community & Economic Development Officer Date: 6 July 2020 Attachments: Memorandum of Understanding 1 July 2020 - 30 June

2023 (see attachment binder)

SUMMARY Council is to consider the adoption of the Roe Tourism Association Memorandum of Understanding 1 July 2020 to 30 June 2023 as presented. BACKGROUND Roe Tourism is a voluntary group that works to promote tourism in the Roe District as well as assisting Local Government Community Development Officers, Visitor Information Centres and Tourism Operators to attract tourists and visitors to the Roe Region through cooperative marketing activities, attendance at trade shows and an online presence. Roe Tourism acknowledges the continued support of the seven (7) Councils who support the Roe Tourism Association including Bruce Rock, Corrigin, Kondinin, Kulin, Lake Grace, Narembeen and Quairading. Without the valued support of these Council’s, Roe Tourism could not promote tourism in the area. COMMENT Roe Tourism has been in place for many years and no formal agreement has been put in place between the supporting Councils. The purpose of the Memorandum of Understanding is to establish a financial contribution and commitment from the seven (7) Council’s (listed above) that form the Roe Tourism Group. Member Councils are required to make full membership annual financial contribution towards the operations of the Roe Tourism Association as determined by the Roe Tourism committee, the contributions are distributed between pathway development and employment of an Executive Officer. CONSULTATION Bevan Thomas, Roe Tourism President Heather Ives, Roe Tourism Executive Officer Chris Jackson, Chief Executive Officer STATUTORY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Contribution as requested by Roe Tourism on an annual basis. 2020/2021 - $6,000 per annum.


POLICY IMPLICATIONS Nil STRATEGIC PLAN REFERENCE Goal 2: Internal and external relationships actively grow our Shire population and positive financial position. 2.1 Our organisation model is responsive to economic conditions, the delivery of core services and infrastructure so too the successful pursuit of economic opportunities that benefit our community. 2.2 We review our role and participation in current sub regional and regional groups against the achievement of our strategic goals. 2.3 We are less reliant on government grants and will work regionally or embrace reforms to identify new income streams that are sound and equitable. 2.4 Council will initiate new working relationships beyond traditional Shire boundaries for our key organisations and their leadership teams to benefit from. RELATED PARTY TRANSACTIONS Nil VOTING REQUIREMENTS Simple Majority OFFICER RECOMMENDATION That Council:- 1. Adopt the Roe Tourism Memorandum of Understanding 1 July 2020 - 30 June 2023 as

presented. 2. Authorise the Chief Executive Officer to sign the Roe Tourism Memorandum of Understanding. COUNCIL RESOLUTION MIN MOTION - Moved Cr. Seconded Cr.

CARRIED /


8.2 Executive Manager Corporate Services

AGENDA ITEM: 8.2.1 - Adoption of the 2020/2021 Annual Budget

Subject: Adoption of the 2020/2021 Annual Budget Applicant: Nil File Ref: ADM465 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Scott Wildgoose, Executive Manager Corporate Services Date: 08 July 2019 Attachments: Shire of Narembeen Annual Budget (separate

attachment)

SUMMARY Council to adopt the Annual Budget for the Shire of Narembeen for the 2021/2021 Financial Year. BACKGROUND At the Ordinary Meeting of Council on the 20 May 2020, Council adopted the 2020-2024 Corporate Business Plan (CBP). This plan is the guiding document that has driven the Shire of Narembeen’s 2020/2021 Annual Budget. At the Ordinary Meeting of Council on the 17 June 2020, Council endorsed a proposed rates model and schedule of fees and charges for inclusion within the 2020/2021 Annual Budget. COMMENT The attached Annual Budget 2020/2021 is broken up into five parts: 1. Budget Introduction and Statutory Components required for the budget to meet the

requirements of the Local Government Act 1995. 2. Notes to and forming part of the Statutory Budget. 3. Operating Activities – a breakdown of the areas of spending for the Shire and the account

codes to be used to guide Shire employees . 4. Non-Operating Activities – a breakdown of the Shire’s non-operating grants, asset acquisitions,

with relevant job numbers, and asset disposals. These will be reported on in the Shire’s monthly financial reports.

5. Schedule of Fees and Charges – to be adopted as part of the annual budget as part of the Local Government Act 1995 requirements.

As per the Rate Setting Statements associated with the Annual Budget (pages 7 and 8) the Shire has allocated $1,812,034 to be raised from general rates to fund 100% of the Shire’s budget deficit. Note 1(a) Rates and Service Charges (page 10) has set how the required rates income will be achieved. As per Council’s resolution in June 2020 the Rate in the $ for GRV is 0.116319 and for UV is 0.014482, minimum rates have been increased to $465 and the discount for rates paid on time has reduced to 2%. The only item of note outside of what was adopted in June is the ex-gratia rates sought from CBH, these figures were not previously included in rates modelling as they were not included as rates income, this has now been amended so this income sits with rates. The increase budgeted ex-gratia income is 0.5% in line with the increase in the rate in the dollar and the agreement with CBH. The income from rates prior to ex-gratia income is $1,790,670 which is in line with the rates model accepted by Council in June 2020.


In terms of the budget’s alignment with the CBP Operating Position:-

The budgeted operating income including rates is $4,094,622 – this is approximately 2% less than expected in the CBP

The budgeted operating expenditure minus depreciation is $4,045,785 – this is approximately 1% more than expected in the CBP

Given the strategic nature of the CBP, being within 3% of the actual budget shows accurate strategic planning by the Shire.

The CBP planned for non-operating expenditure of $4.3m and non-operating income of $4.5m (including reserve transfers). The CBP worked on a zero-balance opening position and thanks to the early receipt of the Financial Assistance Grants and lower than expected expenditure, the Shire’s opening surplus is budgeted to be $1.48m. The better than anticipated opening position and the increase in non-operating grants to $4.6m has allowed the Shire to budget for asset acquisitions of $6.5m, with a few projects beyond those planned for in the CBP. Non-operating activities are summarised as per pages 45-47. Most asset acquisition projects are as per the CBP or close to it with a few budget alterations given more analysis of the activities which been undertaken since the CBP was developed. Five Asset Acquisition items have been added that are outside those planned to occur in the 20/21 year of the CBP:

Local Road and Community Infrastructure Grant Funded Projects to be determined - $546,842 (CEO/CEDO has prepared an item for Council regarding this funding)

Northmore Street patch and reseal - $22,000 – was planned for 21/22 in CBP but has been brought forward given the opening surplus

Cheetham Way Reseal - $11,500 - was planned for 21/22 in CBP but has been brought forward given the opening surplus

Longhurst Street Improvements - $90,000 – was planned for 23/24 in CBP but has been brought forward given the opening surplus and this projects direct alignment with the townsite intersection project (it is likely the same contractor will complete both projects)

Town Dam Fencing - $30,000 – not included in the CBP but the Shire agreed to fence the Shire dam as part of a new Recycled Water Supply Agreement with the Water Corporation and this is also a Department of Health requirement.

The Apex Park and Caravan Park Amenities Upgrades combine to form $791,000 – this will be funded using $500,000 of drought communities funding. The CBP did envisage that this project would require $500K-$1m to be undertaken at an adequate standard and staging this project was discussed, however given the grant funding requires works to be completed by June 2021 and the Shire had a positive opening surplus it was deemed prudent and in the communities best interest to complete this project in one stage. This will provide an exciting showcase for the town to tourists and will align well with the Civic Precinct, improved town site intersections and the Currall Street shared pathway. A breakdown of the Shire’s borrowings is given on page 20 with the main inclusion being a new self-supporting loan for the Narembeen Bowling Club for the resurfacing of the green, this loan has already been approved by Council. The Shire has only budgeted to transfer interest to the Cash Backed Reserves. As per the CBP a transfer of $150,000 out of the infrastructure reserve will take place to help fund the Wheatbelt Secondary Freight Network Projects, a transfer of $90,000 out of the plant reserve will fund the purchase of engineering plant and $50,000 from the housing reserve will allow the development of new housing on Cheetham Way. Overall, the Shire’s investing and financing activities result in a net deficit of $1.5m which is mostly funded through the opening surplus to result in a balanced budget.


It is proposed that Elected Members Remuneration remain unchanged in terms of meeting fees, president and deputy allowances. A slight budget increase for travel costs has occurred given last year’s actuals was above budget. The Shire had unspent grant funding amounting to $199,934, made up mostly of Federal Blackspot Funding. These funds have been set aside as a contract liability and the revenue will only be recognised on the completion of project milestones. Since the acceptance of the Draft Schedule of Fees and Charges at the June 2020 Council Meeting, the Shire has only made minor formatting changes, mainly affecting Dog and Cat Control where it has been noted that the fees stated are only the common fees and that all fees are applied in line with legislation. The closing balance for 2019/2020 financial year is estimated based on some assumptions and is likely to change with the adoption of the Annual Financial Report in October/November. The budget will then be adjusted during the budget review in February 2021 to account for the correct opening surplus. Budget reviews will be conducted for the periods ending 30 September 2020, 31 January 2021, and 31 April 2021 for the 2020/2021 financial year. The triannual budget review process is an effective way of managing the Shire’s budget and responding to unforeseen circumstances. The Budget Review for the period ended 31 January 2021 will form the major budget review in line with regulations. Overall, the 2020/2021 Annual Budget represents a strong use of the Shire’s resources and shows the Shire is taking full advantage of available grant funding to stimulate the local economy and create a more liveable district for the community. CONSULTATION Chief Executive Officer Community and Economic Development Officer Works Manager Finance Officer CRC Coordinator STATUTORY IMPLICATIONS

The development of the 2020/2021 Annual Budget has been significantly affected by the imposition

of Ministerial Orders – Local Government (COVID-19 Response) Order 2020. Amendments to

sections of the Act

Specifically, Section 6.2 of the Local Government Act has been altered as below:

6.2. Local government to prepare annual budget

(1) During the period from 1 June in a financial year to 31 August in the next financial

year, or such extended time as the Minister allows, each local government is to

prepare and adopt*, in the form and manner prescribed, a budget for its municipal

fund for the financial year ending on the 30 June next following that 31 August.

* Absolute majority required.

(2) In the preparation of the annual budget the local government is to have regard to the

consequences of the COVID-19 pandemic and to prepare a detailed estimate for the

current year of —

(a) the expenditure by the local government; and


(b) the revenue and income, independent of general rates, of the local

government; and

(c) the amount required to make up the deficiency, if any, shown by comparing

the estimated expenditure with the estimated revenue and income.

(3) For the purposes of subsections (2)(a) and (b) all expenditure, revenue and income

of the local government is to be taken into account unless otherwise prescribed.

(4) The annual budget is to incorporate —

(a) particulars of the estimated expenditure proposed to be incurred by the local

government; and

(b) detailed information relating to the rates and service charges which will apply

to land within the district including —

(i) the amount it is estimated will be yielded by the general rate; and

(ii) the rate of interest (if any) to be charged by the local government on

unpaid rates and service charges;

and

(c) the fees and charges proposed to be imposed by the local government; and

(d) the particulars of borrowings and other financial accommodation proposed to

be entered into by the local government; and

(e) details of the amounts to be set aside in, or used from, reserve accounts and

of the purpose for which they are to be set aside or used; and

(f) particulars of proposed land transactions and trading undertakings (as those

terms are defined in and for the purpose of section 3.59) of the local

government; and

(g) such other matters as are prescribed.

(5) Regulations may provide for —

(a) the form of the annual budget; and

(b) the contents of the annual budget; and

(c) the information to be contained in or to accompany the annual budget.

[Section 6.2 amended by No. 49 of 2004 s. 42(8) and 56.]

Given the level of capital expenditure proposed to be undertaken by the Shire and its direct focus

on improving access to the town, commodity routes and tourist/community amenities, it can be

deemed that this budget has taken regard to the consequences of COVID-19 and whilst they have

been minimal across the district it provides for larger than normal expenditure to help stimulate the

WA economy as a whole.

Most information on the content and form of the Annual Budget can be found in the Local

Government (Financial Management) Regulations 1996 – Regulations 22-33.

The Ministerial Order also affected section 6.13 of the Act – Interest on money owing to Local

Governments and section 6.51 – Accrual of interest on overdue rates or service charges.

Essentially both of these changes modified the maximum rate of interest that can be charged from

11% to 8% and provided a provision that the Council resolution must state that interest charges will

be waived for those suffering financial hardship caused by COVID-19.

The Ministerial Order also modified section 6.34 such that local governments may now only fund

80-110% of their budget deficiency through general rates as opposed to previously being 90-110%.

Given the Shire operates on a minimal budget this was not deemed prudent and the Shire has

continued to fund 100% of its budget deficiency through general rates.


The Ministerial Order also modified section 6.45 such that if a ratepayer can be identified as an

excluded person (they have suffered financial hardship as a consequence of the COVID-19

Pandemic) they will not have to pay the instalment interest for payment by instalments for the

2020/2021 Financial Year. As well as this if the Shire had not adopted a Council Policy – Financial

Hardship then interest would be capped at 3%.

The Ministerial Order made a number of other changes to other sections of the Act but the ones

listed above have affected the development of the Shire’s annual budget.

Section 6.46 of the Act sets that the rate discount to be applied by the Shire must be resolved by

absolute majority:

6.46. Discounts

Subject to the Rates and Charges (Rebates and Deferments) Act 1992, a local

government may, when imposing a rate or service charge, resolve* to grant a discount or

other incentive for the early payment of any rate or service charge. * Absolute majority required. FINANCIAL IMPLICATIONS The implementation of the Shire of Narembeen 2020/2021 Annual Budget will set the financial implications for the rest of this financial year. POLICY IMPLICATIONS Shire of Narembeen – Policy 3.1.1 Budget Adoption Council is to receive a draft budget for consideration at the July meeting of each year with a view to adoption by 31 July in that year. STRATEGIC PLAN REFERENCE Shire of Narembeen – Strategic Community Plan Goal 2: Internal and external relationships actively grow our Shire population and positive financial position. 2.1 Our organisation model is responsive to economic conditions, the delivery of core services and infrastructure so too the successful pursuit of economic opportunities that benefit our community. RELATED PARTY TRANSACTIONS There are no related party transactions that relate specifically to the adoption of the budget. However, throughout the course of the financial year budgeted funds may be expensed to several parties that could be considered related parties. As this arises the transactions will be recorded


OFFICER RECOMMENDATION That Council adopts the following for the 2020/2021 Financial Year:- 1. The Shire of Narembeen Annual Budget 2020/2021, as attached, including the below items

and all other income and expenditure. 2. That the General Rate GRV - Rate in the Dollar of $0.116319. 3. That the General Rate UV – Rate in the Dollar of $0.014482. 4. That a general minimum rate of $465 be applied per property for all GRV and UV rateable

properties within the district. 5. Offering to ratepayers the following payment options for 2020/2021:-

Option Due By Option A – One Payment 31 August 2020

Option B – Four Instalment Options 31 August 2020

03 November 2020 08 January 2021 26 March 2021 6. No instalment option is offered for rubbish charges – no instalment interest or penalty interest

to apply. 7. An Instalment Plan Administration fee of $10.00 per reminder rate notice (Option B)

a. Those deemed as suffering Financial Hardship due to COVID-19 under the Council Policy – Financial Hardship will be excluded from the payment of this fee

8. Instalment interest to be levied at 5.5% a. Those deemed as suffering Financial Hardship due to COVID-19 under the Council Policy

– Financial Hardship will be excluded from the payment of this interest charge 9. Late payment penalty interest to be levied at 8% for unpaid Rates and Emergency Services

Levy for all outstanding rates from the applicable due date. a. Those deemed as suffering Financial Hardship due to COVID-19 under the Council Policy

– Financial Hardship will be excluded from the payment of this interest charge 10. Rates discount for prompt payment – under Section 6.46 of the Act, a 2% discount to all rates

paid on or before the due date, being 31 August 2020. 11. The Schedule of Fees and Charges as presented within the Annual Budget 2020-2021. 12. A Material Variance of 10% of year to date budget or $25,000, whichever is greater, by

reporting program as the Material Variance under Financial Management Reg. 34(5) for the purpose of statements of financial activity presented to Council each month.

13. The Accounting Policies contained within the 2020/2021 Annual Budget be adopted as Council’s Accounting Policies and the Policy Manual be updated accordingly.


CARRIED /


AGENDA ITEM: 8.2.2 - Schedule of Accounts for June 2020

Applicant: N/A File Ref: N/A Disclosure of Interest: Nil Author: Sharon Baldwin, Administration Officer Authorising Officer: Scott Wildgoose, EMCS Date: 6 July 2020 Attachments: June 2020 Creditors Payment List, June 2020 Credit

Card Payment List (see attachment binder)

SUMMARY For Council to review the payments made by the Shire of Narembeen in June 2020. BACKGROUND The Shire’s schedule of accounts is to be provided to council each month pursuant to the Local Government (Financial Management) Regulation 1996. COMMENT A schedule of accounts paid during the month of June 2020 is attached to this report and the total amounts paid from the municipal and trust funds are as follows: Municipal Account: $792,395.27 Trust Account: $297.55 CONSULTATION Nil STATUTORY IMPLICATIONS Local Government (Financial Management) Regulations 1996 Reg. 13 List of Accounts

1. If the local government has delegated to the CEO the exercise of its power to make payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing for each account paid since the last such list was prepared;

a. The payee’s name; b. The amount of the payment; c. The date of the payments; and d. Sufficient information to identify the transaction.

3. A list prepared under sub regulation (1) or (2) is to be –

a. Presented to the council at the next ordinary meeting of council after the list is prepared; and

b. Recorded in the minutes of that meeting. FINANCIAL IMPLICATIONS Nil


POLICY IMPLICATIONS Nil STRATEGIC PLAN REFERENCE Goal 2: Internal and external relationships actively grow our Shire population and positive financial position. 2.1 Our organisation model is responsive to economic conditions, the delivery of core services and infrastructure so too the successful pursuit of economic opportunities that benefit our community. RELATED PARTY TRANSACTIONS Nil VOTING REQUIREMENTS Simple majority. OFFICER RECOMMENDATION That Council:- 1. Receive the Creditors Payment List for June 2020. 2. Receive the Credit Card Payment List for June 2020. COUNCIL RESOLUTION MIN MOTION - Moved Cr. Seconded Cr.

CARRIED /


AGENDA ITEM: 8.2.3 - Monthly Financial Report - June 2020

Subject: Monthly Financial Report - June 2020 Applicant: Shire of Narembeen File Ref: N/A Disclosure of Interest: Nil Author: Rachael Moore, Finance Officer Date: 6 July 2020 Attachments: June 2020 Financial Report, Bank Reconciliation (see attachment binder)

SUMMARY To review Council finances as required by legislation. BACKGROUND The attached Financial Reports (including Statement of Financial Activity) are submitted on behalf of the Shire of Narembeen for the period ending 30 June 2020. COMMENT Council’s closing position at 30 June 2020 amounts to $1,631,897 with current assets of $5,425,780 and $ 2,800,205 in reserve funds. CONSULTATION Executive Manager Corporate Services Works Manager STATUTORY IMPLICATIONS This report provides Council with the Shire’s monthly financial activity statements in accordance with the Local Government (Financial Management) Regulations, specifically Reg. 34 - Financial Activity Statement. FINANCIAL IMPLICATIONS Nil POLICY IMPLICATIONS Nil STRATEGIC PLAN REFERENCE Nil RELATED PARTY TRANSACTIONS Nil VOTING REQUIREMENTS Simple Majority


OFFICER RECOMMENDATION That Council:- 1. Receive the Shire of Narembeen’s Financial Report for the month of June 2020. 2. Receive the bank reconciliation for the month of June 2020 for all Shire Bank Accounts. COUNCIL RESOLUTION MIN MOTION - Moved Cr. Seconded Cr.

CARRIED /


9.0 Urgent business as permitted by Council

COUNCIL RESOLUTION MIN / MOTION - Moved Cr. Seconded Cr. That Council receive Late Agenda Item 9.1 - Council Policy - Continuing Professional Development of Council Members.

CARRIED 5/0


AGENDA ITEM: 9.1 – Council Policy - Continuing Professional Development of Council Members

Subject: Council Policy - Continuing Professional Development of Council Members Applicant: Chris Jackson CEO File Ref: ADM541 Disclosure of Interest: Nil Author: Chris Jackson CEO Date: 10 July 2020 Attachments: Council Policy - Continuing Professional Development of Council Members, Annual Report on Councillor Training, Existing Policies 4.2.3, 4.2.4 and 4.2.9

SUMMARY To seek Council endorsement of a new Council Policy – Continuing Professional Development of Council Members as required under the Local Government Legislation Amendment Act 2019. BACKGROUND Council currently has three policies relating to councillor professional development:- 1. Policy 4.2.3 – Conference Expenses 2. Policy 4.2.4 – Annual WA Local Government Convention 3. Policy 4.2.9 – Reports on seminar-meetings None of these policies cover enough detail or information to meet the needs to the Local Government Legislation Amendment Act 2019. With the introduction of new provisions contained within the Local Government Legislation Amendment Act 2019, local governments must also prepare a report for each financial year on the training completed by elected members in that financial year. COMMENT The Council Policy objectives are proposed to ensure that Councillors have equitable access to a range of relevant training and professional development opportunities to enhance their ability to fulfil their roles and responsibilities as Elected Members and to provide good governance to the Shire. The Council Policy provides guidance to councillors and administrative employees relating to the organisation, attendance and payment for training and professional development undertaken by elected members. Given the more detailed and substantive nature of this policy and its alignment with the Council Policy – Strategic Policy Framework, it has been deemed prudent to consolidate the existing Council Policies – 4.2.3, 4.2.4 and 4.2.9 into the detail of the Council Policy – Continuing Professional Development of Council Members. The intent of the report on training is for the Shire to report back to the community on training undertaken by Councillors. The Shire is encouraged to include all training rather than just the Council Member Essentials course. This is also consistent with what has been included in the Draft Continuing Professional Development of Council Members Policy as presented in this report. To further enhance communication with the community on Councillor activities, it is also proposed to include a summary of professional development in the Shire’s Annual Report.


There is no requirement in the Act for the report to be endorsed by Council, however given the report is about Council members themselves it is believed to be prudent for the CEO to provide it to Council prior to publishing it on the Council website. CONSULTATION Sheree Thomas, CEDO Scott Wildgoose, EMCS Jamie Parry Local Government Professionals Australia WA STATUTORY IMPLICATIONS Local Government Legislation Amendment Act 2019 5.127. Report on training

(1) A local government must prepare a report for each financial year on the training completed by council members in the financial year.

(2) The CEO must publish the report on the local government’s official website within 1 month after the end of the financial year to which the report relates.

5.128. Policy for continuing professional development (1) A local government must prepare and adopt* a policy in relation to the continuing professional development of council members. * Absolute majority required. FINANCIAL IMPLICATIONS The Council Policy – Continuing Professional Development of Council Members seeks to improve the allocation of annual budgets related to councillor professional development and attendance at conferences and training. It is proposed that moving forward the ongoing professional development requirements will be included within annual budgets. POLICY IMPLICATIONS The Council Policy – Strategic Policy Framework normally requires new Council Policies to be advertised prior to adoption but given the new provisions of the Local Government Legislation Amendment Act 2019 it is recommended that council adopt the policy subject to any comments that are received which would then be presented back to Council if required. STRATEGIC PLAN REFERENCE GOAL 3: We contribute to a healthy community 3.1 We can provide leadership and networks to our local community groups to help them achieve their goals, identify common priorities and to provide opportunities for active participation in our community. RELATED PARTY TRANSACTIONS Nil VOTING REQUIREMENTS Absolute Majority


OFFICER RECOMMENDATION That Council:- 1. Adopt the Council Policy - Continuing Professional Development of Council Members as

presented.

2. Direct the CEO to advertise the Council Policy - Continuing Professional Development of Council Members for 14 days in line with the public consultation period in the Council Policy – Strategic Policy Framework and report significant comments back to Council.

3. Approve that if no comments are received the CEO be authorised to complete the policy adoption process including posting the document on the Shire of Narembeen website.

4. Repeal the below Council Policies as they are adequately accounted for within the Council Policy - Continuing Professional Development of Council Members:

a. 4.2.3 - Conference Expenses b. 4.2.4 – Annual WA Local Government Convention c. 4.2.9 – Reports on seminar-meetings

5. Acknowledge receipt of the Shire of Narembeen Annual Report of Councillor Training and that

the CEO is now required to post the report on the Shire of Narembeen website. COUNCIL RESOLUTION MIN MOTION - Moved Cr. Seconded Cr.

CARRIED /

ABSOLUTE MAJORITY REQUIRED


10.0 Councillor’s Reports

Cr K Mortimore Attended

Cr P Lines Attended

Cr R DeLuis Attended

Cr A Hardham Attended

Cr S Stirrat Attended

Cr A Wright Attended

Cr W Milner Attended

Cr R Cole Attended

11.0 Date, time & place of next meeting

Wednesday 19 August 2020, 4.00pm at Narembeen Shire Council Chambers.

12.0 Closure

There being no further business the Chair declared the meeting closed at ______.

council calendar date time meeting 15 july …...2020/07/15 · agenda item: 8.1.2 - rfq 02-2020 -...

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