minutes - shire of carnamah...the shire of perenjori has just spent $1.8m on a child care /...

MINUTES

Ordinary Meeting of Council

18th March 2015

Shire of Carnamah Minutes Ordinary Meeting of Council 18th March 2015 2 | P a g e

SHIRE OF CARNAMAH

ORDINARY MEETING OF COUNCIL 18th

MARCH 2015

MINUTES __________________________________________________________________

TABLE OF CONTENTS ___________________________________________________________________

Page

DISCLAIMER

5

1. DECLARATION OF OPENING....................................................... 6

2. RECORD OF ATTENDANCE.......................................................... 6

Present...............................................................................................

Apologies..........................................................................................

Leave of Absence (Previously Approved)........................................

6

6

6

3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN

ON NOTICE.........................................................................................

6

4. PUBLIC QUESTION TIME............................................................... 6

5. APPLICATIONS FOR LEAVE OF ABSENCE............................... 7

6. DISCLOSURE OF INTEREST.......................................................... 7

7. PETITIONS, DEPUTATIONS AND PRESENTATIONS............... 7

8. ANNOUNCEMENTS BY THE PRESIDING PERSON

WITHOUT DISCUSSION..................................................................

7

9. CONFIRMATION OF MINUTES..................................................... 8

9.1 Ordinary Meeting of Council 18th

February 2015 (as circulated)....... 8

Council Resolution 20150301

10. MANAGEMENT REPORTS............................................................. 9

10.1 FINANCE REPORTS.......................................................................... 9

10.1.1 Accounts for Payment............................................................................ 9

File: ADM0075

(Attachment 10.1.1)



10.1.2 Financial Reports to 28th

February 2015................................................ 11

File: ADM0075

(Attachment 10.1.2)


10.1.3 Adoption of 2014/2015 Budget Review……………………................ 13

File: ADM0167

(Attachment 10.1.3)


10.2 ADMINISTRATION REPORTS....................................................... 15

10.2.1 Proposed Removal Of Condition. Shire Of Carnamah – Restricted

Access Vehicle Network 15

File: ADM0072 / Policy 6.2

(Attachment 10.2.1)


10.2.2 Request For Donation – Eneabba Primary School................................. 17

File: ADM0051

(Attachment 10.2.2)


10.2.3 Extension Of Bitumen Seal – Winchester East Road............................ 19

File: R0005


10.2.4 Street Trees – Carnamah.............................................................. 21

File: ADM0202


10.2.5 Public Hearing and Visit – WA Local Government Grants

Commission........................................................................................... 23

File: ADM0055

(Attachments 10.2.5a, b & c)


10.2.6 Adoption of Council Policy Manual...................................................... 25

File: ADM0072

(Attachment 10.2.6)


10.2.7 Proposed Change to Purchasing Policy................................................. 27

File: Policy 2.8

(Attachments 10.2.7a,b & c)



10.2.8 Request for Meeting to Explore Option of the Shire to Purchase

Carnamah Childcare Building and Other Issues................................... 29

File: ADM0156

(Attachments 10.2.8a-j)


10.2.9 Carnamah Refuse Disposal Site Expansion.......................................... 34

File: ADM0224

(Attachment 10.2.9)


10.2.10 Proposed Purchase of Portable Traffic Signals...................................... 36

File: ADM0087

(Attachment 10.2.10)


10.3 CONFIDENTIAL REPORTS............................................................. 38

Nil

11. ORDERING THE COMMON SEAL................................................ 38

11.1 Ordering the Common Seal.................................................................... 38


12. REPORTS OF COMMITTEES AND MEMBERS.......................... 39

13.

MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN

GIVEN...................................................................................................

39

14. NOTICE OF MOTIONS..................................................................... (For consideration at the following meeting, if given during the meeting)

39

15. NEW BUSINESS OF AN URGENT NATURE ADMITTED BY

COUNCIL.............................................................................................

39

16. CLOSURE OF MEETING................................................................. 39

APPENDICES

APPENDIX “A” MINUTES OF ORDINARY MEETING OF COUNCIL

18TH

FEBRUARY AS CIRCULATED.


SHIRE OF CARNAMAH

DISCLAIMER

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

statement or intimation occurring during Council or committee meetings.

The Shire of Carnamah disclaims any liability for any loss whatsoever and howsoever caused

arising out of reliance by any person or legal entity on any such act, omission or statement or

intimation occurring during Council or committee meetings.

Any person or legal entity who acts or fails to act in reliance upon any statement, act or

omission made in a Council or committee meeting does so at that person’s or legal entity’s

own risk.

In particular and without detracting in any way from the broad disclaimer above, in any

discussion regarding any planning application or application for a licence, any statement or

intimation of approval made by any member or officer of the Shire of Carnamah during the

course of any meeting is not intended to be and is not taken as notice of approval from the

Shire of Carnamah.

The Shire of Carnamah advises that anyone who has any application lodged with the Shire of

Carnamah shall obtain and should only rely on WRITTEN CONFIRMATION of the

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

Carnamah in respect of the application.

Signed: ____________________________

CHIEF EXECUTIVE OFFICER


SHIRE OF CARNAMAH

___________________________________________________________________________

MINUTES

ORDINARY MEETING OF COUNCIL

Held in the ENEABBA SPORTSMAN’S CLUB, ENEABBA

On WEDNESDAY 18th

March 2015

Commencing at 2.00 pm

_______________________________________________________________________

1. DECLARATION OF OPENING

President, Cr Merle Isbister welcomed everyone in attendance and declared the meeting

open at 2.02pm.

2. RECORD OF ATTENDANCE

Present

Cr M Isbister President

Cr I Stirling Deputy President

Cr C Kikeros Councillor

Cr D Wooltorton Councillor

Cr I Bowman Councillor

Cr S Laundy Councillor

Cr E Cockin Councillor

Mr W Atkinson Chief Executive Officer

Mr I Walsh Deputy Chief Executive Officer

Ms J Hayley Executive Secretary / Project Officer

Apologies

Nil

Members of the Public

Mrs Colleen Bennier

3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN

ON NOTICE

Nil

4. PUBLIC QUESTION TIME

Nil


5. APPLICATIONS FOR LEAVE OF ABSENCE

Moved: Cr Bowman

Seconded: Cr Stirling

That Councillor Wooltorton be granted leave of absence from the April 2015 meeting of

Council.

CARRIED 7- 0

6. DISCLOSURE OF INTEREST

Nil

7. PETITIONS, DEPUTATIONS AND PRESENTATIONS

Mrs Colleen Bennier addressed the meeting regarding the future of the Carnamah Child

Care Centre.

She raised the following points”

She had originally been approached by Holly Bright President of Carnamah

Child Care Inc, in her capacity as a real estate agent to sell the property.

Council needs to support young people to keep them in the community

There was fatigue and a lack of direction in the Child Care Committee

especially with regard to the building.

A structural report will be carried out on the 19th

March 2015. This report will

cost $2,600 and will be paid by the Child Care Committee. It will take a week to

complete the report.

The Shire of Perenjori has just spent $1.8m on a Child Care / Playgroup / Toy

Library building and all other towns in the region have a child care facility.

If the community loses the Child Care building it will never get it back. It is a

purpose built building.

Young people will leave if they cannot get child care.

It is proposed that the Shire buy the building for $1 but it won’t be expected to

drive the provision of Child Care.

The Child Care Committee currently has $24,000 in its bank account from

which they may be prepared to handover $14,000 towards the repairs of the

building. The balance of the funds would be left for future child care provision.

Before a public meeting is held to discuss this matter it will be necessary to

have the structural report to hand. Due to other commitments of people in the

community the meeting should be held after the 21st April 2015.

2.35pm Mrs Bennier left the meeting.

8. ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT

DISCUSSION

Nil


9. CONFIRMATION OF MINUTES

9.1 MINUTES OF ORDINARY MEETING OF COUNCIL HELD 18th

FEBRUARY

2015

As Circulated

VOTING REQUIREMENT:

Simple Majority

COUNCIL RESOLUTION 20150301 ITEM: 9.1

Moved: Cr Laundy

Seconded: Cr Wooltorton

That the Minutes of the Ordinary Meeting of Council held on the 18th

February 2015 be

accepted as a true and correct record.

CARRIED 7-0


10 MANAGEMENT REPORTS

10.1 FINANCE REPORTS

10.1.1 ACCOUNTS FOR PAYMENT

Applicant: N/A

Location / Address: N/A

File Ref: ADM075

Disclosure of Interest: Nil

Date: 11th

March 2015

Author: Deputy Chief Executive Officer

Attachments: 10.1.1 Cheque & EFT Listing

SUMMARY

Council to confirm the payment of creditors for the period 5th

February 2015 – 9th

March

2015 in accordance with the Local Government (Financial Management) Regulations 1996

section 13(1).

ATTACHMENT

Copy of list of accounts paid (EFT & cheque payments), which will enable Council to

confirm the payment of its creditors in accordance with Local Government (Financial

Management) Regulations 1996, Section 13(1).

BACKGROUND

Financial Regulations require a schedule of payments made through the Council bank

accounts to be presented to Council for their inspection. The list includes details for each

account paid incorporating the payee’s name, amount of payment, date of payment and

sufficient information to identify the transaction.

COMMENT

Invoices supporting all payments are available for inspection. All invoices and vouchers

presented to Council have been certified as to the receipt of goods and the provision of

services and as to prices, computations and costings, and that the amounts shown were due

for payment.

CONSULTATION

Nil

STATUTORY ENVIRONMENT

Local Government Act 1996, Section 6.4 Financial Report

Local Government (Financial Management) Regulations 1996 -

Section 12 Payments from municipal fund or trust fund;

Section 13 Lists of accounts; and

Section 15 Rounding off figures


POLICY IMPLICATIONS

Nil

FINANCIAL IMPLICATIONS

Nil

VOTING REQUIREMENT

Simple Majority

OFFICER RECOMMENDATION / COUNCIL RESOLUTION 20150302

ITEM: 10.1.1

Moved: Cr Wooltorton

Seconded: Cr Bowman

That payment listed as attachment 10.1.1. List of Accounts Due and Paid for the period 5th

February 2015 - 9th

March 2015; and paid by the Chief Executive Officer under delegated

authority of Council, or by the Deputy CEO (in the Chief Executive Officer’s absence) as

delegated by the Chief Executive Officer including:

Manual Municipal cheques: 022354 - 022358

Municipal cheques: 27880 -27884

Municipal EFT’s: 7692 - 7796

Trust Cheques: 300356 - 300359

Payroll direct debits: #17 - #18

Municipal Direct Debits 28022015

Totalling $1,185,263.70 be approved and passed for payment.

CARRIED 7-0


10.1.2 FINANCIAL REPORTS TO 28 FEBRUARY 2015

SUMMARY

A Statement of Financial Activity and other supplementary financial information is produced

monthly as part of the Council meeting agenda.

BACKGROUND

The attached financial report for the period 1 July 2014 to 28 February 2015 (marked 10.1.2)

has been prepared in accordance with the Local Government Financial Management

Regulations.

COMMENT

Included with this report is the following:

Statement of Financial Activity for the period 1 July 2014 to 28 February 2015;

Summary Rates Trial Balance Report as at 28 February 2015;

Cash and Investment Listing;

Debtors Listing:

Other Supplementary Information;

CONSULTATION

Nil


Local Government (Financial Management) Regulation 34 - Financial activity statement

report — s. 6.4

POLICY IMPLICATIONS

Nil


Nil

VOTING REQUIREMENT

Simple Majority

Applicant: N/A


File Ref: ADM0075


Date: 11th

March 2015


Attachments: 10.1.2 Monthly Statement of Financial Activity,



ITEM: 10.1.2

Moved: Cr Kikeros

Seconded Cr Bowman

That Council receive the Statement of Financial Activity for the period 1 July 2014 to

28 February 2015; and other supplementary financial information as presented.

CARRIED 7-0


10.1.3 ADOPTION OF 2014/2015 BUDGET REVIEW

Applicant: N/A


File Ref: ADM0267


Date: 14th March 2015


Attachments: 10.1.3: Review of Budget Report

SUMMARY

To consider and adopt the Budget Review as presented in the Statement of Financial Activity

for the period 1 July 2014 to 28 February 2015.

BACKGROUND

A Statement of Financial Activity incorporating year to date budget variations and forecasts

to 30 June 2014 for the period ending 28 February 2014 is presented for council

consideration. The Local Government (Financial Management) Regulations 1996, regulation

33A as amended, requires that local governments conduct a budget review between 1 January

and 31 March in each financial year. A copy of the review and determination is to be

provided to the Department of Local Government within 30 days of the adoption of the

review.

COMMENT

The budget review has been prepared to include information required by the Local

Government Act 1995, Local Government (Financial Management) Regulations 1996 and

Australian Accounting Standards. Council adopted 10% as the materiality variances to be

used in the statements of financial activity and the annual budget review.

CONSULTATION

Chief Executive Officer

Manager Works & Services.


Regulation 33A of the Local Government (Financial Management) Regulations 1996.

STRATEGIC IMPLICATIONS

Nil

POLICY IMPLICATIONS

The budget is based on the principles contained in the Strategic Plan and Long Term

Financial Plan.



Nil

VOTING REQUIREMENT

ABSOLUTE majority


ITEM: 10.1.3


Seconded Cr Stirling

That Council adopt the budget review with the following variations for the period 1st July

2014 to 28th

February 2015 and amend the budget accordingly:

GL Account

Code Description

Increase in

Available Cash

Decrease in

Available Cash

Running Balance

$ $ $

Budget Review Net Operating Surplus

(351,255)

40TF Transfer from Plant Reserve 475,000 123,745

40TT Transfer to Plant Reserve (275,000) (151,255)

26TT Transfer to Refuse Site Reserve 100,000 (51,255)

05TF Transfer from Computer Reserve 15,000 (36,255)

06TT Transfer to Asset Revaluation Reserve 40,000 3,745

05TT Transfer to Long Service Leave Reserve 15,000 18,745

04BU Chambers – Painting & Curtains 8,500 27,245

23BU Lot 110 Bowman St 15,000 42,245

34BU Recreation Centre – Sealing Floor (3,952) 38,293

46BU Caravan Park – Tile Ablution Block Floor 20,000 58,293

40BU Eneabba Depot Shed (4,626) 53,667

40PE JCB Backhoe 5,000 58,667

40PE John Deere Front Deck Mower (26,000) 32,667

40PE Dynapac Multi Tyred Roller (50,000) (17,333)

40PE Isuzu Tip Truck (44,686) (62,019)

40PE Other Plant (12,981) (75,000)

40PE Mobile Traffic Lights 35,000 (40,000)

40PE Truck Mounted Road Broom 40,000 0

(417,245) 768,500 0

CARRIED BY ABSOLUTE MAJORITY 7-0


10.2. ADMINISTRATION REPORTS

10.2.1 PROPOSED REMOVAL OF CONDITION

SHIRE OF CARNAMAH – RESTRICTED ACCESS VEHICLE NETWORK

Applicant: N/A

Location / Address: Shire of Carnamah Road Network

File Ref: ADM0072/Policy 6.2


Date: 23rd

February 2015

Author: Chief Executive Officer

Attachments: 10.2.1: Extract from RAV Network Inventory

SUMMARY

This report recommends that the following condition be removed from the Councils Policy

Heavy Haulage Transport Routes and Operations” relating to the Restricted Access Vehicle

(RAV) network inventory as it applies within the Shire of Carnamah:

“A current written approval from Local Government permitting the use of the road must be

carried and produced on demand”

BACKGROUND

Council, when reviewing its Policy Manual at its last meeting questioned the need for the

abovementioned condition which applies to several roads on the RAV network inventory for

the Shire of Carnamah. This condition is neither applied nor enforced.

The principal purpose of the statewide RAV network inventory system is to provide clear

parameters within which transport operators are required to comply and to apply some

uniformity throughout the State. This benefits local governments significantly as they would

otherwise have to provide permits for all heavy transport operators specifying conditions for

each road under their respective jurisdictions.

COMMENT

In discussion with MRWA Heavy Vehicle Operations, advice was given that the Shire may

request the removal of any conditions thought to be superfluous. There is no impediment to

remove the condition: “A current written approval from Local Government permitting the

use of the road must be carried and produced on demand”

CONSULTATION

Main Roads WA – Heavy Operations section.


Nil


Nil


POLICY IMPLICATIONS

Adjustment of Policy No 6.2 to remove this condition.


Nil

VOTING REQUIREMENT

Simple majority


ITEM: 10.2.1

Moved: Cr Bowman

Seconded: Cr Kikeros

That the following condition be removed from the Councils Policy, “Heavy Haulage

Transport Routes and Operations” relating to the Restricted Access Vehicle (RAV) network

inventory as it applies within the Shire of Carnamah:

“A current written approval from Local Government permitting the use of the road

must be carried and produced on demand”

CARRIED 7-0


10.2.2 REQUEST FOR DONATION – ENEABBA PRIMARY SCHOOL

Applicant: Eneabba Primary School


File Ref: ADM0051


Date: 23rd

February 2015


Attachments: 10.2.2: Letter

SUMMARY

A request for a donation has been received from the Eneabba Primary School towards the

cost of sending students to Canberra and the Snowy Mountains.

BACKGROUND

The tour will take place in June/July this year. It has been ascertained that 9 students will be

participating in the tour.

COMMENT

Council has, in the past, made direct donations of this nature and by way reimbursing the cost

of hall hire charges when halls have been used as venues for fund raising purposes.

CONSULTATION

Nil


Nil

POLICY IMPLICATIONS

Council policy 2.1 “Contributions and Donations” generally precludes the making of

donations but does allow applications to be reviewed prior to budget adoption annually.

However, a specific exclusion has been made for the RSL “Quiet Lion” tour in the past,

which provides a precedent for this request from the Eneabba Primary School.


The budget for 2014/15 has a provision of $1,000 for donations of which $712 remains

unspent.

VOTING REQUIREMENT

Simple Majority



ITEM: 10.2.2


Seconded: Cr Cockin

That Council contributes $500.00 towards the cost of the proposed tour to Canberra and

the Snowy Mountains by participating students from the Eneabba primary School.

and

That Council reimburse the cost of the hiring any (Shire owned) fund raising venues used

to raise funds towards the tour.

CARRIED 7-0


10.2.3 EXTENSION OF BITUMEN SEAL – WINCHESTER EAST ROAD

Applicant: N/A

Location / Address: Winchester East Road

File Ref: R005


Date: 9th

March 2015


Attachments: Nil

SUMMARY

This report recommends that Council endorse the action taken to extend the new bitumen seal

on the Winchester East Road by an additional 900 metres beyond the programmed seal of

4.00 kilometres.

BACKGROUND

The Shire’s current works program provides for the bitumen seal of 4.00 kilmetres on the

Winchester East Road. This work has been funded through the Commonwealth

Government’s Roads to Recovery program. A request has been made to the Shire for the

bitumen seal to be extended a further 900 metres eastwards to Billleroo road.

COMMENT

In discussions with the Manager of Works and Services, it has been ascertained that the

Shire’s road maintenance budget will be underexpended and that the additional 900 metres

would be easily accommodated within this budget framework. The additional work has

involved some additional waterbinding and the cost of aggregate and bitumen. Being carried

out in conjunction with the schedule bitumen seal of 4.00 kilometres resulted in economies of

scale being achieved which enabled the additional work to be carried out at an approximate

cost of $40,000.

Endorsement of this action will mean that a budget variation will be effected, transferring

funds from road maintenance to road construction (capital works).

CONSULTATION

Manager of Works and Services

Deputy Chief Executive Officer


Nil


Nil


POLICY IMPLICATIONS

Nil


There will be no net effect on the Shires 2014/15 financial year budget.

VOTING REQUIREMENT

Simple Majority


ITEM: 10.2.3

Moved: Cr Bowman


That Council endorse the action taken to extend the new bitumen seal on the Winchester

East Road by an additional 900 metres beyond the programmed seal of 4.00 kilometres.

CARRIED 7-0


10.2.4 STREET TREES – CARNAMAH

Applicant: N/A

Location / Address: Carnamah Townsite

File Ref: ADM0202


Date: 24th

February 2015


Attachments: Nil

SUMMARY

This report recommends the removal of some street trees in Carnamah which are causing

problems and/or are unsightly and the planting of replacement trees in several areas.

BACKGROUND

Many street trees (many of which are Rivergums) have been periodically lopped over the

years, primarily due to the threat they pose to powerlines. This has resulted in what are

essentially unattractive stumps with a thatch of leaves that carry a recurring cost of lopping

them as they send out new branches. Some other areas of town where trees have been

removed require replacement planting and other areas, some infill planting.

COMMENT

It is intended that any new plantings be comprised of attractive flowering species that are non

intrusive, will not interfere with powerlines and only require minimal maintenance after their

first season. If the recommendation to this report is adopted, tree planting would need to be

carried out not later than July.

Street tree planting could be staged over a five year period. It is suggested that the first year

program be comprised of the following:

Niven Crescent

West Side: Remove Rivergum stumps and replace with Bottlebrush (e.g. Kings Park Special);

Median Strip: Remove Fiddlewood trees, replace with Bottlebrush and infill with Bottlebrush

where large gaps exist.

Bierman Place:

Plant Illayarie trees on the south side to replace Ficus trees which were removed about two

years ago.

Macpherson and Bowman Streets:

Remove Rivergum and other species stumps and replace with Illyarrie trees where

appropriate.

CONSULTATION

Executive Secretary / Project Officer




Nil


Nil

POLICY IMPLICATIONS

Nil


Provision would need to be made in the Shire’s 2015/16 financial year budget.

VOTING REQUIREMENT

Simple Majority


ITEM: 10.2.4

Moved: Cr Laundy

Seconded: Cr Stirling

That street trees in Carnamah which are causing problems and/or are unsightly be

removed and that the first stage of a street tree planting program for the town be

implemented.

CARRIED 7-0


10.2.5 PUBLIC HEARING AND VISIT – WA LOCAL GOVERNMENT GRANTS

COMMISSION

Applicant: WA Local Government Grants Commission


File Ref: ADM 0055


Date: 9th

March 2015


Attachments: 10.2.5a: Letter – Department of Local Government and

Communities

10.2.5b: Schedule of Financial Assistance Grants 2014/15

10.2.5c: Discussion Paper/Submission – Shire of Carnamah

SUMMARY

This report recommends that Council note that it will be hosting the public hearing and visit

by the Western Australian Local Government Grants Commission on the 19th

March 2015

and to endorse the discussion paper/submission that has been prepared.

BACKGROUND

The Western Australian Local Government Grants Commission is vested with the

responsibility for distributing the Commonwealth Government’s Financial Assistance Grants

to local governments throughout the State. The Commission visits each local government

every four years. These visits take the form of a public hearing and submissions are invited

from interested parties in connection with the Financial Assistance Grant recommendations

of the Commission.

COMMENT

Commonwealth Financial Assistance Grants (FAGs) comprise a significant component of the

annual funding available to the Shire to carry out its operations.

The FAGs allocation to the Shire of Carnamah for the current financial year is made up of the

following:

General Purpose Grant $ 852,376

Local Road Grant $ 388,430

Total $1,240,806

Council has total discretion as to how it applies these funds.

The methodology through which the funds are allocated is relatively simple and has been

condensed over the years. In order to present a case for an increased allocation, essentially a

local government needs to demonstrate that the disability factors that impact on its allocation

have not been properly assessed, or that there has been some significant interposing factor

that would warrant an adjustment. Whilst consultants have been engaged in the past to

prepare submissions on behalf of Council, the current data has been assessed by senior staff


and a short discussion paper has been prepared (attached) in preparation for the visit by the

Grants Commission. Comparative data covering the Shires in the North Midlands has been

extracted and analysed and shows that the Shire of Carnamah is performing relatively well,

especially given the fact that it has a larger asset base than any of the other Shires within the

group and maintains several duplicated assets as a result of having two population centres

within the Shire.

If Councillors are interested in learning more about the FAGS methodology, assessment

criteria and applicable disability factors that influence the allocation of funding from this

source, they are invited to discuss this with the CEO in advance of the visit by the Grants

Commission, and/or access the Commissions website on:

http://dlg.wa.gov.au/Content/LG/GrantsCommission/Allocations.aspx

CONSULTATION

Nil


Local Government (Financial Assistance) Act 1995 – section 11(2) (c)


Nil

POLICY IMPLICATIONS

Nil


Nil

VOTING REQUIREMENT

Simple Majority


ITEM: 10.2.5

Moved: Cr Bowman


That Council note that it will be hosting the public hearing and visit by the Western

Australian Local Government Grants Commission on the 19th

March 2015 and to endorse

the discussion paper/submission that has been prepared.

CARRIED 7-0

2.58pm Moved: Cr Bowman Seconded: Cr Kikeros

That Council meeting be adjourned for afternoon tea. CARRIED 7 – 0

3.26pm Moved: Cr Wooltorton Seconded: Cr Laundy

That Council meeting resume. CARRIED 7 – 0

http://dlg.wa.gov.au/Content/LG/GrantsCommission/Allocations.aspx


10.2.6 ADOPTION OF COUNCIL POLICY MANUAL

Applicant: N/A


File Ref: ADM0072


Date: 9th

March 2014


Attachments: 10.2.6: Proposed Policy Manual under separate cover

SUMMARY

This report recommends that the updated Shire of Carnamah Policy Manual, as circulated, be

adopted.

BACKGROUND

A review of the Shires Policy Manual was carried out and presented in draft form to Councils

ordinary meeting held on the 18th

February 2015. Council resolved at that meeting:

That Council appraise the draft policy manual, as presented, with a view to having the

manual finalised for adoption at its meeting scheduled for the 18th

March 2015.

The following changes to be included:

Policy 8.1 Carnamah Recycling – remove points 1&2 - cardboard boxes and

newspaper are no longer collected at the recycling depot;

Policy 11.3 Preventative Maintenance Schedule points 1.1 & 2.1 add gutters and

downpipes;

Policy 10.2 Heavy Transport Routes and Operations – query necessity for drivers to

obtain written approval from the Local Government permitting use of road, with Main

Roads WA and report back to Council;

Policy 14.8 Employee Housing – add under Services, point 3 - that for all other

employees (other than those living in King Street Units), Council will pay $600 per

annum towards water consumption.

These adjustments have been made to the Policy Manual as directed.

COMMENT

Unless further changes are required, the Policy Manual (which accompanies this agenda

under separate cover) may now be formally adopted by Council.

CONSULTATION

Executive Secretary


Nil



Nil

POLICY IMPLICATIONS

Nil


Nil

VOTING REQUIREMENT

Simple Majority


ITEM: 10.2.6

Moved: Cr Stirling


That the updated Shire of Carnamah Policy Manual, as circulated, be adopted.

CARRIED 7-0


10.2.7 PROPOSED CHANGE TO PURCHASING POLICY

Applicant: N/A


File Ref: Policy 2.8


Date: 10th

March 2015


Attachments: 10.2.7a: Press release on Proposed Additional Auditing

System for Local Government.

10.2.7b: Purchasing Policy – current

10.2.7c: Purchasing Policy - proposed

SUMMARY

This report recommends that Council approve of changes, as specified, to the Shire

Purchasing Policy reflecting adjustments in purchasing thresholds, exemptions made with the

express approval of Council and exemptions made through the WA Local Government E

Quotes system.

BACKGROUND

There are moves afoot to strengthen the Local Government audit system to more stringently

monitor procurement processes. It is possible that local governments may be brought under

the authority of the Auditor General’s office (refer to news item Attachment10.2.7a).

COMMENT

Given this situation, the fact that the purchasing thresholds of the Shire’s Purchasing Policy

need to be reviewed periodically and given that several large purchases are made through the

WALGA E Quotes system, it is timely to address this matter.

The proposed changes (highlighted in red on Attachment10.2.7c Purchasing Policy -

proposed) will assist those vested with procurement functions to readily comply with the

purchasing policy.

CONSULTATION

Deputy CEO


Local Government Function & General Regulations 1996 – reg 11A (1) Adoption of

Purchasing Policy


Nil

POLICY IMPLICATIONS

Nil



Nil

VOTING REQUIREMENT

Simple Majority


ITEM: 10.2.7

Moved: Cr Laundy


That Council approve of changes, as specified, to the Shire Purchasing Policy reflecting

adjustments in purchasing thresholds, exemptions made with the express approval of

Council and exemptions made through the WA Local Government E Quotes system.

CARRIED 7-0


10.2.8 REQUEST FOR MEETING TO EXPLORE OPTION OF THE SHIRE TO

PURCHASE CARNAMAH CHILD CARE BUILDING AND OTHER

ISSUES

Applicant: Mrs Colleen Bennier

Location / Address: Lot 3 Macpherson Street Carnamah

File Ref: ADM0156


Date: 10th

March 2015


Attachments: Letters:

10.2.8a: Ms Holly Bride – Carnamah Child Care Centre

10.2.8b: Shire of Carnamah (in response)

10.2.8c: Mrs Colleen Bennier (supported by additional

letters from Kirstie Lafferty, Daniel Wellington,

Hannah Lisle & Rhys Craggs)

10.2.8d: Mrs Lydia Haeusler

10.2.8e:Ms Kirstie Lafferty & Daniel Wellington

(Countersigned by others)

10.2.8f: Mrs Barb Smallwood

10.2.8g: Dr Sasha Risinger

10.2.8h: Mrs Karen Isbister

10.2.8i: Mrs Cherie Doust – Secretary, Carnamah Playgroup

Minutes:

10.2.8j: Carnamah Child Care Centre General Meeting

1 December 2014

SUMMARY

This report recommends that should interested members of the community wish to discuss the

future of the Carnamah Child Care building after assessing information on the structural

condition and the estimated cost of associated repairs; that an invitation be extended to them

to make a presentation to a future meeting of Council.

BACKGROUND

Note: All correspondence referred to is attached.

April 2014

Carnamah Child Care Centre advises of issues with the building and requests financial

assistance to repair the building; and in subsidising the cost of employing someone to

run the Centre.

Shire of Carnamah responds requesting further information.

November 2014

Carnamah Child Care Centre held its AGM on the 3rd

November 2014. Nominations

were called for office bearers and committee members. No nominations were received.


December 2014

Carnamah Child Care Centre held a further meeting on the 1st December 2014 (10

attendees). Nominations called for office bearer and committee members. No

nominations received. It was resolved to commence the dissolution of the Carnamah

Child Care Centre Inc.

February 2015

A scheduled meeting for the 3rd

February2015 of the Carnamah Child Care Centre Inc

did not proceed and the following notice was advertised locally:

“ Unfortunately due to a lack of qualified staff, resulting in the centre being closed

since November 2013 and an inability to maintain a full management committee, the

current committee, after numerous consultations with the community, has made the

difficult decision to sell the building and equipment with the intention of winding up

Carnamah Child Care Inc once this is finalised”.

The Shire of Carnamah accepts the proposal for the Carnamah Playgroup to occupy

the former Uniting Church Building and to assist the group in improving and making

safe the external playground/activity area to support its operations.

Mrs Colleen Bennier requests the Shire to call a crisis meeting and invite all

stakeholders of Playgroup, Toy Library and Carnamah Child Care Centre along with

all interested community and business members to explore the option of the Shire of

Carnamah taking ownership of the Child Care building and Playgroup continuing to

operate from the premises. Advice is given that a structural building report on the

building has been commissioned.

March 2015

Several letters in support of Mrs Bennier's letter are received.

Ms Kirstie Lafferty & Mr Daniel Wellington express concern about the Child Care

building being sold privately and offer the view that if the Shire was to purchase the

building, it would encourage more young mothers to go back to work as a Child Care

facility would be available to them. (Letter countersigned by others).

Mrs Lydia Haeusler requests that the Shire help save an iconic building and for it to be

retained for its current purpose as well as a Playgroup centre, Toy Library and venue

to hire for functions such as birthday parties or fundraising events.

Mrs Barb Smallwood expresses concern about the relocation of the Playgroup from a

purpose built area to an area that needs upgrading, enquires whether the Shire could

lease the building from the Child Care group on an annual basis and suggests that

community groups such as the Playgroup and Toy Library could hire the building for

weekly use.

Dr Sasha Risinger provides the view that the facilities at the church are inappropriate

to meet the needs of young mothers involved in Playgroup and expresses the hope that

the Shire reconsiders its options regarding the Child Care building.

Mrs Karen Isbister advises that the Cultivating Carnamah Toy Library has used the

church building for many years, thanks the Shire for recognising the importance of the

Toy Library and the Carnamah Playgroup and allowing them to operate out of the old

church building.

Mrs Cherie Doust thanks the Shire for its cooperation, advice and support in regards to

the proposed plans for the Uniting Church venue and advises that the Carnamah

Playgroup is pleased to be working with the Shire to continue to provide a suitable

meeting place for parents, grandparents and caregivers in our community.


COMMENT

This matter has identified a range of agendas and a diversity of issues including:

1. A number of viewpoints have been received about the future of the Carnamah Child

Care building and opinions given as to where the Cultivating Carnamah Toy Library

and the Carnamah Playgroup should be operating from.

2. The opinion has been offered that the Carnamah Tourist Group should centre its

activities at the former Uniting Church building.

3. There is some suggestion that the Shire purchase the Child Care building on the

premise, that its condition is such that the Carnamah Child Care Committee is unable

to fund repairs, or maintain the building into the future.

4. There appears to be some assumption or misconception that if the Shire purchases the

building, that it will also take responsibility for the operation of the Child Care Centre.

(Note: The CEO sought clarification from Mrs Bennier on this point and was advised

that that was not the intention and it was envisaged that the Child Care Committee

would retain responsibility for operating the centre).

5. The building has historic relevance.

6. Carnamah needs a building to be retained for the purposes of a Child Care facility,

notwithstanding that there may be periods of recess due to low numbers.

Comment is offered as follows:

The Shire’s communication with the Child Care Centre Committee (April 2014) in

which several questions were raised, remain unanswered;

In a spirit of cooperation and goodwill, the Shire engaged with members of the

Carnamah Tourist Group to assist the group in finding alternative premises from

which to operate when the Carnamah Tyres building was no longer available. The

Tourist Group, after inspecting the former Uniting Church building and the old

Carnamah Police Station, elected to operate from the latter.

When approached by members of the Carnamah Playgroup regarding the possibility of

utilising the former Uniting Church building, on site discussions were held and

tenancy arrangements were agreed to.

Council has previously declined the offer for the Shire to purchase the Child Care

building;

The Shire has declined offers to purchase the Masonic Lodge building or the RSL hall

in Carnamah in recent years.

It is clear that the Child Care building has structural and repair issues, and it is not

known (at the time of writing) whether the building poses a safety risk to occupants;

the Carnamah Child Care group has not been active since November 2013;

No known plans exist for the reopening of the Child Care centre;

Federal and State funding to meet the operating costs of Child Care centres are

uncertain and need to be determined to ascertain whether recurrent funding will be

available and sustained into the future;

Over the last ten years, the Shire has implemented a stringent management policy ,

where possible, of divesting itself of older, high maintenance assets in favour of more

efficient and cost effective assets to improve the financial sustainability of the

organisation;


The acquisition or upgrade of community assets are generally supported either wholly

or in part through external grant funding, community fundraising and volunteer effort.

Recent examples include the new Eneabba SES building, the installation of lights at

the Eneabba airstrip and the synthetic turf tennis courts in Carnamah.

Critical questions as to whether or not the Shire should purchase the Child Care building

include:

1. Is there enough interest in the community to elect a Child Care committee and

office bearers?

2. Is there enough interest in the community to fundraise to have the building

repaired and for ownership to be retained by Carnamah Child Care Inc?

3. How much will it cost to repair the building and what will recurrent maintenance

costs be?

4. Is it a priority of the community at large to purchase a building on the basis of

speculation that it may be used in the future?

5. Will the building meet the licensing requirements for a Child Care Centre into the

future?

The following information is required with respect to the future operation of the Child

Care Centre:

1. The number of families that would use the centre should it be reopened;

2. The number of families in the Carnamah Shire that are currently accessing the

Three Springs Child Care Centre;

3. Whether the centre would be an occasional care or continuous care facility and

whether after school care would be provided.

4. The position with funding the operations of the Child Care centre;

5. The current financial position of the Carnamah Child Care Centre;

6. The annual operating costs to run the centre;

7. The annual operating income derived by the centre;

8. The cost of engaging a qualified person to run the centre;

9. The hours that the centre would be open;

10. The minimum number of children required to keep the centre open.

Should further discussion be held on the future of the building and the operation of the

Child Care centre, the abovementioned matters will need to be addressed.

CONSULTATION

Mrs Colleen Bennier


Nil

POLICY IMPLICATIONS

Nil


To be ascertained


VOTING REQUIREMENT

Simple Majority

OFFICER RECOMMENDATION ITEM: 10.2.8

That should interested members of the community wish to discuss the future of the

Carnamah Child Care building after assessing information on the structural condition and

the estimated cost of associated repairs; that an invitation be extended to them to make a

presentation to a future meeting of Council.

Note: The recommendation was added to, to clearly reflect Council’s position on the

matter, including its preparedness to provide administrative support towards securing

funding to reactivate the Child Care service in Carnamah.

COUNCIL RESOLUTION 20150312 ITEM: 10.2.8

Moved: Cr Stirling


A. That should interested members of the community wish to discuss the future of the

Carnamah Child Care building after assessing information on the structural

condition and the estimated cost of associated repairs; that an invitation be extended

to them to make a presentation to a future meeting of Council.

B. The Shire of Carnamah will extend to a newly formed Carnamah Child Care

Committee, administrative support in the procurement of appropriate grants to

reactivate the Child Care Service as required.

C. That the Shire of Carnamah resolves that it will not purchase the Carnamah Child

Care Building.

CARRIED 7-0


10.2.9 CARNAMAH REFUSE DISPOSAL SITE EXPANSION

Applicant: N/A

Location / Address: Part Lot 22 Carnamah - Bunjil Road

File Ref: ADM0224


Date: 10th

March 2015


Attachments: 10.2.9 Site Map

SUMMARY

This report recommends that Council endorse the actions initiated for the expansion of the

Carnamah refuse disposal site and initiate a rezoning of part of Lot 22 Carnamah – Bunjil

Road to accommodate the proposed purpose.

BACKGROUND

The Carnamah refuse disposal site is located on a 2.6ha parcel of land which was a former

quarry. The site has been used for some years and it is estimated that the current licenced area

will accommodate refuse disposal for about three years.

Negotiations have been completed with the owner’s son of the adjacent property, Mr Richard

Davies, to transfer another 4-5 hectares of land east of the present site subject the Shire being

responsible for, and meeting all cost associated with subdivision/amalgamation, surveying,

fencing the area and any additional expenses

COMMENT

The land is currently zoned Rural under the Shire’s Local Planning Scheme No.2 and will

require rezoning to Public Purposes.

Approvals will also be need to be sought from various government agencies including the

Environmental Protection Authority, Water Corporation etc before the site can be

commissioned.

Link Surveying have been engaged to survey the area and lodge a subdivision application

with WAPC

CONSULTATION

Mr Richard Davies

Manager Works & Services

CEO


Nil


POLICY IMPLICATIONS

Nil


The 2014/15 budget has provision for $12,000 for fencing the site and a $100,000 transfer

to a reserve fund for future expenditure on the Carnamah and Eneabba refuse sites. The

owner of the land to be acquired for the expansion of the Carnamah refuse site does not

require payment for same.

VOTING REQUIREMENT

Simple Majority


ITEM: 10.2.9

Moved: Cr Laundy


That Council endorse the actions initiated for the expansion of the Carnamah refuse

disposal site and initiate a rezoning of part of Lot 22 Carnamah–Bunjil Road to

accommodate the proposed purpose.

CARRIED 7-0


10.2.10 PROPOSED PURCHASE OF PORTABLE TRAFFIC SIGNALS

Applicant: N/A


File Ref: ADM0087


Date: 11th

March 2015


Attachments: 10.2.10 Illustration – Portable Traffic Signals

SUMMARY

This report recommends that Council approve the purchase of portable traffic signals at an

estimated cost of $31,000 plus GST.

BACKGROUND

The Shire’s annual works programs over the last two years have been the largest ever, due in

part to the upgrade of the Carnamah–Bunjil road. This level of activity is expected to

continue with the upgrade of the Eneabba–Coolimba road which has recently been divested

by the State Government, to the Shire.

The Shire of Carnamah has always carried out its own traffic management work with staff

being trained in this area. Given the larger works programs and the fact that Shire roadworks

are sometimes carried out simultaneously in more than one location, having sufficient staff to

manage traffic management duties presents a challenge.

Alternative ways to manage this are:

Employ additional staff

Engage traffic management contractors (at approximately $3,400 per day)

Purchase portable traffic signals

COMMENT

Senior management is of the view that portable traffic signals would be the most economical

and reliable way of augmenting the current traffic management arrangements that the Shire

has in place. The portable signals will require one person to operate and monitor, as opposed

to two people required for “lollipop” duties.

The cost of the portable traffic lights will also be recovered (and in all likelihood exceeded)

as they can be charged out at hourly rates, the same as other plant and equipment, on

roadworks funded through various grants.

CONSULTATION


Deputy CEO



Nil


Nil

POLICY IMPLICATIONS

Nil


The budgeted changeover of a small tip truck (tender recently accepted), resulted in an under

spend of $32,000. This could be allocated to the purchase of the portable traffic lights without

any adverse affect on the Shire’s 2014/15 financial year budget.

VOTING REQUIREMENT

ABSOLUTE majority


ITEM: 10.2.10

Moved: Cr Bowman


That Council approve the purchase of portable traffic signals at an estimated cost of

$31,000 plus GST

CARRIED BY ABSOLUTE MAJORITY 7-0


10.3 CONFIDENTIAL REPORTS

Nil

11. ORDERING THE COMMON SEAL

11.1 ORDERING THE COMMON SEAL

Applicant: N/A


File Ref: ADM0216


Date: 9th

March 2015


Attachments: Nil

BACKGROUND:

Council has given final approval for Local Planning Scheme 2 Amendment No. 1. This

requires the use of the Common Seal.

OFFICER COMMENT:

Nil

STATUTORY ENVIRONMENT:

Nil

FINANCIAL IMPLICATIONS:

Nil

POLICY IMPLICATIONS:

Policy 2.7 Shire of Carnamah Common Seal

VOTING REQUIREMENT:

Simple Majority


ITEM: 11.1

Moved: Cr Stirling


That Council endorses the use of the Common Seal on:

Local Planning Scheme No 2 Amendment No 1- Rezoning portion of Lot 10240

Mineral Sands Road, Eneabba from ‘Rural’ zone to ‘Public Purposes – Rubbish Tip’

Local Scheme Reserve.

CARRIED 7-0


12. REPORTS OF COMMITTEES AND MEMBERS.

Nil

13. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN.

Nil

14. NOTICE OF MOTIONS.

(For consideration at the following meeting, if given during the meeting).

Nil

15. NEW BUSINESS OF AN URGENT NATURE ADMITTED BY

COUNCIL.

Nil

16. CLOSURE OF MEETING.

There being no further business the President declared the meeting closed at 3.58pm

SHIRE OF CARNAMAH

These Minutes were confirmed at a meeting on the 15th

April 2015

…………………………………….

Presiding Person at the Meeting

at which the Minutes were Confirmed

……………………………..

Date

minutes - shire of carnamah...the shire of perenjori has just spent $1.8m on a child care /...

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