minutes of the ordinary council meeting held saturday … · minutes of the ordinary council...

MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY 19 APRIL 2008

1 DECLARATION OF OPENING/ ANNOUNCEMENT OF VISITORS:........................................2

1.1 DECLARATION OF OPENING .............................................................................................2

1.2 DISCLAIMER READING ......................................................................................................2

2 RECORD OF ATTENDANCE/ APOLOGIES/ APPROVED LEAVE OF ABSENCE ...................2

3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ...............................2

4 PUBLIC QUESTION TIME ...................................................................................................2

5 APPLICATIONS FOR LEAVE OF ABSENCE ........................................................................3

6 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS .................................................3

6.1 ORDINARY MEETING HELD MARCH 15, 2008 ....................................................................3

6.2 HEALTH BUILDING AND TOWN PLANNING COMMITTEE MEETING MINUTES HELD

JANUARY 15, 2008 .............................................................................................................3


FEBRUARY 6, 2008 ............................................................................................................3


MARCH 5, 2008 ..................................................................................................................4

7 PETITIONS/ DEPUTATIONS/ PRESENTATIONS/ SUBMISSIONS.........................................4

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

9 REPORTS OF COMMITTEES AND OFFICERS ....................................................................5

9.1 OFFICERS MONTHLY REPORTS........................................................................................5

9.1.1 WORKS & SERVICES MANAGER’S REPORT – MARCH 2008 ..............................5

9.1.2 PLANT MECHANIC’S REPORT – MARCH 2008 ....................................................8

9.1.3 AIRPORT MANAGER’S REPORT – MARCH 2008 .................................................9

9.1.4 COMMUNITY DEVELOPMENT REPORT – MARCH 2008 .................................... 47

9.1.5 YOUTH CENTRE REPORT – MARCH 2008 ........................................................ 49

9.1.6 RANGER’S REPORT – MARCH 2008 ................................................................. 53

9.1.7 STATUS REPORTS ........................................................................................... 54

9.2 FINANCE 64

9.2.1 MONTHLY FINANCIAL REPORT PERIOD ENDED MARCH 31, 2008 ................... 64

9.2.2 OUTSTANDING DEBTORS .............................................................................. 102

9.2.3 LIST OF ACCOUNTS PERIOD ENDED MARCH 2008........................................ 107

9.2.4 2007/08 BUDGET REVIEW ............................................................................... 112

9.3 ADMINISTRATION .......................................................................................................... 118

9.3.1 REVIEW OF LOCAL AUTHORITY NUMBER PLATES ........................................ 118

9.3.2 DONATION – KAREN MORRISSEY – 2020 SUMMIT......................................... 120

9.3.3 WALGA ENDORSEMENT OF “THE JOURNEY”................................................. 123

9.5 HEALTH, BUILDING & TOWN PLANNING........................................................................ 129

9.5.1 TOWN PLANNING – YULELLA VISION DEVELOPMENT................................... 129

9.5.2 WAIVER OF LIQUIDATED DAMAGES CLAUSE OF SPQ RENOVATION

TENDER .......................................................................................................... 139

9.6 WORKS & SERVICES ..................................................................................................... 144

9.6.1 GTS-MEEK-0701 GRAVE CREEK FLOODWAY RECONSTRUCTION ................ 144

9.6.2 MT CLERE ROAD – FLOODWAYS– QUOTES/TENDERS.................................. 149

10 NEW BUSINESS OF AN URGENT NATURE – INTRODUCED BY RESOLUTION OF THE

MEETING ....................................................................................................................... 158

10.1THAT THE LATE AGENDA ITEMS BE INTRODUCED AS NEW BUSINESS OF AN

URGENT NATURE .......................................................................................................... 158

10.1.1 POLLELLE ROAD GRIDS/FENCES................................................................... 158

10.1.2 INDIGENOUS COMMUNITIES – SERVICE DELIVERY ...................................... 162

11 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN....... 164

12 CLOSURE OF MEETING ................................................................................................. 164


1 DECLARATION OF OPENING/ ANNOUNCEMENT OF VISITORS:

1.1 DECLARATION OF OPENING

The Shire President, Cr T R Hutchinson, declared the meeting open at 9.40am.

1.2 DISCLAIMER READING

No responsibil ity whatsoever is implied or accepted by the Shire of Meekatharra for any act, omission or statement or intimation occurring during this Meeting. It is strongly advised that persons do not act on what is heard at this Meeting and should only rely on writ ten conformation of council’s decision, which will be provided within fourteen (14) days of this Meeting Shire President, Cr T R Hutchinson, read the disclaimer aloud.

2 RECORD OF ATTENDANCE/ APOLOGIES/ APPROVED LEAVE OF ABSENCE

Members Cr T R Hutchinson (Shire President) Cr N L Trenfield (Deputy Shire President) Cr J E Burgemeister Cr A G Burrows Cr A B Downing Cr R Howden Cr H Nichols Staff Roy McClymont Chief Executive Officer Cameron Watson Corporate & Development Services Manager Allen Kent Works & Services Manager 9.36am -10.18am Apologies Nil Approved Leave of Absence Nil Observers Nil

3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil

4 PUBLIC QUESTION TIME

Nil


5 APPLICATIONS FOR LEAVE OF ABSENCE

Cr R Howden be granted a leave of absence for the May 2008 Ordinary Council Meeting

Moved: Cr H Nichols Seconded: Cr A B Downing

CARRIED 7/0

6 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 6.1 ORDINARY MEETING HELD MARCH 15, 2008

Council Resolution: Moved: Cr A B Downing Seconded: Cr R Howden That the minutes from the Ordinary Council Meeting held Saturday, March 15, 2008 be confirmed.

CARRIED 7/0

6.2 HEALTH BUILDING AND TOWN PLANNING COMMITTEE MEETING MINUTES HELD JANUARY 15, 2008

Council Resolution: Moved: Cr A B Downing Seconded: Cr H Nichols That the minutes from the Health, Building and Town Planning Committee Meeting held Tuesday, January 15, 2008 be received.

CARRIED 7/0

6.3 HEALTH BUILDING AND TOWN PLANNING COMMITTEE MEETING MINUTES HELD FEBRUARY 6, 2008

Council Resolution: Moved: Cr A B Downing Seconded: Cr A G Burrows That the minutes from the Health, Building and Town Planning Committee Meeting held Wednesday, February 6, 2008 be received.

CARRIED 7/0


6.4 HEALTH BUILDING AND TOWN PLANNING COMMITTEE MEETING MINUTES HELD MARCH 5, 2008

Council Resolution: Moved: Cr J E Burgemister Seconded: Cr A B Downing That the minutes from the Health, Building and Town Planning Committee Meeting held Wednesday, March 5, 2008 be received.

CARRIED 7/0 NOTE: “A copy of all the above minutes has been distributed to each Councillor”.

7 PETITIONS/ DEPUTATIONS/ PRESENTATIONS/ SUBMISSIONS

Nil

8 ANNOUNCMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION Nil


9 REPORTS OF COMMITTEES AND OFFICERS

Allen Kent, Works & Services Manager joined the meeting at 9.36am -10.18am

9.1 OFFICERS MONTHLY REPORTS 9.1.1 WORKS & SERVICES MANAGER’S REPORT – MARCH 2008

Construction Projects

Construction – Sandstone Road The construction crew has completed the formation and gravel re-sheeting over a distance of 12.50 kilometres. The work also included boxing out the edge of the road shoulder and fil ling with various rock on the downstream side within the floodways to stop the water scouring the road. This prevention method has worked very well and there are no signs of scouring at this stage after the recent rains on the newly constructed sections it appears to have worked very well.

Construction – Murchison Downs Road The construction crew is well into the road formation and gravel re-sheeting project over a distance of 4klms east of the airport turnoff staff have boxed out the floodways on both sides and have filled these sections with rock to stop the road scouring during heavy rains. Some waterways between the sharper hills will be raised approximately 400mm in height and filled with rock on the downstream side to hold the materials in place during heavy runoff.

Remedial Work on Floodways – Sandstone Road After completion of the formation and gravel re-sheeting project on Murchison Downs the construction crew whilst close to the area will carry out more drainage type work on the downstream side of (Sandstone Road) at the floodways, I will be putting levels on the floodways to achieve a flat surface prior to the boxing out of the road shoulders and then being fil led with heavy rock therefore assisting with a more even spread of water flow across the road which in turn will reduce the road scouring during heavy rains. This work will be completed before the construction crew move to Ashburton Downs Road.

Neds Creek – Construction project I will be marking and pegging out sections of this road from the Wiluna / Meekatharra boundary at the eastern end and working west for approximately 10 klms in readiness for gravel re-sheeting by engaged contractor AG Burrows. Trent Contracting have picked up the dozer after mechanical work and repairs have been completed in Perth and will start pushing up materials required for the project on Neds Creek Road. Good quality material is very scarce in this area and locating suitable material is going to be a challenge.

Maintenance Grading Michael Walley has been maintenance grading on Landor Road putting in new cut off drains in various areas to allow the water to drain off the road surface.


With the recent rains this is an ideal time to pick up the problem areas in relation to where the water lays and causes boggy conditions. There are various areas along Landor Road that have had water laying in low spots and this is an ideal time to carry out this work. Some areas have turned boggy because of the water laying on the road surface and wheel ruts left by vehicles after rain fi ll up with water and create an even bigger problem. There are also various areas which will require a coarse type material mixed with the existing to give the material more strength to stop the boggy sections appearing after heavy rain, this will be completed before the middle of April 2008 before Michael moves to Ashburton Downs Road to carry out maintenance grading on rain scoured effected areas which have washed off all the top soil and blocked drains.

Town Crew

Town Streets - Resealing Programme Boral Asphalt will arrive in Meekatharra on Monday 14th April later in the afternoon. The 10mm granite aggregate stockpiled at the airport will be screened and pre-coated with distillate prior to the sealing application. Resealing will all be completed 20

th April 2008.

Depot Cleanup - Stocktake John Watson–Bates and his town crew has started to tidy up the depot as time permits, he will take photos and record all items of significance. Once this is complete he will produce this information for the works group to assess and make a decision on what is of value to council.

Distilate Fuel Recordings – Mobile Tankers We have purchased 4 x new flow meters 1x for each tanker, this will enable us to monitor fuel usage against fuel purchased which has been an issue in the past because the old flow meters could not be read accurately.

Town Maintenance Most of the townsite has been sprayed previously to control weeds, because of the recent rains there has been more weed germination and this will need to be controlled by another application as time permits.

Plant Report All plant is performing well and there are no major breakdowns to report, scheduled maintenance will be carried out as it falls due.

Allen Kent Works Services Manager

Officers Recommendation/ Council Resolution:

Moved: Cr N Trenfield Seconded: Cr A G Burrows


That the Works & Services Manager’s report for March 2008 be received. CARRIED 7/0


9.1.2 PLANT MECHANIC’S REPORT – MARCH 2008

P373 HINO CREW CAB: This truck has now done 141,371 km and is coming up for change over. Council has spent very little money on this truck for repairs considering how the vehicle has been driven very hard most of its life.

P114 CAT D6N DOZER

Due to the way this machine is been operated, the Dozer has locked out third and forth gears. The machine can now only be operated in first, second, forward and reverse. This Machine will be having major repairs coming up at a very high cost to council

P349 VOLVO GRADER: The alternator has been changed out on the grader, also electrical wiring from the alternator to the cab. Other wise this machine is in reasonable condition.

P108 CATERPILLAR GRADER: This Machine has just had a 41000km service, SOS sample have come back showing there are metal particles in the left hand tandem drive. Another sample has been taken and sent away for a second opinion. Other wise this machine is preforming well

P358 2002 12H CATERPILLAR GRADER: This machines is in top condition, the grader has now done 10,043 km and services are up to date.

All other plant and equipment is in good condition apart from some minor faults and all services are up to date.

Geoff Osborn Plant Mechanic 8/4/2008

Officers Recommendation/ Council Resolution: Moved: Cr A B Downing Seconded: Cr J E Burgemister

That the Plant Mechanic’s report for March 2008 be received

CARRIED 7/0

Allen Kent Works & Services Manager left the meeting at 10.18am


9.1.3 AIRPORT MANAGER’S REPORT – MARCH 2008

MEEKATHARRA AERODROME

Aircraft movement and statistics: The month of March saw 172 aircraft land at Meekatharra. This is a pleasing result considering the factors mentioned in previous reports. Fortunately, Network Aviation’s jet is still not in service to Nifty mine site so we are still getting their Brasilias in here for fuel. Figures of fuel sales are in line with March of 2007 and year to date figures show a reasonable increase over the same period last year. The following table is provided on aircraft movements and fuel sales for the month of March 2008 with comparisons with March 2007. 2008 2007 General Aircraft Landed: 172 151 Passengers on Board: 2679 2326 Avgas Fuel Sold: 17369 17055 Jet Fuel Sold: 75818 75663 Total Fuel Sold 93187 92718 Year to date figures for March 2008 and March 2007 are as follows: 2008 2007 Variation General Aircraft Landed: 501 469 +7% Passengers on Board: 7431 6351 +17%

Total Fuel Sold 277794 245861 +13%

The increase in fuel sales is pleasing and hopefully it will go some way in compensating for the predicted drop once Network take to the air in their jet. During the month, we had a 105 seat Fokker F100 Skywest jet diverted from Cloud Break (Andrew Forest’s Iron Ore Mine) into Meeka for fuel. I have spoken with Skywest and hope to drum some extra business from them when they need alternate fuel stops.


Aerodrome Works: Airside works consisted of chipping flannel bush and clumps of buffel grass from along the runway strips as well as slashing all long grass on the strips, along the taxiway and around the RFDS hangar. Weed poisoning was carried out in both fuel farm yards and in the general area around the terminal and car park. Hand weeding was also carried out in front of the terminal building airside and south of the terminal building where a heavy growth of weed had germinated. Annual CASA Aerodrome Inspection. The CASA annual Aerodrome Inspection audit report has been received and I am currently working through considering some of the observations that were made. Overall the report showed that the aerodrome was being properly operated and the facil ities well maintained. (A copy of the report is attached) Some points that we need to follow up is the marking of the RFDS taxiway as PRIVATE RFDS ONLY and additional markings on the Apron. I have made up the stencils for the RFDS taxiway and will paint when the weather is more favourable. We will need to engage Kevin Thomas from AMS for the markings on the apron as surveys etc will need to be taken. Aerodrome Emergency Exercise We were due to hold a “desktop” exercise on our Aerodrome emergency Plan during March. I have spoken with the Police on two occasions and are currently working with the CEO and Sgt Pope to set a date for this exercise. This subject was raised again by the CASA Inspector in his audit report so we need to ensure exercises and reviews are held in a timely manner. Budgetary Items 2007/2008 Most budgetary items have been completed for the year apart from the work which was approved on the Managers residence. An effort to obtain quotes etc were made, but so far, very little has materialized from them. I have had floor covering contractors here to estimate on a job but I’ve heard nothing on the patio or replacement tiles etc. I would hope that we don’t need to carry these items forward to next year. Progress on the fire fighting service has been made and the contractor is almost organized to go ahead with the physical side of installation.


Annual fees and charges With the new budget almost due, it would be convenient if we reviewed the fees that are associated with the airport operations, particularly landing fees etc. Our fee structure for landing fees appears to be too flat and does not reflect real costs of operation nor fit with other regional airport charges. It would appear as though the shire is losing out on a number of areas of potential revenue. I will compose a report to the CEO on landing fees with comparisons of other airports and possible fee structures that would make the operations more profitable and align with other regional airports. Transport Security Program (Audit & Review) We have finally received the audit & review report of the Transport Security program. (Copies attached). The auditor will now go ahead with re-writing the TSP to bring it up to date with current legislation and changes to requirements. General Summary: Generally, the airport was busy during March and hopefully this will continue. It appears as though numbers on the Skippers RPT flights have increased over the last month and rumours of further increases due to the old Tectonic mine and Fortnum mine re-opening bring further hope to maintaining a viable airport and passenger service for the community of Meekatharra.

Mal Trenfield Airport Manager

4th April 2008

Officers Recommendation/ Council Resolution: Moved: Cr A B Downing Seconded: Cr R Howden That the Airport Manager’s report for March 2008 be received

CARRIED 7/0

minutes of the ordinary council meeting held saturday … · minutes of the ordinary council...

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