ordinary council · councillors : cr paula cristoffanini . cr naomi godden . cr brian daniel . cr...

Ordinary Council

MINUTES

FOR THE ELECTRONIC MEETING HELD WEDNESDAY, 13 MAY 2020

VIA VIDEO CONFERENCING PLATFORM, ZOOM COMMENCING AT 3.00PM

SHIRE OF AUGUSTA MARGARET RIVER ORDINARY COUNCIL MEETING 13 MAY 2020

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Meeting Notice Dear Councillor I advise that an Ordinary Council eMeeting of the Shire of Augusta Margaret River will be held in Council Chambers, Wallcliffe Road, Margaret River on Wednesday 13 May 2020, commencing at 3.00pm. Members of the public are welcome to join this meetings by downloading ZOOM and using the meeting ID and password as detailed below: When: May 13, 2020 03:00 PM Perth Topic: Council Meeting - AMR Shire https://zoom.us/j/93059575856 One tap mobile: +61871501149,,93059575856# +61280156011,,93059575856# Dial by your location: +61 8 7150 1149 +61 2 8015 6011 +61 3 7018 2005 +61 731 853 730 +61 861 193 900 Webinar ID: 930 5957 5856 International numbers available: https://zoom.us/u/acy9RHqYk Yours faithfully

STEPHANIE ADDISON-BROWN CHIEF EXECUTIVE OFFICER

https://zoom.us/j/93059575856

https://zoom.us/u/acy9RHqYk


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ATTENTION/DISCLAIMER In certain circumstances members of the public are not entitled to inspect material, which in the opinion of the Chief Executive Officer is confidential, and relates to a meeting or a part of a meeting that is likely to be closed to members of the public. No responsibility whatsoever is implied or accepted by the Shire of Augusta Margaret River for any act, omission, statement or intimation occurring during Council or Committee meetings. The Shire of Augusta Margaret River 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 of 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 derogating 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 Augusta Margaret River during the course of any meeting is not intended to be and is not taken as notice of approval from the Shire of Augusta Margaret River. The Shire of Augusta Margaret River advises that anyone who has any application lodged with the Shire of Augusta Margaret River must 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 Augusta Margaret River in respect of the application. The Shire of Augusta Margaret River advises that any plans or documents contained within this agenda may be subject to copyright law provisions (Copyright Act 1968, as amended) and that the express permission of the copyright owner(s) should be sought prior to their reproduction. It should be noted that copyright owners are entitled to take legal action against any persons who infringe their copyright. A reproduction of material that is protected by copyright may represent a copyright infringement.


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TABLE OF CONTENTS ITEM NO. SUBJECT PAGE NO.

1. DECLARATION OF OPENING .................................................................................................. 5

2. ATTENDANCE ........................................................................................................................... 5

3. DISCLOSURES OF INTEREST ................................................................................................. 6 3.1 CR EARL - FINANCIAL INTEREST - ITEM 11.3.4 TENDER RFT 06-20

CONSTRUCTION OF TWO CHALETS AND AN ABLUTION BLOCK UPGRADE AT TURNER HOLIDAY PARK, AUGUSTA ...................................................................................... 6

3.2 CR DANIEL - PROXIMITY INTEREST - ITEM 11.2.6 REDMAN BROOK MANAGEMENT PLAN - FINAL ADOPTION .............................................................................. 6

3.3 CR MELDRUM - IMPARTIALITY INTEREST - ITEM 11.2.4 FLINDERS BAY ACCESSIBILITY AND SAFETY IMPROVEMENTS ................................................................... 6

4. PUBLIC QUESTIONS ................................................................................................................ 6 4.1. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ................................ 6 4.2. PUBLIC QUESTION TIME ......................................................................................................... 6

5. APPLICATIONS FOR LEAVE OF ABSENCE ........................................................................... 6

6. CONFIRMATION OF MINUTES OF PREVIOUS MEETING ..................................................... 6 6.1 ORDINARY COUNCIL MEETING HELD 8 APRIL 2020 ............................................................ 6

7. DEPUTATIONS .......................................................................................................................... 7 7.1 ITEM 11.2.2 PROPOSED STRUCTURE PLAN - LOT 36 KEVILL ROAD,

MARGARET RIVER - GLENN AHOLA....................................................................................... 7 7.2 ITEM 11.2.4 FLINDERS BAY ACCESSIBILITY AND SAFETY IMPROVEMENTS-

SALLY TOWIE ............................................................................................................................ 7

8. PETITIONS ................................................................................................................................. 9

9. ANNOUNCEMENTS FROM THE PRESIDING MEMBER......................................................... 9 9.1 APPOINTMENT OF NICK LOGAN AS NEW DIRECTOR SUSTAINABLE

DEVELOPMENT AND INFRASTRUCTURE .............................................................................. 9

10. QUESTIONS FROM MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN ..................... 9

11. REPORTS OF COMMITTEES AND EMPLOYEE REPORTS ................................................... 9

11.1. CHIEF EXECUTIVE OFFICER ................................................................................................. 10 11.1.1 NOTES OF COUNCILLOR AGENDA BRIEFINGS AND CONCEPT FORUM

SESSIONS FROM 19 DECEMBER 2019 TO 25 MARCH 2020 ............................................. 11

11.2. SUSTAINABLE DEVELOPMENT AND INFRASTRUCTURE ................................................ 18 11.2.1 MODIFICATION NO. 3 TO RESERVE ON REDGATE STRUCTURE PLAN .......................... 19 11.2.2 PROPOSED STRUCTURE PLAN - LOT 36 KEVILL ROAD, MARGARET RIVER ................. 26 11.2.3 SCHEME AMENDMENT 64 FOR FINAL ADOPTION - 35 (LOT 4) BUSSELL

HIGHWAY, COWARAMUP ..................................................................................................... 34 11.2.4 FLINDERS BAY ACCESSIBILITY AND SAFETY IMPROVEMENTS ...................................... 41 11.2.5 WADANDI TRACK - CARTERS ROAD UNDERPASS FEASIBILITY STUDY ........................ 49 11.2.6 REDMAN BROOK MANAGEMENT PLAN FINAL ADOPTION ................................................ 55

11.3. CORPORATE AND COMMUNITY SERVICES ....................................................................... 61 11.3.1 LIST OF PAYMENTS MARCH 2020 ........................................................................................ 62 11.3.2 FINANCIAL ACTIVITY STATEMENT REPORT - MARCH 2020 ............................................. 65 11.3.3 CREATIVE CULTURE PLAN 2020-2025 ................................................................................. 78 11.3.4 TENDER RFT 06-20 CONSTRUCTION OF TWO CHALETS AND AN ABLUTION

BLOCK UPGRADE AT TURNER HOLIDAY PARK, AUGUSTA ............................................. 81 11.3.5 COMMUNITY CONTRIBUTIONS FROM THE 2020-21 BUDGET .......................................... 86

12. MOTIONS FROM MEMBERS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ............ 94

13. MOTIONS FOR CONSIDERATION AT NEXT MEETING ....................................................... 94


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14. NEW BUSINESS OF AN URGENT NATURE ......................................................................... 94 14.1 MEMBERS ................................................................................................................................ 94 14.2 CEO .......................................................................................................................................... 94 14.2.1 REINSTATEMENT OF FEES AND CHARGES ....................................................................... 94

15. CONFIDENTIAL BUSINESS .................................................................................................... 97

16. CLOSURE OF MEETING ......................................................................................................... 97


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Minutes of the Ordinary Meeting held on Wednesday 13 May 2020, via instantaneous communication broadcast using ZOOM video teleconferencing, commencing at 3.00pm

Ordinary Council Meeting

1. DECLARATION OF OPENING

The Shire President welcomed all the attendance and declared the meeting open at 3.00pm

The Shire President gave an Acknowledgement of Country:

‘I acknowledge and respect the traditional custodians of this land and pay our respects to elders past and present and emerging, whose lands we share.’

2. ATTENDANCE

Shire President : Cr Ian Earl

Councillors : Cr Paula Cristoffanini Cr Naomi Godden

Cr Brian Daniel Cr Kylie Kennaugh Cr Pauline McLeod Cr Julia Meldrum

Chief Executive Officer : Ms Stephanie Addison-Brown Acting Director Sustainable Development and Infrastructure : Mr David Nicholson

Director Corporate and Community Services : Mr James Shepherd Manager Corporate Services : Mr Andrew Ross Manager Planning and Development : Mr Nick Logan Manager Legal and Governance Services : Mr Ian McLeod Manager Human and Community Services : Mr Nigel Anderson

Governance Officer / Council Support : Ms Claire Schiller

ICT Support Officer : Mr Oscar Adrian

MEMBERS OF THE PUBLIC : 0 in Chambers

8 (participating via ZOOM) MEMBERS OF THE PRESS : AMR Times, Warren Hately (participating via ZOOM)


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3. DISCLOSURES OF INTEREST

3.1 Item 11.3.4 Tender RFT 06/20 Construction of Two Chalets and an Ablution Block Upgrade at Turner Holiday Park, Augusta – Financial Interest – Cr Earl

Cr Earl disclosed a financial interest in Item 11.3.4 Tender RFT 06/20 Construction of Two Chalets and an Ablution Block Upgrade at Turner Holiday Park, Augusta, the nature of the interest being: ‘My company has priced this tender.’

3.2 Item 11.2.6 Redman Brook Management Plan – Final Adoption– Proximity Interest – Cr Daniel

Cr Daniel disclosed a proximity interest in Item 11.2.6 Redman Brook Management Plan – Final Adoption, the nature of the interest being: ‘I have a property bordering on Redman Brook.’

3.3 Item 11.2.4 Flinders Bay Accessibility and Safety Improvements – Impartiality – Cr Meldrum

Cr Meldrum disclosed an impartiality interest in Item 11.2.4 Flinders Bay Accessibility and Safety Improvements, the nature of the interest being: ‘Kinship relates with deputee, Sally Towie, secretary of Friends of Flinders Bay, is my mother.’ 4. PUBLIC QUESTIONS

4.1. Response to Previous Public Questions Taken on Notice Nil

4.2. Public Question Time Nil

5. APPLICATIONS FOR LEAVE OF ABSENCE Nil

6. CONFIRMATION OF MINUTES OF PREVIOUS MEETING 6.1 Ordinary Council Meeting held 8 April 2020

MOTION / COUNCIL DECISION CR MELDRUM, CR MCLEOD OM2020/63 That Council confirms the minutes of the Ordinary Council Electronic Meeting held on 8 April 2020 to be a true and correct record of the meeting.

CARRIED 7/0


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7. DEPUTATIONS 7.1 Item 11.2.2 Proposed Structure Plan - Lot 36 Kevill Road, Margaret River –

Glenn Ahola Mr Glenn Ahola of Ahola Planning, addressed the meeting via ZOOM in relation to Item 11.2.2 Proposed Structure Plan – Lot 36 Kevill Road, Margaret River. A summary of his deputation is as follows: • Structure Plan to be considered under Item 11.2.2 of this Ordinary Meeting of Council. • We note officer’s recommendation related to this proposal and seek Council support for an

alternative motion for it to:

That Council, in accordance with clause 20(2)(e) of the Deemed Provisions of Local Planning Scheme No.1, recommend that the WAPC approve the Structure Plan (Revision B) for Lot 36 Kevill Road, Margaret River subject to the following additional condition to be included under Part One of the Structure Plan that at the time of subdivision:

1. A Revegetation Plan to be prepared and approved by Council showing areas to be

rehabilitated between the Asset Protection Zone of the existing Dwelling on Proposed Lot 362 and the rear boundary and for the area of land in the south-west corner of Proposed Lot 361 located outside the 21m Asset Protection Zone from the proposed Building Envelope.

• The landowner has owned the property since 1985. The size of the property (3ha) was consistent

with the pattern of subdivision for the whole locality at that time. • Council advised in writing that, at its Ordinary Meeting of 30 November 2011, it resolved to approve

the Omnibus Amendment (Amendment No.1) to Local Planning Scheme No. 1, including Lot 36 to be placed in RR17 under Schedule 7 of the Scheme.

• Council subsequently advised in writing that the Minister for Planning granted final approval of the Omnibus Amendment (Amendment No.1) on 25 October 2012 and was formally gazetted on 9 November 2012.

• Lot 36 represents one of 7 properties identified as R-R17 in Schedule 7 of Council’s Scheme (refer to the aerial/cadastral plan below) afforded the right to be able to prepare and have approved a Structure Plan prior to subdivision and development of the land.

Lot 36 in context with other landholdings listed under R-R17 in Schedule 7 of Council’s Scheme

• At its Ordinary Meeting of 13th August 2014, Council resolved to adopt an amendment to the Local Planning Strategy as a means of guiding the consideration of future proposals for the re-subdivision of rural residential land. It introduced the 'Locational Criteria' which were finally endorsed some-time after this date. We therefore note that the site specific provisions set out as RR- 17 under Schedule 7 of the Scheme identified the land for future Structure Planning and subsequent subdivision and development before changes were made to Council’s Local Planning Strategy.

• Lot 37 has now been re-subdivided into 3 lots. This proposal (to facilitate a 2 lot subdivision) reflects that which has already occurred over Lot 391 and 392 (immediately to the east), along with Lots 41 and 42 immediately to the south-east.


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Reasons to Support the Proposed Structure Plan 1. We consider that the specific provisions set out under Schedule 7 of the Scheme provides a clear

planning framework to enable Lot 36 to be considered for approval to re-subdivide and develop the property as proposed.

2. The Flora/Vegetation and Fauna Survey confirms that there are no rare/endangered fauna (or nesting sites identified) or Threatened Ecological Communities identified on the land;

3. The Flora/Vegetation and Fauna Survey further confirmed there were no signs of Black Cockatoo

Species or Western Ringtail possums or any other fauna of significance;

4. The Structure Plan outlines that future development will need to be in accordance with the DFES approved Bushfire Management Plan;

5. The Structure Plan puts in place subdivision and development controls that aim to –

a) Locate the building envelope for proposed Lot 361 so as to minimise development impact of Significant Trees with Potential Hollows for Black Cockatoos and to ensure the size of the building envelope is to be limited to 1,600m2;

b) Use existing access driveways to each proposed lot/building envelope (ie no clearing required); c) Development and clearing for bushfire protection will see 80% of proposed Lot 361 remaining

as remnant vegetation. This means that the existing vegetation linkages through the property to surrounding vegetated areas will remain in place;

d) Include notifications on title advising landowners that trees with Potential Hollows for Black Cockatoos, as identified on the endorsed Structure Plan, may not be removed or damaged;

e) Use of a fauna spotter at the development stage to monitor any vegetation/tree removal. The option exists to also require the provision for a Wildlife Impact Mitigation Plan to detail any methods of vegetation removal to protect fauna that may be present at the time of development;

6. On balance we consider the private and government submissions (including DBCA and DWER)

support the scope to limit clearing/modification of remnant vegetation to that required to facilitate development as shown in the Structure Plan;

7. The proposed Structure Plan is consistent with the pattern of subdivision applied to land in the RR17 area (and in the surrounding locality), which has seen lots with cleared areas to generally be re-subdivided into 3 lots whereas lots that contain vegetation to be re-subdivided down to 2 lots;

The Structure Plan provides for Development that is responsive to local landscape values and is compatible with the natural characteristics and traditional settlement patterns of the area. In particular future development on proposed Lot 361 will be screened from Kevill Road and surrounding properties. It will therefore maintain the natural landscape values offered in the locality. The landowner is supportive of additional conditions that require rehabilitation of a degraded /cleared area located between the existing house (on proposed Lot 362) and the eastern rear boundary along with a small area southwest of the building envelope shown on proposed Lot 361. They are also supportive of a Wildlife Impact Mitigation Plan to be prepared/approved by Council that can be undertaken at the time of vegetation removal to develop a Single House and associated Asset Protection Zone. Based on the information provided, we seek Council support for the alternative motion for it to recommend that the WAPC approve the Structure Plan (Revision B) for Lot 36 Kevill Road, Margaret River. Manager Legal and Governance left Chambers at 3.09pm Manager Legal and Governance re-entered Chambers at 3.15pm The Shire President thanked Mr Ahola for his deputation.


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7.2 Item 11.2.4 Flinders Bay Accessibility and Safety Improvements – Sally Towie

Ms Sally Towie on behalf of Friends of Flinders Bay Inc., addressed the meeting via ZOOM in relation to Item 11.2.4 Flinders Bay Accessibility and Safety Improvements, Margaret River. A summary of her deputation is as follows:

• Likely budget constraints from COVID19. • Majority of respondents to survey and Friends of Flinders Bay (FoFB) requested low visual

impact of any new infrastructure within Flinders Bay and maintain the natural environment. • FoFB group supports suggestions by regular Flinders Bay user and Disability Advocate Graham

Edwards of: 1. Change one of the 2 external showers attached to external toilet block to hand-held

shower with a bench seat (not near jetty as per Item 11.2.4 notes). 2. Provision of a beach wheelchair and lockable storage area adjacent to toilet block (not

near jetty as per Item 11.2.4 notes). 3. Steel handrail and roll-up mat installed on southern-most concrete ramp for walking

disabled people with appropriate signage. • Further, regular maintenance of existing ramps - pressure cleaning to remove slip hazard. • Note Standards AS1428.1 relates to new building work, not existing structures - Council should

focus on their AMR Disability Access and Inclusion Plan 2018-22 which promotes equity of access for all. In my past experience with Department of Health management, existing structures can be made more safe with modifications to satisfy DAIP.

• In summary, F of FB group does not support staff recommendations of Item 11.2.4. The Shire President thanked Ms Towie for her deputation.

8. PETITIONS Nil

9. ANNOUNCEMENTS FROM THE PRESIDING MEMBER

9.1 Appointment of Nick Loagan as new Director Sustainable Development and Infrastructure

The Shire President, on behalf of Council and the community, congratulated Manager Planning and Development, Nick Logan, on his appointment as Director Sustainable Development and Infrastructre.

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

11. REPORTS OF COMMITTEES AND EMPLOYEE REPORTS


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11.1. Chief Executive Officer


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11.1.1 NOTES OF COUNCILLOR AGENDA BRIEFINGS AND CONCEPT FORUM SESSIONS FROM 19 DECEMBER 2019 TO 25 MARCH 2020 LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE COR/221 REPORT AUTHOR Claire Schiller, Governance Officer / Council Support AUTHORISING OFFICER Ian McLeod, Manager Legal and Governance Services

IN BRIEF • Council conducts bi-monthly as required Councillor Briefing Sessions which are run in accordance

with a Council adopted Policy and Department of Local Government Sport and Cultural Industries (DLGC) Guidelines.

• Council’s policy for the conduct of the Councillor Information Briefing Sessions provides for the proceedings of the briefings to be brought to Council and for wider community awareness as a public record in the form of notes as an additional accountability mechanism.

• Notes of recent Councillor Briefing sessions are presented to be received by Council in accordance with Council’s policy.

RECOMMENDATION That Council receives the Notes of Councillor Agenda Briefing Sessions from 19 December 2019 to 25 March 2020. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND The purpose of Councillor Agenda Briefings and Concept Forums is to: 1. Provide relevant information so that Councillors are better informed when participating in Council

decision making processes. 2. Provide a forum for two-way communication between elected members and key staff members on

important Council related matters. 3. Provide an inclusive opportunity for general community members and the press to receive the

same information on Agenda Items being provided to elected members on a range of relevant topics

Agenda briefings and workshops sessions are centred on one or more of the following outcomes which can be classified under the DLGC Guidelines for Councillor Forums as either a Concept or an Agenda Forum: Concept Forums / Workshops Concept forums generally relate to strategic matter that are no yet on a Council meeting agenda. Concept forums are generally closed to the public to facilitate the open discussion of preliminary ideas and concepts by Councillors, but may be open to the public where the CEO or President believe it would be beneficial. Matters to be discussed at a Concept forum may include; • A statement of governance processes and effectiveness


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• a statement of principles on key issues • guidance to the CEO on further avenues of research • compiling a list of critical issues resulting from the briefing • the brainstorming of ideas • policy development and direction (but not adoption) • ongoing discussion of the Shire’s strategic direction Agenda Briefings Agenda Briefing Sessions are open to all elected members and generally to all members of the public and press. The Chief Executive Officer is to be in attendance and other relevant Directors and staff as required by the CEO for the provision of information to elected members. Matters of a confidential nature to be included in a Council agenda will be discussed at closed briefing sessions (i.e. not open to the public). Otherwise normal briefing sessions will be open to the public at a suitable publicly accessible time. Matters dealt with at agenda briefings may include; • breaking down of complex issues before Council • clarification of items on the Council agenda • requests for additional information on items on the Council agenda • confidential discussion of items which are on the agenda and which will be discussed with

members of the public excluded CONSULTATION AND ADVICE External Consultation The Local Government Operational Guidelines Number 5 Council Forums have been considered and adapted for use in the Shire of Augusta Margaret River setting. Internal Consultation Nil DISCUSSION / OFFICER COMMENTS The following are the informal notes of the Councillor Agenda Briefings and Concept Forum Sessions recently held as recommended by Council’s adopted policy which is consistent with the DLG Guidelines. Notes of Councillor Agenda Briefings and Concept Forum Sessions from 19 December 2019 to 25 March 2020 DATE: 19 DECEMBER 2019 Attendance: Crs: Cristoffanini, Daniel, Earl, Godden, Kennaugh, McLeod, Meldrum Officers: Chief Executive Officer, Stephanie Addison-Brown, Director Sustainable Development, Dale Putland, Acting Director Corporate and Community Services, Andrew Ross, Director Infrastructure Services, Markus Botte Closed Workshop: Rosa Brook Reception Centre SAT Review Director Sustainable Development, Dale Putland, presented on the Rosa Brook Reception Centre SAT Review. Reason for Closed: - As per section 5.23 2 (d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; Also in attendance: Manager Planning and Development, Nick Logan DATE: 22 JANUARY 2020 Attendance: Crs: Cristoffanini, Daniel, Earl, Godden, Kennaugh, McLeod, Meldrum Officers: Chief Executive Officer, Stephanie Addison-Brown, Director Sustainable Development, Dale Putland, Director Corporate and Community Services, James Shepherd, Acting Director Infrastructure Services, David Nicholson


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Concept Forum: Budget Process Overview Manager Corporate Services, Andrew Ross, gave an overview of the budget process. Concept forums are closed to members of the public and press. Concept Forum: Facebook Launch Digital Marketing Officer, Cristina Smith, provided an update on the launch of the Shire Facebook page. Also in attendance: Manager Corporate Services, Andrew Ross Concept forums are closed to members of the public and press. Agenda Briefing: Town View Terrace – Application for Grouped Dwellings Manager Planning and Development, Nick Logan, presented on the application for grouped dwellings on Town View Terrace. Also in attendance: Senior Planning Officer, Lezia Sandon, Applicant, Darian Cheffers Agenda Briefing: Wallcliffe House Scheme Amendment Strategic Projects Officer, Matt Cuthbert, presented on the proposed Wallcliffe House Scheme Amendment. Also in attendance: Manager Planning and Development, Nick Logan, Warren Hately of AMR Times (arrived 1.55pm), and two members of the public Concept Forum: Short Stay Accommodation Manager Planning and Development, Nick Logan, gave an overview of the findings of the Economics and Industry Standing Committee Inquiry into Short Stay Accommodation and proposed policy modifications. This concept forum was open to members of the public and press to attend as observers. Also in attendance: Warren Hately of AMR Times, one member of the public Concept Forum: Review of Creative Culture Plan and Public Art Policy Coordinator Community Planning and Development, Jason Cleary, provided an update on the consultation and review process of the Creative Culture Plan and Public Art Policy. Concept forums are closed to members of the public and press Agenda Briefing: Review of Infrastructure Policies Acting Director Infrastructure Services, David Nicholson, presented on the Review of Infrastructure Policies, which was deferred at the 11 December 2019 Ordinary Council Meeting. Also in attendance: Manager Asset Services, David Nicholson, Executive Assistant, Bronwyn Granville, Coordinator Asset Management, Sonja Pienaar Concept Forum: Trails Strategy Pip Close, on behalf of the Margaret River Busselton Tourism Association, and Stuart Hicks, presented their idea in relation to the Trails Strategy. Concept forums are closed to members of the public and press Also in attendance: Project Planning Officer - Asset Services, Susan Elton, two representatives from the Department of Biodiversity, Conservation and Attractions DATE: 12 FEBRUARY 2020 Attendance: Crs: Cristoffanini, Daniel, Earl, Godden, Kennaugh, McLeod, Meldrum Officers: Chief Executive Officer, Stephanie Addison-Brown, Director Sustainable Development, Dale Putland, Director Corporate and Community Services, James Shepherd, Acting Director Infrastructure Services, David Nicholson Concept Forum: Community Access Sessions Manager Legal and Governance Services, Ian McLeod, led a concept forum on the initiation of Community Access Sessions. Concept forums are closed to members of the public and press Also in attendance: Executive Assistant, Megan Smith, Governance Officer / Council Support, Claire Schiller, Coordinator Community Development, Jason Cleary, Marketing and Events Officer, Amanda Russell, Acting Manager Planning and Development, Matt Cuthbert


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Apologies: Chief Executive Officer, Stephanie Addison-Brown, Acting Director Infrastructure Services, David Nicholson Closed Agenda Briefing: Land Asset Management Plan (LAMP) Manager Legal and Governance Services, Ian McLeod, led a concept forum on the LAMP. Reason for closed: As per section 5.23 2 (d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; and reg 4A of the LG (Administration) Regulations – the determination by the local government of a price for sale or purchase of property by the local government Also in attendance: Acting Manager Planning and Development, Matt Cuthbert Apologies: Chief Executive Officer, Stephanie Addison-Brown, Acting Director Infrastructure Services, David Nicholson Concept Forum: Rosa Brook Bush Fire Brigade Transition to DFES and Bush Fire Operational Readiness Activities Community Emergency Services Manager, Adam Jasper, led a concept forum on the Rosa Brook Bush Fire Brigade’s Transition to DFES and presented on the Bush Fire Operational Readiness Activities. Concept forums are closed to members of the public and press. Presentation: Nature Conservation Caroline Hughes and John Cresswell presented Nature Conservation’s Annual report. Concept Forum: Deproclamation of Bussell Highway – Main Street Margaret River Acting Director Infrastructure Services, David Nicholson, led a concept forum on the Deproclamation of Bussell Highway, Margaret River. Agenda Briefing: Wallcliffe House Scheme Amendment Acting Manager Planning and Development, Matt Cuthbert, presented on the Wallcliffe House Scheme Amendment. Taylor Burrell Barnett, on behalf of the applicant, also presented and answered questions from Councillors. Also in attendance: AMR Times Journalist, Warren Hately, 11 members of the public, Taylor Burrell Barnett Consultants, Applicant, Alexandra Burt DATE: 26 FEBRUARY 2020 Attendance: Crs: Cristoffanini, Daniel, Earl, Godden, Kennaugh, McLeod, Meldrum Officers: Chief Executive Officer, Stephanie Addison-Brown, Director Sustainable Development, Dale Putland, Director Corporate and Community Services, James Shepherd, Acting Director Infrastructure Services, David Nicholson Concept Forum: Extension of Leschenaultia Avenue to John Archibald Manager Legal and Governance Services, Ian McLeod, presented on the Shire’s position in relation to the extension of Leschenaultia to John Archibald Drive. Concept forums are closed to members of the public and press Also in attendance: Manager Planning and Development, Nick Logan, Strategic Projects Officer, Matt Cuthbert Concept Forum: HEART Conferencing Opportunities Director Corporate and Community Development, James Shepherd, presented on conferencing opportunities for the HEART. Concept forums are closed to members of the public and press Apologies: Director Sustainable Development, Dale Putland, Acting Director Infrastructure Services, David Nicholson Concept Forum: AMR Community Mental Health Alliance Update Stuart Hicks provided a progress update on the alliance and taskforce. Concept forums are closed to members of the public and press. Also in attendance: Manager Corporate Services, Andrew Ross, Community and Corporate Planner, Stacey Hutt, 3 members of the public and 2 members of the Alliance


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Apologies: Director Sustainable Development, Dale Putland, Acting Director Infrastructure Services, David Nicholson Concept Forum: Trails Update Acting Director Infrastructure Services, David Nicholson, provided an update and discussed options to progress the Warren Blackwood Stock Route, future stages of the Cape Leeuwin Trail, Winter Diversion Trail and Wadandi Track. Concept forums are closed to members of the public and press Also in attendance: Coordinator Landcare / Environment, John McKinney, Manager Corporate Services, Andrew Ross Apologies: Director Sustainable Development, Dale Putland DATE: 11 MARCH 2020 Attendance: Crs: Cristoffanini, Daniel, Earl, Godden, Kennaugh, McLeod, Meldrum Officers: Chief Executive Officer, Stephanie Addison-Brown, Acting Director Sustainable Development, Nick Logan, Director Corporate and Community Services, James Shepherd Concept Forum: Engagement in Augusta Community and Corporate Planner, Stacey Hutt, and Strategic Projects Officer, Matt Cuthbert, provided an update on the Shire’s engagement in Augusta. Concept forums are closed to members of the public and press Concept Forum: Community Feedback – Coastal / Cliff Hazards Consultant, Matt Tutton and Coordinator Environment / Landcare, John McKinney, presented on community feedback from Coastal / Cliff Hazards. Concept forums are closed to members of the public and press Also in Attendance: Community and Corporate Planner, Stacey Hutt, Strategic Projects Officer, Matt Cuthbert Concept Forum: Herbicide and Weed Services Senior Technical Advisor Parks and Gardens, Shane Bacskai, provided an update in relation to Herbicide and Weed Services. Concept forums are closed to members of the public and press Also in Attendance: Spray Mow Services Representative, Strategic Projects Officer, Matt Cuthbert, Coordinator Environment / Landcare, John McKinney Concept Forum – Wallcliffe Road Lookout Project Planning Officer – Asset Services, Susan Elton, lead a forum on the type of viewing platform suitable for this location. Concept forums are closed to members of the public and press Also in Attendance: Strategic Projects Officer, Matt Cuthbert, Coordinator Environment / Landcare, John McKinney, Acting Coordinator Technical Services, Polina Chernova DATE 18 MARCH 2020 Attendance: Crs: Cristoffanini, Daniel, Earl, Godden, Kennaugh, McLeod, Meldrum Officers: Chief Executive Officer, Stephanie Addison-Brown, Acting Director Sustainable Development and Infrastructure, Nick Logan and David Nicholson (job share), Director Corporate and Community Services, James Shepherd Concept Forum: Coronavirus COVID-19 Pandemic CEO, Stephanie Addison-Brown, led a concept forum on the Coronavirus COVID-19 pandemic. Also in attendance: Acting Manager Human and Community Services, Jason Cleary, Manager Corporate Services, Andrew Ross, Manager Legal and Governance Services, Ian McLeod, Community Emergency Services Manager, Adam Jasper, Coordinator Health Services and Events, Chris McAtee DATE 25 MARCH 2020 Attendance: Crs: Cristoffanini, Daniel, Earl, Godden, Kennaugh, McLeod


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Officers: Chief Executive Officer, Stephanie Addison-Brown, Acting Director Sustainable Development and Infrastructure, Nick Logan, Director Corporate and Community Services, James Shepherd Concept Forum: Review of Delegations Manager Legal and Governance Services, Ian McLeod, presented on the delegations from Council to CEO, and any proposed changes to these delegations resulting from the review. Concept forums are closed to members of the public and press. Also in Attendance: Governance (Legal, Risk and Permit) Officer, Emma Rogers Apologies: Cr Earl Concept Forum: New Scheme and Backyard Infill Project Acting Manager Planning and Development, Matt Cuthbert, provided an update on the Scheme with a focus on infill development and the results of the first consultation with affected landowners. Concept forums are closed to members of the public and press Also in Attendance: Strategic Projects Officer / Senior Planner, Matt Slocomb Concept Forum: Proposed Feedlot – Treeton Road Acting Director Sustainable Development and Infrastructure, Nick Logan, presented on proposed feedlot at Lot 100 Treeton Road. Concept forums are closed to members of the public and press Concept Forum: COVID-19 Community Care Package Chief Executive Officer, Stephanie Addison-Brown, briefed Council on the proposed Community Care Package. Concept forums are closed to members of the public and press Also in Attendance: Manager Corporate Services, Andrew Ross, Manager Legal and Governance Services, Ian McLeod STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Local Government Act 1995 STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 5: Effective leadership and governance Community Outcome 1: Responsible ownership of outcomes Strategy 4: Provide Councillors with high quality and current information and training for effective decision making Service level strategy/plan 5.1.4.3: Conduct regular briefing sessions for Councillor and community on key issues and projects, prior to Ordinary Council meetings PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Implications Nil Long Term Financial Plan Nil Whole of Lifecycle considerations Nil SUSTAINABILITY IMPLICATIONS Environmental Nil Social Nil


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Economic Nil ADVOCACY Nil IMPLICATIONS OF ALTERNATIVE RESOLUTION Nil VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council receives the Notes of Councillor Agenda Briefing Sessions from 19 December 2019 to 25 March 2020. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS Nil RECOMMENDATION / COUNCIL DECISION CR KENNAUGH, CR DANIEL OM2020/64 That Council receives the Notes of Councillor Agenda Briefing Sessions from 19 December 2019 to 25 March 2020.

CARRIED 7/0


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11.2.

Sustainable Development and Infrastructure


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11.2.1 MODIFICATION NO. 3 TO RESERVE ON REDGATE STRUCTURE PLAN LOCATION/ADDRESS Lot 1032 Redgate Road, Witchcliffe APPLICANT/LANDOWNER Ahola Planning / Redgate Developments Pty. Ltd. FILE REFERENCE LND/150SP REPORT AUTHOR Matt Cuthbert, Acting Manager Planning and Development Services AUTHORISING OFFICER Nick Logan, Acting Director Sustainable Development and

Infrastructure IN BRIEF • A Structure Plan was adopted for the subject land and surrounds by the Western Australian

Planning Commission (WAPC) in 2016 (Modification No. 2). • The proponent has lodged a revised structure plan which includes a range of changes, most notably

being the recoding of proposed lots from R15 to R5. • This has been done for the purpose of allowing subdivision to proceed based upon on-site waste

water servicing rather than connection to a reticulated network as originally anticipated. • The Shire undertook a detailed assessment of servicing options for Witchcliffe throughout 2018/19

which concluded that a reticulated sewerage system servicing the broader townsite was not feasible.

RECOMMENDATION That Council recommends to the WAPC that the submitted Structure Plan be approved. LOCATION The subject land (portion of Lot 1032) is commonly referred to as ‘Reserve on Redgate’. It is a residential subdivision which is being progressively constructed on the southern side of Redgate Road. The land forms part of a broader area identified for future growth of the Witchcliffe townsite to a population of approximately 2000 persons. BACKGROUND An initial Structure Plan for Lot 1032 was approved in 2010 and premised on the connection of all lots to a future wastewater system which would service the entire townsite. The first stages of subdivision on the subject land preceded the intended sewerage infrastructure on the basis that it would be connected in the future. Dormant infrastructure was installed and contributions towards a future waste water system were taken at the time. Further stages of subdivision and modifications to the Structure Plan led to lots being created at larger lot sizes (greater than 2000m2) without connection to sewer. The Shire have been investigating whether or not to amend its strategic approach to the servicing of Witchcliffe for some time. A preliminary approach to the issue has been included in the draft Local Planning Strategy which has recently been provided with certification from the WAPC, allows it to be advertised for public consultation. The draft strategy recommends that the Shire support structure plan revisions for land west of the Bussell Highway (which would include the subject land) to allow the creation of 2000m2 lots and therefore to avoid the need to connect to conventional reticulated water services which are not available in the area. Subdivision has now progressed to the point where the majority of future lots would need to be of approximately 600m2 to accord with the requirements of the existing structure plan (see figure 2). The subject land is the final component of the Structure Plan which requires a higher density of subdivision and hence connection to a reticulated sewerage network.


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Figure 1 – Existing cadastre


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Figure 2 - Existing Structure Plan TABLED ITEMS Nil THE PROPOSAL The proponent describes the proposed modifications to the existing structure plan as follows:

1. Modify the density code of residential cells from R15 to R5 to provide for lots greater than 2,000m2 in size;

2. Rationalise the public open space by showing it to run parallel along Redgate Road to provide a

suitable buffer to development and make better use of existing land to be used for residential development purposes;

3. Show all the landscape buffer in the north west portion of the Structure Plan to extend along and

to be located at the rear of these residential lots;

4. Remove the requirement to construct a bund adjacent the existing olive grove on the land’s western boundary;

5. Minor road design changes in the north west portion of the land to satisfy vehicle access

requirements as set out in the Bushfire Management Plan;

Lots less than 2000m2 planned for this area.


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6. Show the location of a drainage reserve that has been created in accordance with engineering design drawings approved by Council and constructed in response to conditions set out under WAPC subdivision approval ref: 152350;

7. Update the legend and development requirements set out in Part One of the Structure Plan report

to clearly outline the requirement for Single House development for those lots abutting the southern and western boundary of the Structure Plan to be in accordance with the respective 80m and 60m rear setback line identified on the Structure Plan.

8. Removing reference to the presence of a mobile phone tower which has now been removed.

(see figure 2)

Figure 3 – Proposed Structure Plan. PLANNING FRAMEWORK Deemed Provisions The proponent was requested to delay the proposal so as the strategic planning process (Local Planning Strategy) could be concluded and thus provide certainty as to the Shire’s position with respect to servicing for Witchcliffe. The proponent declined to wait and requested that the proposal be advertised immediately.


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The Deemed Provisions to LPS1 require that notwithstanding what the Shire’s perspective may be with respect to a Structure Plan, if it is submitted together with all of the relevant information, it must be advertised. Local Planning Strategy 2020 (draft) The Strategy, which is in draft form and awaits advertising, identifies the subject land within precinct ‘W2’, within which the Strategy recommends a “structure plan modification to allow all 2000m2 lots” which is said to “provide a consistent supply of lots over the planning period.” Leeuwin Naturaliste Sub Regional Strategy (2019) The following observation is made by the WAPC as contained within the Strategy: “The absence of mains reticulated sewer and water create significant constraints to timely settlement. Proposals have been put forward to address these constraints through on-site waste water disposal, innovative (closed loop) waste water treatment systems and diversified water supply options.” CONSULTATION AND ADVICE The proposal has been subject to a process of public consultation. A total of 9 submissions were received, 5 being from community members and 4 from Government agencies and service providers. Two submissions of support (including one from the proponent) and 3 submissions of objection were received form community members. All Government submissions support the proposal (see Attachment 1 – schedule of submissions). Of most concern to objectors was the change to the rear setback line for southern most lots, which is explained in detail in the discussion section of this report. DISCUSSION Reduction of POS The total amount of POS provided for the site by the existing structure plan is 8.73%. An area of POS is currently shown on the structure plan over an area that contains mature vegetation in the form of large trees. The vegetation is an introduced species of eucalypt is fragmented by access ways and existing development and contains no understory. Should the R15 residential development cell be removed from the structure plan as is proposed, there will be no statutory basis for the provision of POS, on the basis that larger lots have the capacity to meet the recreational needs of residents ‘on site’. This is set out in WAPC Policy DC 2.5 – ‘Special Residential Zones’. However, given that the proposal structure plan provides for an extension of the landscape buffer fronting Redgate Road, there will be over 5% POS available on completion of the subdivision. Some of the existing vegetation will be able to be accommodated within the proposed lots given their large size. Removal of requirement for noise bund The existing structure plan requires a noise bund adjacent to an existing olive grove on the adjoining property. The purpose of the noise bund is understood to be the reduction of noise associated with the mechanical harvesting of olives. A study undertaken and supplied with the structure plan confirms that the 3.5m high bund would be highly ineffectual in dealing with noise to the point where it cannot be justified. Shire health officers support the findings of the report and are satisfied that future residents will not be subject to undue noise impacts if the need for the bund is removed. Change to density code The change to the density code responds to the proponents desire, as supported by the Shire’s draft LPS, to accommodate effluent disposal on each site rather than via a reticulated system which is not available west of the Bussell Highway. Rear setback Submissions received indicated that there was confusion amongst residents about the existing rear setback requirement. In short, many owners were not aware that it existed. Upon receiving correspondence from residents, the Shire together with the proponent provided affected residents with a historical account of the setback, the reasons for its existence and the impact of the proposed changes.


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An 80m setback has been in place since the initial approval of a Structure Plan for this site. The origin of the 80m setback line was a report prepared by consultant engaged by the subdivider to advise on a safe distance between water source collection and the neighbouring vineyard. This was refined through consultations with the Department of Health and environmental agencies. The nature of the setback has changed, in that initially, the rear-most 40m section was to be owned and managed by the Shire. The plan changed in 2014, and when the lots were created and this area became part of the privately owned lots. An error in the legend of the 3rd iteration of the structure plan endorsed in 2016 incorrectly referenced the 80m setback line as 40m setback. The relative position of that line as shown on the plan however, remained at 80m. Unfortunately, this has led to two existing dwellings being located closer than 80m to the boundary. The changes proposed, provide greater flexibility in the positioning of homes along the southern most extent of the subdivision. Currently, there is an 80m setback in place for all development. The proposal would allow development which is not connected to a tank which will be used for potable water purposes, to be located between 40m and 80m from the boundary. An example of how this might apply would be a single house located 80m from the boundary (the roof of which collects all necessary potable water) and an ancillary dwelling located 40m from the boundary with both sharing the same water tank. Effluent Disposal Both the Shire’s Environmental Heath staff and the State Department of Health are supportive of the proposal to service larger lots with on-site forms of effluent disposal. The ‘conditions’ of the structure plan require that prior to any future subdivision being supported, that site specific geotechnical studies are provided to determine the most effective system types and locations. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS The proposal is being progressed in line with the Deemed Provisions of LPS1 and the Planning and Development (Local Planning Scheme) Regulations 2015. STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 3: Managing growth sustainably. Community Outcome: Clearly define areas for growth and renewal Strategic Response: Implement LPS1 FINANCIAL IMPLICATIONS Nil SUSTAINABILITY IMPLICATIONS Environmental The proposed changes do not negatively impact upon the natural environment. Social The low level of submissions and the general support for the majority of proposed changes indicates that the proposal is acceptable to local residents. Economic The proposal will allow the remainder of the subdivision to progress thus completing the subdivision and allowing a steady release of lots into the market. ADVOCACY Nil IMPLICATIONS OF ALTERNATIVE RESOLUTION The Shire is not the final decision maker with respect to this proposal and therefore notwithstanding what Council’s recommendation might be, the WAPC has the opportunity to make their own decision.


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The proposal pre-empts the outcomes of the LPS which are relevant to the issue of servicing for Witchcliffe. The draft LPS however was prepared after detailed consideration of the issue which supports the intent of the subject proposal. Both the Council and the WAPC have noted and supported this outcome which is reflected in the draft LPS. VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council recommends to the WAPC, in accordance with clause 20(2)(e) of the Deemed Provisions of LPS1, that local structure plan (Lot 1032 Redgate Road, Witchcliffe – Modification No. 3) be approved. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Schedule of Submissions RECOMMENDATION / COUNCIL DECISION CR KENNAUGH, CR DANIEL OM2020/65 That Council recommends to the WAPC, in accordance with clause 20(2)(e) of the Deemed Provisions of LPS1, that local structure plan (Lot 1032 Redgate Road, Witchcliffe – Modification No. 3) be approved.

CARRIED 7/0


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11.2.2 PROPOSED STRUCTURE PLAN - LOT 36 KEVILL ROAD, MARGARET RIVER LOCATION/ADDRESS Lot 36 Kevill Road East, Margaret River APPLICANT/LANDOWNER Ahola Planning / Kevill Super Pty. Ltd. FILE REFERENCE LND/157 REPORT AUTHOR Matt Cuthbert, Acting Manager Planning and Development Services AUTHORISING OFFICER Nick Logan, Acting Director Sustainable Development and

Infrastructure IN BRIEF • The subject land is located within a rural residential precinct (‘RR17’) which has been identified as

having the potential for further subdivision, subject to a Structure Plan being prepared. • The proposal is a structure plan which sets out how the land could be subdivided into two lots. • The lot is densely vegetated and allowing further subdivision would introduce the need for clearing

for development, firebreaks and fire protection. • The proposal is counter to the Shire’s stated environmental objectives and policies and therefore it

is recommended for refusal. RECOMMENDATION That Council recommend to the WAPC that the submitted Structure Plan for Lot 36 Kevill Road not be approved. LOCATION The subject land is 3ha in size and has frontage to Kevil Road. It is a developed with a single house and outbuildings. The northern boundary of the site abuts a constructed pedestrian and emergency vehicle access reserve and the southern boundary abuts a reserve which encompasses a large area of native vegetation. Vegetation on the site forms part of an informal corridor which links the Yalgardup Brook with the Margaret River. A flora assessment undertaken of the site identifies that vegetation is of a marri-jarrah woodland type in excellent condition.


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Figure 1. Lot 36 Kevill Road, Margaret River TABLED ITEMS Nil THE PROPOSAL The proposal is a Structure Plan which has been prepared as a necessary precursor to the subdivision of the lot into two rural residential lots. The proposal consists of the plan itself together with a series of planning provisions which are intended to be applicable to the future subdivision and development of the resultant lots. PLANNING FRAMEWORK Schedule 7 of LPS1 includes the subject land within rural residential precinct RR17 to which the following planning provisions are applicable:


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The Shire has in place a suite of policies which provide direction for staff when considering proposals likely to have environmental impacts. A summary of policies and documents relevant to the consideration of the subject proposal are summarised below: Local Planning Strategy: “The re-subdivision of areas which display any of the following attributes are unlikely to be supported………significantly vegetated – subdivision of densely vegetated land would result in an undesirable environmental outcome, would likely put future residents at higher risk of bushfire, and have greater potential to be inconsistent with the environment and landscape provisions of the LNRSPP.” “Prohibit or minimise disturbance or clearing of any native vegetation.” Strategic Plan 2036: “Ensure habitats, corridors and refugia are identified and protected utilising land use planning incentives, community partnerships and operational activity” Environmental Elements of Sustainability Strategy: “Utilise planning process/ controls to protect vegetation from the threat of clearing.” Local Planning Scheme No. 1: “…recognise established rural-residential lifestyle development opportunities in strategic rural locations but to confine any further such development to land where such activities are consistent both with the provisions of the LNRSPP, the conservation of the significant landscape values and environmental attributes of the land and with appropriate fire management.” Objectives of the Rural Residential zone: (b) To recognise that the conservation of the physical, environmental and landscape characteristics of the land is paramount; (d) To facilitate the conservation of native vegetation and to promote revegetation with suitable indigenous species consistent with sound bushfire management practices; The WAPC released a sub-regional strategy for the Leeuwin Naturaliste Sub Region in 2019 which contains the following “strategic directions”:

• Balance bushfire risk, biodiversity conservation and economic growth. • Support identification in planning instruments of regional ecological corridors for biodiversity

and wildlife, to connect environmental assets. CONSULTATION AND ADVICE The proposal has been subject to a process of public consultation. A total of 10 submissions were received, 3 being from community members and 7 from Government agencies and service providers. All submissions from the community raised objection to the proposal on the basis of its potential negative environmental consequences. All submissions from Government agencies were of ‘no objection’ to the proposal with the exception of DFES, where support was later received based on modifications to the Bushfire Management Plan. It is noteworthy that the Department of Biodiversity Conservation and Attractions (DBCA) whilst expressing a preference against the subdivision, supported the environmental protection measures included within the proposal which would retain trees with habitat values. A detailed response to all submissions can be found at Attachment 2. DISCUSSION Bushfire A Bushfire Management Plan (BMP) accompanies the proposal and identifies that a future house on the proposed (additional) lot, could achieve a BAL 29 rating via the clearing of an Asset Protection Zone (APZ) between 21m and 27m from the outside face of the dwelling. This would result in an area impacted by clearing on the proposed new lot (361) of approximately 3600m2. The BMP was referred to DFES during the consultation period. In response DFES raised concerns regarding the information provided by way of the submitted BMP. The BMP was subsequently updated and DFES have now confirmed that the proposal is supported.


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Environment A flora and fauna assessment accompanies the proposal. It finds that vegetation on site is in excellent condition and that there are a large number of significant trees both with and without hollows that provide nesting opportunities for the endangered black cockatoo. Whilst no cockatoos or endangered western ringtail possums were observed on the site, the significant trees are recommended for retention. The proponent advises that vegetation on the site provides “a link between the forested areas around the Margaret River town site and coastal areas” and it is evident that a local link exists through the connection of the site with both private and public land joining Yalgardup Brook to the Margaret River. No rare or endangered flora were observed on the site. In response to the outcomes of the consultation process the proponent has expressed a willingness to modify the Structure Plan to reduce the proposed building envelopes from 2000m2 to 1600m2 and 1500m2 respectively. Both envelopes will continue to utilise existing access driveways. The envelopes avoid the majority of potential nesting trees and a condition of the Structure Plan requires retention of those significant trees identified as being inside the building envelope. A further modification has been suggested by the proponent which would result in the addition of a requirement for a Wildlife Impact Mitigation Plan which is intended to “detail the methods for any vegetation removal within the site to ensure the protection of any Western Ringtail Possums or other fauna that may be present”. This would be in addition to the requirement for a fauna spotter to be present at the time of tree removal.


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Figure 2. Nesting hollows (green) and substantial trees (orange) Significance of RR designation The fact that the site has been earmarked for possible future re-subdivision by way of it being designated within the ‘RR17’ area is an important consideration which needs to be taken into account in determining the Structure Plan. This designation should not be interpreted as committing Council to making a positive recommendation on a Structure Plan where it has been produced in accordance with the relevant provisions of Schedule 7. The Deemed Provisions to LPS1 require that Council provide to the WAPC “the local government’s assessment of the proposal based on appropriate planning principles”. In this regard the Shire’s planning principles are those things that are expressed through the numerous planning policies and documents which apply and which appropriately place the protection of the natural environment at the forefront of Councils decision making processes. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS The proposal is being progressed in line with the Deemed Provisions of LPS1 and the Planning and Development (Local Planning Scheme) Regulations 2015. STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 3: Managing growth sustainably. Community Outcome: Clearly define areas for growth and renewal Strategic Response: Implement LPS1 FINANCIAL IMPLICATIONS Nil Long Term Financial Plan Nil Whole of Lifecycle considerations Nil


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SUSTAINABILITY IMPLICATIONS Environmental The proposal if supported would result in clearing within an area of approximately 3600m2 of remnant vegetation classified as being in excellent condition. Social All public submissions received raised objection to the proposal which indicates a local awareness of the values of the site. Economic The Shire’s ‘environment first’ policy, places preservation of the environment ahead of economic imperatives when balancing the relative merits of a proposal. The economic benefit of one resultant lot and its future development would be minor. ADVOCACY Nil IMPLICATIONS OF ALTERNATIVE RESOLUTION The Shire is not the final decision maker with respect to this proposal and therefore notwithstanding what Council’s recommendation might be, the WAPC has the opportunity to make an alternative decision. If the WAPC refuse the plan, the applicant will have a right to request review of that decision by the State Administrative Tribunal (SAT). VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council: 1. Recommends to the WAPC in accordance with clause 20(2)(e) of the Deemed Provisions of LPS1

that local structure plan (Lot 36 Kevill Road East, Margaret River 17 February 2020) not be given final approval for the following reasons: a) The proposal would result in the clearing of native vegetation for the purposes of development

and fire protection. b) The vegetation located on the subject site has been evaluated as being in excellent condition

and contains habitat for the endangered black cockatoo and western ringtail possum. Clearing of the vegetation in the manner proposed would be detrimental to local fauna and would fragment an existing vegetation linkage.

c) Clearing of vegetation in a situation where it could otherwise have been prevented would be inconsistent with the Shire’s stated objective of preserving and protecting the natural environment.

d) The proposal is in conflict with the Shire’s Local Planning Strategy and Local Planning Scheme including the aims and objectives set out for the Rural Residential zone.

e) The proposal is inconsistent with the policies of the WAPC as expressed via the Leeuwin Naturalise Sub Regional Strategy (2019) which seeks to protect native vegetation “to the greatest possible extent”.

ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Schedule of Submissions Manager Legal and Governance left Chambers at 3.21pm Manager Legal and Governance re-entered Chambers at 3.26pm RECOMMENDATION / COUNCIL DECISION CR CRISTOFFANINI, CR GODDEN OM2020/66 That Council:


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1. Recommends to the WAPC in accordance with clause 20(2)(e) of the Deemed Provisions of LPS1 that local structure plan (Lot 36 Kevill Road East, Margaret River 17 February 2020) not be given final approval for the following reasons: a) The proposal would result in the clearing of native vegetation for the purposes of

development and fire protection. b) The vegetation located on the subject site has been evaluated as being in excellent

condition and contains habitat for the endangered black cockatoo and western ringtail possum. Clearing of the vegetation in the manner proposed would be detrimental to local fauna and would fragment an existing vegetation linkage.

c) Clearing of vegetation in a situation where it could otherwise have been prevented would be inconsistent with the Shire’s stated objective of preserving and protecting the natural environment.

d) The proposal is in conflict with the Shire’s Local Planning Strategy and Local Planning Scheme including the aims and objectives set out for the Rural Residential zone.

e) The proposal is inconsistent with the policies of the WAPC as expressed via the Leeuwin Naturalise Sub Regional Strategy (2019) which seeks to protect native vegetation “to the greatest possible extent”.

LOST 4/3 CRS EARL, MCLEOD, KENNAUGH AND DANIEL VOTED AGAINST

As the motion was lost, Cr Kennaugh moved the following alternative motion: REASON The alternative decision to approve the Structure plan was put forward as it was considered that the effects of re-subdividing Lot 36 Kevill Road were similar to that of other subdivisions that had occurred in the area, and that this land should be treated in the same manner. ALTERNATIVE CR KENNAUGH, CR DANIEL That Council recommends to the WAPC in accordance with clause 20(2)(e) of the Deemed Provisions of LPS1 that local structure plan (Lot 36 Kevill Road East, Margaret River 17 February 2020) be given final approval subject to the following modification: Adding at 4.1 (1) (e) of ‘Part One – Implementation’ of the Structure Plan: ‘The subdivider preparing and implementing a Wildlife Impact Mitigation Plan to detail the methods for any vegetation removal from the site to ensure the protection of Western Ringtail Possums, other fauna that may be present. The plan is to be provided to future owners of Lot 361’; and ‘A Revegetation Plan to be prepared and approved by Council showing areas to be rehabilitated between the Asset Protection Zone of the existing Dwelling on Proposed Lot 362 and the rear boundary and for the area of land in the south-west corner of Proposed Lot 361 located outside the 21m Asset Protection Zone from the proposed Building Envelope.’

0/0 Cr Godden moved the following amendment: REASON Cr Godden spoke to the amendment stating the additional wording makes it clear that there are two endangered species. The amendment also clarifies that it is not just about the species but their habitat, which is vital. AMENDMENT / COUNCIL DECISION CR GODDEN, CR MCLEOD OM2020/67 That the wording as shown in red be added: ‘The subdivider preparing and implementing a Wildlife Impact Mitigation Plan to detail the methods for any vegetation removal from the site to ensure the protection of Western Ringtail Possums, black cockatoos or other fauna and their habitat that may be present. The plan is to be provided to future owners of Lot 361’;


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CARRIED 6/1 CR DANIEL VOTED AGAINST

This then became the primary motion: PRIMARY MOTION / COUNCIL DECISION CR KENNAUGH, CR DANIEL OM2020/68 That Council recommends to the WAPC in accordance with clause 20(2)(e) of the Deemed Provisions of LPS1 that local structure plan (Lot 36 Kevill Road East, Margaret River 17 February 2020) be given final approval subject to the following modification: Adding at 4.1 (1) (e) of ‘Part One – Implementation’ of the Structure Plan: ‘The subdivider preparing and implementing a Wildlife Impact Mitigation Plan to detail the methods for any vegetation removal from the site to ensure the protection of Western Ringtail Possums, black cockatoos or other fauna and their habitat that may be present. The plan is to be provided to future owners of Lot 361’; and ‘A Revegetation Plan to be prepared and approved by Council showing areas to be rehabilitated between the Asset Protection Zone of the existing Dwelling on Proposed Lot 362 and the rear boundary and for the area of land in the south-west corner of Proposed Lot 361 located outside the 21m Asset Protection Zone from the proposed Building Envelope.’

CARRIED 4/3 CRS MELDRUM, GODDEN AND CRISTOFFANINI VOTED AGAINST


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11.2.3 SCHEME AMENDMENT 64 FOR FINAL ADOPTION - 35 (LOT 4) BUSSELL HIGHWAY, COWARAMUP LOCATION/ADDRESS 35 (Lot 4) Bussell Highway, Cowaramup APPLICANT/LANDOWNER Reidy FMK FILE REFERENCE PTY/1243 LND/1/64 REPORT AUTHOR Matt Slocomb, Strategic Planning Officer AUTHORISING OFFICER Nick Logan, A/Director Sustainable Development and Infrastructure

IN BRIEF • The proposal is to rezone a single ‘Residential’ zoned lot to Tourism. • Council initiated the amendment in November 2019 for consultation, which initially proposed to

rezone the site to ‘Town Centre’. • The Shire received 17 submissions in support of the proposal and one (1) in objection. Advice was

also provided by several government agencies. The key issue arising from consultation is traffic management.

• In response to submissions, the applicant changed the proposal to rezone the site to ‘Tourism’. • The proponent’s intention to use the site for coffee roasting and sales remains the same, and this

can be accommodated within the ‘Tourism’ zone. RECOMMENDATION That Council recommends to the WAPC that Amendment 64 be approved. LOCATION PLAN 35 (Lot 4) Bussell Highway, Cowaramup (the site) is 1320sqm in area, and currently zoned ‘Residential’ with a density of ‘R15’. The site is developed with an existing corrugated iron shed, which has historically been used for machinery storage with some evidence of previous use as a fuel station (See Figure 1 below).

Figure 1: Location Plan


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The site is located approximately 45m from Town Centre zoned land at the intersection of Peake Street and Bussell Highway and has frontage to Bussell Highway to the west and Waverley Road to the south. Land opposite on the western side of Bussell Highway is a reserve used for public utilities (communications infrastructure). Figure 2 below shows the current land use composition surrounding the site.

Figure 2: Surrounding Land Use Composition The site is relatively flat and contains some existing vegetation along its northern boundary. The site is serviced by reticulated water and contains an on-site effluent disposal system. Reticulated sewerage is available approximately 40m to the east along Waverley Road. The corrugated iron outbuilding located on site is considered to contribute to the village feel of Cowaramup and is representative of the historical status of Cowaramup as an agricultural centre, however is not of sufficient heritage significance to be included in the Shire’s Heritage Inventory. There is some evidence of the site being formerly used as a fuel station, with (currently unused) underground fuel tanks existing on the site. Any such use predates the Shires records and therefore would most likely pre-date requirements to obtain approvals. The site has been classified as ‘possibly contaminated’ in August 2018 by the Department of Water and Environmental Regulation, owing to the tanks remaining on the site. TABLED ITEMS Nil BACKGROUND The site was previously used as a depot for a transport company. It currently has approval for a non-conforming use for the storage of garden maintenance equipment. THE PROPOSAL The applicant is proposing to change the current ‘Residential’ zoning to ‘Tourism’.


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The rationale behind the rezoning is to enable the use of the premises as a drive through coffee outlet with an incidental roaster, which is considered under the Use Class of ‘Fast Food Outlet’ by the planning Scheme. This use is not permitted within the ‘Residential’ zone, and therefore a zoning change is required in order for the proposal to be entertained. If the rezoning is approved, the intended development will be subject to a separate development application process. It should be noted that the general nature of the rezoning does not commit the proponent or a future owner to any particular land use and a variety of different land uses could be pursued within the parameters of the Tourism zone, such as several types of licensed premises and accommodation types. If the subject amendment is ultimately approved by the Minister, a future development application for a drive through coffee shop will need to address: • Resolution of any outstanding contamination issues; • Potential off site impacts associated with coffee roasting; • Carparking; • Access from Bussell Highway which will require approval from Main Roads WA (however is unlikely

for the intended use); and • An appropriate form of effluent disposal. The proponent is aware of these matters, having discussed them with Shire staff. The proponents’ submission is appended to this report (Attachment 1). It should be noted that prior to the amendment being sent to the Western Australian Planning Commission for final approval the documents will need to be updated to reflect the applicant’s change of the proposal from ‘Town Centre’ to ‘Tourism’ zoning. PLANNING FRAMEWORK Local Planning Scheme No. 1 The Site is currently zoned ‘Residential’ in accordance with LPS1 with a density coding of R15. Within the Residential zone a fast food outlet (use class for a drive through coffee outlet) is an ‘X’ use, meaning that the use cannot occur without modification to LPS1 through a Scheme Amendment process. Local Planning Strategy The subject site is designated as ‘Tourism’ by the Local Planning Strategy (LPS). The proposal is consistent with the Shires Local Planning Strategy. Cowaramup Village Strategy The Shire’s Cowaramup Village Strategy (CVS) identifies the site for the purposes of Tourism Accommodation. The CVS contains a number of measures which guide the development of the Cowaramup town centre, a summary of some of the discussion points is outlined below: • The strategy sets out to maintain and enhance the distinct village atmosphere, distinctive building

forms, communal recreation and rural amenity; • In respect to the village structure, the strategy promotes a consolidated and compact centre, with

a clearly defined entry and exit point to provide orientation and be recognisable, allowing for interesting tourist or retail shops to be located to the north and south entry to the town to provide a sense of place;

• In respect to economic development, the strategy seeks to facilitate diverse precincts within the village centre for a variety of tourism and commercial opportunities and experiences and promote the use of industrial or disused, old or underutilised buildings for use by artists / musicians or start-up businesses.

The proposal is consistent with the CVS. Cowaramup Village Centre Design Guidelines The guidelines have been prepared to guide new development within the village, and are required to be applied in accordance with the local planning strategy. Of relevance to the subject proposal is the following objective of the guidelines:


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To preserve and enhance areas of architectural or historic character whilst encouraging new development to be innovative and complimentary to the existing authentic character and appearance of the traditional buildings of Cowaramup. The proposal will be assessed in greater detail against the Cowaramup Village Centre Design Guidelines at the development application stage. CONSULTATION AND ADVICE External Consultation The Shire received 17 submissions in support and one (1) in objection. Advice was also provided by several government agencies. The submissions have been included in a schedule of submissions as attached to this report (Attachment 2). The key issues arising from consultation are discussed below: Traffic Impacts The Shire received one objection from a community member regarding traffic impacts associated with the rezoning, specifically possible conflict between the intended use and Primary School on Waverly Road. Additionally, Main Roads, who are responsible for Bussell Highway (and a small portion of intersecting roads) do not support the proposal. A summary of Main Roads comments has been provided below: • Concerns that the proposal has the potential to significantly impact the operation of the Bussell

Highway/Waverley Road intersection and Bussell Highway/Waverley Road/Peake Street intersections, the resolution of which is complicated by the short distance between Peake Street and Waverly Road.

• There is limited space to accommodate upgrades for these intersections, it is therefore considered desirable to avoid further commercial uses with high traffic generating potential being established along Waverley Road to manage traffic demands and ensure a reasonable level of service at the Waverley Road intersection;

• The proponent will need to undertake a traffic impact assessment to determine requirements for upgrading/ improvements to the Waverley Road intersection, as well as provide a pro-rata contribution for upgrades required.

Main Roads recommended that the proposed commercial zoning not be supported, stating that a tourist accommodation use, as referenced in the Strategy, represents a more appropriate zoning and use for the site. In response to these comments the applicant has changed the proposal to a ‘Tourism’ zoning. A traffic impact assessment will need to be undertaken at the development application stage depending on the type of proposal that is pursued by the proponent. Whilst the ‘Tourism’ zoning is supported by Main Roads, this should not be construed as support for a drive through coffee shop as intended by the proponent. If it eventuates that the proponent’s development intentions cannot be accommodated on the site due to traffic and transport issues, there are a range of other land uses which could be explored. Contamination The site has been classified as ‘potentially contaminated”. The Department of Water and Environmental Regulation have advised that as the site “has been used for a potentially contaminating activity and hydrocarbon impacted groundwater has been identified on the site, the department considers that investigation for contamination, and if necessary, remediation and validation, will be required for this site prior to development to ensure the site is suitable for the proposed use”. And that as “potential contamination issues can be addressed at the development application stage, the department advises that it has no objection to the proposed Scheme Amendment.”


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Bushfire DFES requested the preparation of a bushfire management plan in order to undertake a detailed assessment of the proposal against the planning for bushfire protection criteria. The requirement for the submission of a Bushfire Management Plan is considered capable of being deferred to the development application stage for the following reasons: • Depending on the eventual use, some forms of development may not require assessment against

the bushfire planning framework, those that do will be picked up at the development application stage;

• The site is located within a residential built out area, wherein it is generally accepted that a lower level of documentation is required to support planning proposals; and

• The site has a high probability of meeting the Bushfire Protection Criteria, in that the site is not within close proximity to large areas of remnant vegetation, fronts Bussell Highway that provides immediate access to the north and south, connecting to Cowaramup Bay and Wirring Roads (east/west links) and is provided with reticulated water supply.

Retention of Shed Many submissions raised the importance of retaining the shed which currently exists on the property. The proponent has advised their intention is to retain the shed and incorporate it into future development of the site. Notwithstanding that the shed is not heritage listed, Shire officers support its retention and will have the opportunity to work through how best to achieve this via a future development application process. Internal Consultation Nil DISCUSSION / OFFICER COMMENTS Appropriateness of the Residential zoning The site is currently zoned for residential development. The prospect of residential development being realised at the site is considered to be low for the following reasons: • The existing structure on the site has not historically been used for residential purposes and would

be difficult to adapt for habitation. A commercial development would improve the chances of retention of the existing character building;

• The site may have subdivision potential at the current density, and in order to progress residential development it is likely that the existing structure would be removed, which is considered to be an undesirable outcome given the contribution the building makes to the streetscape and character of the village;

• The site is predominantly surrounded by non-residential uses, and the sites proximity to the existing Town Centre zone and the intersection of two busy roads would reduce amenity for residential development and be more suited to a commercial development;

• The potential contamination poses a greater impact and higher remediation standard if the site is to be used for habitation; and

• The amenity of the site for residential use is compromised by proximity to a busy highway. In this regard, a change from the exiting residential zoning is considered a positive outcome as it presents the best opportunity for the adaption of the structures on the site whilst maintaining some development potential for the site. Town Centre or Tourism? The amendment as originally initiated proposed a change of zoning to Town Centre. It has become evident however, through the consultation process, that ‘Tourism’ would be a more fitting zone, which would still maintain the ability of the proponent to pursue a coffee sales and roaster business. The reasons for this are: • The site is identified as tourism by the Shire current Local Planning strategy and therefore he

change would make it consistent with the Strategy and hence more likely to be supported; and • A change to tourism addresses, in part, Main Roads concerns.


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The Shire have been advised by the Department of Planning Lands and Heritage that a change to tourism does not necessitate any further consultation process to be undertaken. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Nil STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 3: Managing Growth Sustainably Community Outcome: Clearly defined areas for growth and renewal Strategic Response: Implement Local Planning Scheme. Service level strategy/plan: Provide Planning Services. PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Implications Nil Long Term Financial Plan Nil Whole of Lifecycle considerations Nil SUSTAINABILITY IMPLICATIONS Environmental The proposal provides a mechanism for potential contamination to be examined and rectified. Social The proposal is can accommodate the retention of a character building within the village centre. Economic The proposal will provide for additional employment and economic opportunities within the Cowaramup Village Centre. ADVOCACY Nil IMPLICATIONS OF ALTERNATIVE RESOLUTION The Shire is not the final decision maker with respect to this proposal and therefore notwithstanding what Council’s recommendation might be, the Minister for Planning has the opportunity to make an alternative decision. VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council: 1. Pursuant to the Planning and Development Act 2005 (as amended) and Regulation 50(3)(b) of the

Planning and Development (Local Planning Schemes) Regulations 2015 adopts Amendment 64 to Local Planning Scheme No.1 by amending the Scheme map to include 35 (Lot 4) Bussell Highway, Cowaramup within the Tourism zone, subject to the following modifications:

a) Update of the amendment documentation to reflect the change to the rezoning from ‘Town

Centre’ to ‘Tourism’. 2. Authorises affixing the common seal to Amendment 64.


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ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Scheme Amendment Proposal 2. Schedule of Submissions RECOMMENDATION / COUNCIL DECISION CR MELDRUM, CR EARL OM2020/69 That Council: 1. Pursuant to the Planning and Development Act 2005 (as amended) and Regulation 50(3)(b)

of the Planning and Development (Local Planning Schemes) Regulations 2015 adopts Amendment 64 to Local Planning Scheme No.1 by amending the Scheme map to include 35 (Lot 4) Bussell Highway, Cowaramup within the Tourism zone, subject to the following modifications:

b) Update of the amendment documentation to reflect the change to the rezoning from

‘Town Centre’ to ‘Tourism’. 2. Authorises affixing the common seal to Amendment 64.

CARRIED 7/0


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11.2.4 FLINDERS BAY ACCESSIBILITY AND SAFETY IMPROVEMENTS LOCATION/ADDRESS Reserve 24654 Davies Road, Augusta APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE RES/24654 REPORT AUTHOR Susie Elton, Project Planning Officer AUTHORISING OFFICER Nick Logan, A/Director Sustainable Development & Infrastructure

Cr Meldrum disclosed an impartiality interest in this Item at Item 3.2. IN BRIEF • The boat ramps at Flinders Bay were permanently closed to motorised vessels in 2014 to coincide

with the opening of the Augusta Boat Harbour. • Since the closure of the boat ramps, swimming and recreational water activities have increased in

popularity, with swimmers using the former boat ramps to gain assisted access to the water. • The matter of the assisted access and user safety has been the subject of extensive investigation,

research and debate with requests received to install a handrail and non-slip matting on the southernmost boat ramp.

• At its meeting on the 14 December Council supported a review and installation of appropriate signage at Flinders Bay boat ramps to warn potential users of the risks associated with using the ramps and for removal of the boat ramps be considered as part of community consultation scheduled for development of Flinders Bay Protection and Management Plan.

• Council endorsed the Flinders Bay Protection and Management Plan at its meeting on the 22 November 2017. This plan included a requirement to investigate removal of the boat ramps.

• At its meeting on 13 December 2017, Council approved the use of funds allocated for boat ramp handrails to address the matter of user safety by installing appropriate warning signs, balustrades and natural revetment on the two existing boat ramps directly adjoining the Flinders Bay finger jetty. In addition, Council supported the investigation into a design solution that would facilitate safer and superior ocean access for swimmers.

• Separate to, but related under the Shire’s Access and Inclusion Plan (AIP), is a requirement to investigate suitable locations for universal beach and water access.

• In order to develop the scope of requirements and key design criteria for a design solution that would facilitate safer and superior ocean access for swimmers a comprehensive community consultation process was carried out from 13 January to 31 March 2020.

• Approval is now sought for development of construction ready detailed design through approval of the scope of requirements and key design criteria.

RECOMMENDATION That Council: 1. Supports the design requirements in the Request for Quote (RFQ) for Flinders Bay Accessibility and

Safety Improvements to facilitate continuation of the construction ready detailed design RFQ process;

2. Supports the allocation of $20,000 in the budget for 2020-21 for landscape architectural services; and

3. Supports the formation of a Design Review Panel, appointed through an expression of interest process, consisting of relevant Shire Officers, two (2) representatives from Friends of Flinders Bay and (4) community representatives, with (2) positions reserved for people with a disability.


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LOCATION PLAN

TABLED ITEMS Nil BACKGROUND The popularity of swimming and recreational water activities at Flinders Bay has increased since it was designated a no boating area on Friday 21 November 2014, to coincide with the opening of the Augusta Boat Harbour. Swimmers are now permitted to enter into the area of the jetty and boat ramps, to swim under and around the jetty and walk on one of the boat ramps. Swimmers have also been using the boat ramps to enter the water. As the ramps were designed and constructed to cater for launching of boats, not for pedestrian access, there is a safety risk to users of slipping and falling when entering the water in this manner. Warning signs, balustrades and natural revetment on the two existing boat ramps directly adjoining the finger jetty have been installed to restrict access to the water, however, swimmers continue to use this mode of entry. In light of this, the Shire has repeatedly received requests to install a handrail and non-slip matting on the southernmost boat ramp. In addition, the Shire’s Access and Inclusion Plan (AIP) recommends investigation of suitable locations for the provision of universal access to the beach. In view of these considerations, Shire officers prepared a basic concept plan (Attachment 1 – Flinders Bay boat ramp reconfiguration and universal beach and water access) to serve as a consultation tool, demonstrating how universal access could be achieved at Flinders Bay. The purpose of this concept plan and consultation process was to guide preparation of the scope of requirements and key design criteria to inform development of Flinders Bay Accessibility and Safety Improvements detailed design. CONSULTATION AND ADVICE External Consultation • Augusta Chamber of Commerce (ACC) • Community Access and Inclusion Reference Group (CAIRG) • Augusta Community Development Association (ACDA) • Friends of Flinders Bay (FOFB) • Community members and visitors • Disabled Surfing WA • Department of Education, Swimming and Water Safety (SWS) • Local Government Insurance Services (LGIS) • Department of Transport (DoT)


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The engagement approach utilised for external consultation was based on the IAP2 community engagement framework. As per this framework, the Shire aspired to involve the community in development of the design requirements to address accessibility and safety improvements at Flinders Bay. Full details on the community engagement approach and feedback received is itemised in Attachment 2 Consultation Report – Flinders Bay Accessibility and Safety Improvements (Consultation Report). Internal Consultation • Asset Services • Environment and Landcare Services • Sustainable Development • Acting Manager Works DISCUSSION / OFFICER COMMENTS In response to repeated community request for a handrail in this location Shire officers undertook preliminary research into the feasibility of installing a handrail and non-slip matting on the southernmost boat ramp. The outcome of this research determined that it not possible to install a handrail that met the requirements of Australian Standard AS 1428.1-2009 Design for Access and Mobility due to the gradient of the boat ramp. Shire officers then sought guidance from Local Government Insurance Services (LGIS). LGIS advised that it would not be appropriate to install a handrail to facilitate assisted entry into the water, as it would create an invitation to pedestrians to use the boat ramp for access and, with that, an expectation that the ramp is suitable for access and free of foreseeable risks. In addition, LGIS stated that if the Shire chose to pursue this option and an incident occurred resulting in harm related to the ramp or handrail that the Shire may be in breach of duty of care, under the Civil Liability Act and the Occupiers Liability Act. On the basis of this advice Shire officers ceased investigation into this option. On 22 November 2017, Council endorsed the Flinders Bay Preservation and Management Plan (Management Plan) (Attachment 3). Extensive public consultation was carried out in relation to development of this management plan. The outcome was a community desire to focus on maintaining the ‘low key’ nature of the foreshore, with only minimal works seen as being required in order to cater for its use and more so for the Shire to focus on maintenance. This plan included a requirement to investigate the boat ramp removal following outcomes of a detailed coastal impact study. The Department of Transport (DoT) recommended planning for the removal of the boat ramps and jetty if they presented a hazard to public safety. In relation to the installation of a handrail, DoT concluded that it should be in accordance with access requirements and the decision to install a noncompliant handrail was in the hands of the Shire. To mitigate the safety hazard in the short term, the Shire erected balustrades, a natural revetment and appropriate warning signage. As required under the Management Plan, a detailed coastal impact study assessing the impact of removal of the boat ramps and jetty and need for stabilization works was carried out in 2018 by Shore Coastal (Attachment 4). This report provided four (4) options and the coastal engineering impacts of each option, as summarised below.

• Option 1: Removal of concrete ramps This would likely cause a reduction in beach width south of the boat ramp and increase variability of the beach north of the ramp, which would likely require ongoing management, sand nourishment and upgrading of the rock revetment north of the boat ramp. In addition, ancillary works may be required to retain access to the jetty.

• Option 2: Placement of rock on the ramp This may lead to marginal widening of the beach to the south and may potentially increase erosion on the north.

• Option 3: Construction of a decking over the old ramp structure This is expected to have limited impacts on the adjacent beaches and would improve the jetty whilst also covering the slippery ramp.

• Option 4: Installation of non-slip surface to boat ramp


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Limited impacts on the adjacent beaches. As detailed in the coastal engineering impacts of options, removal of the concrete boat ramps is not deemed a suitable option to mitigate this safety hazard as it would likely affect the beach in a manner that necessitates the requirement for ongoing management, sand nourishment and upgrading of the rock revetment. In addition, ancillary works may be required to retain access to the jetty. Evaluation of studies and advice Based on the advice received from DoT and LGIS, and the outcome of the coastal impact study Shire officers determined further investigations into a viable solution to mitigate the known safety risk, facilitate safer and superior ocean access for swimmers and provide universal access to the water were required. In response to this decision the Flinders Bay boat ramp reconfiguration and universal beach and water access concept plan (Concept Plan) was developed, utilising the coastal engineering advice received and the following key criteria. Key criteria:

• Community desire to limit the amount and visual amenity of any new infrastructure within Flinders Bay;

• Need and desire to harness this opportunity to provide universal access from the carpark to the boat ramp, beach and water; and

• Mitigate pedestrian risk of slipping on the ramps. The Concept Plan was then used as a tool to involve the community in determining the scope of requirements and key design criteria for Flinders Bay Accessibility and Safety Improvements design process. The consultation process was carried out from 13 January to 31 March 2020 as detailed in the Consultation Report (Attachment 2). As identified in the Consultation Report the majority of survey participants (55%) are in support of facilitating universal access and assisted water entry at Flinders Bay. The feedback from survey participants has been used, in conjunction with advice received from DoT, LGIS and the outcomes of the coastal impact study, to develop the following, Officer endorsed, scope of requirement and key design criteria. Scope of requirements • Preparation of construction ready detailed design and costing that addresses the key design

criteria with design developed in consultation with a suitably qualified access consultant and coastal engineer;

• Coastal analysis report of construction ready detailed design; • Access audit of construction ready detailed design; and • Architectural renders for community consultation purposes.

Key design criteria 1. Universal access

Design to include provision of the following: • Universal access ramp from the grassed area to the finger jetty, southern beach and ocean; • Universal access shower (with bench) located adjacent to universal water access; and • Beach wheelchair storage facility located adjacent to universal water access and universal access

shower.

2. Pedestrian access and safety Design to include provision of the following:

• Seek opportunities to enhance pedestrian access from northern to southern extents of beach; and • Restrict ocean access from existing concrete boat ramps in a manner that does not cause

detrimental coastal impact.

3. Retention of Amenity To ensure the ‘low key’ amenity of Flinders Bay is upheld the design needs to address the following:


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• Universal access ramp and hand rails to be to be as minimal as possible and sympathetically blend into existing amenity;

• Universal access ramp to sit within the footprint of the existing infrastructure; • Consideration given to alteration of the timber access platform to finger jetty and boat ramps to

facilitate design requirements; • Seek opportunity to reuse timber if existing access platform is removed; and • Ensure design does not impede views of the southern bay from the car park. The scope of requirements and key design criteria detailed forms the basis of RFQ042002 Landscape Architectural Services – Flinders Bay Boat Ramps Accessibility and Safety Improvements (RFQ Landscape Architectural Services) (Attachment 5) A Design Review Panel will be appointed to review and give feedback on development of the design to ensure conformity with the specified scope of requirements and key design criteria. The Design Review Panel will be appointed through an expression of interest process and will consist of relevant Shire officers, two (2) representatives from Friends of Flinders Bay and (4) community representatives, with (2) positions reserved for people with a disability. Upon formation, the Design Review Panel will collectively prepare an agreement of how to work together in a safe and achievable way, especially through COVID 19 and the design review process (which is anticipated to run for approximately six (6) months) designed to suit. Once the construction ready detailed design has been developed this item will be brought back to Council for endorsement. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Nil STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key result area 2: Welcoming, inclusive and healthy communities Community Outcome 3: Equal opportunities for all Strategic Response: Ensure Shire facilities and services are accessible for all Key result area 3: Ensuring sustainable development Community outcome 2: Liveable, sustainable and well-designed places that are inclusive for all cultures and demographics Strategic response: Develop and implement management plans for all Shire facilities and projects so they are well designed, sustainable, have aesthetic appeal and are accessible by all PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Implications It is predicted that the landscape architectural services required to develop the construction ready detailed design will cost approximately $20,000. An allocation for this amount has been requested in the budget for 2020-21 to allow this to occur. In addition, the design requirements provided to direct development of detailed design focus on the provision of universal access and safety improvements whilst minimising the extent of works. Paring the design down to the most basic requirements ensures limited resources are used in the most effective way, whilst meeting the needs of the community. In addition, the provision of construction ready detailed designs allows this project to be costed which facilitates application for relevant grant funding opportunities and/or funds allocated in the LTFP. Long Term Financial Plan The construction cost of this project is estimated at $200,000 to $400,000. Funding for implementation of Flinders Bay Accessibility and Safety Improvements will need to be added to the LTFP, which is currently under review.


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Whole of Lifecycle considerations Whole of life costs will be considered through the design and construction program. SUSTAINABILITY IMPLICATIONS Environmental For protection of the natural environment the RFQ necessitates the requirement for partnership with a coastal engineer throughout development of the design to ensure coastal impacts are considered through the entirety of the design process. Social Flinders Bay is recognised as being a socially, culturally and historically important place for a wide variety of community members and groups in the shire. It offers opportunity for low-key recreational activities such as swimming, stand-up paddle boarding, canoeing and picnicking. The design requirements of Flinders Bay Accessibility and Safety Improvements will provide for these to continue in a manner that facilitates inclusive use for a wider demographic. Economic Opportunity for recreational and social activities for people with a disability attracts both local people and visitors to the area and is an important element of the shire’s economic well-being. ADVOCACY Progression of Flinders Bay Accessibility and Safety Improvements advocates for all members of the community to have equitable access to partake in recreational opportunities. IMPLICATIONS OF ALTERNATIVE RESOLUTION This design process is being progressed to address known safety concerns and accessibility needs at Flinders Bay. If future use of the boat ramps is not resolved they will remain permanently closed which will subsequently continue to affect community members and tourist use and enjoyment of this popular recreational location. In addition, if not progressed the Shire will not be meeting the objectives of the AIP to investigate suitable locations for the provision of universal access to the beach. VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council: 1. Supports the design requirements in the Request for Quote (RFQ) for Flinders Bay Accessibility

and Safety Improvements to facilitate continuation of the construction ready detailed design RFQ process;



ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Flinders Bay Boat Ramp Reconfiguration and Universal Beach and Water Access Concept Plan 2. Consultation Report – Flinders Bay Accessibility and Safety Improvements 3. Flinders Bay Protection and Management Plan 2017 4. Old Flinders Bay Jetty and Boat Ramp Coastal Processes and Maintenance - Shore Coastal 2018 5. RFQ042002 Landscape Architectural Services – Flinders Bay Boat Ramps Accessibility and Safety

Improvements Cr Godden left Chambers at 3.49pm Cr Godden re-entered at 3.49pm


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RECOMMENDATION / COUNCIL DECISION CR EARL, CR KENNAUGH OM2020/70 That Council: 1. Supports the design requirements in the Request for Quote (RFQ) for Flinders Bay

Accessibility and Safety Improvements to facilitate continuation of the construction ready detailed design RFQ process;



LOST 5/2 CRS MELDRUM, MCLEOD, GODDEN, DANIEL AND CRISTOFFANINI VOTED AGAINST

As the motion was lost, Cr Meldrum moved the following alternative motion: REASON Cr Medlrum provided the following reasons: • A lack of community support for the compliant option detailed in the report. • The cost of the proposed improvements and likely budgetary limitations created by COVID19

deem this project not to be a priority. • A beach wheelchair is only feasible where the gradient of the access to the beach complies with

Australian Standards so should the proposed improvements not proceed, it will not be possible for a beach wheelchair to safely access the beach using the existing ramp.

With consent of the mover, Cr McLeod seconded the alternative motion with the additional wording as underlined, to ensure the site is within the Augusta region. ALTERNATIVE MOTION CR MELDRUM, CR MCLEOD That Council: 1. Notes the report including the advice relating to compliance and insurance in regard to the

options explored. 2. Does not proceed further with the accessibility and safety improvements for Flinders Bay

jetty, as outlined in this report. 3. Requests the CEO to implement low cost improvements including a shower hose and bench

near the existing shower block at Flinders Bay for use by people with disability following specific feedback from the community consultation exercise.

4. Requests the CEO to conduct further investigations to determine the most appropriate site within the Shire to provide universal access to a swimming beach in and around the Augusta region, including possible provision of a beach wheelchair.

0/0 Cr Godden moved the following amendment: REASON To reduce the slip hazard. AMENDMENT CR GODDEN, CR That the following be added as point 5: 5. Requests the CEO to implement high pressure cleaning of the ramps.

0/0 The CEO advised caution as this implies it improves safety, which it does not. The CEO also advised that high pressure cleaning is part of regular maintenance. Cr Godden withdrew the amendment.


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Debate continued on the primary alternative motion: ALTERNATIVE MOTION / COUNCIL DECISION CR MELDRUM, CR MCLEOD OM2020/71 That Council: 1. Notes the report including the advice relating to compliance and insurance in regard to the

options explored. 2. Does not proceed further with the accessibility and safety improvements for Flinders Bay

jetty, as outlined in this report. 3. Requests the CEO to implement low cost improvements including a shower hose and bench

near the existing shower block at Flinders Bay for use by people with disability following specific feedback from the community consultation exercise.

4. Requests the CEO to conduct further investigations to determine the most appropriate site within the Shire to provide universal access to a swimming beach in and around the Augusta region, including possible provision of a beach wheelchair.

CARRIED 7/0


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11.2.5 WADANDI TRACK - CARTERS ROAD UNDERPASS FEASIBILITY STUDY LOCATION/ADDRESS Reserve 47049 and Reserve 39689 Carters Road, Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE TPT/4 REPORT AUTHOR Susie Elton, Project Planning Officer AUTHORISING OFFICER Nick Logan, Acting Director Sustainable Development & Infrastructure

IN BRIEF • In 2018 the Leeuwin Naturaliste 2050 Cycling Strategy recommended construction of an underpass

where the Wadandi Track intersects with Carters Road. • A road safety inspection was undertaken by GHD in 2018 that identified safety hazards of restricted

sight distance to pedestrians and risk of vehicle/pedestrian collision due to curvature of the road. • In 2019, the Shire received a Department of Transport (DoT) WA Bicycle Network Grant (WABN

grant) to prepare an underpass feasibility study, to include a detailed feature survey, geotechnical testing, civil engineering design, cost estimation and development of the construction methodology.

• Following a Request for Quotation process, Wood and Grieve Engineers (now Stantec) were appointed in 2019 to produce the detailed design, cost estimation and construction methodology.

• Shire officers developed the Wadandi Track – Carters Road Feasibility Study in partnership with Stantec and DoT.

• Due to the reciprocal relationship, the Margaret River Walk and Off-Road Community Reference Group (CRG) provided feedback on this proposal as part of the 2019-20 Margaret River Precinct Plan and Walk and Off Road Cycle Strategy engagement process.

• Construction of this underpass has also been identified as a priority project of the draft Walk and Off Road Cycle Strategy Margaret River 2020-2024.

• Formal Council endorsement of the feasibility study is now sought so the project can be considered for inclusion in the Shire’s Long Term Financial Plan.

RECOMMENDATION That Council endorses the finding of the Wadandi Track - Carters Road Underpass Feasibility Study and considers inclusion of this project in the Long Term Financial Plan for construction in 2022-23. LOCATION PLAN


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TABLED ITEMS Nil BACKGROUND The Leeuwin Naturaliste 2050 Cycling Strategy identifies the 108km long Wadandi Track as the north-south spine of the sub-region's future cycling network. Based on the community consultation conducted during development of the strategy, construction of underpass at Carters Road was identified as priority project for completion within 3 years (Action No. 5 of the Developing Tourist Trails section). The Shire, City of Busselton and National Trust WA developed a masterplan for the Wadandi Track several years ago and have been progressively constructing new sections, as funding permits. An underpass at Carters Road was not identified in the masterplan. The South West Mountain Bike Masterplan has since identified Margaret River as a mountain bike (MTB) trail town of national significance and states that the Wadandi Track provides access to several MTB trail sites including new MTB and walking trails constructed in Wooditjup National Park. Margaret River has experienced significant growth in MTB use over the last ten years. Parks & Wildlife (DBCA) led planning for further MTB (and walk) trail development in Wooditjup National Park has specifically identified the need for an underpass on the Wadandi Track at Carters Road. In addition, this need has been further solidified through the draft Walk and Off Road Cycle Strategy Margaret River 2020-24 where construction of an underpass where Carters Road intersects with Wadandi Track has been identified as a priority project. DBCA and MRORCA support the proposed underpass. CONSULTATION AND ADVICE External Consultation • Margaret River Walk and Off Road Cycling Community Reference Group (CRG) • Department of Transport (DoT) • Community Access and Inclusion Reference Group (CAIRG) • Department of Biodiversity, Conservation and Attractions (DBCA) • Margaret River Off Road Cycling Association (MRORCA) • Community members and visitors • GHD PTY Ltd (GHD) • Survey South • Construction Sciences • Stantec Internal Consultation • Asset Services • Environment and Landcare Services • Works DISCUSSION / OFFICER COMMENTS A Department of Transport (DoT) bike network grant, awarded in 2019, has allowed Shire officers to develop the Wadandi Track – Carters Road Underpass Feasibility Study (The Study) (Attachment 1) with the purpose being to provide a detailed understanding of the feasibility of a pedestrian and cycle underpass where the Wadandi Track crosses Carters Road, Margaret River. In addition, the grant agreement contract stipulates the Shires reporting requirements to DoT with Council endorsement of the Study specified as part of this. The Study provides certainty that an underpass for pedestrians and cyclists could be constructed and is the preferred option to improve pedestrian and cyclist safety where Wadandi Track intersects with Carters Road. This is because it completely eliminates the risk of conflict between trail users and passing traffic. The Study also includes a detailed analysis of the costs and impact of the construction associated with development of this structure that will assist with consideration of funding in the Shire’s Long Term Financial Plan, future grant applications and in determining a suitable construction methodology.


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Growth in trail tourism in Western Australia occurs as visitors – both international and domestic – are seeking interesting, challenging and unique experiences as part of their holidays and travel. Development of the Wadandi Track – Carters Road underpass would facilitate safe and enjoyable trail experiences on one of the most significant trails in this region. Key components of the Study include: Justification • The importance of trail development for regional tourism. • Development of the Wadandi Track as a world-class tourism and educational walking and cycling

trail spanning the former 109km railway corridor from the Busselton Jetty to the former Flinders Bay Jetty in Augusta.

• Wadandi Track within the town site of Margaret River serving as a conduit between the town centre, tourist information centre, recreation centre, civic and cultural precinct, schools, shops and MTB trails in the nearby Wooditjup National Park.

Problem definition The horizontal geometry of Carters Road (bend) and vertical geometry of the Wadandi Track crossing provide less than adequate sight distance for trail users in an 80 km/h speed zone creating potential for vehicle/pedestrian collision. Construction of a pedestrian and cycle underpass at this location would eliminate the risk of conflict between trail users and passing traffic. Technical references • Road safety audit • Detailed feature survey • Geotechnical testing Solution description Stantec has developed a proposal that meets Austroads Standards. The total length of the proposed underpass, as shown below, is approximately 21m and will be constructed via a culvert made from 18 reinforced box culverts, each 1.2m wide. The culvert will be 3.0m wide by 2.4m high to provide for safe passage of two-way bicycle and pedestrian traffic. Rock pitching will be used to blend the culvert into the existing landscape with lighting consisting of solar powered LED dome lights. The structure has a design life of 100 years.

Design requirements (Austroads 2010) • Adequate path width and/or bicycle lane width and horizontal clearances to objects (e.g. walls,

safety barriers, kerbs, fences, poles, street furniture etc); • Adequate vertical clearance, particularly in underpasses; • Good sight lines into and through structures; • A smooth surface that is not slippery under any conditions including the surface of expansion

joints; • Adequate turning radii at changes of direction on pedestrian/cyclist overpasses and underpasses;

and • Adequate drainage particularly at each end of underpasses. Solution impact


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Construction of an underpass where the Wadandi Track crosses Carters Road would remove all of the safety issues identified in the GHD Road Safety Audit and eliminate the risk of conflict between Wadandi Track users and passing traffic. In addition, this solution has been designed in a manner to remain functional throughout its 100-year design life with limited ongoing maintenance. Construction impact To construct an underpass where Wadandi Track crossing Carters Road would require full road closure between Bussell Highway and Burnside Road for a minimum period of six weeks. As Carters Road is identified as a regional distributor that links significant destinations and serves to effectively move people and goods within and beyond regional areas, the 6 week closure will cause frustration to the general public through time delays and the need to take alternative routes. To mitigate the impact of road closures, the Shire would need to ensure adequate detours can be implemented and works scheduled at the most appropriate time (considering events, school holidays etc and suitable weather for construction). Cost The anticipated cost range for construction of this underpass, as per the detailed design provided by Stantec, is between $503,000 (lower project cost) and $800,000 (upper project cost) with the figure for anticipated cost being $566,000.00, including capital, project costs , 50% contingency, approach path provisional works and Telstra realignment. Whole of life costs The whole of life costs represents the total expense of the underpass over its entire life, from purchasing to disposal. As the underpass has a design life of 100 years, with minimal ongoing maintenance requirements, the annual service cost to the community, based on the anticipated cost of $566,000.00, is $5660 per annum (ie 1% of construction cost). Analysis of Alternative Options Options considered and viability include:

Option Option Viability

Encourage walkers and cyclists to wear PPE when travelling across Carters Road.

As this route is used by a wide variety of users, it would not be feasible to assume that all users would have PPE available to use and as such, this option is the least effective option available.

Speed limit reduction

Approval was sought from Main Roads to reduce the speed limit through this area. As Main Roads do not approve a speed reduction in this area, this option was excluded.

Ongoing pruning and signage improvements

As identified in the Road Safety Inspection pruning and signage improvements could be implemented as a means to aid improved sightlines. This option could be a viable short-term option.

Pedestrian and cyclist underpass Construction of an underpass would physically remove the hazard and all of the safety issues identified. This is the most effective option.

STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Nil STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key result area 2: Welcoming, inclusive and healthy communities Community Outcome 5: Active, healthy and safe lifestyles Key result area 3: Ensuring sustainable development


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Community outcome 6: Connected and safe transport network Strategic Response: Develop and maintain a high quality road, cycleway and footpath network throughout the shire in partnership will all levels of government Service level strategy/plan: 3.6.1.6 Ongoing extension to the Wadandi track in collaboration with the City of Busselton PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Implications Development of this Feasibility Study and provision of construction ready detailed designs and costing allows funds for construction to be considered in the Shire’s Long Term Financial Plan. In addition, the provision of construction ready detailed designs provided opportunities to seek funding from alternative sources such as the WABN grant scheme. Long Term Financial Plan Construction of Wadandi Track – Carters Road Underpass would need to be reflected in the Shire’s Long Term Financial Plan, which is currently under review. Whole of Lifecycle considerations Wadandi Track – Carters Road underpass has a design life of 100 years and minimal ongoing maintenance requirements. Understanding the initial construction cost and ongoing service costs to the community is considered of high importance in determining the feasibility of this project. SUSTAINABILITY IMPLICATIONS Environmental This project supports value, protection and enhancement of the natural environment through the provision of strategic access routes that offer safe, accessible and enjoyable trail experiences for all users. Social This project contributes to multiple health, lifestyle and social benefits including; improved pedestrian and cyclist safety, encouragement of increased frequency of outdoor physical activity and increased opportunities for social interaction and development of community identity through participation in trail activities, maintenance and conservation. Economic Improvements to the safety and usability of the Wadandi Track influences economic stimulus of the local economy through furthering employment and business opportunities in trail development, management, maintenance, events, and supporting products and services and supporting trail tourism growth in the region. ADVOCACY The creation of safe connected trail networks provide low cost facilities for recreation accessible to many different groups in the community. IMPLICATIONS OF ALTERNATIVE RESOLUTION Wadandi Track - Carters Road Underpass Feasibility Study, detailed design, construction methodology and costings were developed to address known safety concerns. If not supported this known safety risk will continue into the future. VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council endorses the finding of the Wadandi Track - Carters Road Underpass Feasibility Study and considers inclusion of this project in the Long Term Financial Plan for construction in 2022-23.


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ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Wadandi Track - Carters Road Underpass Feasibility Study RECOMMENDATION CR, CR That Council endorses the finding of the Wadandi Track - Carters Road Underpass Feasibility Study and considers inclusion of this project in the Long Term Financial Plan for construction in 2022-23.

0/0 Cr Mcleod moved the following procedural motion: PROCEDURAL MOTION / COUNCIL DECISION Cr McLeod, Cr Cristoffanini OM2020/72 That the item be deferred to 24 June 2020 to allow for a concept forum, site visit and further information.

CARRIED 7/0


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11.2.6 REDMAN BROOK MANAGEMENT PLAN FINAL ADOPTION LOCATION/ADDRESS Flinders Bay, Augusta APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE RES/24538 RES/24537 RES/24653 REPORT AUTHOR Merryn Delaney, Senior Environment Officer AUTHORISING OFFICER David Nicolson Manager Asset Services

Cr Daniel disclosed a proximity interest in this Item at Item 3.2.and left Chambers at 4.12pm IN BRIEF • At the Council meeting on 27 November 2019, Council endorsed the release of the draft Redman

Brook Action Plan for public comment for a period of 21 days. • The advertising period was extended over the Christmas holidays and closed on the 12 Feb 2020. • Twelve (12) submissions were received during the submission period as shown in the attached

summary of submissions. • Comments have been noted, with some changes to the recommendations suggested to reflect

community views. • The plan includes a series of prioritised recommendations to protect and enhance the values of the

reserve. • Implementation of the plan will be carried out over a number of years with the support of community

volunteers. RECOMMENDATION That Council: 1. Endorses the Redman Brook Action Plan with the following amendments:

a) Recommendation IV - remove recommendation IV from plan regarding the change of reserve vesting as this is unlikely to add any additional protection to the creekline;

b) Recommendation VI - remove from plan the interpretive walk along the creekline as it is not a priority;

c) Recommendation 1.5 - remove from plan as there is little to no support for fencing of the drain and it is not essential;

d) Recommendation 2.8 change to Low priority; and e) Recommendation 2.9 change to Low priority.

2. Supports the efforts and involvement of community volunteers via a friends group that will assist

with implementation of many of the actions in the plan.


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LOCATION PLAN

TABLED ITEMS


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Nil BACKGROUND The historic settlement of Flinders Bay is iconic and unique part of the Augusta Margaret River Shire. The precinct is highly regarded by all residents in the community, with a strong sense of ownership by those that live in the settlement. A protection and management plan for Flinders Bay was developed in 2017, which identified a single broad based recommendation for Redman Brook. The recommendation was to undertake staged weed control and landscaping within Redman Brook using native species, which ‘match’ with the existing aesthetic. This recommendation was further refined to provide staff and interested community volunteers with the detail required to confidently undertake works in this area. The creek line contains a mix of ornamental and native species and some weeds of national significance, which require control. This refinement required more detailed planning and consultation to determine the weed control and landscaping that was to occur in this area and guide management actions over the next five plus years. This Action Plan was prepared to guide management of the reserve. There has also been interest from the community to establish a small Friends of Reserve Group that are committed to undertaking on-ground work along the creekline. When a Friends group is involved in works on a Shire reserve, it is important to have a comprehensive plan in place to guide their actions and ensure the work has the formal support of Council. The draft Redman Brook Action Plan was released for Public comment following the 27 November 2019 Council meeting. The Action Plan is now presented to council for final adoption. The Redman Brook Action Plan included the following key measure:

• A program for slow staged weed control and revegetation of the creek line. • A list of priority weeds for control including weeds of national significance • A species list for revegetation and planting plans • Actions that Involve a Friends Groups and volunteers in the on-ground implementation • Recommendations regarding Walk trail access

CONSULTATION AND ADVICE External Consultation Community consultation was a key element of the project and critical for the development of the recommendations of the plan.

The preparation of this plan included four elements: 1. Conversations with stakeholders with a key interest in the Redman Brook; 2. Community onsite meeting and field walk; 3. Provision for consideration of written submissions from the community; and 4. Formal advertising and public comment period of the draft plan. Stakeholders contacted in relation to the development of this plan included:

• Shire of Augusta Margaret River - Asset Services, Planning Services, and Works • Friends of Flinders Bay • Neighbouring landholders • Augusta Land and Coast Care • Augusta Community Nursey • Interested community members • Representative of Undalup Association

An onsite community meeting was held on the afternoon of Saturday the 20 April 2019. This meeting was specifically scheduled to coincide with the Easter long weekend and maximise the opportunity for landholders able to attend. The meeting was well attended with over 30 people present and provided


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an opportunity for the community to hear about the project and to provide comment, feedback and ideas.

In addition to the feedback received during the site meeting, a number of written submissions were received providing additional detail or feedback in relation to specific elements within the scope of the plan. Council briefing session was held and subsequently the Plan was presented to Council for approval to be released a public comment period of 21 days to allow the community to view the Draft plan and make any final submissions. Twelve (12) Submissions were received in the public comment period (see summary of submissions). The plan has been amended to reflect the feedback received. Internal Consultation An internal reference group was established at the commencement of the project comprising staff from Environment and Landcare Services, Asset Services, Planning and Development Services, Community Emergency Services and Works. The group met several times with the consultants during the development of the plan to discuss key issues. DISCUSSION / OFFICER COMMENTS Feedback during the public consultation period focussed on two key recommendations, which were:

1.3 Review the recommendation of the Flinders Bay Precinct Master Plan to pipe and Turf the drain portion of section 1 and strongly consider revegetation and rehabilitation of creek line revegetation. There is the potential to reinstate the ecological and amenity values of this stretch through battering of the banks (or just the southern bank and revegetation). This concept appears to have the support of many within the community. Investigation of this option would require detailed consultation with the Friends of Flinders Bay and community.

There was a variety of views on this matter, with some supporting the pipe and fill method that was originally recommended in the Flinders Bay Master Plan and others wanting the creekline restored to a natural state. The Redman Brook Action Plan suggests this recommendation should be revisited with the community prior to any works being undertaken. A cost analysis of both options should be considered and presented to the community during the consultation.

3.4 Reinstate informal path along the Western Edge of the brook in consultation with the adjoining landholders.

There is a significant encroachment (garden and a shed) into the reserve on the western edge of the brook, which has prevented people from accessing the informal walk trail that once existed in this area. The reserve boundary does run very close to the house on this property, which generates privacy concerns for this resident when people walk through this area. The majority of the community responses wanted to see this trail reinstated. It is generally considered inappropriate for people to assume ownership of public land and the Shire must maintain a consistent approach to managing reserve encroachments. This encroachment should be investigated and the walk trail reinstated in consultation with the land holder as per recommendation 3.4. Throughout the preparation of the Action Plan, three separate working bees were held in which Flinders Bay residents were invited to become involved with “hands on” weed control and rehabilitation works with the aim to form a Friends Of Group. These working bees were mostly attended by existing members of the Augusta Land and Coast Care group that have been undertaking weed control and revegetation work around Augusta town site for many years and have successfully rehabilitated the Hardy Inlet foreshore area. This group have offered to spend one morning per fortnight at the Redman Brook site to undertake weed control and revegetation works and support the project. There are some very significant environmental weeds growing in this area, including weeds of national significance that cannot be left unchecked. The plan makes recommendations around removal of the significant environmental weeds and a slow staged approach for weed control and replacement planting in some locations along the creek line. The aim long term is for an attractive and colourful revegetation project incorporating a mix of native species and retaining some ornamental species that can be easily maintained.


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Other key items in the plan included a list of species to be included in the creekline revegetation. There was a variety of opinion on whether native or ornamental species should be included in the revegetation cells. The revegetation list includes a colourful mix of native species that would be planted in small revegetation cells as weeds are removed. The plan also lists the priority weeds for removal, there may be an opportunity for some of the existing ornamental species to remain in the creek line such as some of the canna and hydrangea species if it is felt they can be contained and won’t become a weed issue in the creek line. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Nil STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 1: Valuing, protecting and enhancing the natural environment Community Outcome 3: Healthy forests and natural landscapes Strategy: Proactively manage Shire reserves and provide incentives for weed control, feral animal control and bushland management to extend Shire support for conservation on private land. Community Outcome 4: Continued Unique and Iconic Coastal Landscapes Strategy 1: Plan effectively to protect coastal and other key landscapes. PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Implications The plan will be implemented progressively over a number of years and will involve the assistance of a weed contractor to assist the work of volunteers, the purchase of some plants and tools for planting and support. Most of these costs can be covered with the Shires existing weed and reserve management budgets. The management plan provides for a more targeted and coordinated works program and provides volunteers with confidence that there work has the support of the council. Long Term Financial Plan Nil Whole of Lifecycle considerations Nil SUSTAINABILITY IMPLICATIONS Environmental Flinders Bay is an important environmental asset. The Action Plan will guide future actions to protect the health of Flinders Bay. It will also provide help to prioritise works and provide resources to where they are most required, including the removal of key weed species. The reserve also sits adjacent to the Leeuwin Naturaliste National Park and as a good neighbour the Shire has a responsibility to prevent the spread of invasive weds into the National Park. Social Flinders Bay is recognised as being a socially and culturally important place for the community. It provides opportunity for low-key recreational activities, such as swimming, walking, fishing and picnicking. The settlement is also historically significant and the Redman Brook, which runs through the middle of the settlement, creates a great visual aesthetic and is highly valued by those that live and visit the area. Economic The historical Flinders Bay settlement, local beaches and natural environment attracts visitors to the area, generating income for local businesses. The changes to the creek line will improve the appearance of the Flinders Bay area.


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Early intervention and prevention of invasive weed species is the most cost effective means of weed control. Many of the weeds in this area, including the mile a minute creeper and dolichols pea, are starting to creep over peppermint trees in the precinct and will create a more significant problem if not managed. ADVOCACY Nil IMPLICATIONS OF ALTERNATIVE RESOLUTION Nil VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council: 1. Endorses the Redman Brook Action Plan with the following amendments:





2. Supports the efforts and involvement of community volunteers via a friends group that will assist

with implementation of many of the actions in the plan. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Summary of Submissions 2. Redman Brook Action Plan RECOMMENDATION / COUNCIL DECISION CR MELDRUM, CR GODDEN OM2020/73 That Council: 1. Endorses the Redman Brook Action Plan with the following amendments:





2. Supports the efforts and involvement of community volunteers via a friends group that will

assist with implementation of many of the actions in the plan. CARRIED 6/0

Cr Daniel re-entered Chambers at 4.14pm


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11.3. Corporate and Community

Services


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11.3.1 LIST OF PAYMENTS MARCH 2020 LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE FIN/42 REPORT AUTHOR Stacey Harvey, Finance Officer, Accounts Payable AUTHORISING OFFICER James Shepherd, Director Corporate & Community Services

IN BRIEF It is a requirement of the Local Government (Financial Management) Regulations 1996 that payments made under delegated authority by the CEO are reported to Council on a monthly basis showing details of each account paid since the last such list was prepared. RECOMMENDATION That Council notes the March 2020 List of Payments for $8,517,264.69 as certified correct by the Chief Executive Officer. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND Where Council has delegated authority to the CEO to make payments from the Shire’s bank accounts then under Local Government (Financial Management) Regulations 1996, Regulation 13 (1) a list of such payments is to be prepared each month for noting by Council. CONSULTATION AND ADVICE External Consultation Nil Internal Consultation Nil DISCUSSION / OFFICER COMMENTS Table 1 below provides a summary of the payments made and Table 2 makes comparison between payments for the 2018-19 and 2019-20 financial years. The List of Payments attachment provides further details as required under Regulation 13 (1). These details are as follows.

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

In order to improve operational efficiency and reduce costs, the Shire’s Finance team continually liaise with creditors paid by cheque to encourage them to switch to EFT.


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TABLE 1 – SUMMARY OF PAYMENTS MADE IN THE MONTH MARCH 2020

MODE OF PAYMENT CHEQUE / EFT NUMBERS AMOUNT

Cheques 42459 - 42461 $511.47 EFT 75217 - 75792 $3,709,208.00

Direct Debits $4,807,545.22 TOTAL $8,517,264.69

TABLE 2 – COMPARISON WITH PRIOR YEAR OF PAYMENTS

MONTH CHEQUES EFT/DD TOTAL PMTS CUMULATIVE CHEQUES EFT/DD TOTAL PMTS CUMULATIVE

2018-19 2018-19 2018-19 PAYMENTS 2019-20 2019-20 2019-20 PAYMENTS

JULY 26,103.88 5,421,569.55 5,447,673.43 5,447,673.43 4,869.95 5,279,604.72 5,284,474.67 5,284,474.67 AUGUST 24,324.24 3,479,792.07 3,504,116.31 8,951,789.74 0.00 2,813,479.48 2,813,479.48 8,097,954.15

SEPTEMBER 12,292.40 3,829,327.80 3,841,620.20 12,793,409.94 1,460.04 3,838,673.94 3,840,133.98 11,938,088.13 OCTOBER 16,100.80 12,583,756.59 12,599,857.39 25,393,267.33 593.05 11,323,915.09 11,324,508.14 23,262,596.27

NOVEMBER 18,922.59 4,513,582.09 4,532,504.68 29,925,772.01 776.75 3,284,744.97 3,285,744.97 26,548,341.24 DECEMBER 26,683.06 4,637,340.93 4,664,023.99 34,589,796.00 1,379.75 4,879,911.54 4,880,495.29 31,428,836.53 JANUARY 39,638.36 3,969,206.46 4,008,844.82 38,598,640.82 2,231.00 3,600,470.14 3,602,701.14 35,031,537.67

FEBRUARY 24,695.30 3,222,690.77 3,247,386.07 41,846,026.89 3,726.00 9,042,817.14 9,046,543.14 44,078,080.81 MARCH 23,851.36 3,494,760.00 3,518,611.36 45,364,638.25 511.47 8,516,753.22 8,517,264.69 52,595,345.50 APRIL 51,672.65 3,701,615.40 3,753,288.05 49,117,926.30 MAY 21,246.69 4,085,730.80 4,106,977.49 53,224,903.79 JUNE 39,968.10 4,897,066.12 4,937,034.22 58,161,938.01

325,499.43 57,836,438.58 58,161,938.01


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STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Local Government Act 1995, s 6.10, and Local Government (Financial Management) Regulations 1996, r 13 STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 5: Effective leadership and governance Community Outcome 2: Effective and integrated strategy, planning, financial and asset management PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Implications Nil Long Term Financial Plan Nil Whole of Lifecycle considerations Nil SUSTAINABILITY IMPLICATIONS Environmental Nil Social Nil Economic Nil ADVOCACY Nil IMPLICATIONS OF ALTERNATIVE RESOLUTION Nil VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council notes the March 2020 List of Payments for $8,517,264.69 as certified correct by the Chief Executive Officer. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. List of Payments for March 2020 RECOMMENDATION / COUNCIL DECISION CR MELDRUM, CR DANIEL OM2020/74 That Council notes the March 2020 List of Payments for $8,517,264.69 as certified correct by the Chief Executive Officer.

CARRIED 7/0


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11.3.2 FINANCIAL ACTIVITY STATEMENT REPORT - MARCH 2020 LOCATION/ADDRESS N/A APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE FIN/14 REPORT AUTHOR Andrew Ross, Manager Corporate Services AUTHORISING OFFICER James Shepherd, Director Corporate and Community Services

IN BRIEF • The monthly financial activity statement report is a standard financial reporting item prepared in

accordance with the provisions of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996.

• Council is to consider the financial results for the period ending 31 March 2020. • The report includes a summary of the impact of Covid-19 upon the Shire’s financial position.

RECOMMENDATION That Council receives the Monthly Financial Report – March 2020 in accordance with Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND In accordance with Financial Management Regulation 34 the Shire is to prepare each month a Statement of Financial Activity reporting on the sources and applications of funds, as set out in the annual budget under Financial Management Regulation (1) (d), for that month with the following details:

(a) annual budget estimates; (b) budget estimates to the end of the month to which the statement relates; (c) actual amounts of expenditure, revenue and income to the end of the month to which the

statement relates; (d) material variances between the comparable amounts referred to in (b) and (c); and (e) net current assets at the end of the month to which the statement relates.

Also under Financial Management Regulation 34(5) Council are to adopt each year a material variance threshold. At the Ordinary Meeting of Council on 24 July 2019 (OM2019/136) Council adopted a monthly variance for reporting of material variances, where financial activity is greater than 10% and $10,000. CONSULTATION AND ADVICE External Consultation Nil Internal Consultation Business unit managers were provided the draft monthly financial reports for their business units and have provided their comments on variances greater than 10% and $10,000 as well as their expectations of operating revenue foregone due to Covid-19 restrictions and likely operating expenditure savings for the remainder of this financial year.


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DISCUSSION / OFFICER COMMENTS The commentary contained in the body of this report is in line with Financial Management Regulation (2)(b) that requires commentary on material variances to the Statement of Financial Activity at the nature/type, program or business unit level. The Statement of Financial Activity shows a year to date actual closing position at 31 March of $10.398 million ($4.946 million lower than last month’s result of $15.344 million). This result was higher than the expected year to date budgeted position of $7.092 million. The following details the main reasons for this favourable variation to Budget. Operating revenue is $0.391 million or 1.2% above budget (last month $0.294 million or 0.9% above budget). The main contributors to this favourable variance are:

• higher than budget operating grants for the fire prevention and outside school hours care areas; • higher other income due to the recognition of notional income from the use of resource

stockpiles; and • higher than expected fees and charges for the legal area due to court ordered penalties and

costs. Operating expenditure on a year to date basis is $0.877 million or 3.0% under budget (last month $1.765 million or 6.8% below budget). Variations include materials and contracts being $1.100 million or 14.0% under budget (last month $1.741 million or 24.6% under budget) with the Asset Services, Fire Prevention, Maintenance, Parks and Gardens, Waste, Community Planning & Development and Town Planning areas having the largest variances; and interest being $0.093 million under budget due to a timing difference. Over budget employee expenses of $0.149 million or 1.3% (last month $0.034 million or 0.3% under budget) and over budget depreciation of $0.119 million or 1.7% (last month $0.095 million or 1.5% over budget) have partially offset these under budget expenditures. Employee expenses are over budget in a number of business units including the recreation areas, Outside School Hours Care and the HEART due to additional hours or employees. The restructure of senior management has contributed to over budget employee expenses and superannuation for the two Directorates impacted. These over expenditures are offset by under budget training which is expected to continue due to the Covid-19 restrictions on travel and social distancing. The following table provides a breakdown of actual to budget performance for employee expenses.

Category Full Year Budget

YTD Budget YTD Actual YTD Variance

Provisions 1,168,566 850,646 854,098 3,452 Salaries & Wages 12,391,159 9,040,144 9,155,820 115,676 Superannuation 1,561,580 1,134,732 1,194,243 59,511 Workers Compensation

147,244 107,872 111,375 3,503

Fringe Benefits Tax 70,420 56,155 56,151 (4) Recruitment expenses

39,180 29,010 23,636 (5,374)

Training & Education 368,307 239,675 196,885 (42,790) Uniforms & PPE 90,225 70,975 81,103 10,128 Memberships 0 0 4,688 4,688 Total 15,836,681 11,529,209 11,677,999 148,790

Grants for capital works are $0.829 million or 19.4% below budget (last month $0.156 million or 4.4% below budget). The main reasons for this variation are:

• the $0.266 million balance of the $0.405 million Lotterywest grant for the Cowaramup Hall project won’t be fully claimed until construction is completed, the $0.070 million Better Bins grant application is in progress, the ESL grant of $0.178 million for the replacement of the Witchcliffe Light Tanker will be processed when the documentation for this vehicle is received and Regional Road Group grant instalments are claimed progressively as works are completed;

• offsetting the above are over budget developer contributions of $0.255 million.


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Capital expenditure of $2.264 million during the month ($0.694 million last month) was higher than the budget for the month of $1.985 million. On a year to date basis capital expenditure is $2.848 million under budget (last month $3.030 million under budget). The extent of the variance has reduced due to the mid-year budget review. The main variations are:

• works for buildings in the Margaret River Youth Precinct being delayed; • the delayed commencement of works for cemeteries and animal care facilities; • construction on major projects at the Davis Road landfill site not achieving budget projections; • the sourcing of a suitable option to replace the retractable seating at the HEART is progressing; • building projects are $0.603 million under budget although most have commenced and some

are impacted by approval delays; • various furniture and equipment purchases for the HEART million are being considered; • consultation for playground replacement and public open space as well as a project being

completed below budget have contributed to under budget expenditure of $0.126 million for the parks and gardens area;

• delays with approvals and consultation have contributed to under budget expenditure for Asset Services;

• infrastructure upgrade projects are $0.301 million under budget with the main cause being delayed road, path and carpark expansion projects;

• infrastructure renewal projects are $1.159 million under budget with the main variations occurring for bridge works, road rehabilitation, gravel re-sheeting, path and drainage preservation projects;

• the delayed delivery of a utility has contributed to an under budget variance of $0.023 million being recorded for plant and equipment purchases; and

• building works and renewal of utility services for caravan parks are $0.055 million under budget. Capital expenditure for the month included:

• $194,465 for various waste projects but primarily the new waste cell; • $99,532 for works on the Cowaramup Hall and the Cowaramup Pioneer Park toilets; • $1,447,690 on road related projects of which $1,062,557 was spent on infrastructure upgrade

projects and $421,132 was spent on infrastructure renewal projects. The Flinders Bay to Cape Leeuwin lighthouse path, various carpark projects, the Margaret River main street upgrade, various kerb works, gravel reshouldering, Leeuwin Road and Ashton Street reconstruction were the main areas of expenditure; and

• $513,582 for the purchase of a replacement loader, prime mover and a utility

Financial performance against budget is shown in the following charts.


68


69

Financial impact of Covid-19 The Covid-19 enforced closure of Shire facilities providing face to face services is expected to have a significant impact upon the Shire’s operating revenue for the remainder of this financial year. An estimated $1.098 million is expected to be foregone as result of services ceasing during the week of 23 March. The following table details the business units expected to suffer the largest losses of revenue due to factors including forced closure, waiving of fees and charges and reduced business.

Business Unit Budget $’s

Actual at 31/3/20

$’s

Forecast at 30/6/20

$’s

Revenue Foregone

$’s Caravan Parks 2,201,140 1,793,984 1,797,360 403,780 MR Recreation Centre 835,600 567,109 568,600 267,000 Waste Services 5,213,376 4,897,757 5,003,887 209,489 MR HEART 126,000 25,198 27,000 99,000 Rangers 190,814 110,738 148,714 42,100 Building Services 240,000 152,408 200,000 40,000 Customer Services 183,800 141,218 147,200 36,600


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8,990,730 7,688,412 7,892,761 1,097,969 To offset the loss of revenue, operating expenditure savings totalling $0.887 million have been identified for business units and include expected savings in labour, training, consultants, contractors, advertising, subscriptions, public relations, activities, printing, events, functions, projects, fuel and maintenance. Further savings may be identified as the financial year progresses, with the objective being to offset all foregone revenue with operating expenditure savings. Most business units have identified savings of at least $10,000 and the following table details the business units with the largest savings.

Business Unit Budget $’s

Actual at 31/3/20

$’s

Forecast at 30/6/20

$’s

Expenditure Savings

$’s Waste Services 3,445,330 2,331,894 3,322,330 123,000 Planning Services 1,281,978 804,309 1,166,978 115,000 MR HEART 1,177,125 756,603 1,064,930 112,195 Maintenance 8,820,850 6,539,582 8,715,850 105,000 Asset Services 1,391,065 949,112 1,299,565 91,500 Rangers 694,694 477,451 608,694 86,000 MR Recreation Centre 2,136,355 1,570,203 2,057,855 78,500 Fire & Emergency Svcs

1,368,102 927,912 1,311,602 56,500

Libraries 1,011,190 688,163 956,190 55,000 Marketing 612,671 344,351 560,871 51,800 21,939,360 15,389,580 21,064,865 874,495

Following is the Statement of Financial Activity for the year ending 31 March 2020. This statement has been modified to include additional columns for the forecast balance at 30 June 2020, the forecast amendment and a comment relating to the amendment.


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SHIRE OF AUGUSTA MARGARET RIVERSTATEMENT OF FINANCIAL ACTIVITYFOR THE PERIOD ENDING 31 March 2020

BUSINESS UNITS 2019-20 2019-20 2019-20 2019-20 2019-20 YTDOriginal Amended Month of YTD YTD Variance Forecast Forecast YTD Actual to Budget Comments Forecast CommentsBudget Budget Mar Budget Actual >10% & Actual Adjustment

$ $ $ $ $ >$10,000 $ $

Net Current Assets at 1 July surplus/(deficit) 3,587,167 3,804,165 3,804,165 3,804,165 3,804,165 0 C/F includes FAG paid in advance less write off of assets from previous years

Revenue from Operating ActivitiesRates 22,523,990 22,571,870 76,496 22,523,870 22,576,913 0 22,578,498 6,628 Lower penalty interest offset by interim ratesGeneral Financing 1,565,093 1,355,093 71,018 1,067,278 1,111,138 0 1,324,760 (30,333) Reduced interest earned and property lease incomeMembers of Council 200 200 0 150 303 0 200 0Chief Executive Officer 0 0 0 0 0 0 0 0Director Corporate & Community 0 0 0 0 0 0 0 0Director Sustainable Development 0 0 0 0 0 0 0 0Director Infrastructure 0 0 0 0 0 0 0 0Finance 20,100 20,100 0 8,100 5,950 0 20,100 0COVID-19 Response and Recovery 0 0 0 0 0 0 0 0Records 400 400 0 300 240 0 400 0Corporate Services 0 0 0 0 0 0 0 0Customer Services 183,800 183,800 17,203 138,350 141,218 0 147,200 (36,600) DoT Commisisons reduced as office closedInformation Comm. Technology 1,440 1,440 550 1,080 2,482 0 2,440 1,000 Sundry income rceivedHuman Resources 0 0 0 0 0 0 0 0Community Planning & Development 49,555 52,055 3,109 45,689 37,357 0 52,055 0Legal & Governance 0 0 0 0 188,395 0 0 0Communications & Marketing 0 0 0 0 0 0 0Community Fire & Emergency Services 531,010 601,010 85,013 425,858 492,288 66,430 601,010 0 Timing: grant paymentsRangers 190,814 190,814 12,953 151,763 110,738 (41,025) 148,714 (42,100) Perm: Infringements, fees and charges Reduced infringements, fees and chargesLibraries 39,720 39,720 2,846 30,210 32,096 0 32,720 (7,000) Reduced fees and chargesEnvironmental Health 124,460 124,460 2,984 113,660 119,431 0 119,460 (5,000) Reduced fees and chargesOutside School Hours Care 430,700 430,700 52,261 338,050 385,642 47,592 411,200 (19,500) Perm: grants received Reduced fees and chargesWaste Services 4,901,376 5,213,376 30,095 4,900,868 4,897,757 0 5,003,887 (209,489) Reduced fees and charges, reduced commercial activityPlanning & Development Services 284,000 284,000 32,534 213,500 260,896 47,396 278,544 (5,456) Timing/Perm: fees and charges for applications Reduced fees and chargesCommunity Buildings 41,000 35,333 1,035 35,333 40,627 0 40,333 5,000MR Recreation Centre 815,600 835,600 41,260 621,100 567,109 0 568,600 (267,000) Reduced fees and charges Margaret River Heart 65,000 126,000 11,671 37,000 25,198 (11,802) 27,000 (99,000) Perm: Venue hire income Reduced fees and charges and venue hire incomeAugusta Recreation Centre 37,500 37,500 2,608 28,500 27,369 0 27,500 (10,000) Reduced fees and charges Gloucester Park 67,500 67,500 4,361 59,000 41,348 (17,652) 55,000 (12,500) Timing/Perm: invoicing of annual usage charges Reduced fees and charges Beach Lifeguards 0 0 0 0 0 0 0 0Parks and Gardens 12,800 12,800 0 4,000 5,805 0 12,800 0Asset Services 89,400 99,400 11,125 82,300 95,638 13,338 101,400 2,000 Timing/Perm: Subdivision charges Subdivision chargesLandcare & Environmental Services 0 0 0 0 3,000 0 0 0Construction 0 0 0 0 0 0 0 0Maintenance 0 11,000 0 11,000 10,997 0 11,000 0Plant Program 12,373 12,373 0 12,373 39,295 26,922 12,373 0 Timing: vehicle auction proceedsCaravan Parks 2,091,140 2,201,140 165,312 1,825,140 1,793,984 0 1,797,360 (403,780) Reduced fees and charges Building Services 240,000 240,000 14,753 180,000 152,408 (27,592) 200,000 (40,000) Timing: fees and charges for applications Reduced fees and charges Sustainable Economy 0 0 0 0 0 0Works Overheads 0 0 0 0 1,364 0 0 0Plant Operation Costs 0 0 0 0 802 0 0 0Other Property and Services 47,000 187,000 57,527 185,000 262,478 77,478 262,000 75,000 Resource pit income & workers comp recoveries Resource pit income & workers comp recoveries

34,365,971 34,934,684 696,712 33,039,472 33,430,267 390,794 33,836,554 (1,098,130)


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SHIRE OF AUGUSTA - MARGARET RIVERSTATEMENT OF FINANCIAL ACTIVITYFOR THE PERIOD ENDING 31 March 2020

BUSINESS UNITS 2019-20 2019-20 2019-20 2019-20 2019-20 YTDOriginal Amended Month of YTD YTD Variance Forecast Forecast Budget Budget Mar Budget Actual >10% & Actual Adjustment

$ $ $ $ $ >$10,000 $ $Expenditure from Operating Activities

Revenue (346,438) (366,438) (31,526) (272,015) (267,228) 0 (366,438) 0 Reduced salaries offset debt recovery costsGeneral Financing (649,202) (654,202) (87,249) (499,312) (409,159) 90,153 (654,202) 0 Timing: Reversal of interest accrual, Govt Gty FeeMembers of Council (330,775) (330,775) (19,988) (256,991) (252,158) 0 (324,775) 6,000 Reduced training & travel expensesChief Executive Officer (600,706) (550,706) (48,434) (409,064) (423,465) 0 (535,706) 15,000 Reduced training & organisation developmentDirector Corporate & Community (486,767) (456,767) (27,448) (303,263) (283,881) 0 (441,967) 14,800 Reduced training, sponsorships & financial reviewDirector Sustainable Development (445,212) (445,212) (128,836) (325,394) (416,859) (91,465) (529,031) (83,819) Perm/Timing: employee costs Payout offset by reduced training, etcDirector Infrastructure (439,036) (484,036) (140,450) (350,301) (392,453) (42,152) (520,036) (36,000) Perm/Timing: employee costs Payout offset by reduced training, etcFinance (1,068,164) (1,183,164) (44,067) (1,028,345) (1,029,493) 0 (1,199,164) (16,000) Insurance offset by reduced training & procurementCOVID-19 Response and Recovery 0 0 0 0 0 0 0 0Records (197,974) (177,974) (12,222) (129,266) (118,650) 0 (175,774) 2,200 Reduced trainingCorporate Services (225,800) (225,800) (15,567) (175,725) (163,701) 0 (215,800) 10,000Customer Services (510,738) (510,738) (37,049) (374,186) (361,703) 0 (496,738) 14,000 Reduced salaries & trainingInformation Comm. Technology (945,668) (1,050,668) (51,924) (841,067) (800,590) 0 (1,040,668) 10,000 Reduced printing & stationeryHuman Resources (686,022) (686,022) (47,439) (489,411) (497,737) 0 (676,022) 10,000 Reduced Org Devpmt offsets legal & other leaveCommunity Planning & Development (787,806) (771,806) (38,870) (607,721) (452,061) 155,660 (761,806) 10,000 Timing: projects delayed Reduced salariesLegal & Governance (297,554) (390,554) (33,970) (264,300) (246,441) 0 (377,554) 13,000 Reduced salaries & trainingCommunications & Marketing (562,671) (612,671) (22,700) (452,413) (344,351) 0 (560,871) 51,800 Reduced public relations, DVD removedCommunity Fire & Emergency Services (1,338,102) (1,368,102) (106,145) (1,058,999) (927,912) 131,087 (1,311,602) 56,500 Timing: bushfire mitigation works Reduced contract servicesRangers (694,694) (694,694) (47,897) (524,656) (477,451) 0 (608,694) 86,000 Reduced training & contract servicesBeach Lifeguards (111,586) (142,000) (63,689) (71,700) (68,902) 0 (142,000) 0Libraries (1,011,190) (1,011,190) (86,138) (747,309) (688,163) 0 (956,190) 55,000 Reduced salaries, training, subscriptions, PR, etcEnvironmental Health (558,328) (563,328) (40,931) (411,505) (404,470) 0 (559,328) 4,000 Reduced trainingOutside School Hours Care (455,666) (508,166) (32,335) (381,683) (355,507) 0 (485,666) 22,500 Reduced salaries, training & activitiesWaste Services (3,142,330) (3,445,330) (717,710) (2,583,157) (2,331,894) 251,263 (3,322,330) 123,000 Timing: special projects, waste collection invoices Reduced training, minor equipment, maintenance, etcPlanning & Development Services (1,281,978) (1,281,978) (92,117) (930,037) (804,309) 125,728 (1,166,978) 115,000 Perm/Timing: employee costs, projects Reduced salaries, training, printing & contract staffLandcare & Environmental Services (761,967) (821,967) (48,427) (563,498) (429,061) 134,437 (809,967) 12,000 Timing: EMF project invoices Reduced trainingCommunity Buildings (2,108,088) (2,102,421) (179,359) (1,604,893) (1,575,731) 0 (2,151,421) (49,000) Reduced salaries, trainingMR Recreation Centre (2,102,355) (2,136,355) (174,755) (1,587,990) (1,570,203) 0 (2,057,855) 78,500 Consumables, advertising, contract services, training, etcMargaret River Heart (1,082,025) (1,177,125) (108,561) (774,925) (756,603) 0 (1,064,930) 112,195 Reduced PR, events, stock, functions, etcAugusta Recreation Centre (111,974) (124,974) (6,063) (94,863) (82,509) 12,354 (106,974) 18,000 Perm: employee costs, advertising, building ops Reduced salariesGloucester Park (258,000) (258,000) (18,267) (212,000) (139,878) 72,122 (255,000) 3,000 Timing: projectsParks and Gardens (2,911,900) (2,811,900) (296,971) (2,108,415) (2,044,432) 0 (2,801,900) 10,000 Reduced plantingAsset Services (1,253,065) (1,391,065) (266,095) (937,242) (949,112) 0 (1,299,565) 91,500 Reduced training & projectsConstruction 0 0 0 0 0 0 0 0Maintenance (8,753,850) (8,820,850) (846,644) (6,629,465) (6,539,582) 0 (8,715,850) 105,000 Reduced drainage & rehab of resource pitsPlant Program (54,913) (54,913) (2,200) (49,913) (18,456) 31,457 (54,913) 0 Timing: vehicle salesCaravan Parks (1,311,826) (1,311,826) (136,633) (946,860) (998,958) 0 (1,311,826) 0Building Services (169,282) (169,282) (12,952) (123,812) (115,628) 0 (169,282) 0Sustainable Economy (112,024) (121,194) (7,835) (93,100) (77,930) 0 (121,194) 0Works Overheads 105,698 (127,815) (857) (34,887) (491,954) (457,067) (122,815) 5,000 Timing: under allocation of overheads Reduced trainingPlant Operation Costs 164,528 164,528 42,738 135,014 78,814 (56,200) 175,528 11,000 Timing: over allocation of cost recovery Reduced training, fuel priceOther Property and Services (43,000) (113,000) (4,050) (98,000) (105,530) 0 (106,000) 7,000 Reduced resource pits expenses

(37,938,450) (39,290,480) (4,041,631) (29,212,669) (28,335,291) 877,378 (38,403,304) 887,176


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SHIRE OF AUGUSTA - MARGARET RIVERSTATEMENT OF FINANCIAL ACTIVITYFOR THE PERIOD ENDING 31 March 2020

BUSINESS UNITS 2019-20 2019-20 2019-20 2019-20 2019-20 YTDOriginal Amended Month of YTD YTD Variance Forecast Forecast Budget Budget Mar Budget Actual >10% & Actual Adjustment

$ $ $ $ $ >$10,000 $ $Operating activities excluded from Budget

Depreciation on assets 9,361,200 9,361,200 803,773 7,020,900 7,139,734 0 9,361,200 0(Profit)/Loss Asset Disposal 22,540 22,540 0 52,540 (5,195) (57,735) 22,540 0 Timing: vehicle sales

9,383,740 9,383,740 803,773 7,073,440 7,134,539 (57,735) 9,383,740 0

Amount attributable to operating activities 9,398,428 8,832,109 (2,541,146) 14,704,408 16,033,680 8,621,155 (210,954)

INVESTING ACTIVITIESNon Operating Grants & Contributions

Community Fire & Emergency Services 1,280,000 1,280,000 0 178,000 0 (178,000) 1,280,000 0 Timing: ESL grant for Witchcliffe light tankerWaste Services 70,000 70,000 0 70,000 0 (70,000) 70,000 0 Timing: Better Bins grant application in progressPlanning & Development Services 204,000 204,000 1,249 153,000 408,384 255,384 408,000 204,000 Perm: developer contributions received Increased contributions tfd to reserveCommunity Buildings 1,155,268 1,155,268 30,000 1,155,268 924,378 (230,890) 1,190,758 35,490 Timing: Cowaramup Hall Lotterywest grant Contribution from CHRRA, increased solar rebateParks and Gardens 0 (54,397) 0 (54,397) (60,555) 0 (54,397) 0Asset Services 36,000 36,000 (5,000) 36,000 0 (36,000) 36,000 0 Timing: WA Bicycle Network grantConstruction 2,961,987 3,376,009 0 2,730,509 2,167,646 (562,863) 3,376,009 0 Timing: RRG grant claimsOther Property & Services 0 0 0 0 0 0 0

5,707,255 6,066,880 26,249 4,268,380 3,439,853 (828,527) 6,306,370 239,490Capital Investment

Purchase Land Held for Resale 0 0 0 0 0 0 0Purchase Land and Buildings (3,688,157) (3,138,108) (102,762) (2,449,639) (2,019,553) 430,086 (3,133,108) 5,000 Timing: projects delayed Project expected to be completed under budgetPurchase Infrastructure Assets - Other (1,881,705) (2,873,435) (199,334) (1,386,135) (747,604) 638,531 (2,856,435) 17,000 Timing: various projects Projects expected to be completed under budgetPurchase Infrastructure Assets - Roads (15,610,000) (10,843,625) (1,447,690) (6,179,770) (4,720,216) 1,459,554 (10,843,625) 0 Timing: road rehabilitation projects Purchase Plant and Equipment (2,064,000) (2,785,000) (513,582) (1,242,000) (1,040,535) 201,465 (2,785,000) 0 Timing: plant deliveries delayedPurchase Furniture and Equipment (230,100) (231,100) (819) (198,100) (80,231) 117,869 (231,100) 0 Timing: various, including purchases for HEARTProceeds from Disposal of Assets 435,000 505,000 0 505,000 465,320 0 505,000 0Proceeds from Sale of Land Held for Resale 0 120,000 0 120,000 122,727 0 120,000 0

(23,038,962) (19,246,268) (2,264,187) (10,830,644) (8,020,092) 2,847,505 (19,224,268) 22,000

Amount attributable to investing activities (17,331,707) (13,179,388) (2,237,938) (6,562,264) (4,580,239) (12,917,898) 261,490

FINANCING ACTIVITIESRepayment of Debentures (924,549) (924,549) (134,703) (725,748) (725,748) 0 (924,549) 0Repayment of Leases (241,897) (36,897) (3,942) (25,104) (25,685) (36,897) 0Advances to Community Groups 0 0 0 0 0 0 0Proceeds from Self-Supporting & IF Loans 18,277 18,277 2,000 14,277 10,277 0 18,277 0Proceeds from New Loan 0 0 0 0 0 0 0%Transfers to Cash Reserves (1,113,076) (1,063,076) (29,730) (313,960) (313,960) 0 (1,267,076) (204,000) $204k to Dev Contbns ReserveTransfers from Cash Reserves 10,194,525 6,353,525 0 0 0 0 6,403,525 50,000 $50k tfr from Leave Reserve

Amount attributable to financing activities 7,933,280 4,347,280 (166,376) (1,050,535) (1,055,117) 0 4,193,280 (154,000)

Net Current Assets Surplus (Deficit) (0) (0) (4,945,460) 7,091,609 10,398,324 (103,463) (103,464)


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Investments At 31 March 2020 the Shire’s cash on hand, deposits and investments totalled $35,423,095 (a decrease of $1,710,941 to last month’s total of $37,134,036). Total investment interest earned for the year was $432,389 and exceeded the budget of $425,600. The decisions of the Reserve Bank to reduce the cash reference rate (0.50% at 3/3/20 and 0.25% on 19/3/20) have negatively affected interest on investments projections based on a historically higher interest rate. Term Deposits – Cash Management At the end of March the Shire had the following short-term facilities (term deposits). Term Days Maturity Institution (ADI) Principal

$ Interest Rate Interest

$

182 2/4/20 Bendigo Bank 1,000,000 2.45% 24,567 365 10/4/20 National Australia Bank 2,500,000 2.45% 61,250 365 17/7/20 NAB 1,500,000 1.85% 27,750 365 8/5/20 National Australia Bank 1,500,000 2.36% 35,400 90 12/5/20 Bankwest 4,000,000 1.50% 14,794 180 4/6/20 Bankwest 2,000,000 1.12% 5,523 180 7/9/20 National Australia Bank 5,000,000 1.34% 33,041 180 14/4/20 Bank of Queensland 2,000,000 1.55% 15,288 181 15/4/20 Members Equity Bank 2,000,000 1.55% 15,373 181 16/4/20 Macquarie Bank 4,000,000 1.60% 31,737 90 9/7/20 Bankwest 1,500,000 1.14% 5,716 90 12/5/20 CBA 2,000,000 1.50% 7,397 29,000,000 277,836

During the month the following changes were made to term deposits:

• a $2 million term deposit with Bankwest matured on 4/3/20 and was rolled over for 90 days at 1.12%;

• a $1.5 million term deposit with Bankwest matured on 9/3/20 and was rolled over for 120 days at 1.14%;

• a $5 million term deposit with NAB matured on 11/3/20 and was rolled over for 180 days at 1.34%; and

• a $1.5 million term deposit with Bankwest matured on 31/3/20 and was redeemed to meet cash flow needs.

The average rate of interest to be paid on all of the term deposits is 1.70% (last month 1.76%).


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The Shire also has an Overnight Cash Deposit Facility (OCDF) with WA Treasury Corporation (WATC) which is used to hold the Royalties for Regions funds allocated for the main street redevelopment project. The South West Development Commission and the Department of Primary Industries and Regional Development are joint signatories for this facility. The second drawdown from the OCDF of $2.245 million was transacted on 5/2/20.

During the month interest of $1,061 was earned (last month $2,013) and the current balance of the investment is $3.313 million. At 31 March 2020 the rate of interest earned on this facility is 0.20% and is set at 5 basis points lower than the Reserve Bank’s cash reference rate which is currently 0.25% after being reduced on 19/3/20.

In-Kind Support At 31 March 2020 fee waivers, donations and financial assistance sponsorships totalled $11,573 and included $8,200 of sporting sponsorships, $600 of donations and $2,773 of fee waivers. There was no change to the amount reported at the end of February.


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Reserves Movement to reserves represent interest earned on reserve funds. During the month no reserve transfers were processed. Budget Amendments No budget amendments are proposed. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Financial Management Regulation 34 requires a local government to prepare each month a Statement of Financial Activity reporting on the sources and applications of funds, as set out in the annual budget under Financial Management Regulation 22(1) (d). STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 5: Effective leadership and governance Outcome 6: Measure and report on success and sustainability Strategy 1: effectively measure our success and progress to a sustainable future Service level strategy/plan: Continue to monitor monthly, year to date and annual financial performance including preparation of the annual financial report. PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Implications At 31 March 2020 the Shire’s financial performance is exceeding budget projections for liquidity and the net operating result. This is attributable to under budget capital and operating expenditure and over budget operating revenue. However, the forced closure of Shire facilities due to Covid-19 restrictions are expected to impact financial performance. Long Term Financial Plan Monthly financial performance will influence the Long Term Financial Plan by providing actual revenue and expenditure parameters to compare against forecast results. Whole of Lifecycle considerations Nil SUSTAINABILITY IMPLICATIONS Environmental As included in the report in business units such as Landcare & Environmental Services, Parks & Gardens, Waste Services, Environmental Health. Social As included in the report in business units such as Community Planning & Development, Town Plannning, Recreation Centres, Parks & Gardens. Economic As included in the report in business units such as Sustainable Economy, Caravan Parks, Building Services, Town Planning, General Financing ADVOCACY The financial implications resulting from Covid-19 provide an opportunity to engage with the other tiers of government in regards to matters such as funding support and reducing legislative requirements as part of the response and recovery process. IMPLICATIONS OF ALTERNATIVE RESOLUTION Nil


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VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council receives the Monthly Financial Report – March 2020 in accordance with Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Monthly Financial Report consisting of:

a. Notes to and forming part of the Statement of Financial Activity b. Financial Reports by Business Units

RECOMMENDATION / COUNCIL DECISION CR CRISTOFFANINI, CR KENNAUGH OM2020/75 That Council receives the Monthly Financial Report – March 2020 in accordance with Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996.

CARRIED 7/0


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11.3.3 CREATIVE CULTURE PLAN 2020-2025 LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE CSV/169 REPORT AUTHOR Jason Cleary, Coordinator Community Planning and Development AUTHORISING OFFICER James Shepherd, Director Corporate and Community Services

IN BRIEF • In 2018/2019 the Shire reviewed the Creative Blueprint 2014-18 and the Culturally Active

Communities Policy 2014. • Following the review the Shire has developed the Draft Creative Culture Plan 2020-25. • The draft plan has been created in consultation with the Executive Leadership Team and the Senior

Leadership Team. • The objective of the Creative Culture Plan 2020-2025 is to set the vision, priority areas and

strategies of the local creative and cultural community for the next five (5) years.

RECOMMENDATION That Council endorses the Draft Creative Culture Plan 2020-2025 as per Attachment 1 for community review prior to adoption by Council. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND The Creative Culture Plan 2020-25 has been developed with the local creative community and will supersede the Culturally Active Communities Policy 2014 and Creative Blueprint 2014-18. This five (5) year plan will complement the Shire’s Strategic Plan and will be used to:

• Reinforce the Shire’s commitment to fostering creativity and artistic activity • Guide the future delivery of the Shire’s art and cultural programs, services and activities • Assist with the planning and resourcing of cultural facilities • Support organisations and groups to provide arts, cultural and heritage services • Better position the Shire to access funds for local arts, cultural and heritage activities.

The Shire has the following role in provision of art and culture in our community:

• Arts and Culture Host • Arts and Culture Support • Arts and Culture Advocate.

The Creative Culture Plan 2020-2025 outlines the key goals, objectives and actions to deliver a vibrant and inclusive shared cultural vision for our community. CONSULTATION AND ADVICE External Consultation Nil


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Internal Consultation The Creative Culture Plan 2020-2025 was developed in consultation with the Executive Leadership Team and the Senior Leadership Team. The plans have been developed with direct internal consultation from:

• Libraries • Recreation Services • Sustainable Economy • Asset Services • Planning • HEART reference group and management team.

DISCUSSION / OFFICER COMMENTS As part of the collaborative process to develop this plan a number of engagement opportunities have been presented to the community including:

• Quarterly review meetings with the Art & Cultural Advisory Committee • Open forum hosted by Niomi O’Hara on the future of art and culture in the region • Workshop session with the AMR Youth Advisory Council • Online YourSay forum • Meetings with the Traditional Owners via Undalup Association Inc • Meetings with Community Access & Inclusion Reference Group • Internal review with Planning, Libraries, Recreation, Sustainable Economy, HEART

Reference Group • Presentation of the consultation process and findings to Council.

The open, honest and collaborative approach to working with the community on the development of this document ensures it places the stories, people and rich culture of the region first and foremost. It also helps to ensure the continued development of the arts and cultural industry as a flagship driver for the local economy. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Nil STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 2: Welcoming, inclusive and healthy communities Community Outcome 1: Evolving cultural values are respected and adopted Strategy 2: Support local art and community celebrations, events and local festivals which develop unique creative capital 2.1.2.1 – Implement the Creative Blueprint including the Spare Plinth Program and Public Art Policy, and review every four years. PLANNING FRAMEWORK Local Planning Strategy – Developer Contributions Scheme FINANCIAL IMPLICATIONS Implications In developing the Creative Culture Plan it is recognised that the Shire is a major financial contributor to this sector. Planning and budgeting of sufficient resources for the sector to ensure a sustainable, thriving industry should be considered within the corporate planning and annual budget process. Long Term Financial Plan Nil Whole of Lifecycle considerations Nil


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SUSTAINABILITY IMPLICATIONS Environmental Sustainability has underpinned arts and cultural development and continues to drive discussion, awareness and understanding of sustainability needs. Arts and Culture events are also becoming increasingly aware of their impact and are consistently implementing sustainability programs. Social Nil Economic It has been recognised that art and culture is a significant driver of the local economy. Shire support for local arts and cultural businesses, not for profits and individuals artists is an important factor in the facilitation of sustainable economic developments through their activities. ADVOCACY Nil IMPLICATIONS OF ALTERNATIVE RESOLUTION Nil VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council endorses the Draft Creative Culture Plan 2020-2025 as per Attachment 1 for community review prior to adoption by Council. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Draft Creative Culture Plan 2020-25. The following minor administrative corrections had been made to Attachment 1:

• On page 5, paragraph 4 of CEO message, the figure ‘20-23’ has been omitted and replaced with ‘20-25’; and

• On page 21, paragraph 1, ‘every 4 years’ has been omitted and replaced with ‘every 5 years’. RECOMMENDATION / COUNCIL DECISION CR KENNAUGH, CR CRISTOFFANINI OM2020/76 That Council endorses the Draft Creative Culture Plan 2020-2025 as per Attachment 1 for community review prior to adoption by Council.

CARRIED 7/0


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11.3.4 TENDER RFT 06-20 CONSTRUCTION OF TWO CHALETS AND AN ABLUTION BLOCK UPGRADE AT TURNER HOLIDAY PARK, AUGUSTA LOCATION/ADDRESS Turner Holiday Park, 1 Blackwood Avenue, Augusta APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE COR/400 REPORT AUTHOR Jason Cleary, Acting Manager Human & Community Resources AUTHORISING OFFICER James Shepherd, Director Corporate and Community Services

The Shire President, Cr Earl, disclosed a financial interest at Item 3.1 and left Chambers at 4.16pm Deputy Shire President, Cr McLeod, took position of Presiding Member. IN BRIEF • In 2017 the Shire awarded a contract for the construction of three chalets and an upgrade to the

Dekker ablution block, with the contract being awarded to Envirostruct Pty Ltd. • In September 2019 Council endorsed the construction of two further chalets, with construction

works to be undertaken during the off peak season in 2020 (OM2019/201). • Consistent with OM2019/201 the Shire publicly invited tenders to appoint a suitable contractor for

the construction of the two chalets and upgrade of the Circle ablution block in March 2020, with an anticipated construction start date of June 2020.

• Four tenders were received and evaluated by a panel of Shire officers. RECOMMENDATION That Council: 1. Endorses the attached evaluation report and accepts the tender submitted by Envirostruct Pty Ltd

as the most advantageous tender to form a contract; 2. Delegates the formation of the Contract to the CEO, including the negotiation and acceptance of

any minor variations required, or if required enter into negotiations and form a contract with the second ranked tenderer; and

3. Authorises the transfer of funds from the Caravan Park Upgrade Reserve if required to cover any shortfall between project expenditure and the approved budget.

LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND Council in accordance with resolution OM2018/301 on 28 November 2018 endorsed in principle the Turner Caravan Park concept masterplan and underpinning business plan, based upon further detailed design and financial analysis be undertaken. Following this in accordance with resolution OM2019/201 on 25 September 2019 endorsed the Turner Holiday Park Masterplan and the Turner Holiday Park chalet site masterplan and approved stage 1 of the chalet development to be undertaken during the off peak season of 2020. Work has commenced to develop all the underground services and design of two (2) new chalets, including one (1) universal access chalet and the refurbishment of the Circle Amenity Block. CONSULTATION AND ADVICE External Consultation


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Design and specification advice was sought from a number of consultants, including Envirostruct Pty Ltd, Margaret River Structural Engineering, Survey South and Code Building Surveyors/Access Consultants. Whilst no community consultation was undertaken specifically with regards to this tender, various meetings were undertaken with local stakeholders and extensive community consultation was undertaken during the development of the concept masterplan. Given the current COVID-19 Pandemic and the Holiday Park being closed the works will have minimal impact on the parks usage during this period and will support economic sustainability throughout this period. Internal Consultation • Community Development (access and inclusion considerations) – The universally accessible chalet

will be the only such facility available in the region. • Project and Procurement Officer (tender process) • Coordinator Building Assets and Maintenance (tender process) DISCUSSION / OFFICER COMMENTS Four (4) submissions were received from the following tenderers: • Coast Enterprises Pty Ltd • Danello Pty Ltd • Envirostruct Pty Ltd • JWH Group Pty Ltd & WA Country Builders Pty Ltd. Tenders were assessed by the evaluation panel against a number of compliance and qualitative criteria, as well as price. The weighting applied to those criteria were as follows: • Relevant Experience – 20% • Tenderer’s Resources & Personnel – 20% • Demonstrated Understanding – 20% • Occupational Safety, Health and Environmental Management – 5% • Sustainability Considerations – 5% • Price Considerations – 30%. A copy of the tender evaluation report is included as Confidential Attachment 1, and outlines the process and outcomes of evaluation undertaken. Based on the evaluation undertaken, it is recommended that Envirostruct Pty Ltd be awarded the contract for the construction of two chalets and an upgrade to the Circle Amenities Block at Turner Holiday Park. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS The Local Government (Functions and General) Regulations 1996 Part 4 Division 2 Regulation 11(1) requires that tenders are to be publicly invited before a local government enters into a contract for another person to supply goods or services if the consideration under the contract is, or is expected to be, more, or worth more, than $250,000. STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key result area 4: Vibrant and diverse economy Community Outcome 2: Sustainable tourism and other local industries Strategic Response: Provide family friendly caravan and camping grounds to encourage visitors to extend their stay Service level strategy/plan: Construct two chalets to provide more accommodation options for a more diverse demographic of tourist, and upgrade ablution block facilities PLANNING FRAMEWORK Nil


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FINANCIAL IMPLICATIONS Implications Originally $500,000 was allocated in 2019-20 budget and this was amended to $50,000 at the mid-year review with the expectation that the majority of works will take place in 2020-21. $700,000 has been budgeted from the Caravan Parks Upgrade Reserve for 2020-21 to complete the works. The reserve currently has $1.2M available. Long Term Financial Plan The Long Term Financial Plan allows for capital expenditure at the Turner Holiday Park, to be funded through reinvestment of caravan park profits, contained within the Caravan Park Upgrade Reserve. Whole of Lifecycle considerations The current Circle Amenities Block is overdue for renewal and is not suitable for current service requirements at the holiday park. The two (2) new chalets have been lifecycle costed over the next ten years as part of the Turner Holiday Park financial costings analysis with expected return of between $68,000 and $94,000 per year and with an estimated usage of between 130 and 150 nights per annum over that period. Up until the shutdown of holiday parks in March 2020 we have seen strong returns throughout the 2019-20 financial year and heavy bookings for the April holiday period. It is expected we will see further demand on the holiday parks when travel restrictions are lifted with expectation that internal local travel will be prioritised by many post COVID-19, therefore demand for the new chalets is expected to be strong from the outset. SUSTAINABILITY IMPLICATIONS Environmental Some sections of Turner Holiday Park are located within an Environmentally Sensitive Area. Whilst the proposed chalet site and ablution block are not within such areas, tenderers have been advised that they will need to take all reasonable care to protect any trees within and surrounding the construction site. Tenderers was all asked to address how they would manage environmental factors as part of the project. Social Under the Shire’s Access and Inclusion Plan 2018-22, Outcome 2 is to improve access to the Shire’s buildings and facilities for all our community. Strategy 2 to meet this outcome is to ensure a new or redeveloped Shire facilities support the development of a universally accessible community. One of the two chalets to be constructed as part of this contract has been designed with universal access in mind, and is compliant with all regulatory requirements to meet universal access standards. The ablution block upgrade includes improvements to the Universal Access WC and upgrades required to meet regulatory requirements. Economic The three chalets constructed in 2017 have exceeded performance expectations, achieving an average occupancy rate of 63.6% between 1/07/18 – 15/03/19 with income of $107,000 which increased to 72.2% and $150,000 for the same period during 2019-20. Introduction of two more chalets is anticipated to give similar results, with the resultant profits being utilised to further improve facilities provided to tourists at the Shire’s holiday parks. The recommended tenderer employs directly and subcontracts 100% of the project to local workforce ensuring economic benefits remain within the Shire. ADVOCACY Nil


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IMPLICATIONS OF ALTERNATIVE RESOLUTION Council could choose to reject the recommended Tender and accept a different Tenderer. However this could result in the Shire entering into a Contract with a party who does not represent best value for money for the Shire. VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council: 1. Endorses the attached evaluation report and accepts the tender submitted by Envirostruct Pty Ltd

as the most advantageous tender to form a contract; 2. Delegates the formation of the Contract to the CEO, including the negotiation and acceptance of

any minor variations required, or if required enter into negotiations and form a contract with the second ranked tenderer; and


ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Confidential Evaluation Report RECOMMENDATION CR , CR That Council: 1. Endorses the attached evaluation report and accepts the tender submitted by Envirostruct

Pty Ltd as the most advantageous tender to form a contract; 2. Delegates the formation of the Contract to the CEO, including the negotiation and

acceptance of any minor variations required, or if required enter into negotiations and form a contract with the second ranked tenderer; and


0/0

Cr Cristoffanini moved the following motion to allow for questions on the confidential attachment. PROCEDURAL MOTION / COUNCIL DECISION CR MELDRUM, CR CRISTOFFANINI OM2020/77 That the meeting go behind closed doors.

CARRIED 7/0 The meeting livestream was closed to members of the public and press at 4.14pm The Shire President advised that the meeting be adjourned to allow officers prepare responses to questions and alternatives. The meeting adjourned at 4.18pm Cr Meldrum left Chambers at 4.19pm Cr Meldrum re-entered Chambers at 4.20pm The meeting resumed 4.20pm Questions continued.


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Cr Meldrum moved the following procedural motion to allow for further information: PROCEDURAL MOTION / COUNCIL DECISION CR MELDRUM, CR GODDEN OM2020/78 That the item be deferred to 10 June Ordinary Council Meeting pending further information.

CARRIED 6/0 Cr Meldrum then moved the following procedural motion: PROCEDURAL MOTION / COUNCIL DECISION CR MELDRUM, CR GODDEN OM2020/79 That the meeting come out from behind closed doors.

CARRIED 6/0 The meeting livestream was re-opened to members of the public and press at 4.33pm Cr Earl re-entered Chambers at 4.33pm Cr McLeod returned to her allocated seating position.


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11.3.5 COMMUNITY CONTRIBUTIONS FROM THE 2020-21 BUDGET LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE FIN/358 REPORT AUTHOR Hannah Waters, Executive Assistant Corporate and Community

Services AUTHORISING OFFICER James Shepherd, Director Corporate and Community Services

IN BRIEF • Each year Council contributes a percentage of the budget towards Community Contributions

funding for community organisations. • Information regarding Community Contribution funding requests was advertised in the Augusta

Margaret River Times and on the Shire website. • Applications closed for funding requests for the 2020-21 budget on 20 March 2020. • Council is to consider the funding requests received and to allocate Community Contributions

funding for the annual budget for 2020-21. RECOMMENDATION That Council: 1. Approves annual funding for the Community Hall Groups based on the Tiered System for a period

of three financial years including 2020-21, 2021-22 & 2022-23; and 2. Provides an amount of $73,432 in the annual budget for 2020-21 and allocates funding for the

following community groups:

Community Contributions

Community Organisation 2020-21

$ ex GST

2021-22 $

ex GST

2022-23 $

ex GST Witchcliffe Progress Association for the Witchcliffe “Druids” Hall 2,500 2,500 2,500

Rosa Brook Community Association for the Rosa Brook Community Hall 2,500 2,500 2,500

Alexandra Bridge Hall And Social Committee for the Alexandra Bridge Community Hall

2,500 2,500 2,500

Gracetown Progress Association for the Gracetown Community Hall 5,000 5,000 5,000

Karridale Hall Management Committee for the Karridale Hall 5,000 5,000 5,000

Augusta Centennial Hall Management Committee for the Augusta Centennial Hall 6,900 6,900 6,900

Cowaramup Halls, Reserves and Residents Association Inc. 10,000 10,000 10,000

Augusta Historical Management Committee for the Augusta Historical Society and Historical Museum

26,032

Margaret River and Districts Historical Society for the Old Settlement 9,000

South West Academy of Sport 4,000 Totals 73,432 34,400 34,400


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LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND The objective of Shire’s CCSP10 Finance Policy is to provide an overarching framework for the Shire of Augusta Margaret River to provide financial assistance to community organisations and individuals within our local community to enhance community values and aspirations. The implementation of the Policy ensures:

• Transparency and accountability to the community • Fairness and equity to all applicants • Eligibility criteria is applied to each type of financial assistance • The amount of financial assistance available • Guidelines are in place to assist applicants in completion and lodgement of forms • Applications are assessed by a delegated Officer • Effective reporting mechanisms and administrative procedures advise Council of the type and

total value of financial assistance provided for the financial year. The policy and associated procedures provide guidance to Shire staff and Councillors as to eligibility, timeframes for application and assessment. Contributions are to be determined by Council with the amount of assistance available at Council’s discretion. Submissions for Council Contributions are advertised annually for the forthcoming financial year. Council Contributions are available for all community organisations who make their membership available to the general community and incorporated, community-based volunteer and not-for-profit organisation providing services to the Shire of Augusta Margaret River community. CONSULTATION AND ADVICE External Consultation A call for submissions for Community Contributions are advertised on the Shire’s website from January through to March and a notice in the Augusta Margaret River Times on the 6 March 2020. Internal Consultation • Manager Corporate Services • Coordinator Community Planning and Development DISCUSSION / OFFICER COMMENTS Review of Council Contributions In 2019 a holistic review of event funding the Council Contribution Procedure and Guidelines and the tiered Council Contribution system was undertaken to review its effectiveness. Applications for Council Contributions in 2019-20 year showed an increase in requests for financial support to community groups who operate from facilities owned by the Shire and for support towards community events. As a result of the review community events were removed from consideration for Council Contributions. A determination was made that there are several other funding pools available within the Shire to accommodate these requests that have a more robust acquittal process. Changes were also applied to the tiered system reducing it from three levels to two as shown in the table below. Table 1 – Tiered System for Council Contributions

Community Hall Tier Comment Witchcliffe “Druids” Hall Tier 1 - $2,500 To assist operational costs Rosa Brook Community Hall Tier 1 - $2,500 To assist operational costs Alexandra Bridge Hall Tier 1 - $2,500 To assist operational costs Gracetown Community Hall Tier 2 - $5,000 To assist operational costs Karridale Hall Tier 2 - $5,000 To assist operational costs Augusta Centennial Hall Tier 2 - $5,000 To assist operational costs


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Note: for the past two financial years Council have approved an additional $1,900 to offset community hall hire fees

Cowaramup Hall, Reserves and Residents Association Tier 2 - $5,000

To assist operational costs Note: The Association would be eligible for $10,000 as their area of responsibility includes the Cowaramup Hall and Duggan Pavilion

Annual Combined Total of Council Contributions for Community Hall Groups = $32,500 Note: Due to the complexity and individual nature of the management of the facilities and projects undertaken by the Augusta Historical Management Committee (formerly the Augusta Museum and the Augusta Historical Society), the Margaret River Historical Society they have been excluded from the tiered system. The Tiered System for Council Contributions has successfully reduced the administrative burdens on our local volunteer hall committee groups so they can continue activating the facilities for community use. Collation of the financial reports from the hall committees showed that they were in sufficient to strong financial positions. To create additional efficiencies in the provision of funds to community hall groups, approval for the current level of funding to be allocated for three financial years is being sought. Once again reducing the paperwork necessary to keep these Shire facilities in operation. Note: A request for Council Contribution submissions will still be advertised annually. Table 2 – Community Contributions for the past three financial years


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*The 2018-19 & 2019-20 figures above only shows allocations from the Director Corporate and Community Services budget. It does not include requests and or consideration for allocations from “other” team budgets such as Community Buildings, Community Amenities or Parks and Gardens. **Funded through Community Events. ***Carryover of previous funding. Grant funding pending. Table 3 below shows direct allocations from the tiered Council Contribution system where applicable and all other submissions for Community Contribution funding received for consideration in the 2020-21 budget: Table 3 - Tiered Contributions and Requests Received

Community Contributions 2020-21

Community Organisation Comments $ ex GST

Community Organisation 2017-18 2018-19 2019-20 Museums Augusta Historical Museum 15,925 0 0 Augusta Historical Society 12,492 0 0 Augusta Historical Management Committee 0 26,032 26,032 Margaret River and Districts Historical Society 9,000 9,000 9,000 Hall Management Groups Witchcliffe Progress Association 0 0 2,500 Rosa Brook Sporting and Cultural Facilities 1,500 1,500 2,500 Alexandra Bridge Hall and Social Committee 1,500 1,500 2,500 Gracetown Progress Association 5,000 5,000 5,000 Karridale Hall M/Committee 2,720 1,500 5,000 Augusta Centennial Hall 5,000 5,000 6,900 Cowaramup Hall Reserves and Residents 11,374 11,374 10,000 Agricultural Societies Margaret River District Ag Society** 0 0 0 SW Group affiliated Ag Associations 250 0 0 Events Augusta River Festival** 0 0 0 Other South West Academy of Sport 4,400 4,400 0

*Application was not

received Margaret River Concert Band 3,360 0 0 Cowaramup Volunteer Bushfire Brigade 1,000 0 0 Margaret River Regional Environment Centre Inc.*** 10,000 10,000 80,000

Carryover of previous funding

Augusta Community Resource Centre 0 1,650 0 Rotary Club of Margaret River (Auspice organisation for Meire de Mello)

0 1,200 0

Margaret River Community Centre (Auspice organisation for the Little Languages Program)

0 1,000 0

Margaret River Chamber of Commerce and Industry Inc. 0 0 3,195

Natural Learning Centre, Margaret River Inc. 0 0 1,200 TOTAL 83,521 79,156 73,827


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Witchcliffe Progress Association for the Witchcliffe “Druids” Hall Tier 1 allocation 2,500

Rosa Brook Community Association for the Rosa Brook Community Hall Tier 1 allocation 2,500


Tier 1 allocation 2,500

Gracetown Progress Association for the Gracetown Community Hall Tier 2 allocation 5,000

Karridale Hall Management Committee for the Karridale Hall Tier 2 allocation 5,000

Augusta Centennial Hall Management Committee for the Augusta Centennial Hall

Tier 2 allocation plus offset to community hall hire fees (as approved in 2018-19 & 2019-20)

6,900

Cowaramup Halls, Reserves and Residents Association Inc.

Cowaramup Hall - Tier 2 allocation Duggan Pavilion - Tier 2 allocation 10,000


Contribution towards operational costs matched to the last financial year

26,032

Margaret River and Districts Historical Society for the Old Settlement

Contribution towards operational costs matched to the past three financial years

9,000

South West Academy of Sport

Financial sponsorship to support SWAS Support programs, which include both the partner sport and individual athlete support programs

4,000

Total 73,432 An assessment of the applications has been undertaken using the updated Council Contribution Tiered System and Procedure with the following recommendations: Witchcliffe Progress Association - Receive the full Tier 1 allocation upon presentation of a statement of revenue and expenditure * for 2018-19 and a current bank statement. Rosa Brook Community Association - Receive the full Tier 1 allocation upon presentation of a statement of revenue and expenditure for 2018-19 and a current bank statement. Alexandra Bridge Hall & Social Committee - Receive the full Tier 1 allocation upon presentation of a statement of revenue and expenditure for 2018-19 and a current bank statement. Gracetown Progress Association - Receive the full Tier 2 allocation upon presentation of a statement of revenue and expenditure for 2018-19 and a current bank statement. Karridale Hall Management Committee - Receive the full Tier 2 allocation upon presentation of a statement of revenue and expenditure for 2018-19 and a current bank statement. Augusta Centennial Hall - Receive the full Tier 2 allocation and additional funds to offset community hall hire fees upon presentation of a statement of revenue and expenditure for 2018-19 and a current bank statement. Cowaramup Halls, Reserves and Residents Association Inc. - Receive the full Tier 2 allocation for the Cowaramup Hall and the Duggan Pavilion upon presentation of a statement of revenue and expenditure for 2018-19 and a current bank statement. Augusta Historical Management Committee - Allocation has been matched to the previous financial year to support operational costs. Funding to be made available upon presentation of their 2018-19 statement of revenue and expenditure and a current Public Liability Insurance Policy.


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Margaret River and Districts Historical Society - Allocation has been matched to previous three financial years to support operational costs. Funding to be made available upon presentation of their 2018-19 statement of revenue and expenditure and a current Public Liability Insurance Policy. South West Academy of Sport - The South West Academy of Sport assist regional athletes access individual support programs delivering specialised coaching, medical screenings, athlete strength and conditioning programs, life skills coaching, nutrition, physiotherapy, mental health skills including psychology and preventative medical measures. Residents from the Shire of Augusta Margaret River represent almost 12% of all athletes in the program including Emma Cattlin (Surfing), Seth van Haeften (Surfing), Jessi Whitehead (Netball), Jasmine Nielsen (Netball) & Kade Dittmar (AFL). *The Statement of Revenue and Expenditure does not have to be professionally prepared. It is only required to provide us with an indication of the financial operations for the year. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Section 6.2 of the Local Government Act 1995 requires that each year a local government prepare and adopt an annual budget. STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 (CSP) Corporate Business Plan 2019-2023 Key Result Area 2: Welcoming inclusive and healthy communities Community Outcome 2.2: Sustainable community groups, networks and facilities Strategic Response 2.2.1: Support and value volunteers and community groups across the region CCSP 10 Financial Assistance Policy provides direction on the types of financial assistance available to community organisations and individuals. PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Implications Shire Procedure FI12.5 Council Contribution states that annually the Shire will provide budget funding to a maximum of $100,000. The Council Contribution submissions total $73,432 and have been reviewed as outlined above. Long Term Financial Plan Nil Whole of Lifecycle considerations Nil SUSTAINABILITY IMPLICATIONS Environmental Nil Social It is recognised that community and sporting organisations play an important volunteer role in the wider community and contribute to the quality of life. Economic There is economic value to the Shire in the support of community halls and museums and the ongoing provision of services by community and sporting groups. ADVOCACY Nil


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IMPLICATIONS OF ALTERNATIVE RESOLUTION Nil VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council: 1. Approves annual funding for the Community Hall Groups based on the Tiered System for a period

of three financial years including 2020-21, 2021-22 & 2022-23; and 2. Provides an amount of $73,432 in the annual budget for 2020-21 and allocates funding for the

following community groups:



$ ex GST

2021-22 $

ex GST

2022-23 $

ex GST Witchcliffe Progress Association for the Witchcliffe “Druids” Hall 2,500 2,500 2,500

Rosa Brook Community Association for the Rosa Brook Community Hall 2,500 2,500 2,500


2,500 2,500 2,500

Gracetown Progress Association for the Gracetown Community Hall 5,000 5,000 5,000

Karridale Hall Management Committee for the Karridale Hall 5,000 5,000 5,000

Augusta Centennial Hall Management Committee for the Augusta Centennial Hall 6,900 6,900 6,900

Cowaramup Halls, Reserves and Residents Association Inc. 10,000 10,000 10,000


26,032

Margaret River and Districts Historical Society for the Old Settlement 9,000

South West Academy of Sport 4,000 Totals 73,432 34,400 34,400

ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS Nil


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RECOMMENDATION / COUNCIL DECISION CR MELDRUM, CR KENNAUGH OM2020/80 That Council: 1. Approves annual funding for the Community Hall Groups based on the Tiered System for a

period of three financial years including 2020-21, 2021-22 & 2022-23; and 2. Provides an amount of $73,432 in the annual budget for 2020-21 and allocates funding for

the following community groups:



$ ex GST

2021-22 $

ex GST

2022-23 $

ex GST Witchcliffe Progress Association for the Witchcliffe “Druids” Hall 2,500 2,500 2,500 Rosa Brook Community Association for the Rosa Brook Community Hall 2,500 2,500 2,500 Alexandra Bridge Hall And Social Committee for the Alexandra Bridge Community Hall

2,500 2,500 2,500

Gracetown Progress Association for the Gracetown Community Hall 5,000 5,000 5,000 Karridale Hall Management Committee for the Karridale Hall 5,000 5,000 5,000 Augusta Centennial Hall Management Committee for the Augusta Centennial Hall

6,900 6,900 6,900

Cowaramup Halls, Reserves and Residents Association Inc. 10,000 10,000 10,000 Augusta Historical Management Committee for the Augusta Historical Society and Historical Museum

26,032

Margaret River and Districts Historical Society for the Old Settlement 9,000 South West Academy of Sport 4,000 Totals 73,432 34,400 34,400

CARRIED 7/0


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12. MOTIONS FROM MEMBERS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN Nil

13. MOTIONS FOR CONSIDERATION AT NEXT MEETING Nil 14. NEW BUSINESS OF AN URGENT NATURE

14.1. Members Nil

14.2. CEO

14.2.1 Reinstatement of Fees and Charges The item was introduced as urgent business as in recent weeks, the threat from the Coronavirus COVID-19 pandemic has declined and the Shire, in line with State Government advice, is now preparing to reopen facilities to the public as soon as possible. MOTION / COUNCIL DECISION CR CRISTOFFANINI, CR DANIEL OM2020/81 That Council accepts Item 14.2.1 Reinstatement of Fees and Charges as New Business of an Urgent Nature.

CARRIED 7/0


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11.1.1 REINSTATEMENT OF FEES AND CHARGES LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE COR/404 REPORT AUTHOR Megan Smith, Executive Assistant AUTHORISING OFFICER Stephanie Addison-Brown

IN BRIEF • Council resolved to freeze fees and charges at a Special Meeting of Council held on the 18th of

March 2020 in response to the Covid-19 Pandemic • State Government have advised that caravan parks and recreation centres are now able to be

opened from the 18th of May 2020. • The Shire has forecast lost revenue of $1.1m due to lost fees and charges, reopening these and

renewing the income stream from them as soon as possible will positively impact the Shire’s cash flow.

• There is an existing delegation to the CEO to grant concessions and waivers under $7000, which can provide flexibility in waiving Recreation Centre fees if the need arises.

RECOMMENDATION That Council: 1. Reinstates fees for the use of Shire caravan parks and Alexandra Bridge camping ground with

immediate effect; and 2. Reinstates fees for the Shire recreation centres from when these facilities are fully open at full

capacity to the public again should this happen between now and Budget adoption on 22 July 2020. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND In recent weeks, the threat from the Coronavirus COVID-19 pandemic has declined and the Shire is now preparing to reopen facilities to the public as soon as possible, in line with State Government advice, and upon the approval of the relevant COVID safety plans for each facility. Measures have already been put into place at Shire work locations to protect the safety of staff and the public, and these measures will continue to be taken and reviewed in line with ongoing advice. The loss of revenue from these facilities has already negatively impacted on the Shire and the swift reopening will help to mitigate the effect of these losses on the current and proposed budgets. CONSULTATION AND ADVICE External Consultation • State Government Department of Health • WALGA

Internal Consultation • Manager Corporate Services • Manager Community and Human Services • Manager Recreation Operations • Coordinator Environmental Health


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DISCUSSION / OFFICER COMMENTS The loss of revenue from the facilities has been the major financial issue facing the Shire since the pandemic began. All measures have been taken to keep Shire staff employed and safe, including redeployment, use of excess leave, working from home and reduced hours. The reinstatement of revenue will support the efforts made by staff to lessen the impact of the pandemic. As further directions are issued by Federal and State Government, it will become possible to understand and implement changes to comply with these directions and to ensure the best possible economic outcome for the Shire, business and residents. STATUTORY ENVIRONMENT/LEGAL IMPLICATIONS Nil STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2036 Corporate Plan 2019-23 Key Result Area 5: Effective leadership and governance Outcome 4 Community and Customer Focus Strategy 4 Encourage and support community/Shire projects and partnerships Key Result Area 2: Welcoming Inclusive and Healthy Communities Outcome 5 Active, healthy and safe lifestyles Strategy 2 Enable high standard recreational facilities and sporting grounds Key Result Area 4: Vibrant and Diverse Economy Outcome 2 Sustainable Tourism and other local industries Strategy 4 Provide Family Friendly caravan and camping grounds FINANCIAL IMPLICATIONS Implications Loss of revenue has a negative impact on the operations of the Shire overall. Long Term Financial Plan The Long Term Financial Plan has already been impacted by the restrictions put in place and consequently the Shire’s economic planning has been disrupted. Whole of Lifecycle Considerations Nil SUSTAINABILITY IMPLICATIONS Environmental Nil Social Reopening of facilities to the public will have great social benefits Economic The sustainability of the Shire is affected by the loss of income. ADVOCACY Nil ALTERNATE OPTIONS Nil VOTING REQUIREMENTS Absolute Majority RECOMMENDATION That Council: 1. Reinstates fees for the use of Shire caravan parks and Alexandra Bridge camping ground with

immediate effect; and


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2. Reinstates fees for the Shire recreation centres from when these facilities are fully open at full capacity to the public again should this happen between now and Budget adoption on 22 July 2020.

ATTACHMENTS Nil RECOMMENDATION / COUNCIL DECISION CR KENNAUGH, CR MELDRUM OM2020/82 That Council: 1. Reinstates fees for the use of Shire caravan parks and Alexandra Bridge camping ground

with immediate effect; and 2. Reinstates fees for the Shire recreation centres from when these facilities are fully open at

full capacity to the public again should this happen between now and Budget adoption on 22 July 2020.

CARRIED BY ABSOLUTE MAJORITY 7/0

15. CONFIDENTIAL BUSINESS Nil 16. CLOSURE OF MEETING The Shire President thanked all in attendance and declared the meeting closed at 4.44pm

ordinary council · councillors : cr paula cristoffanini . cr naomi godden . cr brian daniel . cr...

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