minutes - shire of serpentine-jarrahdale€¦ · minutes . ordinary council meeting held thursday...

MINUTES

ORDINARY COUNCIL MEETING HELD THURSDAY 18 JUNE 2015 AT THE

CITY OF MANDURAH

OCM126.2/07/15

INDEX

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

2. ATTENDANCE AND APOLOGIES ....................................................................................1

3. DISCLOSURE OF INTEREST ...........................................................................................1

4. ANNOUNCEMENTS BY THE CHAIR WITHOUT DISCUSSION .......................................2

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

6. PUBLIC QUESTION TIME.................................................................................................2

7. APPLICATIONS FOR LEAVE OF ABSENCE ...................................................................2

7.1 Leave of Absence – Cr Jeff Munn, Cr Ron Hoffman and Cr Ron Mitchell ....................2

8. PETITIONS, DEPUTATIONS AND PRESENTATIONS .....................................................2

9. CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS ............................................2

9.1 Confirmation of the Minutes of the Ordinary Council Meeting held on the 16 April 2015 .....................................................................................................................2

10. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN ....................2

11. QUESTIONS WITHOUT NOTICE ......................................................................................2

12. ANNOUNCEMENTS OF CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC ................................................................2

13. BUSINESS NOT DEALT WITH FROM PREVIOUS MEETING ..........................................2

14. REPORTS OF OFFICERS .................................................................................................3

14.2 Financial Report for the Period 1 April 2015 to 31 May 2015 ...............................5

14.3 Draft Budget 2015/2016 ........................................................................................ 13

14.4 Regional Waste Education Coordinator (RWEC) - Progress Report ................. 13

14.5 CEO - Activity Update ........................................................................................... 13

14.6 Proposed Incorporation FORC into the WALGA/MWAC Structure ................... 14

14.7 Policy Review – Conferences and Training, Corporate Credit Card, Purchasing ............................................................................................................ 14

15. REPORTS OF COMMITTEES ......................................................................................... 18

16. REPORTS OF DELEGATES ........................................................................................... 18

16.1 Municipal Waste Advisory Council (MWAC) ....................................................... 18

17. ELECTED MEMBER MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ................................................................................................................... 19

18. NEW BUSINESS OF AN URGENT NATURE APPROVED BY THE CHAIRMAN OR BY DECISION OF THE MEETING ............................................................................ 19

19. CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC ............................................................................................................. 19

20. ADVICE OF NEXT MEETING .......................................................................................... 19

21. CLOSURE ....................................................................................................................... 19

OCM126.2/07/15

1. DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS The Deputy Chairman, Cr Kevin Trent welcomed everyone and declared the meeting

open at 6.45pm. 2. ATTENDANCE AND APOLOGIES Councillors Cr Kevin Trent OAM RFD JP City of South Perth (Deputy Chairman) Cr Kerry Busby City of Armadale Cr David Goode City of Gosnells (Deputy Member) Cr Hon Fred Riebeling JP City of Mandurah Cr Wally Barrett Shire of Murray Cr Barrie Thomson Shire of Murray Cr John Kirkpatrick Shire of Serpentine Jarrahdale Cr Barry Urban Shire of Serpentine Jarrahdale Cr Colin Cala City of South Perth Cr John Salerian Shire of Waroona Cr Noel Dew Shire of Waroona Apologies Cr Jeff Munn JP CMC City of Armadale Cr Caroline Wielinga City of Armadale (Deputy Member) Cr Ron Hoffman City of Gosnells (Chairman) Cr Ron Mitchell City of Gosnells Cr Olwen Searle City of Gosnells (Deputy Member) Cr Shane Jones City of Mandurah RRC Officers Alex Sheridan Chief Executive Officer RRC Officers - Apologies Ruth Levett Regional Waste Education Coordinator Member Council Officers Kevin Ketterer Executive Director Technical Services City of Armadale Dave Denton Manager Engineering Operations City of Gosnells Mark Newman Chief Executive Officer City of Mandurah Kyle Boardman Coordinator Facilities and Waste City of Mandurah Alan Smith Director Technical Services Shire of Murray Gordon Allan Director Engineering Shire of Serpentine Jarrahdale Apologies - Member Council Officers Patrick Steinbacher Director Technical Services Shire of Waroona Allan Claydon Director Works and Services City of Mandurah Dave Harris Director Infrastructure City of Gosnells Mark Taylor A/Director Infrastructure Services City of South Perth Les Croxford Manager Engineering Infrastructure City of South Perth 3. DISCLOSURE OF INTEREST Nil

OCM126.2/07/15

4. ANNOUNCEMENTS BY THE CHAIR WITHOUT DISCUSSION

• Attended the Eastern Metropolitan Regional Council function – Caversham, 12 March 2015

• Attended the Switch Your Thinking stakeholders function – Armadale, 7 May 2015 • Met with the CEO regarding progress on the Tender process – Armadale, 18 May 2015 • My thanks goes to the Deputy Chairman Cr Kevin Trent for chairing the April OCM

5. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil

6. PUBLIC QUESTION TIME Nil

7. APPLICATIONS FOR LEAVE OF ABSENCE

7.1 Leave of Absence – Cr Jeff Munn, Cr Ron Hoffman and Cr Ron Mitchell MOVED THOMSON/RIEBELING

That Leave of Absence be granted to Cr Jeff Munn – 13 June 2015 to 24 July 2015 (inclusive), Cr Ron Hoffman - 30 June to 11 July 2015 (inclusive), and Cr Ron Mitchell - 8 June 2015 to 12 July 2015 (inclusive).

CARRIED 11/0

8. PETITIONS, DEPUTATIONS AND PRESENTATIONS Nil

9. CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

9.1 Confirmation of the Minutes of the Ordinary Council Meeting held on the 16 April 2015

MOVED KIRKPATRICK/RIEBELING That the Minutes of the meetings held on the 16 April 2015 be ADOPTED.

CARRIED 11/0

10. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN Nil

11. QUESTIONS WITHOUT NOTICE Nil

12. ANNOUNCEMENTS OF CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC

Nil

13. BUSINESS NOT DEALT WITH FROM PREVIOUS MEETING Nil

OCM126.2/07/15

14. REPORTS OF OFFICERS MOVED RIEBELING/URBAN Council ENDORSE the following list of payments covering the period 1 April 2015 to

31 May 2015: PAYMENT SUMMARY April 2015

Voucher Remittance

No. DATE CREDITOR NAME DETAILS

AMOUNT (INC. GST)

$

308 01.04.15 Debra Norgate Office clean 99.00

309 01.04.15 Rivers Regional Council Salaries and wages 10,198.00

310 03.04.15 Rivers Regional Council Councillors sitting fees – 01.01.15 to 31.03.15 31,100.00


312 07.04.15 Herbert Smith Freehills Legal services – Tender – March 21,717.07

313 07.04.15 Examiner Newspapers Education – advertising 770.00

314 07.04.15 Pagoda Resort and Spa Deposit – Annual function – 5.09.15 500.00

315 08.04.15 Seville Domestic Maintenance Garden and yard maintenance 105.00

316 10.04.15 Myriad Images Education – graphics for advertising 110.00

317 13.04.15 IINET Internet and broadband 89.85


319 14.04.15 Rivers Regional Council Petty cash recoup 222.05


321 15.04.15 Examiner Newspaper Education – advertising 1,353.00


323 20.04.15 Lynway Holdings Accounting and financial services – 21.12.14 to 18.04.15 5,303.38

324 21.04.15 Caltex StarCard CEO and RWEC vehicles – fuel 547.47

325 24.04.15 McLeods Barristers and Solicitors

Produce Stewardship Agreement – E-Waste 1,016.40

326 24.04.15 O'Neil Real Estate Office rent – May 2015 2,927.13

327 24.04.15 Telstra Telephone calls and equipment rental 313.32

328 24.04.15 Next Phaze Business Solutions Monthly cloud hosting 688.82

329 24.04.15 EMRC FORC – recoup of expenses 01.01.15 to 31.03.15 1,378.35

330 24.04.15 Talis Consultants Consultancy services – Tender 7,227.00

331 24.04.15 Ricoh Australia Photocopier meter reading 94.88


OCM126.2/07/15

Voucher Remittance


AMOUNT (INC. GST)

$

333 28.04.15 Rivers Regional Council Salaries and Wages 10,665.50

334 30.04.15 Corporate Traveller IPWEA New Zealand Conference – air fare for Alex Sheridan 2,099.42

335 30.04.15. National Australia Bank Credit Card – March/April – CEO vehicle services, catering, parking 375.61

TOTAL FOR APRIL $109,551.77

May 2015

Voucher Remittance


AMOUNT (INC. GST)

$

336 01.05.15 Australia Post Postage and stationery 39.85

337 01.05.15 Cleanaway School Education Program – Cities of Armadale, Gosnells, Mandurah, Shire of Murray

7,018.00


339 05.05.15 ATO Superannuation Clearing House

Super Guarantee and Salary Sacrifice – April 8,393.49

340 08.05.15 Cleanaway School Education Program – City of Armadale 638.00

341 08.05.15 Myriad Images Education – graphic designs for advertising 55.00


343 11.05.15 Serpentine Jarrahdale Community Centre

Education – hire and bond for gazebo –' Food Fest' 130.00

344 11.05.15 Corporate Traveller Travel Insurance to New Zealand – Alex Sheridan 51.00

345 12.05.15 O'Neil Real Estate Office – water use and service charge 292.29

346 13.05.15 Rivers Regional Council Salaries and Wages 10,306.75

347 13.05.15 IINET Internet and broadband 89.85

348 13.05.15 Seville Domestic Maintenance Garden and yard maintenance 105.00

349 15.05.15 Next Phaze Business Solutions Monthly cloud hosting 592.02


351 18.05.15 ASB Marketing RRC caps with logo 266.76

352 18.05.15 Environment House Compost and wormfarming workshops 1,320.00

353 19.05.15 Synergy Electricity 305.85

OCM126.2/07/15

Voucher Remittance


AMOUNT (INC. GST)

$

354 19.05.15 The Manse Restaurant Catering 334.84

355 21.05.15 Australian Taxation Office Payroll Tax – April 11,232.00

356 21.05.15 Caltex StarCard CEO and RWEC vehicles – fuel – April 426.10

357 25.05.15 Telstra Telephone calls and equipment rental 276.41


359 26.05.15 Cr Jeff Munn Travel claim – 18.02.15 to 22.04.15 178.80


361 27.05.15 Rivers Regional Council IPWEA New Zealand Conference – daily allowance for Alex Sheridan 525.00

362 27.05.15 Myriad Images Graphic design for newsletter 440.00

363 29.05.15 Synnott Mulholland Facilitation of forward planning discussions – April/May 2,772.00

364 29.05.15 The Manse Restaurant Catering 183.04

365 29.05.15 Rural Press Regional Media Education – advertising 4,103.00

366 29.05.15 O'Neil Real Estate Office rent – June 2,927.13

367 29.05.15 Ricoh Australia Photocopier meter reading 41.35

368 29.05.15 National Australia Bank Credit Card – May – Conference registration for Alex Sheridan, uniform jackets

2,026.42

TOTAL FOR MAY $65,738.04

CARRIED 11/0

14.2 Financial Report for the Period 1 April 2015 to 31 May 2015 MOVED URBAN/RIEBELING

Council ADOPTS the financial statements for the period 1 April 2015 to 31 May 2015 as follows:

OCM126.2/07/15

INCOME STATEMENT BY PROGRAM

YTD % is 92%

ACCOUNT DESCRIPTION

REVISED ESTIMATE

2014/15 $

REVISED ESTIMATE

YTD $

ACTUAL YTD

$

YTD ACTUAL VARIANCE

TO REVISED YTD BUDGET

%

ACTUALTO REVISED BUDGET

% Operating Revenue General Purpose Funding 30,000 27,500 31,260 13.67% 104.20% Governance 324,000 324,000 324,000 (0.00)% 100.00% Education 172,000 172,000 172,000 (0.00)% 100.00% Community Amenities 371,000 324,000 324,000 (0.00)% 87.33% TOTAL OPERATING REVENUE 897,000 847,500 851,259 0.44% 94.90% Operating Expenditure Governance (377,120) (345,693) (304,603) (11.89)% 80.77% Education (391,278) (358,672) (328,384) (8.44)% 83.93% Community Amenities (504,220) (462,202) (473,538) 2.45% 93.92% TOTAL OPERATING EXPENDITURE (1,272,618) (1,166,567) (1,106,526) (5.15)% 86.95% CHANGE IN NET ASSETS RESULTING FROM OPERATIONS SURPLUS/(DEFICIT) (375,618) (319,067) (255,267) (20.00)% 67.96%

OCM126.2/07/15

GENERAL PURPOSE INCOME

YTD % is 92%

ACCOUNT DESCRIPTION

REVISED ESTIMATE

2014/15 $

ACTUAL $


% Operating Revenue Interest 30,000 31,262 104% Total Operating Revenue 30,000 31,262 104%

GOVERNANCE

YTD % is 92%

ACCOUNT DESCRIPTION

REVISED ESTIMATE

2014/15 $

ACTUAL $


% Operating Revenue Contribution from Member Councils 324,000 324,000 100% Total Operating Revenue 324,000 324,000 100% Operating Expenditure Functions (12,000) (10,884) 91% Meetings (3,000) (2,575) 86% Sitting Fees (120,000) (93,300) 78% Conferences & Seminars (10,000) (9,998) 100% Subscriptions - MWAC , FORC and Others (50,000) (34,785) 70% Travel (3,000) (748) 25% Administration Allocation (179,120) (152,313) 85% Total Operating Expenditure (377,120) (304,603) 81%

OCM126.2/07/15

ADMINISTRATION

YTD % is 92%

ACCOUNT DESCRIPTION

REVISED ESTIMATE

2014/15 $

ACTUAL $


% Operating Revenue Other Income 1,400 1,355 97% Total Operating Revenue 1,400 1,355 97% Operating Expenditure Salaries & Wages (250,000) (224,508) 90% Superannuation (37,000) (33,458) 90% Leave Accruals (6,000) 0 0% Insurance - Workers Compensation (9,000) (5,714) 63% Training & Conferences (10,000) (11,969) 120% Fringe Benefits Tax (11,000) (9,282) 84% Accounting Services (24,000) (12,830) 53% Bank Fees (1,000) (470) 47% Advertising (2,000) (957) 48% Information Technology (12,000) (9,170) 76% Insurance - Other (10,000) (9,317) 93% Legal Services (5,000) (1,174) 23% Other Office Expenses (15,000) (11,891) 79% Publications (500) 0 0% Furniture & Equipment (2,000) (1,239) 62% Health and Safety (500) 0 0% Accommodation (40,000) (34,172) 85% Travel Expenses (7,500) (4,190) 56% Consultants (2,500) (2,500) 100% Profit (Loss) on Sale of Assets 6,000 0 0% Depreciation (10,200) (9,294) 91% Total Operating Expenditure (449,200) (382,137) 85%

OCM126.2/07/15

EDUCATION

YTD % is 92%

ACCOUNT DESCRIPTION

REVISED ESTIMATE

2014/15 $

ACTUAL $


% Operating Revenue Contributions from Member Councils 162,000 162,000 100% Other Income - Switch your Thinking 10,000 10,000 100% City of Mandurah ($3,500) City of South Perth ($3,500) Shire of Murray ($1,500) Shire of Waroona ($1,500) Total Operating Revenue 172,000 172,000 100% Operating Expenditure Salaries and Wages (140,000) (125,949) 90% Superannuation (16,000) (13,838) 86% Leave Accruals (4,000) 0 0% Insurance - Workers Compensation (5,650) (5,650) 100% Training (2,000) (1,808) 90% Fringe Benefits Tax (6,500) (6,034) 93% Advertising (25,000) (23,733) 95% Information Technology (1,000) (342) 34% Insurance - Other (2,500) (1,633) 65% Other Office Expenses 0 (449) 0% Printing (1,000) (842) 84% Publications (500) (359) 72% Public Relations/Community Meetings (1,000) (500) 50% Projects (45,000) (28,478) 63% Switch your Thinking (10,000) (10,000) 100% Travel (6,000) (4,713) 79% Cleanaway Program (25,000) (18,850) 75% Schools Funding (800) 0 0% Profit (Loss) on Sale of Assets (3,228) (3,228) 100% Depreciation (6,540) (5,822) 89% Administration Allocation (89,560) (76,156) 85% Total Operating Expenditure (391,278) (328,384) 84%

OCM126.2/07/15

COMMUNITY AMENITIES

YTD % is 92%

ACCOUNT DESCRIPTION

REVISED ESTIMATE

2014/15 $

ACTUAL $


% Operating Revenue Contribution from Member Councils 324,000 324,000 100% DEC - Regional Investment Plan 47,000 0 0% Total Operating Revenue 371,000 324,000 87% Operating Expenditure Meetings (2,000) (1,936) 97% Advertising (1,000) 0 0% Legal Services (180,000) (173,569) 96% Other Office Expenses 0 0 0% Publications (100) 0 0% DEC-Regional Investment Plan (47,000) (46,566) 99% Tender Process (25,000) (18,150) 73% Project Management (70,000) (81,005) 116% Administration Allocation (179,120) (152,313) 85% Total Operating Expenditure (504,220) (473,538) 94%

OCM126.2/07/15

ACCOUNT DESCRIPTION

ACTUAL YTD

$ Closing Funds represented by: Current Assets Cash 23,430 Reserve 10,788 Cash Management a/c 163,608 Term Deposit Municipal Investment * 0 Term Deposit Municipal Investment*** 0 9,396 Term Deposit Municipal Investment** 9,396 Term Deposit Reserve Investment** 540,604 540,604 Debtors/Accrued Income 7,922 Total Current Assets 756,794 Current Liabilities Creditors & Accounts payable 14,939 Leave Provisions 124,987 Total Current Liabilities 139,926 Net Current Assets 616,868 Less: Accumulated Surplus 320,642 Restricted assets 551,493 TOTAL EQUITY 872,135 CHANGE IN NET ASSETS RESULTING FROM OPERATIONS SURPLUS / (DEFICIT)

(255,267)

* Closed on maturity 16/10/14 14-361-6099

** NAB 90 days at 3.06% matures 2/06/15

17-630-6898

***Closed on maturity 13/02/15

74-207-2775

FINANCIAL RATIOS IN RELATION TO YTD FIGURES

CURRENT RATIO

Current Assets less Restricted Assets 205,301 Current Liabilities less Liabilities Associated with Restricted Assets

34,723

Current Ratio =

6

DEBT RATIO

Total Liabilities 133,714 Total Assets

801,078

Debt Ratio =

0.1669

CHANGE IN NET ASSETS RESULTING FROM OPERATIONS SURPLUS / (DEFICIT) (255,267)

OCM126.2/07/15

CONTRIBUTION SETTING STATEMENT

ACCOUNT DESCRIPTION

REVISED ESTIMATE

2014/15 $

ACTUAL $

Operating Revenue General Purpose Funding 30,000 31,261 Governance 0 0 Education 10,000 10,000 Community Amenities 47,000 0 Total Operating Revenue 87,000 41,261 Less: Operating Expenditure Governance (377,120) (304,603) Education (391,278) (328,384) Community Amenities (504,220) (473,538) Total Operating Expenditure (1,272,618) (1,106,527) NET OPERATING SURPLUS / (DEFICIT) BEFORE CONTRIBUTIONS (1,185,618) (1,065,267)

Less: Capital Expenditure Governance Administration (50,000) 0 Education (31,994) (31,994) Plus: Capital Income Administration 28,000 Education 16,221 16,221 Less: Transfers to Reserves (26,740) 0 Plus: Transfers from Reserves 252,000 230,773 Plus: Surplus Carry Fwd from Previous Yr 194,313 194,098 Write Back: (Profit) Loss on Sale of Assets (2,772) 3,228 Depreciation 16,740 15,116 Leave Accruals 10,000 0 Contributions from Member Councils 810,000 810,000 SURPLUS / (DEFICIT) 30,150 172,175

Net Change in Assets Resulting From Operations (375,618) (255,267) Non Operating Income Purchase Of Assets - Cars (81,994) 16,221 Non Operating Expenses Proceeds From Disposal Of Assets - Cars 44,221 (31,994) Adjustment For Non Cash Items (Profit) Loss on Sale of Assets (2,772) 3,228 Depreciation 16,740 15,116 Amounts Set Aside To Leave Provisions 10,000 0 Transfer (to)/from Reserves (net) 225,260 230,773 Surplus Brought Forward 194,313 194,098 SURPLUS 30,150 172,175

CARRIED 11/0

OCM126.2/07/15

14.3 Draft Budget 2015/2016

MOVED BUSBY/THOMSON That Council ADOPT:

1. The transfer of $26,740 for the 2014/15 financial year to Reserves. 2. The transfer an additional amount of $50,000 from the Resource Recovery

Reserve to cover additional expenditure in the AWT selection process in 2014/2015 to operations.

3. A material variance threshold of plus/minus 10% at program level. 4. The transfer of $240,000 for the 2015/16 financial year from the Resource

Recovery Reserve to operations. 5. The Budget for the period 1 July 2015 to 30 June 2016 as follows:

LOST 0/11

Due to clarifications requested in the presented Draft Budget, an alternative motion was proposed, put and became the substantive motion. MOVED RIEBELING/CALA That the Draft 2015/2016 Budget be presented at a Special Council Meeting on Thursday 30 July 2015.

CARRIED 11/0

14.4 Regional Waste Education Coordinator (RWEC) - Progress Report MOVED KIRPATRICK/URBAN That the Regional Waste Education Coordinator Report be RECEIVED.

CARRIED 11/0

14.5 CEO - Activity Update MOVED BUSBY/THOMSON That the CEO’s Activity Update be RECEIVED.

CARRIED 11/0

OCM126.2/07/15

14.6 Proposed Incorporation FORC into the WALGA/MWAC Structure MOVED CALA/TRENT That Council SUPPORTS the proposed incorporation of FORC with MWAC

structure as detailed in action 8.1 above.

LOST 0/11 An alternative motion was proposed, put and became the substantive motion. MOVED RIEBELING/BARRETT That each Member Council provides feedback to Rivers Regional Council on the

proposed incorporation of FORC with MWAC prior to the Special Council Meeting on the 30 July 2015.

CARRIED 11/0

14.7 Policy Review – Conferences and Training, Corporate Credit Card, Purchasing

MOVED URBAN/THOMSON That Council APPROVE the review of the following Policies – Conferences and

Training, Corporate Credit Card, Purchasing:

CONFERENCES AND TRAINING POLICY

OBJECTIVE To ensure that elected members and staff have the opportunity to be more informed and better able to fulfill their duties of office. POLICY The Regional Council recognises that both Elected Members and staff have a responsibility to undertake the training necessary to enable them to fulfil the duties of the public office and is committed to the ongoing development of both Elected Members and staff. Council encourages the participation in training courses relevant to the Regional Council. Conferences Each financial year the Council will budget for the cost of Council delegates, including staff, to participate in the following: • WA Waste and Recycle Annual Conference

- All elected members and staff; up to four sponsored registrations to be determined by the Chief Executive Officer.

• Enviro Conference - Attendance every second year – Chairman or Deputy Chairman or another

Elected Member and Chief Executive Officer.

OCM126.2/07/15

• Local Government Managers Australia Annual State Conference - Chief Executive Officer. • Institute of Public Works Engineering Aust (IPWEA) State and National Conference - Chief Executive Officer Attendance at any other conference by Elected Members requires the approval of Council. Training Where staff training needs are identified, the Chief Executive Officer is authorised to arrange training as required, within the annual budget allocation. Travel Where conference attendance requires air travel, travel shall be at economy level or the most economic travel available. A conference attendee who chooses to travel to interstate or intrastate by car may be reimbursed the cost of travel including any accommodation cost during the trip, up to the total of the air fare, which would have applied. Conference Arrangements The Office of the Chief Executive shall make all arrangements for attendance at conferences, including accommodation, registration and travel. Accompanying Persons Any person who wishes to have an accompanying person in attendance at either a conference or a social event related to a conference, the Regional Council will fund that accompanying person’s attendance at the official conference dinner only. The arrangements may be made through the Office of the Chief Executive at the CEO’s discretion. The relevant person is responsible for all costs associated with arrangements for the accompanying person, including penalties for cancellation or amendment of bookings. The Regional Council will not fund any other expenses incurred by an accompanying person. Expenses/Daily Allowance Where conferences and training require an overnight stay at a place other than the person’s residence, a daily allowance will be paid in accordance with the Public Service Commission rates applicable. The daily allowance is to cover such expenses as incidental meals and refreshments, transport (eg taxis) and telephone calls. Where conference attendance includes provision of a meal, an alternative meal will not be funded. The expense allowance may be provided as a cash advance. Where claims for expenses beyond the daily allowance are sought, proof of expenditure must be provided to the Chief Executive Officer prior to a claim being processed. If a person is of the view that the daily allowance will be insufficient to meet the needs, then all receipts must be retained and delivered with the claim for additional expenses so that the expenditure may be properly acquitted on Council records.

OCM126.2/07/15

Report When attending an interstate conference a report is to be prepared by the attendee and distributed to Council members and staff. The report shall be submitted within three months of the conclusion of the related conference.

CORPORATE CREDIT CARD POLICY

POLICY STATEMENT In order to deliver benefits through improved administrative practices and effective cash management the RRC will authorise the issue of a Corporate Credit Card to the CEO with a maximum credit limit of $20,000. Credit Card Useage

• Only for the purchase of goods and services, on behalf of the RRC such as accommodation, travel expenses, meals, conferences/seminars fees;

• Not be used for personal expenditure;

• Not be used for cash advances; • Not be used for any type of rewards scheme that provides personal benefit or reward. Approved methods of processing transactions subject to on each occasion retaining the documented record of transaction:

• Across the counter (the cardholder signs or utilises pin number at the time of

purchase); • By telephone (the transaction is completed by quoting Corporate card details);

• By mail/fax/internet, quoting card details. Reconciliation of Purchases Purchase/expenditure documentation, tax invoices, where appropriate, must be retained to reconcile with Credit Card statement at end of each month. Return of Credit Card Upon retirement or resignation from the position of CEO, the Credit Card must be returned for cancellation. The CEO remains responsible for providing details of any expenditure included on a Credit Card statement up to and including the final day of employment.

OCM126.2/07/15

PURCHASING POLICY

OBJECTIVE • Maintain compliance with the Local Government Act 1995 and the Local Government

Acts (Functions and General) Regulations 1996; • Ensure consistency and value for money for all purchasing activities for the supply of

goods or services where the consideration under the contract is, or is expected to be, $100,000 or less or worth $100,000 or less.

POLICY STATEMENT The purchasing thresholds below makes provision for the process to be followed by the RRC where the value of goods or services (excluding GST) subject of the contract (inclusive of purchasing orders), over the full contract period (including options to extend) is, or is expected to be:

Amount of Purchase

Form of Quotation

(Minimum Requirements)

Up to $1,000 Direct purchase from suppliers

$1,001 - $5,000 Obtain three (3) verbal quotes

$5,001 - $20,000 Obtain two (2) written quotations where practicable.

$20,001 - $50,000 Obtain three (3) written quotations and include specification of goods and services.

$50,001 - $99,999 Purchasing process by Request for Quotation (RFQ) or Request for Tender (RFT) process

$100,000 and above Conduct public Tender process In the following instances public tenders or quotation procedures are not required (regardless of the value of expenditure): a) When the purchase or supply is obtained through the Council Purchasing Services of

WALGA (Preferred Supplier Arrangements), or supplied by or obtained through the government of the State or the Commonwealth or any of its agencies, or by a Local Government or a Regional Local Government.

b) Where it can be demonstrated there is good reason to believe that, because of the

unique nature of the goods or services required or for any other reason, it is unlikely that there is more than one potential supplier.

All records associated with direct purchases or tender processes must be recorded and retained as follows:

a) Direct purchasing records include:

• Quotation documentation both verbal and written;

• Requisitions and purchase orders.

OCM126.2/07/15

b) Tender Records include:

• Tender documentation;

• Internal documentation;

• Evaluation documentation;

• Enquiry and response documentation;

• Notification and award documentation.

Record retention should be in accordance with the minimum requirements of the State Records Act, and the RRC Records Management Policy.

CARRIED 11/0

15. REPORTS OF COMMITTEES Nil 16. REPORTS OF DELEGATES

16.1 Municipal Waste Advisory Council (MWAC) The last meeting of MWAC was held Wednesday 22 April 2015. A brief summary of the main issues are as follows: WARR Act Review: The Department of Environment Regulation is currently developing a Report for the Minister on WARR Act Review Submissions. The Report will then be tabled in Parliament. MWAC will clarify with the Department whether there will be consultation with stakeholders prior to the Report being tabled. Pay as you throw: MWAC endorsed research being undertaken on different charging mechanisms for waste management, with the view to developing a position. Australian Packaging Covenant: The Covenant has been extended for one year. Government and Industry are currently negotiating the next phase of the Covenant – to be presented to Ministers by the end of 2015. MWAC endorsed consultation with the sector and input into what Local Government would like to see in any further iteration of the Covenant. For MWAC to remain involved in the Covenant the fundamental issues which need to be addressed are governance of the Covenant, its effectiveness and ability to influence packaging design. TV and Computer Product Stewardship Scheme: MWAC will write to all WALGA Preferred suppliers of TVs and Computers highlighting Local Governments expectation that they will support an increase in targets for the TV and Computer Scheme. MWAC staff will discuss options to incorporate ongoing support of the TV and Computer Scheme in future preferred supplier arrangements. Balloon Ban: The Town of Victoria Park has put in place a ban on the release of balloons at events. MWAC will investigate this and see what tools could be provided to other Local Governments to institute a similar ban. MWAC Strategic Plan: The approach and timeline for review of the MWAC Strategic Plan was agreed.

OCM126.2/07/15

Household Hazardous Waste Program Survey: A presentation on the Survey was given and a short report will be circulated to MWAC. The next MWAC meeting will be held on Wednesday 24 June 2015.

17. ELECTED MEMBER MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN Nil

18. NEW BUSINESS OF AN URGENT NATURE APPROVED BY THE CHAIRMAN OR BY DECISION OF THE MEETING

Nil

19. CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC

Nil 20. ADVICE OF NEXT MEETING

A Special Council Meeting will be held at a venue to be determined on Thursday 30 July 2015. The next Ordinary Council Meeting will be held at the City of Armadale on Thursday 20 August 2015.

21. CLOSURE There being no further business the meeting closed at 8.20pm.

OCM126.2/07/15

minutes - shire of serpentine-jarrahdale€¦ · minutes . ordinary council meeting held thursday...

Documents