ordinary meeting of council agenda 18 july 2019 · 7/18/2019 · shire of brookton, agenda...

ORDINARY MEETING OF COUNCIL

AGENDA

18 July 2019

Revised Agenda to include the following;

Item 18.07.19.03

Late item 17.07.19.01

Late item 17.07.19.02

Updated Statement of Financial Activity - Attachment 14.07.19.02

Shire of Brookton, Agenda Ordinary Meeting of Council, 18 July 2019 2

NOTICE OF MEETING

18 July 2019

14 White Street Brookton, WA 6306

Dear Councillor, Resident or Ratepayer, Notice is hereby given that the Ordinary Meeting of the Brookton Shire Council will be held on Thursday 18th July 2019 in the Council Chambers at the Shire Administration Centre commencing at 5.00 pm. The business to be transacted is shown in the Agenda. Ian D’Arcy CHIEF EXECUTIVE OFFICER 12 July 2019

DISCLAIMER

The recommendations contained in the Agenda are subject to confirmation by Council. The Shire of Brookton warns that anyone who has any application lodged with Council must obtain and should only rely on written confirmation of the outcomes of the application following the Council meeting, and any conditions attaching to the decision made by the Council in respect of the application. No responsibility whatsoever is implied or accepted by the Shire of Brookton for any act, omission or statement or intimation occurring during a Council meeting.


TABLE OF CONTENT

1.07.19 USE OF COMMON SEAL ..................................................................................................................... 4

2.07.19 DELEGATED AUTHORITY – ACTIONS PERFORMED – JUNE 2019 .......................................................... 4

3.07.19 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS ............................................................. 4

4.07.19 RECORD OF ATTENDANCE/APPOLOGIES/APPROVED LEAVE OF ABSENCE ........................................... 4

5.07.19 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ....................................................... 4

6.07.19 PUBLIC QUESTION TIME ..................................................................................................................... 4

7.07.19 APPLICATIONS FOR LEAVE OF ABSENCE ............................................................................................. 4

8.07.19 PETITIONS/DEPUTATIONS/PRESENTATIONS ...................................................................................... 4

9.07.19 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS ..................................................................... 4

9.07.19.01 ORDINARY MEETING OF COUNCIL – 20 JUNE 2019 ............................................................................ 4

10.07.19 ANNOUNCEMENTS BY THE PRESIDING MEMBER WITHOUT DISCUSSION ........................................... 4

11.07.19 DISCLOSURE OF INTERESTS ................................................................................................................ 4

12.07.19 TECHNICAL & DEVELOPMENT SERVICES REPORTS .............................................................................. 5

13.07.19 COMMUNITY SERVICES REPORTS ....................................................................................................... 5

13.07.19.01 BOUNDARY ENTRY STATEMENT DESIGN COMPETITION .................................................................... 5

14.07.19 FINANCE & ADMINISTRATION REPORTS........................................................................................... 11

14.07.19.01 LIST OF ACCOUNTS FOR PAYMENT ................................................................................................... 11

14.07.19.02 STATEMENT OF FINANCIAL ACTIVITY FOR THE PERIOD ENDED 31 JUNE 2019 ................................ 13

14.07.19.03 WRITE-OFF SMALL BALANCES – END OF YEAR RATES ...................................................................... 42

14.07.17.04 SUNDRY DEBTOR WRITE-OFF ............................................................................................................ 46

15.07.19 GOVERNANCE .................................................................................................................................. 48

15.07.19.01 ATTENDANCE AT AUSTRALIAN REGIONAL DEVELOPMENT CONFERENCE 2019 – SHIRE PRESIDENT48

15.07.19.02 BROOKTON OLD TIME MOTOR SHOW – DRAFT MEMORANDUM OF UNDERSTANDING ................ 54

15.07.19.03 TERMINATION OF LEASE AGREEMENT – BROOKTON MEN’S SHED INC. .......................................... 64

15.07.19.04 RENTAL ADJUSTMENT – UNIT 1 /33 WHITTINGTON ST, BROOKTON ............................................... 68

15.07.19.05 NEW POLICY – LIBRAY SERVICES ....................................................................................................... 70

16.07.19 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ................................ 75

17.07.19 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF MEETING ........................... 75

17.07.19.01 2019/2020 SCHEDULE OF FEES AND CHARGES - ADOPTION ............................................................ 75

17.07.19.02 AUDIT COMMITTEE MINUTES – 20 JUNE 2019 ................................................................................. 85

18.07.19 CONFIDENTIAL REPORTS .................................................................................................................. 85

18.07.19.01 SELECTION OF TENANT – APPLICATION BROOKTON SENIOR CITIZEN HOMES – WHITE ST ............. 85

18.07.19.02 SELECTION OF TENANT – APPLICATION BROOKTON SENIOR CITIZEN HOMES - MOKINE ................ 85

18.07.19.03 CLEANING SERVICES – VARIATION TO CONTRACT (CO -03 - 5/2017) ............................................... 86

19.07.19 NEXT MEETING & CLOSURE .............................................................................................................. 86


1.07.19 USE OF COMMON SEAL

The Table below details the Use of Common Seal under delegated authority for the month of June 2019.

Use of Common Seal Register

File Ref: Purpose Date Granted

Nil

2.07.19 DELEGATED AUTHORITY – ACTIONS PERFORMED – JUNE 2019

The Table below details the actions of Council performed under delegated authority for the month June 2019. Shire of Brookton, Delegation Register, 1.46 Building Matters – Permits, Certificates & Orders

BUILDING

Application No. Lot & Street Type of Building Work Date Granted

Nil

Shire of Brookton, Delegation Register, 1.41 Specific Provisions under the Town Planning Scheme No. 3

PLANNING

File Ref Application Ref Subject Land (incl. Scheme No.) Purpose Date Granted

Nil

3.07.19 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

4.07.19 RECORD OF ATTENDANCE/APPOLOGIES/APPROVED LEAVE OF ABSENCE

5.07.19 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE

6.07.19 PUBLIC QUESTION TIME

7.07.19 APPLICATIONS FOR LEAVE OF ABSENCE

8.07.19 PETITIONS/DEPUTATIONS/PRESENTATIONS

9.07.19 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

9.07.19.01 ORDINARY MEETING OF COUNCIL – 20 JUNE 2019

That the minutes of the Ordinary meeting of Council held in the Shire of Brookton Council Chambers, on 20 June 2019, be confirmed as a true and correct record of the proceedings.

10.07.19 ANNOUNCEMENTS BY THE PRESIDING MEMBER WITHOUT DISCUSSION

11.07.19 DISCLOSURE OF INTERESTS

Members and Officers to declare Financial, Proximity or Impartiality Interests & submit forms to the Chief Executive Officer at the commencement of the meeting and also prior to the item.

Disclosure of Financial & Proximity Interests


a. Members must disclose the nature of their interest in matters to be considered at the meeting. (Sections 5.60B and 5.65 of the Local Government Act 1995). b. Employees must disclose the nature of their interest in reports or advice when giving the report or advice to the meeting. (Sections 5.70 and 5.71 of the Local Government Act 1995).

Disclosure of Interest Affecting Impartiality a. Members and staff must disclose their interest in matters to be considered at the meeting in respect of which the member or employee has given or will give advice.

12.07.19 TECHNICAL & DEVELOPMENT SERVICES REPORTS

Nil

13.07.19 COMMUNITY SERVICES REPORTS

13.07.19.01 BOUNDARY ENTRY STATEMENT DESIGN COMPETITION

File No: ADM 0677 Date of Meeting: 18/07/2019 Location/Address: N/A Name of Applicant: N/A Name of Owner: N/A Author/s: Debbie Spinks – Projects & Grants Officer Authorising Officer: Ian D’Arcy – Chief Executive Officer Declaration of Interest: N/A Voting Requirements: Simple Majority Previous Report: N/A

Summary of Item: This agenda item relates to inconsistency with boundary entry signage and consideration of branding for the Shire of Brookton projecting forward. Through the Council Integrated Planning & Reporting (IPR) process that involves the Book of Ideas, a proposal to design a new boundary entry statement was discussed, with the thought a possible branding being spawned off the new design. This initiative together with competition guidelines has been positively received through the Innovations Advisory Group (IAG) and the Community Enterprise Advisory Groups (CEAG) as well being flagged at a Corporate Briefing Forum (CBF) in May 2019 and further refined at the same forum in June 2019. The item now seeks Council’s endorsement of the design competition rules and guidelines as presented in Attachment 13.07.19.01. Description of Proposal: The proposal involves an open competition for design of the Shire of Brookton boundary entry signage that may yield opportunity for a new branding initiative through community consultation of the selected entry designs. Background: The Innovations Advisory Group is the first primary filter for receiving, analysing and vetting of ideas and suggested projects from the Brookton Community. Assessment of the validity of the ideas and projects is measured against the BROOKTON 20 and the ‘Live, Work and Visit’ objectives of the Brookton Strategic Community Plan.


The Innovations Pathway is an integral process that affords a fundamental and fluid link between the Community’s Strategic Community Plan and Council’s Corporate Business Plan. Upon assessment of this proposal for a new boundary entry statements design competition has been promoted and encouraged by members of the respective groups. Additionally, suggestion has been made that the Shire of Brookton could strategically resolve two current issues, the need for consistent signage across the town and a distinct forward thinking brand for improved marketing of the Shire, inclusive of local business. With the last branding for the Shire of Brookton not that well accepted by many people in the local community, there has been a thought through the ‘Innovations’ process to involve the community to a certain degree. Consultation: As mentioned, there has been considerable consultation on this initiative through the IPR process and with Councillors in two CBF’s Statutory Environment: There is no statutory requirement in relation to the Council conducting an open design competition, other than funding which is being considered as part of the 2019/20 budget framework and adoption. Relevant Plans and Policy: This proposal to address boundary entry design inconsistency has been measured against the Shire of Brookton Strategic Community Plan – see Community & Strategic Objectives below. Financial Implications: If the Council endorses the design competition there is a projected financial budget of $4, 600 made up of:

Prize money for winning entrant > $3, 000

Advertising materials & media saturation > $500

Staff labour (overtime if running on weekend) > $500

Week long hall hire for Community consultation and final judgements/award of prize (In kind)

Refreshments snacks at final judgment night/day > $250

Projector hire > $350

The money is incorporated in the 2019/20 draft budget for consideration by Council. Risk Assessment: The predominant risk associated with this proposal is the possibility of no suitable entrant or lack of entries for the design competition. There is a provision in the guidelines for this eventuation or the competition can be cancelled at the shire of Brookton’s discretion. Community & Strategic Objectives: This proposal addressing inconsistency in boundary entry signage relates to the Next Generation BROOKTON Strategic Community Plan>2027. Specifically the Boundary Entry Statement Design Competition as assessed by the Innovations Advisory Group aligns to following objectives of the BROOKTON 20 –

(3) Social Innovation

(9) Community Engagement


(11) Value Proposition

(12) Measurement, Learning and Knowledge

(16) Community Activity & Visitor Eventing

(18) Town Precinct Comment From an officer perspective there is a need for the Shire’s image and corporate profile to be enhanced, and viewed that a design competition, as proposed, may very well afford greater awareness and interest outside of the Brookton district. To this end, it is suggested the Council support this competition within the guidelines attached to this report and the advertising campaign to commence in September 2019 (date to be selected by the CEO) following formal adoption of the 2019/20 Shire budget. INNOVATIONS ADVISORY GROUPS RECOMMENDATION That Council endorse facilitation of an art design competition (in accordance with the guidelines included as Attachment 13.07.19.01 to the report) for new boundary entry signage for the Shire, with a possibility of the successful art work being used in a new branding initiative upon further consideration through the Innovation Pathway process and by Council. Attachments Attachment 13.07.19.01A Attachment 13.07.19.01B


Attachment 13.07.19.01A

ENTRY SIGNAGE

COMPETITION

The Shire of Brookton invites design submissions for town boundary entry

signage

Boundary Entry Signage Guidelines/Terms & Conditions

Please read the following terms & conditions/guidelines carefully before submitting work for the

competition. Entrants will be prompted to agree to the Terms & Conditions before submitting an entry.

Design Brief/Guidelines

Composition must not be illuminated, reflective or fluorescent in any manner

Blue & brown colours to be limited (conflict with directional/scenic marker signs)

Boundary Entry design should be relevant to the future pathway of Brookton (forward thinking)

Designs should include a reference to indigenous culture

Submission must not be of a defamatory or offensive nature

Terms & Conditions

Competition is open to all artists/designers aged over 18

Entrants may submit an unlimited number of works

Design will be subject to approval by Main Roads WA

Competition is international and open to all artists-digital-graphic, context or geographical

location

Entries must be available in high resolution (300dpi) digital image as usb, disc or email

attachment to [email protected] or posted to Po Box 42 Brookton, WA 6306

The entrant warrants (guarantees) to the Shire of Brookton that they have the right to submit

work, that the image is original and does not infringe the rights of any other party. The entrant

will indemnify and keep the Shire of Brookton indemnified against all claims, demands, actions

suits, proceedings, losses and costs (including any legal costs or reasonable expenses properly

incurred and any compensation cost and disbursements paid by the Shire of Brookton on the

advice of the Shire of Brookton’s legal advisors to compromise or settle any claim) occasioned to

the Shire of Brookton in consequence of any breach or alleged breach of this warranty.

Winning entry to grant full and exclusive copyright to the Shire of Brookton

mailto:[email protected]


Entry Signage Competition continued

The entrant confirms and agrees that without seeking further permission from the creator,

entries are available for re-use within competition marketing without restriction or request for

financial contribution. The Shire of Brookton may, share images and information from the entry

submitted in digital marketing materials, and with partners to share on their social media

platforms and digital marketing materials including but not limited to:

o Invitation cards

o Press releases

o Information leaflets

o Posters

o Social media platforms such as Twitter, Facebook, Instagram

o Website

o E-newsletter

The Shire of Brookton reserves the right to omit entries of poor quality-for example: not well lit,

poor layout/arrangement, inadequate presentation or not adhering to set guidelines

Entries will not be accepted after close of business on the --- of --- ---

All entries are presented anonymously. Final three entries to be selected through the Shire of

Brookton selection panel (Council & Community Enterprise Advisory Group Committee) No

further correspondence will be entered into

The judging criteria for Shortlisted work are as follows:

o Effectively meeting the brief

o Strong use of creative idea

o Excellent technical execution

Shortlisted entrants will be notified of the outcome via email

Final three entries will be displayed within the Brookton Community, published in the Telegraph,

E News, displayed at the Community Resource Centre or viewed on the Shire of Brookton

website for voting purposes

Voting will run over four weeks ceasing on the --- of --- --

Winning entrant will be notified prior to final awards evening, to be held at the WB Eva Pavilion

on the ----- of ---- ----, award to be presented at final awards evening

The Shire of Brookton reserves the right to cancel the competition should insufficient entries be

received or any other circumstance arise that makes it necessary for the Shire of Brookton to

cancel the competition. The Shire of Brookton has no financial obligation to any entrant for

cancellation, and no compensation shall be due.

The Shire of Brookton reserves the right to amend these terms and conditions at any time during

the competition


Attachment 13.07.19.01B


14.07.19 FINANCE & ADMINISTRATION REPORTS

14.07.19.01 LIST OF ACCOUNTS FOR PAYMENT

File No: N/A Date of Meeting: 18/07/2019 Location/Address: N/A Name of Applicant: N/A Name of Owner: N/A Author/s: Lois Salkilld – Corporate Business Officer - Finance Authorising Officer: Vick Morris – Deputy Chief Executive Officer Declaration of Interest: The author has no financial interest in this matter. Voting Requirements: Simple Majority Previous Report: 20/06/2019

Summary of Item: The list of accounts for payment to 30th June 2019 are presented to Council for inspection. Description of Proposal: To approve the account for payment. Background: In accordance with Local Government (Financial Management) Regulations 1996 Clause 13 (1) schedules of all payments made through Council’s bank accounts are presented to Council for inspection. Please refer to the separate attachment. Consultation: N/A Statutory Environment: Local Government (Financial Management) Regulations 1996; Clause 13 – List of Accounts. Relevant Plans and Policy: Policy No. 4.4 of the Council Policy Manual states that the Chief Executive Officer is authorized to arrange purchase of specific items in the budget, which do not require calling tenders, providing that it is within the approved budget. Financial Implications: There are no financial implications relevant to this report. Risk Assessment: No risks identified as this is an operational reporting requirement. Community & Strategic Objectives: This activity is contained in the Corporate Compendium. Comment Totals of all payments from each of Councils bank accounts are listed below. The payment schedule is provided to Councillors separately and not published on the Shire of Brookton website to mitigate against the potential of fraudulent activity that can arise from this practice. Members of the public can


obtain the schedule from the Shire of Brookton Administration Office. To 30th June 2019 Municipal Account Direct Debits $97,032.48 EFT $518,857.44 Cheques $200,194.88 Trust Account $740.00 OFFICER’S RECOMMENDATION That with respect to the list of accounts for payment, Council: note the payments authorized under delegated authority and detailed below and in the List of Accounts 30th June 2019. To 31st May 2019 Municipal Account Direct Debits $97,032.48 EFT $518,857.44 Cheques $200,194.88 Trust Account $740.00 Attachments Attachment 14.07.19.01 Members of the public can obtain the schedule from the Shire of Brookton Administration Office.


14.07.19.02 STATEMENT OF FINANCIAL ACTIVITY FOR THE PERIOD ENDED 31 JUNE 2019

File No: N/A Date of Meeting: 18/07/2019 Location/Address: N/A Name of Applicant: Shire of Brookton Name of Owner: Shire of Brookton Author/s: Lois Salkilld – Corporate Business Officer (Finance) Authorising Officer: Vicki Morris – Deputy Chief Executive Officer Declaration of Interest: The authors have no financial interest in this matter Voting Requirements: Simple Majority Previous Report: There is no previous meeting reference

Summary of Item: The Statement of Financial Activity for the period ended 30 June 2019 is presented to Council. Description of Proposal: That Council receives the Statement of Financial Activity for the period ended 30 June 2019 as presented.

Background: In accordance with regulation 34 of the Local Government (Financial Management) Regulations 1996, the Shire is to prepare a monthly Statement of Financial Activity for approval by Council.

Consultation: Reporting officers receive monthly updates to track expenditure and income.

Statutory Environment: Section 6.4 of the Local Government Act 1995. Regulation 34 of the Local Government (Financial Management) Regulations 1996. Section 6.8 of the Local Government Act 1995

Relevant Plans and Policy: There is no Council Policy relevant to this issue. The Next Generation Brookton Corporate Compendium (May 2018) - Finance Activities.

Financial Implications: The Budget is regularly monitored on at least a monthly basis, by the CEO, Deputy CEO, Corporate Business Officer (Compliance & Finance). Responsible Officers are also required to review their particular line items for anomalies each month, with a major review required by law, between 1 January and 31 March of each year pursuant to the Local Government (Financial Management) Regulations 1996 (Regulation 33A). Risk Assessment: No risk identified as this is a reporting statement only in accordance with the regulations.

Community & Strategic Objectives: Responsible financial management is critical to deliver on the Strategic Community Plan.

The Corporate Business Plan determines the local government’s resource allocations which form the construction of the Annual Budget. The financial statements thus measure performance against the Corporate Business Plan by providing comparatives against the Annual Budget.


Comment The Monthly Financial Report has been prepared in accordance with statutory requirements.

OFFICER’S RECOMMENDATION That Council receives the Monthly Statements of Financial Activity for the period ending 30 June 2019 as presented in Attachment 14.07.19.02 Attachments Attachment 14.07.19.02


Attachment 14.07.19.02

Shire of Brookton

MONTHLY FINANCIAL REPORT

For the Period Ended 30 June 2019

TABLE OF CONTENTS

Statement of Financial Activity by Function & Activity

Statement of Financial Activity by Nature & Type

Note 1 - Major Variances

Note 2 - Graphical Representation of Statement of Financial Activity

Note 3 - Net Current Funding Position

Note 4 - Receivables

Note 5 - Cash Backed Reserves

Note 6 - Capital Disposals and Acquisitions

Note 7 - Information on Borrowings

Note 8 - Cash and Investments

Note 9 - Budget Amendments

Note 10 - Trust Fund

Note 11 - Kalkarni Financial Report

Note 12 - WB Eva Pavilion and Gymnasium Operating Statement

Note 13 - Sewerage Operating Statement

Note 14 - Brookton Caravan Park & Acquatic Centre Financial Reports

Note 15 - Road Program

Note 16 - Capital Works Program

Note 17 - Grants Register


General User Input Data to appear in the Report

Local Government Name Shire of Brookton

Last Year (-2) 2016-17

Last Year (-1) 2017-18

Current Year 2018-19

Current Reporting Period For the Period Ended 30 June 2019

Start of Current Financial Year 01-Jul-18

End of Financial Year 30-Jun-19

Material Threshold

Material Amount Income $10,000

Material Amount Expenditure $10,000

Material Percentage Income 10.00%

Material Percentage Expenditure 10.00%

Material Variances Symbol

Above Budget Expectations p

Below Budget Expectations q

Shire of Brookton

Monthly Reporting Model

Base Input Data


Budget Actual Budget Actual Budget Actual Budget Actual

Month 2018-19 2018-19 2018-19 2018-19 2018-19 2018-19 2018-19 2018-19

Jul 769,232 612,509 473,925 677,474 313,560 26,968 124,436 4,369

Aug 1,522,518 1,055,862 1,056,166 1,446,694 627,119 27,654 248,873 4,369

Sep 2,378,662 2,532,956 1,544,365 2,153,293 964,382 30,567 375,059 4,369

Oct 3,086,214 3,475,179 2,068,446 2,790,540 1,295,827 865,984 555,064 182,576

Nov 3,906,757 4,223,376 2,674,472 3,363,107 1,619,784 966,199 683,375 192,351

Dec 4,955,101 4,944,994 3,211,952 4,025,286 1,943,741 1,052,003 815,187 192,351

Jan 5,704,405 5,845,064 3,691,203 4,185,839 2,267,698 1,321,635 944,081 196,847

Feb 6,456,560 6,620,137 4,226,007 4,745,090 2,664,526 1,378,908 1,102,370 196,847

Mar 7,268,609 7,399,083 4,669,326 5,136,456 2,997,592 1,517,462 1,240,166 196,847

Apr 7,992,646 8,187,798 5,099,170 5,682,719 3,330,658 1,958,301 1,377,963 211,136

May 8,803,311 8,965,883 5,658,618 6,235,223 3,693,057 2,136,504 1,517,592 234,886

Jun 9,817,567 9,973,806 6,426,981 7,262,398 4,028,789 2,961,310 1,687,555 583,624

Shire of Brookton


Graph Input Data

Statement of Financial Activity

Capital RevenueOperating Expenses Operating Revenue Capital Expenses


Note 3 - Net Funding Current Position

Month Actual Actual Actual

2016-17 2017-18 2018-19

$('000s) $('000s) $('000s)

Jul 267,469 907,333 1,207,105

Aug 3,164,854 3,295,912 4,051,835

Sep 3,435,041 3,637,304 3,520,526

Oct 1,972,833 2,372,296 2,805,542

Nov 2,372,945 2,381,438 2,781,753

Dec 1,584,583 2,034,219 2,887,488

Jan 1,758,100 1,808,505 2,133,457

Feb 1,831,612 1,794,385 2,086,564

Mar 1,584,583 2,034,219 1,810,439

Apr 1,584,583 2,034,219 1,383,009

May 1,584,583 2,035,219 1,383,009

Jun 1,584,583 2,034,219 1,066,405

Note 4 - Rates and Rubbish Collection History

Month

Last Year This Year

2017-18 2018-19

% %

Jul 21 25

Aug 14 -0

Sep 72 28

Oct 72 78

Nov 83 83

Dec 83 84

Jan 91 91

Feb 91 92

Mar 93 96

Apr 93 97

May 93 97

Jun 93 97

Shire of Brookton

Graph Input Data (Cont.)


Graph Input Data (Cont.)

Shire of Brookton



Adopted Annual

Budget

Amended Budget

- Dec OCM

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

(b)-(a)/(b) Var.

Note 9 9

Operating Revenues $ $ $ $ %

Governance 11,550 16,399 16,399 26,021 9,622 58.68%

General Purpose Funding 600,727 685,877 685,877 1,748,412 1,062,535 154.92% p

Law, Order and Public Safety 20,000 20,000 20,000 23,363 3,363 16.82%

Health 1,300 1,300 1,300 917 (383) (29.43%)

Education and Welfare 4,429,822 4,495,238 4,495,238 4,390,156 (105,082) (2.34%)

Housing 81,696 81,696 81,696 102,609 20,913 25.60% p

Community Amenities 391,933 391,933 391,933 392,248 315 0.08%

Recreation and Culture 41,882 43,002 43,002 48,636 5,634 13.10%

Transport 574,593 604,546 604,546 440,643 (163,903) (27.11%) q

Economic Services 50,430 50,430 50,430 46,288 (4,142) (8.21%)

Other Property and Services 36,560 36,560 36,560 43,105 6,545 17.90%

Total (Excluding Rates) 6,240,493 6,426,981 6,426,981 7,262,398 835,418 13.00%

Operating Expense

Governance (505,146) (531,044) (531,044) (495,909) 35,135 6.62%

General Purpose Funding (206,116) (206,116) (206,116) (192,604) 13,512 6.56%

Law, Order and Public Safety (172,331) (180,331) (180,331) (161,115) 19,216 10.66% p

Health (80,802) (79,565) (79,565) (65,980) 13,585 17.07% p

Education and Welfare (3,874,446) (4,434,515) (4,434,515) (4,176,761) 257,754 5.81%

Housing (241,994) (241,994) (241,994) (160,956) 81,038 33.49% p

Community Amenities (481,624) (492,754) (492,754) (383,544) 109,210 22.16% p

Recreation and Culture (1,012,065) (1,015,690) (1,015,689) (850,181) 165,508 16.30% p

Transport (2,430,797) (2,435,892) (2,435,892) (3,065,785) (629,893) (25.86%) q

Economic Services (175,834) (170,697) (170,697) (142,404) 28,293 16.58% p

Other Property and Services (28,970) (28,970) (28,970) (278,568) (249,598) (861.57%) q

Total (9,210,125) (9,817,568) (9,817,567) (9,973,806) (156,239) (1.59%)

Funding Balance Adjustment

Add back Depreciation 2,109,945 2,109,945 2,109,945 2,953,796 843,851 39.99%

Adjust (Profit)/Loss on Asset Disposal 6 765 16,364 16,364 15,599 (765) (4.67%)

Adjust (Profit)/Loss on Asset Revaluation 0 0 0 0

Movement in Non Cash Provisions 0 0 0 1,861 1,861

Net Operating (Ex. Rates) (858,922) (1,264,278) (1,264,277) 259,849 1,524,126 (120.55%)

Capital Revenues

Proceeds from Disposal of Assets 6 65,000 106,818 106,818 90,909 (15,909) (14.89%) q

Self-Supporting Loan Principal 28,754 28,754 28,754 43,043 14,289 49.69% p

Transfer from Reserves 5 1,464,483 1,551,983 1,551,983 449,672 (1,102,311) (71.03%) q

Total 1,558,237 1,687,555 1,687,555 583,624 (1,103,931)

Capital Expenses

Land and Buildings 6 (960,000) (960,000) (960,000) (85,899) 874,101 91.05% p

Plant and Equipment 6 (357,000) (405,485) (405,485) (322,229) 83,256 20.53% p

Furniture and Equipment 6 (75,000) (69,000) (69,000) (170,340) (101,340) (146.87%) q

Infrastructure Assets - Roads & Bridges 6 (922,686) (1,002,664) (1,002,664) (789,320) 213,344 21.28% p

Infrastructure Assets - Sewerage 6 (10,000) (42,000) (42,000) (12,030) 29,970 71.36% p

Infrastructure Assets - Parks 6 0 0 0 0 0 0.00%

Repayment of Debentures 7 (138,653) (138,653) (138,653) (152,941) (14,288) (10.30%) q

Transfer to Reserves 5 (1,394,190) (1,410,988) (1,410,988) (1,428,552) (17,564) (1.24%)

Total (3,857,529) (4,028,789) (4,028,789) (2,961,310) 1,067,480 (26.50%)

Net Capital (2,299,292) (2,341,234) (2,341,234) (2,377,686) (36,451) 1.56%

Total Net Operating + Capital (3,158,214) (3,605,513) (3,605,512) (2,117,837) 1,487,675 41.26%

Rate Revenue 2,244,064 2,269,064 2,269,064 2,270,091 0 1,027 0.05%

Opening Funding Surplus(Deficit) 914,150 914,150 914,150 914,150 0 0.00%

Closing Funding Surplus(Deficit) 3 0 (422,298) (422,298) 1,066,405 1,488,702

Shire of Brookton

STATEMENT OF FINANCIAL ACTIVITY


(Statutory Reporting Program)


NOTE 2018/19 2018/19 2018/19 2018/19 Variance

Adopted Budget Amended Budget YTD Budget YTD Actual

YTD Budget vs YTD

Actual

$ $ $ $

REVENUES FROM ORDINARY ACTIVITIES

Rates 2,244,064 2,269,064 2,269,064 2,270,091 1,027

Operating Grants, Subsidies and Contributions 3,770,450 3,885,553 3,885,553 4,799,775 914,222

Fees and Charges 1,685,956 1,685,956 1,685,956 1,845,709 159,753

Interest Earnings 194,748 238,526 238,527 156,182 (82,345)

Other Revenue 68,231 92,689 92,690 93,587 897

7,963,449 8,171,788 8,171,790 9,165,344 993,554

EXPENSES FROM ORDINARY ACTIVITIES

Employee Costs (1,472,174) (1,475,184) (1,464,735) (1,471,490) (6,755)

Materials and Contracts (5,172,361) (5,778,239) (5,522,951) (5,084,726) 438,225

Utilities (164,163) (164,519) (170,727) (162,249) 8,478

Depreciation (2,109,941) (2,109,945) (1,054,971) (2,953,796) (1,898,826)

Interest Expenses 7 (104,477) (104,476) (52,239) (102,150) (49,912)

Insurance (185,489) (183,686) (185,489) (179,651) 5,838

Other Expenditure (754) (754) (260,283) (197) 260,086

(9,209,359) (9,816,803) (8,711,394.00) (9,954,260) (1,242,866)

(1,245,910) (1,645,015) (539,604) (788,916) (249,312)

Non-Operating Grants, Subsidies & Contributions 521,106 521,106 521,106 363,199 (157,907)

Profit on Asset Disposals 6 - 3,149 3,149 3,946 798

Loss on Asset Disposals 6 (765) (765) (765) (19,545) (18,780)

NET RESULT (725,569) (1,121,525) (16,114) (441,316) (425,202)

Shire of Brookton


Program by Nature and Type



2018/19 2018/19 2018/19 2018/19 Variance

Adopted Budget Amended Budget YTD Budget YTD Actual

YTD Budget vs YTD

Actual

$ $ $ $


Rates 2,269,064 2,269,064 2,270,091 1,027 44%

Operating Grants, Subsidies and Contributions 513,370 628,473 1,665,483 1,037,010 32%

Fees and Charges 898,695 898,695 973,986 75,291 19%

Interest Earnings 194,749 238,527 156,182 (82,345) 3%

Other Revenue 68,232 92,690 93,587 897 2%

3,944,110 4,127,449 5,159,330 1,031,881 100%


Employee Costs (1,461,725) (1,464,735) (1,471,490) (6,755) 25%

Materials and Contracts (1,347,770) (1,434,868) (1,227,891) 206,977 21%

Utilities (170,371) (170,727) (162,249) 8,478 3%

Depreciation (2,009,487) (736,828) (2,847,782) (2,110,954) 48%

Interest Expenses (99,516) (36,505) (97,382) (60,877) 2%

Insurance (171,716) (157,944) (165,880) (7,936) 3%

Other Expenditure (275,754) (260,283) (197) 260,086 0%

(5,536,339) (4,261,890) (5,972,871) (1,710,981) 100%

(1,592,229) (134,441) (813,542) (679,101)

Non-Operating Grants, Subsidies & Contributions 521,106 521,106 363,199 (157,907) -6%

Profit on Asset Disposals - 3,149 3,946 798 0%

Loss on Asset Disposals (765) (765) (19,545) (18,780) 0%

NET RESULT (1,071,888) 389,048 (465,942) (854,990) 8%

Shire of Brookton

STATEMENT OF FINANCIAL ACTIVITY (Excluding Kalkarni Residential Facility)

Program by Nature and Type


Actuals as

% of Total


NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY

Note 1: MAJOR VARIANCES

OPERATING REVENUE (EXCLUDING RATES)Governance

Within variance threshold of $10,000 or 10%

General Purpose Funding

There are a number of factors that relate to the variance with the main driver being the

GPG from the Grants Commission - General & Roads balance B/F from 17/18 for an advance

payment received for General & Roads received 18/19$504,500 (as per above explanation), and a further $525,300.00 Paid 18th June for 2019/20–

1st Quarter 2019/2020

Law, Order and Public Safety


Health


Education and Welfare


Housing

More rent received than anticipated

Community Amenities


Recreation and Culture


Transport

Under recoup on revenue budget - TBA

Economic Services


Other Property and Services


OPERATING EXPENSESGovernance


General Purpose Funding


Law, Order and Public Safety

Timing issue - expected to self correct

Health


Education and Welfare


HousingGeneral operating expenses down on expected in partiuclar in the area of staff housing and

Madison Square units.

Community AmenitiesGeneral operating expenses down across the board, in particular in the area of specified

maintenance at the Memorial Hall and WB Pavillion.


General operating expenses down across the board, in particular in the area of Sewerage

contracts and Materials. TPB Contracts and Consultants budgeted for and not required.

TransportIncrease in expenditure not as a result of overspend, but parimarily pertains to the

depreciation on assets calculations.

Economic Services


Other Property and Services

There a number of factors that relate to this variance, but the main driver relates to

an employee redundancy payout & plant allocation costs which will be reviewed.

Shire of Brookton



CAPITAL REVENUEProceeds from Disposal of Assets

proceeds down by $15,000 on budget

Self-Supporting Loan Principal

Loan 79 paid-out early - Loan 79 Multifunctional Family Centre

Transfer from Reserves

Reserve Transfers will be completed at maturity 02/07/19.

CAPITAL EXPENSES

Land and BuildingsExpenditure budgeted for at Kalkarni and new house did not eventuate, new roof to White

Street units not required. Front Coun ter renovations not done.

Plant and Equipment

Two trucks budgeted for and only on purchased in 18/19.

Furniture and Equipment

Overspend on budget.

Infrastructure Assets - Roads & Bridges

Underspend on budget

Infrastructure Assets - Sewerage

Underspend on budget

Infrastructure Assets - Parks


Repayment of Debentures

The variance relates to the profile calculated over 12 month for 18/19 will self correct.

Transfer to Reserves


OTHER ITEMSRate Revenue


Opening Funding Surplus(Deficit)


Closing Funding Surplus (Deficit)



Shire of Brookton



Note 2 - Graphical Representation - Source Statement of Financial Activity

Comments/Notes - Operating Expenses

Comments/Notes - Operating Revenues

0

2000000

4000000

6000000

8000000

10000000

12000000

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Month ending

Budget Operating Expenses -v- YTD Actual

Budget 2018-19 Actual 2018-19

0

1000000

2000000

3000000

4000000

5000000

6000000

7000000

8000000


Budget Operating Revenues -v- Actual



Shire of Brookton



Note 1 - Graphical Representation - Source Statement of Financial Activity

Comments/Notes - Capital Expenses

Comments/Notes - Capital Revenues

0

200000

400000

600000

800000

1000000

1200000

1400000

1600000

1800000


Month ending

Budget Capital Revenue -v- Actual


0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Month ending

Budget Capital Expenses -v- Actual



Note 3: NET CURRENT FUNDING POSITION

Note This Period

Same Period

2017/18

Same Period

2016/17

Surplus C/F

1 July 2018

$ $ $ $

Current Assets

Cash Unrestricted 1,263,918 2,038,002 1,613,094 1,740,530

Cash Restricted 5,253,475 4,259,065 3,244,209 4,274,596

Receivables 4,093,981 3,476,552 3,132,877 4,375,025

Prepayments & Accruals 0 0 0 0

Inventories 16,487 16,322 16,934 27,394

10,627,861 9,789,941 8,007,114 10,417,545

Less: Current Liabilities

Payables and Provisions (4,307,981) (3,496,657) (3,178,322) (5,228,799)

(4,307,981) (3,496,657) (3,178,322) (5,228,799)

Less: Cash Restricted (5,253,475) (4,259,065) (3,244,209) (4,274,596)

Net Current Funding Position 1,066,405 2,034,219 1,584,583 914,150

Comments - Net Current Funding Position

2018-19

Shire of Brookton



Positive=Surplus (Negative=Deficit)

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

4,500,000


Note 2 - Liquidity Over the Year

2016-17 2017-18 2018-19


Note 4: RECEIVABLESReceivables - Rates, Sewerage and

Rubbish Current Previous Receivables - General Current 30 Days 60 Days 90+Days

2018-19 2017-18 $ $ $ $

$ $ 46,657 224 0 5,397

Opening Arrears Previous Years 53,825 30,159 Total Outstanding 52,278

Rates, Sewerage & Rubbish Levied this

year 2,645,818 2,245,204

Less Collections to date (2,608,981) (2,107,699) Amounts shown above include GST (where applicable)

Equals Current Outstanding 90,662 149,844

Net Rates Collectable 90,662 149,844

% Collected 96.64% 93.36%

Comments/Notes - Receivables Rates, Sewerage and Rubbish Comments/Notes - Receivables General

Shire of Brookton



-20

0

20

40

60

80

100

120


Am

ou

nt

Co

llect

ed

%

Note 4 - Rates % Collected

Last Year 2017-18

This Year 2018-19

89%

1%

0%

10%

Receivables - GeneralCurrent 30 Days 60 Days 90+Days


Note 5: Cash Backed Reserves

Name

Opening

Balance

Budget

Interest

Earned

Actual

Interest

Earned

Adopted

Budget

Transfers In

(+)

Amended

Budget Oct

18 OCM

Transfers In

(+)

Actual

Transfers In

(+)

Adopted Budget

Transfers Out (-)

Amended

Budget Sept

18, Oct 18

OCM & Nov

18 OCM

Transfers Out

(-)

Actual Transfers

Out (-)

Adopted

Budget Closing

Balance

Actual YTD

Closing

Balance$ $ $ $ $ $ $ $ $

Aldersyde Hall Reserve (Not Shire

Vested Property)25,805 619 0 0 0 0 0 0 26,424 25,805

Leave Reserve 0 542 1,998 114,700 114,700 0 0 0 115,242 116,698

Brookton Heritage/Museum Reserve 41,889 1,096 1,032 2,500 2,500 0 0 0 45,485 45,421

Caravan Park Reserve 128,429 3,173 3,206 10,000 10,000 0 0 0 141,602 141,635

Cemetery Reserve 22,622 561 708 10,000 10,000 0 0 0 33,183 33,330

Community Bus Reserve 72,166 1,859 1,826 7,000 7,000 0 0 0 81,025 80,992

Furniture and Equipment Reserve 78,538 2,156 1,854 0 0 0 0 0 80,694 80,392

Health & Aged Care Reserve 691,647 9,276 15,671 65,000 65,000 (327,000) 0 (184,298) 438,923 588,020

Land & Housing Development

Reserve1,024,906 30,673 27,415 136,389 136,389 (420,000) 0 0 771,968 1,188,710

Kweda Hall Reserve 29,497 798 652 2,500 2,500 0 (17,500) (15,891) 15,295 16,758

Land Development Reserve 136,389 0 0 0 0 (136,389) . (136,389) 0 (0)

Madison Square Units Reserve 18,703 467 546 6,000 6,000 0 0 0 25,170 25,249

Municipal Buildings & Facilities

Reserve236,375 5,004 6,059 87,000 87,000 (74,000) 0 0 254,379 329,434

Plant and Vehicle Reserve 664,198 11,601 16,835 210,000 210,000 (265,000) (7,000) 0 613,799 891,033

Railway Station Reserve 29,497 798 2,200 86,356 86,356 0 0 0 116,651 118,053

Rehabilitation & Refuse Reserve 53,610 1,920 2,345 62,000 62,000 0 0 0 117,530 117,955

Road and Bridge Infrastructure

Reserve432,174 8,689 9,965 70,000 70,000 (113,094) 0 (113,094) 397,769 399,045

Saddleback Building Reserve 52,782 1,294 1,272 1,500 1,500 0 0 0 55,576 55,554

Sewerage & Drainage Infrastrcture

Reserve259,113 6,942 7,892 101,932 101,932 0 0 0 367,987 368,937

Sport & Recreation Reserve 15,663 412 544 10,000 10,000 0 0 0 26,075 26,207

Townscape and Footpath Reserve 51,707 717 1,496 50,000 50,000 (39,000) 0 0 63,424 103,203

Developer Contribution - Roads 2,635 63 62 0 0 0 0 0 2,698 2,697

Water Harvesting Reserve 42,239 860 1,005 1,500 1,500 (10,000) (24,000) 0 10,599 44,744

Brookton Aquatic Reserve 66,841 1,966 2,623 60,000 60,000 0 0 0 128,807 129,464

Cash Contingency Reserve 97,171 2,694 3,529 60,000 16,798 76,798 0 (39,000) 0 137,663 177,498

Independent Living Units Reserve 0 633 1,640 145,000 145,000 (80,000) 0 0 65,633 146,640

4,274,596 94,813 112,377 1,299,377 16,798 1,316,175 (1,464,483) (87,500) (449,672) 4,133,601 5,253,476

Shire of Brookton




Note 6: CAPITAL DISPOSALS AND ACQUISITIONS

Net Book

Value Proceeds

Profit

(Loss)

Net Book

Value Proceeds

Profit

(Loss)

$ $ $

38,712 40,000 1,288 PT7 Mitsubishi Tandem Truck 55,000 35,455 (19,545)

13,817 15,000 1,183 PT13 Isuzu Single Axle Truck 0 0

13,236 10,000 (3,236) PU30 2016 Mitsubishi Triton Ute 12,838 13,636 798

0 0 0 PAV115 2016 Toyota Prado 38,670 41,818 3,149

0 0 0 0 0

0 0 0 0 0

0 0 0 0 0

0 0 0 0 0

0 0 0 0 0

0 0 0 0 0

65,765 65,000 (765) Totals 106,508 90,909 (15,599)

Comments - Capital Disposal

Budget

Amended

Budget Actual Variance

$ $ $

Property, Plant & Equipment

Land and Buildings 960,000 962,500 85,899 876,601

Plant & Equipment 357,000 405,485 322,229 83,256

Furniture & Equipment 75,000 69,000 170,340 (101,340)

Infrastructure

Roadworks & Bridge Works & Footpaths 922,686 1,002,664 789,320 213,344

Parks & Gardens 0 0 0 0Sewerage & Drainage 10,000 42,000 12,030 (2,030)

Totals 2,324,686 2,481,649 1,379,817 1,069,831

Comments - Capital Acquisitions

Summary Acquisitions

Shire of Brookton



Original Budgeted Profit(Loss) of

Asset Disposal

DisposalsActual Profit(Loss) of Asset Disposal


Note 7: INFORMATION ON BORROWINGS

Principal New Principal Principal Interest

1-Jul-18 Loans Repayments Outstanding Repayments

$ $ Actual Budget Actual Budget Actual Budget

Particulars Loan Purpose Due Date Term (yrs) Rate (%) $ $ $ $ $ $

Self Supporting Loans

*Loan 78 Senior Citizen's Homes Construction of Mokine Cottages 17/06/2024 15 6.74 104,011 - 14,595 14,595 89,416 89,416 7,442 6,767

*Loan 79 Multifunctional Family Centre Purchase of the Building 1/08/2020 15 5.82 23,154 - 23,154 8,865 - 14,288 804 1,220

*Loan 82 Country Club

Extension and Refurbishment of the

Club House 15/11/2027 20 6.95 257,013 - 19,889 19,889 237,124 237,124 19,094 17,523

Governance

Loan 75 Administration Shire Office Renovations 3/08/2026 25 6.46 51,806 - 4,745 4,745 47,061 47,061 3,491 3,271

Education & Welfare

Loan 80 Kalkarni Residency Kalkarni Residence 1/02/2026 25 5.63 80,511 - 8,220 8,220 72,291 72,291 4,768 4,419

Housing

Loan 80 Staff Housing Staff Housing 1/02/2026 25 5.63 132,843 - 13,563 13,563 119,280 119,280 7,867 7,291

Community Amenities

Loan 80 Sewerage Sewerage Extension 1/02/2026 25 5.63 56,358 - 5,754 5,754 50,604 50,604 3,338 3,093

Transport

Loan 80 Grader New Grader 1/02/2026 25 5.63 132,843 - 13,563 13,563 119,280 119,280 7,867 7,291


Loan 81 Sport & Recreation Recreation Plan 1/11/2027 20 6.95 639,122 - 49,459 49,459 589,663 589,662 47,478 43,574

1,477,660 - 152,941 138,653 1,324,719 1,339,007 102,150 94,449

(*) Self supporting loan financed by payments from third parties.

All other loan repayments were financed by general purpose revenue.

Shire of Brookton




Note 8: CASH AND INVESTMENTS

Interest Unrestricted Restricted Trust Investments Total Institution Maturity

Rate $ $ $ $ Amount $ Date

(a) Cash Deposits

Municipal Cash at Bank -

Operating Account 0.00% 10,991 10,991 BendigoMunicipal Cash at Bank -

Cash Management Account 0.40% 1,022,659 1,022,659 BendigoMunicipal Cash at Bank -

Independent Living Units 1.00% 210,898 210,898 Bendigo

Trust Cash at Bank 0.00% 32,273 32,273 Bendigo

(b) Term Deposits

Reserves 2.35% 4,803,485 5,054,650 Bendigo 02/07/2019

Reserves 1.77% 251,165 251,165 WA Treasury 02/07/2019

(c) Investments

Bendigo Bank Shares 10,000 10,000

Total 1,244,549 5,054,650 32,273 10,000 6,592,637

Comments/Notes - Investments

Investment Management Strategy for Kalkarni Bonds

The total bond/RAD amounts ($3,966,708.18 ) as at 30/4/19 are invested by Baptistcare with NAB for a term of 1 month at the rate of 2.4996%

with a maturity date of 19th April 2019.

Shire of Brookton




Note 9: BUDGET AMENDMENTS

Amendments to original budget since budget adoption. Surplus/(Deficit)

GL Account

Code Description Council Resolution Classification

No Change -

(Non Cash

Items) Adjust.

Increase in

Available Cash

Decrease in

Available Cash

Amended

Budget Running

Balance $ $ $ $

Adopted Budget Net Asset Surplus 30 June 2018 Opening Surplus(Deficit) 0

E042531 CEO Vehicle Sept 2018 OCM Capital Expenses 7,000 (7,000)

0L01621 CEO Vehicle - Transfer from Reserves Sept 2018 OCM Capital Revenue 7,000 0

I042498 ADMIN Sale of Assets GEN Sept 2018 OCM Capital Revenue 41,818 41,818

I042499 ADMIN Profit on Sale of Asset Sept 2018 OCM Operating Revenue 3,149 44,967

E042531 ADMIN Purchase CEO Vehicle GEN Sept 2018 OCM Capital Expenses 41,485 3,482

0L01861 Kweda Hall - Transfer from Reserves Oct 2018 OCM Capital Revenue 15,500 18,982

E111512 Kweda Hall - Kitchen Upgrade Oct 2018 OCM Capital Expenses 15,500 3,482

0L01921 Water Harvesting - Transfer from Reserves Oct 2018 OCM Capital Revenue 24,000 27,482

E107020 Seabrook Aboriginal Corporation - Dam Lease Oct 2018 OCM Operating Expenses 24,000 3,482

I032030

GPG Grants Commission - Bridges GEN - Budget

Correction - Notification received, after budget adoption,

of successful grant application in conjuction with MRWA

to repair Aldersyde North Bridge

Oct 2018 OCM Operating Revenue 50,025 53,507

E121572

Bridge Construction - MRWA & WALGGC GEN - Budget

Correction - Notification received, after budget adoption,

of successful grant application in conjuction with MRWA

to repair Aldersyde North Bridge

Oct 2018 OCM Capital Expenses 50,025 3,482

I032010

GPG Grants Commission - General GEN - Budget

Correction - Notification received after budget adoption

of confirmed funding for the Financial Assistance Grant

amounts for the 2018/19 fin year


I032020

GPG Grants Commission - Roads GEN - Budget

Correction - Notification received after budget adoption

of confirmed funding for the Financial Assistance Grant

amounts for the 2018/19 fin year

Oct 2018 OCM Operating Revenue 347 38,607

I122010

INFRA MRWA Direct Grant GEN - Budget Correction -

Main Roads Direct grant 2018/19 budget was estimated

on last years receipt. Received notification in October

from MRWA confirming final amount.


E121565

Brookton Kweda Road - Budget Addition - Due to

increase in Main Roads Direct grant, able to complete an

additional 0.8 kms of resealing


E111010Casual Hires Liability Insurance -Budget Deletion - LGIS

provided cover for no chargeOct 2018 OCM Operating Expenses 828 39,435

E111020Casual Hires Liability Insurance -Budget Deletion - LGIS

provided cover for no chargeOct 2018 OCM Operating Expenses 1,035 40,470

I033610

Principal Repayment S/S loan Recoup - Budget Deletion -

Senior Citizen Loan No. 78 no long self supporting,

assets transferred to shire. Inadvertantly left in the

budget when adopted

Oct 2018 OCM Capital Revenue 40,470

I116010

General Income - Budget Addition - Budget Addition -

17/18 Kidsport Acquittal misplaced by Dept Sport and

Rec. Relodged and funds received 18/19


E115040

OTH-CULT Community Events GEN - Budget Addition -

Regeneration Farming Forum not included in the 18/19

budget - unable to obtain sponsorship so paid from

Muni Account

Oct 2018 OCM Operating Expenses 2,815 38,775

E073480

Sabbleback Medical Centre - Budget Addition - gutters &

downpipes have rusted through and are leaking - urgent

replacement required $2,900. Electrician to remove &

disconnect solar panels to gain access to area of roof

leaks to enable repair $1,000.

Oct 2018 OCM Operating Expenses 3,900 34,875

0L01962

Transfer to Reserve - Budget Addition - Transfer excess

of Financial Assistance Grants, General and Roads to

Cash Contingency Reserve after budget adjustments.


0L01961Mens Shed Old Bowling Building as per Council

Resolution 13.12.18.01Dec 2018 OCM Capital Revenue 7,000 25,077

I085050

Amended 2018/2019 budget received from Baptistcare

as opriginal budget did not reflect the correct income

and expenditure

Dec 2018 OCM Operating Revenue 43,778 68,855

E085020

Amended 2018/2019 budget received from Baptistcare

as original budget did not reflect the correct income and

expenditure

Dec 2018 OCM Operating Expenses 534,252 (465,397)

E042520Expenditure is under the capital threshold so has been

transferred to operating budgetFeb 2019 OCM Capital Expenses 6,000 (459,397)

E042020Expenditure is under the capital threshold so has been

transferred to operating budgetFeb 2019 OCM Operating Expenses 6,000 (465,397)

E041030

Wheatbelt South Regional Road Group - Chairperson

annual Honorarium $1,700 to be recouped from

participating Shires & !00 Shire Contribution

Feb 2019 OCM Operating Expenses 100 1,800 (467,097)

I041020Wheatbelt South Regional Road Group - Chairperson

annual Honorarium - recouped from participating ShiresFeb 2019 OCM Operating Revenue 1,700 (465,397)

E143530

Transfer of light vehicle purchases to correct GL code.

Expenditure allocated to Schedule 14 in adopted budget.

Should be under Schedule 04

Feb 2019 OCM Operating Expenses 60,000 (405,397)

Shire of Brookton




E042533





E042534





E083020 Incorrect figures provided for the preparation of the

budget.Feb 2019 OCM Operating Expenses 19,822 (485,219)

I083040 Incorrect figures provided for the preparation of the

budget.Feb 2019 OCM Operating Revenue 19,822 (465,397)

E111512 further works identified after demolition of old kitchen.

Works not in original estimated budgetFeb 2019 OCM Capital Expenses 2,000 (467,397)

0L01861 further works identified after demolition of old kitchen.

Works not in original estimated budgetFeb 2019 OCM Capital Revenue 2,000 (465,397)

E042010Wages allocation shifted due to alterations of Position

DescriptionsFeb 2019 OCM Operating Expenses 18,198 (483,595)









E087020

Electricity was estimated for budget as no historical

data available. Estimated is not sufficient to cover the

actual costs.


I087040

Electricity was estimated for budget as no historical

data available. Estimated is not sufficient to cover the

actual costs.


E113510 Feb 2019 OCM Capital Expenses 15,000 (450,397)

E122030 Feb 2019 OCM Operating Expenses 15,000 (465,397)

E087020 Wages allocation amended due to change in works

program and job schedulingFeb 2019 OCM Operating Expenses 4,179 (469,576)




program and job schedulingFeb 2019 OCM Operating Expenses 196 (471,570)




program and job schedulingFeb 2019 OCM Operating Expenses 392 (473,022)





(465,397)

(465,397)

(465,397)

(465,397)

(465,397)

Closing Funding Surplus (Deficit) 0 402,872 868,269 (465,397)

expenditure to date is under the capital threshold. The

general maintenance under the operational account had

sufficient budget to account for expenditure.


Note 10: TRUST FUND

Funds held at balance date over which the Shire has no control and which are not included in this

statement are as follows:

Opening Balance Amount AmountClosing Balance

Description

For the Period 1

July 2018 Received Paid

For the Period

Ended 30 June

2019

$ $ $ $Housing Bonds 1,200 0 0 1,200

Other Bonds 13,270 13,070 (13,380) 12,960

Rates Incentive Prize 200 200 (200) 200

Staff AFL Tipping 0 0 0 0

Les McMullen Sporting Grants 0 0 0 0

Gnulla Child Care Facility 3,073 0 0 3,073

Wildflower Show Funds 1,240 0 0 1,240

Kalkarni Resident's Accounts 0 0 0 0

Public Open Space Contributions 13,820 0 0 13,820

Developer Road Contributions (1) 0 0 (1)

Unclaimed Money 30 0 0 30

32,833 13,270 (13,580) 32,523

1. Developer Road Contributions are:

T129 Allington - Grosser Street -$1.00 Rounding

Road Contributions are required to be transferred out of Trust into Reserve/Muni for designated purpose.

2. Public Open Space Contribution:

T148 - Paul Webb $13,820

Contribution to be retained in Trust as required under the Planning and Development Act 2005.

It is to be investigated whether funds can be applied against POS projects such as the Robinson Street Development.

3. Gnulla Child Care Facility

This is an aged transaction. Consider transferring funds to Muni once a designated project has been identified.

4. Housing Bond

Bond is to either be refunded, expended or transferred to the Bonds Authority.

Shire of Brookton




Note 11: Kalkarni Aged Care Facility

Adopted

Annual

Budget

Amended

Budget - Nov

& Dec OCM

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

(b)-(a)/(b) Var.

Note 9 9

Operating Revenue $ $ $ $ %

Fees & Charges 787,261 787,261 787,261 871,723 84,462 10.73%

Grants & Subsidies 3,257,080 3,257,080 3,257,080 3,134,292 (122,788) (3.77%)

Total Revenue 4,044,341 4,044,341 4,044,341 4,006,015 (38,326) (0.95%)

Operating Expenses

Building Maintenance 0 0 0 0 0 0.00%

Interest Expenses (4,960) (4,960) (4,960) (4,768) 192 (3.87%)

Insurance Expenses (13,772) (13,772) (13,772) (13,772) 0 (0.00%)

Building Maintenance (53,370) (53,370) (53,370) (47,037) 6,333 (11.87%)

Loss on Sale of Asset 0 0 0 0 0 0.00%

Depreciation (100,458) (100,458) (100,458) (106,014) (5,556) 5.53% q

ABC Administration Expenses (49,811) (49,811) (49,811) (44,844) 4,967 (9.97%) q

Contract Expenses (3,450,650) (3,984,902) (3,984,902) (3,764,953) 219,949 (5.52%)

Total Expenses (3,673,021) (4,207,273) (4,207,273) (3,981,389) 225,884 5.37%

Operating Surplus (Deficit) 371,320 (162,932) (162,932) 24,626 187,558 115% q

Exluding Non Cash Adjustments

Add back Depreciation 100,458 100,458 100,458 106,014 5,556 5.53% q

Adjust (Profit)/Loss on Asset Disposal 0 0 0 0 0 0.00%

Net Operating Surplus (Deficit) 471,778 (62,474) (62,474) 130,640 193,114 (309.11%) q

Capital Revenues

KBC Capital Income 304,936 348,714 348,714 291,894 (56,821) (16.29%)

Transfer from Reserves 5 327,000 327,000 327,000 184,298 (142,702) (43.64%)

Total 631,936 675,714 675,714 476,192 (199,523) (1)

Capital Expenses

Land and Buildings 6 (320,000) (320,000) (320,000) 0 320,000 (100.00%)

Plant and Equipment 6 (7,000) (7,000) (7,000) 0 7,000 (100.00%)

Furniture and Equipment 6 0 0 0 (170,340) (170,340)

Repayment of Debentures 7 (8,220) (8,220) (8,220) (8,220) 0 0.00%

Transfer to Reserves 5 (74,276) (74,276) (74,276) (80,671) (6,395) 8.61%

Total (409,496) (409,496) (409,496) (259,232) 150,264

Net Capital 222,440 266,218 266,218 216,960 (49,258) (18.50%)

Closing Funding Surplus(Deficit) 694,218 203,744 203,744 347,600 143,856

Shire of Brookton


Kalkarni Aged Care Facility



Note 12 WB Eva Pavilion Operating Statement

NOTE 2018/19 2018/19 2018/19 Variance

Adopted Budget YTD Budget YTD Actual

YTD Budget vs

YTD Actual

$ $ $ $


Hire Fees - WB Eva Pavilion 4,200 2,100 3,278 1,178

Sporting Club Fees 5,500 2,750 5,279 2,529

Gymnasium Income 11,060 5,530 12,022 6,492

20,760 10,380 20,579 10,199


Employee Costs (7,740) (7,740) (2,926) 4,814

Materials and Contracts (51,970) (51,970) (34,304) 17,666

Utilities (4,200) (4,200) (2,318) 1,882

Interest Expenses (47,917) (47,917) (47,478) 439

Insurance (5,600) (5,600) (4,565) 1,035

General Operating Expenses (8,443) (8,443) (3,439) 5,004

Gymnasium Operating (10,350) (10,350) (3,419) 6,931

(125,870) (125,870) (95,029) 30,841

(105,110) (115,490) (74,449) 41,041

NET RESULT (105,110) (115,490) (74,449) 41,041

Shire of Brookton


WB Eva Pavilion by Nature and Type



Note 13 Sewerage Operating Statement

NOTE 2018/19 2018/19 2018/19 Variance

Adopted Budget YTD Budget YTD Actual

YTD Budget vs

YTD Actual

$ $ $ $


Sewerage Connection Fees and Charges 1,590 1,590 1,180 (410)

Annual Sewerage Rates 184,575 184,575 187,489 2,914

186,165 186,165 188,669 2,504


Employee Costs (841) (1,720) (2,397) (677)

Materials and Contracts (56,310) (56,310) (15,685) 40,625

Utilities (6,950) (6,950) (6,335) 615

Depreciation (53,420) (53,420) (39,838) 13,582

Interest Expenses (3,472) (3,472) (3,338) 134

Insurance (237) (237) (237) 0

General Operating Expenses (1,012) (1,931) (2,614) (683)

Allocation of Adminstration Expense (34,271) (17,136) (754) 16,382

(156,513) (141,176) (71,198) 69,977

29,652 44,990 117,471 72,481

Add Back Depreciation 53,420 53,420 39,838 (13,582)

Non-Operating Grants, Subsidies & Contributions - - - -

Profit on Asset Disposals - - - -

Loss on Asset Disposals - - - -

Transfer to Sewerage and Drainage Reserve (101,932) (101,932) (101,932) -

Transfer from Sewerage and Drainage Reserve - - - -

NET RESULT (18,860) (3,523) 55,377 58,900

The Shire's Asset Management Plan (adopted at the 2016 August OCM) details required renewal expenditure of $1.482m over the ten

year period 2016 - 2027. The Shire's Long Term Financial Plan includes the following planned renewal expenditure:

2016/17 - 47,680 The Sewerage Scheme should be self funding, that is, the capital replacement

2017/18 - 100,000 cost should be amortised over the life of the infrastructure, and funded from the

2018/19 - 100,000 annual sewerage rates. Council should consider a charging model that provides

2019/20 - 100,000 for an annual transfer to the Sewer Reserve, which is equivalent to the required

2020/21 - 100,000 annual renewal expenditure i.e. $148k per annum. As a minimum, revenue from

2021/22 - 100,000 the Scheme should cover all operating expenditure including depreciation,

2022/23 - 100,000 meaning a minimum transfer to Reserve of $88k.

2023/24 - 100,000

2024/25 - 100,000

2025/26 - 150,000

2026/27 - 400,000

Total - 1,397,680 or approx. $140k per annum

Shire of Brookton


Sewerage Programm by Nature and Type



Adopted

Annual

Budget

Amended

Budget

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

(b)-(a)/(b)

Note 2017/18 9 9

$ $ $ $ %

Note 14 (a): Brookton Caravan Park

Operating Revenue

Caravan Park Fees 40,000 40,000 40,000 36,465 (3,535) (8.84%)

Total Revenue 40,000 40,000 40,000 36,465 (3,535) (8.84%)

Operating Expenses

Brookton Caravan Park (28,561) (28,561) (28,561) (28,891) (330) 1.15%

Caravan Park Depreciation (1,029) (1,029) (1,029) (1,043) (14) 1.37%

Caravan Park Abc Administration Expenses (36,765) (36,765) (36,765) (33,100) 3,665 (9.97%)

Total (66,355) (66,355) (66,355) (63,034) 3,321 5.01%

Operating Surplus (Deficit) (26,355) (26,355) (26,355) (26,569) (214) -1%


Add back Depreciation 1,029 1,029 1,029 1,043 14 1.37%

Net Operating Surplus (Deficit) (25,326) (25,326) (25,326) (25,526) (200) 0.79%

Note 14 (b): Brookton Acquatic Centre

Operating Revenue

POOL FEES & CHARGES 10,500 10,500 10,500 10,483 (17) (0.16%)

POOL GRANTS & SUBSIDIES 0 0 0 0 0 0.00%

10,500 10,500 10,500 10,483 (17) (0.16%)

Total Revenue

Operating Expenses

POOL EMPLOYEE COSTS 0 0 0 0 0 0.00%

POOL GENERAL OPERATING EXPENSES (96,298) (96,690) (96,690) (95,213) 1,477 (1.53%)

POOL BUILDING MAINTENANCE (24,493) (24,493) (24,493) (16,960) 7,533 (30.75%)

POOL Depreciation (11,683) (11,683) (11,683) (11,846) (163) 1.39%

POOL Abc Administration Expenses (28,492) (28,492) (28,492) (25,651) 2,841 (9.97%)

Total (160,966) (161,358) (161,358) (149,670) 11,688 7.24%

Operating Surplus (Deficit) (150,466) (150,858) (150,858) (139,187) 11,671 7.74%


Add back Depreciation 11,683 11,683 11,683 11,846 163 1.39%

Net Operating Surplus (Deficit) (138,783) (139,175) (139,175) (127,341) 11,834 8.50%

Shire of Brookton


Brookton Caravan Park and Brookton Acquatic Centre



Note 15

DescriptionAdopted Annual

Budget

Amended

Budget YTD Actual % Completed R2R Other RRG

RRG

Carryover Direct Grant FAGS Reserve Contributions Muni

$ $ $ $ $ $ $ $ $ $ $ $

Town Street Maintenance 187,201 187,201 193,460 103% 77,855 109,346

Rural Road Maintenance 501,892 491,987 324,814 66% 158,505 333,482

Bridge Maintenance 27,944 42,944 30,961 72% 42,944

R2R Work Schedule

Brookton - Kweda Road 30,386 30,386 38,408 126% 30,386 0

Other Construction

Brookton - Kweda Road 6,014 35,967 0 0% 35,967

King Street 103,824 103,824 87,203 84% 103,824 0

Reynolds Street 9,280 9,280 16,046 173% 9,280 0

Boyagarra Road 154,273 154,273 68,820 45% 154,273

Noack Street 89,189 89,189 46,455 52% 89,189

RRG Approved Projects

York - Williams Road 490,720 490,720 499,452 102% 490,720 0

1,600,723 1,635,771 1,305,619 82% 30,386 0 490,720 0 77,855 158,505 113,104 0 765,201

Shire of Brookton


Road Program


Federal Funding State Funding Own Source Funding


Note 16

DescriptionAdopted Annual

Budget

Amended

Budget YTD Actual % Completed Muni Grants Reserves Sale of Assets Total Funding

$ $ $ $ $ $ $ $

Admin Replacement Airconditioner Units Ceo & Dceo Office 8,000 8,000 3,844 48% 8,000 8,000

Admin Reception Remodel 20,000 20,000 0 0% 20,000 20,000

Kalkarni Capital Works 320,000 320,000 170,340 53% 320,000 320,000

Inde Reroofing Of White St Units 80,000 80,000 0 0% 80,000 80,000

New staff house - Kurrnong Estate 420,000 420,000 0 0% 420,000 420,000

Cemetery New Niche Wall And Shelter 23,000 23,000 3,875 17% 23,000 23,000

Multipurpose Courts Drainage And Remarking 15,000 0 0 0% 0 0

Playground Oval Area 36,000 36,000 11,852 33% 36,000 36,000

Wb Eva Pavilion Refurbishment 38,000 38,000 50,438 133% 38,000 38,000

Kweda Hall Kitchen Improvements 0 17,500 15,891 91% 17,500 17,500

Admin Officer Furniture 6,000 0 0 0% 0 0

Admin Synergy Records Module 22,000 22,000 0 0% 22,000 22,000

Admin Server Upgrade 40,000 40,000 0 0% 40,000 40,000

Additional table and chairs 7,000 7,000 0 0% 7,000 7,000

Skope Double Door Fridge 7,000 7,000 0 0% 7,000 7,000

Light Vehicles and Trucks 350,000 290,000 218,898 75% 25,000 265,000 290,000

ADMIN Purchase CEO Vehicle 0 48,485 48,485 100% 7,000 41,485 48,485

ADMIN PURCHASE MO VEHICLE 0 25,000 20,801 83% 25,000 25,000

ADMIN PURCHASE MIRS VEHICLE 0 35,000 34,045 97% 35,000 35,000

York-Williams Road 490,720 490,720 499,452 102% 490,720 490,720

Brookton-Kweda Road 30,386 30,386 38,408 126% 30,386 30,386

Noack Street 89,189 89,189 46,455 52% 89,189 89,189

Brookton-Kweda Road 6,014 35,967 0 0% 6,014 29,953 35,967

King Street 103,824 103,824 87,203 84% 103,824 103,824

Reynolds Street 9,280 9,280 16,046 173% 9,280 9,280

Boyagarra Road 154,273 154,273 68,820 45% 154,273 154,273

Bridge Works 0 50,025 0 0% 50,025 50,025

Robinson Rd FP Upgrades and Memorial Park FP 39,000 39,000 32,935 84% 39,000 39,000

Happy Valley Bore Field 10,000 42,000 12,030 29% 42,000 42,000

2,324,686 2,481,649 1,379,817 59% 461,476 601,084 1,377,604 41,485 2,481,649

Shire of Brookton


Capital Works Program


Capital Funding


Note 17

Funding Provider Project

Operating/Non-

OperatingAdopted Annual

Budget

Amended Budget

OCM

Amount Applied

For

Amount

Approved

Amount

Invoiced/Received % Received

$ $ $ $ $

Federal Government KBC Grants & Subsidies Subsidy (3,257,080) (3,257,080) Recurrent (3,257,080) (3,134,292) 96%

Department of Water ENVIR Gants & Subsidies Subsidy - - - 0%

Main Roads WA Regional Road Group Non Operating (490,720) (490,720) (490,720) (326,513) 67%

Federal Government Roads to Recovery Non Operating (30,386) (30,386) (30,386) (30,386) 100%

WA Grants Commission GPG Grants Commission - General Operating (291,210) (325,988) Recurrent (325,988) (977,876) 300%

WA Grants Commission GPG Grants Commission - Roads Operating (158,158) (158,505) Recurrent (158,158) (536,550) 339%

WA Grants Commission GPG Grants Commission - Bridges Operating - (50,025) (50,025) (50,025) 100%

DFES ESL Grant - Emergency Services Levy - Operating Operating (16,100) (16,100) Recurrent (16,100) (19,177) 119%

Main Roads WA Direct Grant Operating (47,902) (77,855) Recurrent (77,855) (77,855) 100%

(4,291,556) (4,406,659) (4,406,312) (5,152,674) 117%

Shire of Brookton


Grants, Subsidies and Contributions Register



14.07.19.03 WRITE-OFF SMALL BALANCES – END OF YEAR RATES

File No: N/A Date of Meeting: 18/07/2019 Location/Address: N/A Name of Applicant: Shire of Brookton Name of Owner: Shire of Brookton Author/s: Corinne Kemp – Corporate Business Officer (Rates & HR) Authorising Officer: Vicki Morris – Deputy Chief Executive Officer Declaration of Interest: The authors have no financial interest in this matter Voting Requirements: Simple Majority Previous Report: There is no previous meeting reference

Summary of Item: This report recommends a write-off of small balances totaling $101.38 to be written off in accordance with section 6.12 (1) (c) of the Local Government Act 1995. Description of Proposal: As part of the Rates end of year process it is recommended to Council that it agrees to write-off small balances of $5.00 and under per rates assessment. Details of the small balance write offs are supplied in the attached schedule titled 12.07.19.03 – Small Balance Write-Off’s. Background: Section 6.12 of the Local Government Act 1995, deals with the power to defer, grant discounts, waive or write off debts. The Shire has not issued a delegation to the CEO to write off small balances and as such this matter must be presented to Council for resolution.

Consultation: Consultation with the Chief Executive Officer has occurred in regards to the write-off request. Statutory Environment: Section 6.12 (1) (c) of the Local Government Act 1995 applies to small balance write-offs.

Relevant Plans and Policy: There are no Council policy implications relative to this issue. Financial Implications: The financial implications are minor and covered in a standard budget provision for write offs of this nature. Risk Assessment: It is not recommended this item be added to the Shire’s Risk Register. Community & Strategic Objectives: This item is generally in accordance with the Shires Corporate Compendium and relates to the management of finances for the Shire. Comment The report for write-off small balances is presented to Council for consideration.


OFFICER’S RECOMMENDATION That Council approve the schedule of small balance write-off’s totaling $101.38 as per attachment 14.07.19.03 as part of Rates end of year processing. Attachments Attachment 14.07.19.03



Assess # Property Address Value A56 Strange Road Brookton 0.27$

A58 Woods Loop Brookton 0.88$

A60 612 Wills Road Brookton 2.71$

A69 Great Southern Hwy Brookton 3.85$

A75 Lot 62 Walwalling Road Brookton 1.36$

A131 Moeser Road Brookton 0.03$

A138 Overington Road Brookton 0.06$

A150 Lot 96 Moorumbine Road Brookton 0.06$

A190 Corrigin Road Brookton 0.76$

A203 1611 Moorumbine Road Brookton 0.06$

A224 197 Fancote Road Brookton 0.01$

A245 131 Robinson Road Brookton 1.37$

A259 24 Williams St Brookton 2.29$

A270 9 McGrath St Brookton 0.02$

A281 12 Richardson St Brookton 0.17$

A289 40 Corberding Road Brookton 0.70$

A294 Lot 39 King St Brookton 0.37$

A315 14 Richardson St Brookton 0.47$

A324 55 Brookton Hwy Brookton 1.98$

A342 80 Lefroy St Brookton 0.22$

A348 9 White St Brookton 0.26$

A350 95 Brookton Highway Brookton 0.07$

A356 8 Marsh Avenue Brookton 0.08$

A360 18 Montgomery Street Brookton 0.51$

A375 37 White Street Brookton 0.03$


A436 93 Jose Street Brookton 1.09$

A441 9 Groser Street Brookton 0.63$

A446 103 Richardson Street Brookton 0.04$




A471 14 Williams Street Brookton 2.29$


A488 2 Sewell Street Brookton 0.23$


A511 36 Williams Street Brookton 0.42$

A529 9 Gaynor Street Brookton 4.71$


A580 Lot 1 Davis Road Brookton 0.08$


A631 39 King Street Brookton 2.00$


A763 Corberding Road Brookton 0.01$

A770 Lot 202 Moorumbine Road Brookton 0.75$

A781 121 Woods Loop Brookton 0.03$

A805 North Kweda Road Brookton 3.53$

A808 Boyagarra Road Brookton 1.70$

A819 Brookton Kweda Road Aldersyde 2.71$

A821 Lot 19566 Brookton Kweda Road Aldersyde 0.06$


WRITE-OFF SMALL BALANCES – RATES END OF YEAR


A827 Lot 27 Brookton Hwy Brookton 0.80$

A829 Aldersyde Pingelly Road Aldersyde 0.09$


A838 87 Hillcroft Road Brookton 1.95$

A845 Hillcroft Road Brookton 2.06$

A867 Strange Road Brookton 0.93$

A887 35 Richardson Street Brookton 0.05$

A890 Bartram Road Brookton 0.27$

A893 Lot 38 Pages Road 2.97$

A972 Boyagarra Road Brookton 1.16$

A974 Lot 6598 Southern Branch Road Brookton 1.61$

A982 145 Brookton Highway Brookton 0.61$

A993 Brookton Highway Brookton 0.01$

A2533 Chittleborough Road Brookton 0.03$

A2544 901 Brookton Kweda Road Brookton 2.34$

A2560 Lot 95 Wills Road Jelcobine 0.02$

A2562 Lot 506 Buckingham Road Jelcobine 0.51$

A2607 Lot 94 Brookton Kweda Road Brookton 1.81$

A2636 45 Groser Street Brookton 0.02$

A2637 54 Monger Street Brookton 0.02$

A2650 326 Buckingham Road Brookton 0.02$

A2666 Lot 341 Jelcobine Road Brookton 1.15$

A2667 McCabe Road Brookton 0.23$

A2670 158 Mills Road Brookton 3.16$

A2671 158 Mills Road Brookton 2.40$

A2684 27 Monger Street Brookton 1.34$

A2738 Lot 7146 Buckingham Road Brookton 3.79$

A2742 Southern Branch Road Brookton 3.09$

A2744 61 King Street Brookton 1.75$

A2747 62 Reynolds Street Brookton 0.26$

A2749 Ulbrich Road Brookton 0.01$

A2765 Lot 751 Bartram Street Brookton 2.21$

A2766 Lot 45 McCabe Road Brookton 4.85$



A2813 Lot 16 Mattingly Road Brookton 1.32$

A2814 Lot 7685 Brookton Highway Brookton 1.37$

A2842 2354 Brookton Kweda Road Aldersyde 0.08$

A2843 North Nalya Road Aldersyde 0.04$



101.38$


14.07.17.04 SUNDRY DEBTOR WRITE-OFF

File No: N/A Date of Meeting: 18/07/2019 Location/Address: N/A Name of Applicant: N/A Name of Owner: N/A Author/s: Kelly D’Arcy – Corporate Business Officer – Compliance & Finance Authorising Officer: Vicki Morris – Deputy Chief Executive Officer Declaration of Interest: The author has no financial interest in this matter. Voting Requirements: Absolute Majority Previous Report: N/A

Summary of Item: Council is asked to write-off sundry debtor debts totaling $125.36 for a swimming pool inspection and mis-calculation in rental for permanent caravan park resident. Description of Proposal: A schedule of arrears to be written off is presented for Council’s approval:

Debtor Number Date Reason Amount

81985 02/11/2011 & 05/04/2013 Swimming Pool Inspection fee $27.50

258 04/08/2017 Caravan Park Rental $97.86

Sundry Debtor 81985 was invoiced for two payments towards the four yearly swimming pool inspections. Invoices where raised in 2011 and 2013 prior to the debtor having informed the Shire of the removal of his swimming pool. Council has issued correspondence on several occasions requesting payment of outstanding debts, with no response to date. We anticipate that payment for the outstanding debt is unlikely. Sundry Debtor 258 was also invoiced for a rental increase prior to being notified of this increase. Therefore the increase was not able to be enforced given there is a requirement to notify tenants of any changes to tenancy agreements. Given the debt for 81985 occurred more than three years ago and the debt for 258 was a Shire error with a prosecution process likely to prove costly and may not be recoverable it is now resented to Council to write-off these debts.

Background: As above. Consultation: Consultation has been entertained with the Chief Executive Officer and the Deputy Chief Executive Officer in regards to the write-off request. Statutory Environment: Council may write-off these debts in accordance with:

Section 6.12 (1) (c) of the Local Government Act 1995 which applies to sundry debtor write-offs; and


Section 6.8 of the Local Government Act 1995 applies to Budget Variations.

Relevant Plans and Policy: There are no Council policy implications relative to this issue. Financial Implications: Should Council approve the write-offs, an additional budget variation of $125.36 will be required, reducing the net current asset position (closing surplus) by this amount. This will result in Account E148010 Unclas Write-Offs Prior Years being amended from $0.00 to $125.36 in the 2019/20 budget. Risk Assessment: It is not recommended this item be added to the Shire’s Risk Register given the small amount of money involved. However, it is to be noted that Council’s may set a minor precedent for future decision making in relation to sundry debtor write-offs. Community & Strategic Objectives: This matter relates to delivery of core business and services detailed in the Shire of Brookton Corporate Compendium – May 2018, duly appended to the Next Generation BROOKTON Corporate Business Plan <2021. Specifically, the sundry debt write-offs aligns to:

Function 18 Financial Control Action 18.5 – Process rates, other revenues, timely payments Comment The amount of moneys outstanding for the two payments is relatively insignificant and certainly on the debts in any event is an administration error on the Shire’s behalf. In light of this approval for write-off will conclude the outstanding debts from 2011 and 2013 for swimming pool inspections and erroneous raising of an invoice. OFFICER’S RECOMMENDATION That Council with respect to Sundry Debtors, and in accordance with Section 6.12 (1) (c) of the Local Government Act 1995: 1. Approve the write-off for debtor 81985 and 258 totaling $125.36. 2. Approve a budget variation of $125.36, increasing budget expenditure on account number

E148010 Unclas Write-Offs Prior Years from $0.00 to $125.36.


15.07.19 GOVERNANCE

15.07.19.01 ATTENDANCE AT AUSTRALIAN REGIONAL DEVELOPMENT CONFERENCE 2019 – SHIRE PRESIDENT

File No: ADM 0445 Date of Meeting: 18/07/2019 Location/Address: Sunshine Coast, Queensland Name of Applicant: Cr Crute – Shire President Name of Owner: N/A Author/s: Ian D’Arcy – Chief Executive Officer Authorising Officer: As above Declaration of Interest: The author has no interest in this item Voting Requirements: Simple Majority Previous Report: N/A

Summary of Item: This report relates to a request from Councillor Crute to attend the Australian Regional Development Conference in Queensland from Monday 16th to Wednesday 18th September 2019. A copy of the Conference program is provided at Attachment 15.07.19.01. Description of Proposal: As above. Background: The Australian Regional Development Conference predominantly spans two days, and affords insight, tools and resources for those attending to strengthen and advance their communities. The program details a host of professional speakers and influential leaders who are invested in the greater regional movement endeavoring to highlight a variety of innovative achievements, and potential for growth opportunities. The Shire President has been requested to attend and co-present on the Wheatbelt Secondary Freight Project with Ms. Mandy Walker from RDA Wheatbelt. It is also viewed by the Shire President as an opportunity to learn more about regional development and regional engagement through participation in the conference and learning what others are doing in regional areas for their communities, particularly on the East Coast of Australia.

To this end, the Shire President is requesting Council cover the registration and accommodation costs, but not flights and meals as these will be at her cost. Consultation: Only minimal consultation has been entertained on this matter with the CEO. Statutory Environment: The Council is required to determine the Shire President’s requests in accordance with the Local Government Act, 1995 and subsidiary legislation. Specifically, Council needs to endorse the expenditure of Council training and conference attendance for individual Elected Members in accordance with Council Policy – See ‘Relevant Plans and Policy’ section below.


Relevant Plans and Policy: Applicable to this matter is Council Policy 1.16 - Training Sessions Conferences Meeting Seminars – Elected Members that states in part:

1. Proposed attendance at any training sessions, conferences, meetings or seminars by an Elected Member beyond a 500 kilometre radius of Brookton shall be subject to special request to Council for endorsement.

Further, the policy states:

7. All Elected Members shall present to Council a summary of their experience and learnings at the next available Corporate Briefing Forum following attendance at the training session, conference, meeting or seminar.

Financial Implications: On the basis of this request the cost to Council for the Conference registration is $995, with accommodation for 3 nights being $627. This amounts to a total cost of $1622, although this may be reduced to $1427 if the registration aligns with the early bird rates. This expense can be accommodated under COA: E041020 in the 2019/20 budget that has an allocated amount of $72,321 for Elected Member expenses, including Councillor training and conferences. Risk Assessment: There are no specific risks identified in relation to this item. Community & Strategic Objectives: This request relates to delivery of core business and services detailed in the Shire of Brookton Corporate Compendium – May 2018, duly appended to the Next Generation BROOKTON Corporate Business Plan <2021. Specifically, the Shire President’s request aligns to:

Function 1 Governance Action 1.13 – Support regional relations and attend meetings

Comment Notwithstanding the benefits of co-presenting on the Wheatbelt Second Freight Network Project, the attendance by elected members at some external forums and conferences can deliver substantial benefits in obtaining a better understanding of the issues confronting and trends encountered by Local Government and their local communities at the national level. Notably, the program for this conference details a number of speakers and subject matters that directly align to Brookton, including:

Agricultural consolidation;

Adapting to change;

Economic prosperity;

Social and commercial innovation;

Community wellbeing, resilience, participation; and

Education.


OFFICER’S RECOMMENDATION That Council endorse:

1. The attendance of the Shire President (Cr Crute) as the Shire of Brookton representative at the Australian Regional Development Conference 2019 being held on the Sunshine Coast, Queensland from Monday 16th to Wednesday 20th September 2019; and

2. All costs associated with registration and accommodation for the Shire President, as reflected in the Financial Implications Section of this report, being funded from the budget allocation Member General Operating Expenses (COA: E041020).

(Simple majority vote required) Attachments Attachment 15.07.19.01


15.07.19.02 BROOKTON OLD TIME MOTOR SHOW – DRAFT MEMORANDUM OF UNDERSTANDING

File No: ADM 0080 Date of Meeting: 18/07/2019 Location/Address: N/A Name of Applicant: Nick McCabe – Brookton Old Time Motor Show President Name of Owner: N/A Author/s: Ian D’Arcy – Chief Executive Officer Authorising Officer: As above Declaration of Interest: The author has no interest in this item Voting Requirements: Simple Majority Previous Report: N/A

Summary of Item: This report relates to a redraft of the Memorandum of Understanding (MOU) between the Brookton Old Time Motor Show (OTMS) Committee and the Shire of Brookton. The document included at Attachment 15.07.19.02 to this report is presented for Council’s consideration and endorsement. Description of Proposal: The MOU seeks to establish a documented understanding of the working relationship between the Shire of Brookton and Old Time Motor Show Incorporated in relation to the biennial Old Time Motor Show Event. The purpose of the MOU is to detail for clarity respective:

a. Payment for services provided by the Shire in the lead up to and during the event.

b. Provision and extent of administration support provided by the Shire and the specific

responsibilities relating to general enquiries.

c. Duties and responsibilities of the OTMS in the organisation and running of this event.

Background: The Council has for a number of years had an MOU with the OTMS Committee, however through the need for more accountability and transparency on the Shire’s part the MOU have been reviewed and revised. Therefore, as presented in the draft document appropriately recognises:

2. The OTMS event as a long standing event that involves a large number of volunteers from a

range of different organisations across the region. The event is biennial (held every second year),

and the OTMS made up of volunteers who donate their time and energy for this community

event.

3. The Shire and OTMS Committee have a long standing arrangement that has in the past seen a

number of services provided by the Shire free of charge. This has included:

a. An in-kind donation to go towards the organisational costs of the event.

b. The provision of receptionist/administrative duties to deal with counter and phone enquiries

leading up to the event.

c. The provision of over-flow camping around the oval on the days leading up to and after the

event.


d. The provision of a water cart with driver at no cost to water trafficked areas prior to the

event, and on the day of the event, to reduce dust on the roadways around the Oval.

e. The provision of a Traffic Management Plan for the day of the event.

f. The provision of the Community Bus, at no charge, to show event visitors around Brookton.

g. The supply additional waste bins.

h. The provision of a loader, with operator, from Thursday to Sunday for loading and unloading.

i. The provision of the use of a small truck, without a driver, with the refuse site key on show

day.

j. Mowing and preparing the oval prior to marking out on Wednesday of the week preceding

the show.

It is to be noted that the Shire will no longer provide any the above free of charge, other than

assisting with a level of counter enquiry. For clarification the primary contact for event enquiries

shall remain the responsibility of the OTMS committee.

4. Consistent with other Community Groups, the OTMS may apply for funding from the Shire

through the Community Chest Fund. As the event is a major event, the OTMS Committee may

submit an application under the Major Event Category up to the maximum of $10,000 (ten

thousand dollars) cash support. The OTMS can expend these funds within the scope of the event

as the OTMS Committee sees fit. The Shire does not guarantee that the OTMS will be successful

in obtaining all or any funds from the Community Chest Fund.

5. The MOU is to present as a statement of agreed understanding between the parties at the date

the MOU is signed. The Shire will continue to assist OTMS with its biennial event on the

understanding the Shire will provide services and materials that meets the appropriate

standards. The OTMS will bear the relative and appropriate costs for any materials and services

provided by the Shire in accordance with the Council’s Schedule of Fees and Charges for that

year. Accordingly, this document is intended to be a reflection of the ongoing relationship

between the Shire and the OTMS, but is not intended to create a contractual relationship or be

legally binding on either party.

Consultation: The draft MOU has been viewed and discussed with Councillors at a Corporate Briefing Forum (CBF), and has been further entertained and enhanced through discussion and correspondence between the CEO and the OTMS President. Subsequently, the draft document was sanctioned by the OTMS Committee at its meeting on 9th July 2019. Statutory Environment: There is no statutory foundation or framework that applies to an MOU. These documents are prepared and signed through an act of ‘good will’ and can be amended or rescinded at any time. Relevant Plans and Policy: The MOU is tied to the Council ‘Policy 2.34 – Community Funding and Donations’ in relation funding support granted to the OTMS Committee through the Community Chest Fund. Financial Implications: The Council through the draft MOU has indicated a commitment to offering a grant of up to $10,000 upon application through the Community Chest Fund for every second year in support of the biennial


event. Risk Assessment: There value of an MOU is to offer clarity, accountability, transparency, as well as negate any misunderstanding that may arise in relation to the working relationship between to the Shire and the OTMS Committee. Community & Strategic Objectives: This request relates to delivery of core business and services detailed in the Shire of Brookton Corporate Compendium – May 2018, duly appended to the Next Generation BROOKTON Corporate Business Plan <2021. Specifically, the draft MOU aligns to:

Function 24 Community Support

Action 24.1 – Support Seniors, youth, cultural, sport / recreation group activities

Comment While Council’s charter is to support the community, such as through instruments like an MOU, it needs to be congnisant of its responsibilities in both managing and accounting for use of public resources and moneys, as well as maintaining a balanced approach to all community groups and organisations. In consideration of this draft MOU with the OTMS Committee it is viewed the document as presented aligns with the Council’s responsibilities and is therefore worthy of endorsement. OFFICER’S RECOMMENDATION That Council endorse the Memorandum of Understanding between the Shire of Brookton and the Old Time Motor Show (OTMS) Committee as provide in Attachment 15.07.19.02 to this report.

(Simple majority vote required) Attachments Attachment 15.07.19.02


15.07.19.03 TERMINATION OF LEASE AGREEMENT – BROOKTON MEN’S SHED INC.

File No: ADM0378 Date of Meeting: 18/07/2019 Location/Address: Fmr. Brookton Bowling Club Premises – Part Reserve

43158 (Lot 510) Whittington Street Brookton Name of Applicant: Brookton Men’s Shed Inc. Name of Owner: Shire of Brookton Author/s: Ian D’Arcy – Chief Executive Officer Authorising Officer: As above Declaration of Interest: The author has no interest in this item Voting Requirements: Simple Majority Previous Report: 19/11/2015 and 13/12/2018

Summary of Item: This report relates to notification received from the president of the Brookton Men’s Shed Inc. of termination of the existing lease agreement for the former Bowling Club building effective 30th June 2019. A copy of the Conference program is provided at Attachment 15.07.19.03. Description of Proposal: As above. Background: The Council at November 2015 entertained a lease agreement with the Brookton Men’s Shed Inc. for the fmr Bowling Club building. The facility is located on a portion of Reserve 43158 and totals 4,395 m2 in area which incorporates the associated western bowling greens. The agreement came into effect on 4th January 2016. The lease spans a period of ten (10) years, and affords annual financial support of $3,000 from the Shire to assist the Men’s Shed group in meeting costs associated with minor maintenance and payment of utilities. Since execution of the lease agreement the Men’s Shed Group have occupied the building under the terms of the instrument, without significant incident. However, in recent times the Men’s Shed Group has experienced reduced membership, which has raised some concern over their viability in the longer term and prompted an arrangement being struck with the Brookton Patchwork and Craft Group to share the building, which was endorsed by Council in December 2018. As part of this arrangement it was suggested that a collaborative approach be taken in early 2019 to forming an incorporated umbrella group that could assist in sustaining small community groups challenged by the need for incorporation under the revised rules of association of the Associations Corporation Act, 2015. In light of this, the Shire has been instrumental in facilitating discussions with a number of community groups, including the Men’s Shed regarding formation of a new ‘Brookton Community Inc. to represent the existence of the Men’s Shed, Patchwork and Craft Group, Community Garden Group and Youth Group as sub groups under the one incorporated body. With agreement having been reached between the respective Groups, facilitated by the Shire President,


the Men’s Shed have now sought to terminate their existing lease agreement in favour of a new lease being offered to the Umbrella Group once incorporated. Consultation: As mentioned, consultation has been entertained on this matter between the Men’s Shed representatives, Shire President and Community Liaison Officer. Statutory Environment: As accurately represented in the letter from the Men’s Shed, Section 15 of the Lease Agreement specifies that termination can be entertained by either party by giving “at least three (3) calendar months’ notice to the other party.” While this an enforceable provision where the Council insist on a three (3) month notice period, it should also be noted the Men’s Shed Group has been encouraged to forfeit it legal tenure in support of entertaining a new umbrella group arrangement. Therefore, it is not recommended that Council not adhere entirely to this lease provision on this occasion. Relevant Plans and Policy: There are no specific plans or policy applicable to termination of the existing lease agreement. Financial Implications: The intent of terminating the lease agreement on 30th June 2019 is to avoid further payment of $3,000 to the Brookton Men’s Shed Inc. and continued administration on their part to account for the funds and cover the payment of maintenance and utility costs. In light of this, the Council will now resume responsibility for the payment of all maintenance and utilities. To offset this cost a new hire charge has been inserted into the 2019/20 Schedule of Fees and Charges to help cover some of the costs incurred by users. It is expected this hire fee will apply until a new lease arrangement is struck with Brookton Community Inc. Risk Assessment: There are no specific risks identified in relation to this item. Community & Strategic Objectives: This request relates to delivery of core business and services detailed in the Shire of Brookton Corporate Compendium – May 2018, duly appended to the Next Generation BROOKTON Corporate Business Plan <2021. Specifically, the termination of the Brookton Men’s Shed lease agreement aligns to:

Function 23 Facilities Management

Action 23.5 – Manage Community Lease Agreements

Function 24 Community Support

Action 24.1 – Support seniors, youth, cultural, sport / recreation group activities


Comment The termination of the lease agreement is viewed as appropriate given the current circumstances of change to the rule of association, the dwindling membership numbers of the Men’s Shed, and the pending formation of a broader umbrella group to alleviate some of the governance having to be shouldered by a small number of community members in each group. OFFICER’S RECOMMENDATION That Council accept the letter of termination from the Brookton Men’s Shed Inc. in relation to the lease agreement for the former Bowling Club Premises located on a portion of Reserve 43158 (Lot 510) Whittington Street Brookton, with the building to revert to a civic hire facility. (Simple majority vote required) Attachments Attachment 15.07.19.03


15.07.19.04 RENTAL ADJUSTMENT – UNIT 1 /33 WHITTINGTON ST, BROOKTON

File No: ADM 0643 Date of Meeting: 20/06/2019 Location/Address: Unit 1/33 Whittington St, Brookton Name of Applicant: Shire of Brookton Name of Owner: Shire of Brookton Author/s: Ian D’Arcy – Chief Executive Officer Authorising Officer: As above Declaration of Interest: The author has no interest in this item Voting Requirements: Simple Majority Previous Report: N/A

Summary of Item: This report relates to a proposed reduction in the weekly rent for Unit 1 of the Mokine residential housing units for a 12 month period. Description of Proposal: As above. Background: The purpose of this report is entertain a modification to the arrangement with Doctors Andre and Esther Oladipo in renting residential accommodation from the Shire. The Council, at a Special Meeting on 30th May 2019, passed a motion that included support for:

a) Access to a vacant medical consulting room at the Saddleback Medical Centre at no cost; and b) One of the Mokine Residential Units to be rented to the Oladipos’ in support of their medical

practice at the weekly rent of $240, as prescribed in the Council’s Schedule of Fees and Charges and conditional on a periodical Residential Tenancy Agreement being executed.

However, with a change in arrangement whereby the Oladipos’ have been encouraged to entertain an agreement with the Seabrook Aboriginal Corporation Board to rent a property on William Street for establishment of their Medial Practice, part of the incentive for the change is that Council may considered an offset of the rent to $0 per week for the residential unit for a period of 12 months. Accordingly, this report now seeks Council consideration of this proposal. Consultation: Consultation has occurred between the Oladipos’, members of the Seabrook Aboriginal Corporation Board, and Councillors at the June 2019 Corporate Briefing Form. Statutory Environment: Residential Tenancy Act, 1987 The Council may entertain a Residential Tenancy Agreement in accordance with Part IV Division 1A Clause 27A. of the Residential Tenancy Act, 1987 including setting the required rent. Local Government Act, 1995 Section 6.15 of the Local Government Act, 1995 allows the Council the ability to receive income from residential property.


Relevant Plans and Policy: The item aligns with Policy 2.33 - Employee and Community Housing. Financial Implication Last month the Council set the rent for a 3 bedroom Mokine residential unit in Whittington Street at $243.12 per week to take effect from the 1st September 2019 to 31st August 2020 for the existing residents. In light of this, any new rental agreement for the Mokine Units would be set at this new weekly rent meaning the agreement with Oladipos’ would yield the Council $12,642.24 for the 12 month period, with a 4 week refundable bond of $972.48 being paid. Risk Assessment: This matter involves a low financial risk in relation to loss of income for a 12 month period of $12,642.24. However, this can be viewed as a genuine offset against administrative time in resolving matters of conflict between the respective tenants of the Saddleback Medical Centre. This is while attempting to preserve a 5 day per week medical service for the local Brookton community. It should be noted that a considerable amount of time has already been invested by the CEO on this matter, due to differences between the General Practice Doctors, and therefore to avoid any further conflict or instability a separation between the Medical Practices would be prudent. Community & Strategic Objectives: This proposal relates to delivery of core business and services detailed in the Shire of Brookton Corporate Compendium – May 2018, duly appended to the Next Generation BROOKTON Corporate Business Plan <2021. Specifically, consideration of this matter aligns to: Business Function 4 - Property Management

Function 4.1 - Review tenancy agreements – Shire Housing

Comment In the main, a reduction in the rental income from Unit 1 for a 12 month period is assessed as a minimal cost to the Shire in return for an increase in medical service delivery for the local community. OFFICER’S RECOMMENDATION That Council In accordance with Part IV Division 1A Clause 27A. of the Residential Tenancy Act, 1987 endorse:

a) The occupation of Unit 1/33 Whittington Street Brookton by Dr Andre and Dr Esther Oladipo for a twelve (12) month period based on a periodical residential tenancy agreement being executed;

b) A rent reduction set at a rate of $0 per week for the initial 12 month period; c) A specified four (4) week bond being paid prior to occupation of the Unit 1 at a calculated

amount of $972.48 to be held in Trust.

(Simple majority vote required)


15.07.19.05 NEW POLICY – LIBRAY SERVICES

File No: ADM 0060 Date of Meeting: 18/07/2019 Location/Address: N/A Name of Applicant: N/A Name of Owner: N/A Author/s: Vicki Morris – Deputy Chief Executive Officer Authorising Officer: Ian D’Arcy – Chief Executive Officer Declaration of Interest: The author & authorising officer have no interest in this

matter. Voting Requirements: Simple Majority Previous Report: N/A

Summary of Item: This policy has been developed because the Shire has taken back the responsibility for the provision of library and associated services from the Brookton CRC and services the library from the Shire Administration building. Description of Proposal: This report recommends the adoption of a new library services policy that better reflects the current service provision and sets out a framework for the management of the service, the role of library users and stakeholders. Background: In Western Australia, local government is the lead provider and funder of public library services. The Library Board of Western Australia Act 1951 (Library Board Act) and its regulations provide the governing legislation in which local governments operate public libraries in partnership with the State Government (represented by the Library Board of Western Australia). In broad terms, the State Government is responsible for providing catalogued and processed library resources, a range of centralised services including coordination of an exchange system to circulate library resources between libraries, access to the state wide catalogue and interlibrary loans and document delivery service and the provision of training, consultancy and advisory services. Local Government is responsible for providing the infrastructure, including the library site, building, telecommunications and automation technology and staff resources to provide a range of services including lending, reference/information, library programs and access to the state-wide collection via a free inter library loan service. Central to the partnership between State and Local Government is a shared commitment to Western Australia’s public library service as a sustainable and responsive network of vibrant and connected well-resourced, free public libraries that are hubs of community life. The provision of the Brookton library service has been returned to the Shire Administration building and has been operational since March 2019. Most recently the final part of the service delivery (the interlibrary loans program) has been initiated and this completes the transition from the Brookton CRC back to the Shire. The Shire’s agreement with the State Library of WA has been in existence since 1959. However for the past 20 years (approximately) the library has been run under a service contractual arrangement by the


Brookton CRC and located in Robinson Road. In December 2018, the Shire took back the library services and now runs the library service from the Shire office in White Street, Brookton. Consultation: Consultation has been conducted with the relevant staff across the organisation. Statutory Environment: Local Government Act 1995 Library Board of Western Australia Act 1951 Library Board (Registered Public Libraries) regulation 1985 Australian Library & Information Associations (ALIA) “Statement of free access to information” Relevant Plans and Policy: There is no current policy for this matter. Financial Implications: While the intent is to provide clarity around how the Shire manages the service, there are also fees and charges implications for lost cards and overdue library items. Risk Assessment: There is no significant risk in this new policy.

Community & Strategic Objectives: This proposal generally aligns with the Shire of Brookton Corporate Compendium – Library services.

Comment This Policy strengthens the way the Shire Administration deals with the management of the library functions and services for the local community. OFFICER’S RECOMMENDATION That Council adopts the new Library Services Policy 2.38 as presented in Attachment 15.07.19.05 to this report.

Attachments




2.38 LIBRARY SERVICES POLICY

Directorate : Community

Statutory Environment:

Local Government Act 1995

Library Board of Western Australia Act 1951

Library Board (Registered Public Libraries) regulation 1985

Australian Library & Information Associations (ALIA) “Statement of

free access to information”

Council Adoption: Date: Resolution #:

Last Amended: Date: Resolution #:

Review Date: June 2021

OBJECTIVE: The purpose of this policy is to provide the Shire of Brookton (the Shire) and the community with a clear and consistent framework for the management of the library and its resources. The policy will: • Provide a framework for the management of the Shire’s library, the services and resources. • Clarify the roles and responsibilities of stakeholders. • Ensure consistency in the management of the library.

POLICY STATEMENT:

The Shire of Brookton supports the principle of open, free and unrestricted access to information in all its forms to its community regardless of age, race, gender, religion, nationality, language, disability, geographic location, social status, economic status and educational attainment. The Shire of Brookton library service is considered an integral part of the community through its strategic focus from the Brookton 20 in maximising its performance and knowledge and its lifestyle and community. The Shire recognises its role as an active connector by linking people to information and providing resources to assist in skill development. The Shire is committed to the ongoing development of the library as part of future integrated community hubs. The library service provides accessible and relevant content to the community meeting the business, recreational, cultural and lifelong learning needs of the wider community. The Shire recognises that its library has an important role in the community by giving the community and individuals access to a wide and varied range of information, ideas, opinions and skills. The Shire of Brookton recognises the role of public libraries as essential in developing an informed society through providing programs that improve literacy and


information literacy, and providing lifelong learning opportunities that contribute to economic prosperity by helping people improve their skills and life chances. Such programs include Better Beginnings and authors talks. The Shire recognises that the role of public libraries is developing rapidly with a stronger focus on formal and informal learning and community development. Libraries across Western Australia also play an important role in technology, equitable access to online information as well as ensuring opportunities for creation of content, and recording and preserving the identity of the community in which they are located. SCOPE: This policy applies to staff and all users of the Shire’s library service. The Policy aims to further the principles of the Library Board Act that outlines the provision of a free public library service for the betterment of the community. This policy covers the principles of provision of services and resources, including technology and support for literacy and the ongoing education of the community. BACKGROUND: This policy exists to ensure that a consistent level of access to the library service is provided to the whole community by providing guidance to staff on key principles. The policy also seeks to guide customer expectations regarding the role of the library service. CONSULTATION WITH STAKEHOLDERS: Key stakeholders include the residents of the Shire of Brookton, Shire of Brookton Elected Members, Shire of Brookton staff, and any member of the general public who is a user of the Shire of Brookton library. This policy has been developed with reference to regulations of the Library Board Act (which are binding on the Library Service) and the Australian Library and Information Association’s policies (which are endorsed voluntarily.) IMPLICATIONS (Financial, Human Resources): The Library Services Policy will guide Shire staff in ensuring fair and equitable access to the services and resources provided by the library. Service and development are to be met out of the current operating budget which is reviewed on an annual basis. This policy will be regularly reviewed to ensure that it remains relevant to community requirements and industry standards. Staff will receive ongoing training and development to ensure the provision of best practice delivery. Stakeholder and users of the Library must hold current membership of the library to borrow items or to use the e-resources available. Library users must be registered and issued with a Library card for borrowing and access purposes. Library membership is only available to Shire of Brookton residents who can provide suitable identification. Children under the age of 18 are encouraged to join the library with the consent of a parent or guardian. Lost, damaged or stolen library items are charged back to the library borrower at cost price and loss or damage to a library card incurs a replacement fee as described in the Shire’s Fees and Charges schedule.


IMPLEMENTATION: The Library Services Policy will support the Shire’s ongoing and legislated task of providing a public library service. The Shire will review demand for services, developments in communication technology in order to continuously improve services. A copy of this policy will be made available to all members at time of registration on request. ROLES AND RESPONSIBILITIES: Staff of the Shire of Brookton, under the direction of the Chief Executive Officer, are responsible for the implementation of and compliance with the policy. Supported by associated and documented procedures, well-managed relevant and up to date services will be provided to the community within a facility that is safe, maintained, inclusive and welcoming. The Deputy CEO (Manager Corporate & Community Services) will provide interpretation in the event of need for clarification or where there is a dispute. The Deputy CEO (Manager Corporate & Community Services) will be responsible for the review of this Policy. DISPUTE RESOLUTION: All disputes in regard to this policy will be referred to the Deputy CEO (Manager Corporate and Community Services) in the first instance. In the event that an agreement cannot be reached, the matter will be submitted to the Chief Executive Officer for a ruling. WHO NEEDS TO KNOW ABOUT THIS POLICY? All staff should be aware of the policy and specifically administration and customer service staff. EVALUATION AND REVIEW PROVISIONS: The adopted policy should be evaluated as to its effectiveness in achieving its outcomes and measures will be established, including developing and listing key performance indicators to ensure that the policy is meeting objectives and accountability requirements.


16.07.19 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

17.07.19 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF MEETING

Council accept an item of urgent new business under item 17.07.19.01 and 17.07.19.02.

17.07.19.01 2019/2020 SCHEDULE OF FEES AND CHARGES - ADOPTION

File No: N/A Date of Meeting: 18/07/2019 Location/Address: N/A Name of Applicant: Shire of Brookton Name of Owner: N/A Author/s: Lois Salkilld – Corporate Business Officer - Finance Authorising Officer: Vicki Morris – DCEO Declaration of Interest: The Author & Authorising Office have no interest in the

matter Voting Requirements: Absolute Majority Previous Report: N/A

Summary of Item: This report recommends that Council adopts the proposed schedule of fees and charges for the 2019/20 financial year as presented in Attachment 17.07.19.01. Description of Proposal: A review of the Fees and Charges for the 2019/20 financial year has been conducted. Where the fees are Council controlled, increases have been minimal (not more than the 2% CPI). A number of Fees & Charges have not increased due to the current economic climate. There have been some new charges implemented, mainly as a result of the Council now managing the Library, so consequently, Library charges have had to be introduced. Further, as Council is aware, the statutory fees are set by other legislation. Background: In accordance with Section 6.16 of the Local Government Act 1995, a Local Government may impose and recover a fee or charge for any goods or service it provides or proposes to provide. Fees and charges are to be imposed (generally) when adopting the budget and must be resolved by an absolute majority. The fees and charges schedule identifies charges for, but is not limited to:

User charges for hiring & use of facilities

Access to information

Lodging of statutory forms and applications (e.g. dog rego / building permits)

Bonds or deposits But does not include

Rates levied

Services charges

Rubbish charges

Leases or other licenses that are negotiated individually

Independent Living Units that fall under the Tenancy Agreement Act


In determining the amount of a fee or charge for a service or goods a local government is required to take into account the following factors (s 6.17) – (a) The cost to the local government of providing the service or goods; (b) The importance of the service or goods to the community; and (c) The price at which the service or goods could be provided by an alternative provider. Fees and charges can be imposed or amended during the year but only by an absolute majority decision of Council. Consultation: The schedule of fees and charges for 2019/2020 financial year has been reviewed by all staff with a view to ensuring that the structure and make-up of the fees and charges is reasonable and practical. Statutory Environment: Section 6.16 of the Local Government Act 1995 states:

“6.16. Imposition of fees and charges (1) A local government may impose* and recover a fee or charge for any goods or service it provides

or proposes to provide, other than a service for which a service charge is imposed. * Absolute majority required. (2) A fee or charge may be imposed for the following —

(a) providing the use of, or allowing admission to, any property or facility wholly or partly owned, controlled, managed or maintained by the local government;

(b) supplying a service or carrying out work at the request of a person; (c) subject to section 5.94, providing information from local government records; (d) receiving an application for approval, granting an approval, making an inspection and issuing

a licence, permit, authorisation or certificate; (e) supplying goods; (f) such other service as may be prescribed.

(3) Fees and charges are to be imposed when adopting the annual budget but may be — (a) imposed* during a financial year; and (b) amended* from time to time during a financial year. * Absolute majority required.

Relevant Plans and Policy: Policy 2.24 Fees and Charges for Community Facilities and active Reserves Policy 2.25 Hall Hire Financial Implications: In reviewing these fees and charges consideration was given to:

The cost of administering the fee or charge

The “reasonable person” test

The increase of utility charges that may impact on the service delivery (e.g. electricity/gas) Risk Assessment: Fees and charges form part of the 2019/2020 Budget. If Council elects not to adopt fees and charges, this has a direct impact on the 2019/2020 Financial Budget and potential income generated by Council. Community & Strategic Objectives: Brookton Strategic Community Plan 2027 Brookton Behaviours – Built & Natural Amenities


17. Resource Maximisation and Sustainability BROOKTON community elevates efforts toward water,

energy, waste use and supply, and sustainability. 19. Buildings BROOKTON’s buildings are maximised and housing and accommodation support

liveability, business and visitation growth.

Brookton Corporate Compendium +May 2018 Financial Control – Corporate

18.1 Prepare annual budget / conduct statutory budget reviews Comment In reviewing these fees and charges the intention is to maintain a balance between cost recovery and provision of services and facilities at an affordable rate to the community. The following procedures and processes have been taken into consideration during the review process:

1. input has been sought from all members of staff; 2. comparison made with other Shires; 3. actual cost a service delivery; 4. CPI increases; and 5. Statutory charges may alter after review by the State Government.

This process is part of an ongoing review to ensure the future sustainability of shire assets. The proposed fees and charges for the 2019/2020 financial year are included in Attachment OFFICER’S RECOMMENDATION That Council:-

In accordance with Section 6.16 of the Local Government Act 1995, adopts and incorporates the proposed schedule of fees and charges as presented in Attachment 17.07.19.01 into the 2019/2020 Budget document.

1. Resolve the fees and charges take effect on 1 July 2019.

2. Resolve to advertise the availability of the 2019/2020 schedule of fees and charges on the Shire website and in the Brookton Telegraph.

Attachments Attachment 17.07.19.01




100%

GST Status 2019/20 Fee/Charge GL Account

ADMINISTRATION

Photocopying Per A4 Sheet (Strictly Library Use Only) $1.00

Council and Committee Meeting Agendas and

Minutes By email Council N/A No Charge I042010.139

Hard copy Council GST Included $25.00 I042010.139

Hard Copy at Council

Meeting Council N/A No Charge

Freedom of Information Act Charges (Freedom of Information Regulations 1993 Schedule 1)

Application Fee Per application Statutory Exempt- D81 $30.00 I042010.139

Staff Time dealing with FOI application Per Hour (pro rata) Statutory Exempt- D81 $30.00 I042010.139

Charge for delivery, packaging and postage Per application Statutory Exempt- D81 Actual Cost I042010.139

LIBRARY FEES

Replacement of membership card $5.00

Lost/Damaged item Cost + 20%

Late Fee / Fines (Max charge $2.00) 20c per day

(Borrowing privileges revoked if over $10.00 accrued)

Rates & Property

Rates Account Enquiry (Orders & Requisitions) per enquiry Council Exempt- D81 $155.00 I031020.108

Rates Special Arrangement Administration Fee Council Exempt- D81 $20.00 Added to Assessment

Debt Recovery - Debt Clearance Letter per enquiry Council GST Included $55.00 I031020.109

Reprint of Rates Notice Per copy Council Exempt- D81 $20.00 I031020.109

Rural Street Address Application Fee Council GST Included $110.00 I122030.160

Building Plan Search Admin Fee per enquiry Council GST Included $16.00 I031020.109

Electoral Rolls per roll Council Exempt- D81 $45.00 I042010.139

Rate Book (Printed or Electronic) per roll Council $90.00 I042010.139

Certificate of Title Search Fee per enquiry Council GST Included $36.00 I031020.109

Other Administration

Lost Keys Per Key Council GST Included $60.00 I042010.139

Sound Equipment

- All Hirers Half day (plus bond) Council GST Included $55.00 I042010.139

Day & Night (plus bond) Council GST Included $90.00 I042010.139

BOND Council No GST $250.00 TRUST

ANIMAL CONTROL (Dog Act 1976 - Dog Regulations 2013) https://www.dlgsc.wa.gov.au/localgovernment/forcommunity/Pages/Dogs-and-Cats.aspxAll registrations expire on 31 October each year.

Registrations paid after 31 May each year are discounted by 50%

Dog Registration Fees

Unsterilised Dog 1 year Statutory Exempt- D81 $50.00 I052010.111

3 Year Statutory Exempt- D81 $120.00 I052010.111

For Life Statutory Exempt- D81 $250.00 I052010.111

Sterilised Dog 1 year Statutory Exempt- D81 $20.00 I052010.111



Unsterilised Working Dog 1 year Statutory Exempt- D81 $12.50 I052010.111


Sterilised Working Dog 1 year Statutory Exempt- D81 $5.00 I052010.111


Working Dogs (droving or caring for stock) For Life Statutory Exempt- D82

25% of the fee that would

otherwise be payable I052010.111

Kennel Fees (as per s27 of the Dog Act) Per Establishment Statutory Exempt- D81 $200.00 I052010.111

Application to keep more than 2 dogs Statutory Exempt- D81 $124.00 I052010.111

Shire of Brookton

Fees and Charges Effective From 1 July 2019 to 30 June 2020


Cat Registration Fees All Cats Must be Sterilised (except breeding cats)

Cat - Sterilised 1 year Statutory Exempt- D81 $20.00 I052010.111



Approval to Breed Cats Per breeding cat (male or female)Statutory Exempt- D81 $100.00 I052010.111

Pensioner (Holding concession card) Entitled to a discount of 50% of above registration fees

50% of above registration

fees

Ranger Services:

- seizure and impounding of dog Council GST Included $100.00 I052010.117

- maintenance of dog in pound per day of part thereof - weekdayCouncil GST Included $40.00 I052010.117

per day of part thereof - weekendCouncil GST Included $130.00 I052010.117

- destruction of dog Council GST Included $120.00 I052010.117

(Dogs will not be released from the pound unless licence and pound fees paid)

- Surrender of Dog Council GST Included NIL I052010.117

Penalty: Unregistered dog/cat Statutory Exempt- D81 $100.00 I052010.117

Penalty: Dog in public place without a collar or tags Statutory Exempt- D81 $100.00 I052010.117

Penalty: Dog causing a nuisance Statutory Exempt- D81 $150.00 I052010.117

Penalty: Failure to control a dog in exercise areas and rural areas Statutory Exempt- D81 $150.00 I052010.117

Penalty: Keeping more than the prescribed number of dogs Statutory Exempt- D81 $100.00 I052010.117

Offences against the Bush fires Act (Bush Fire Act 1954 )As per Part III Division 6 Section 33.

Infringement Statutory Exempt- D81 $250.00 I051010.117

Installation of Fire Break Cost Recovery GST Included Cost Recovery I051010.118

Hazard Reduction Burns Per Hour GST Included $184.00 I051010.118

BUILDING FEES In accordance with Building Regulations 2012 and as amended from time to time

Certified applications for a Building Permit Class 1 & 10Minimum Fee $97.70 Statutory Exempt- D81

0.19% of Cost of

Construction I134010.112

Certified applications for a Building Permit Class 2 to 9Minimum Fee $97.70 Statutory Exempt- D81

0.09% of Cost of


Uncertified Building Application Minimum Fee $97.70 Statutory Exempt- D81

0.32% of Cost of


Application for a Demolition Permit Class 1 & 10 Minimum Fee $97.70 Statutory Exempt- D81 $105.00 I134010.112

Application for a Demolition Permit Class 2 to 9 Minimum Fee $97.70 Statutory Exempt- D81 $105.00 I134010.112

Application to extend Building or Demolition permit Minimum Fee $97.70 Statutory Exempt- D81 $105.00 I134010.112

Application for an Occupancy Permit - completed

building Minimum Fee $97.70 Statutory Exempt- D81 $105.00 I134010.112

Application for a Temporary Occupancy Permit -

incomplete building Minimum Fee $97.70 Statutory Exempt- D81 $105.00 I134010.112

Application for modification of an Occupancy

Permit for additional use of a building on a

temporary basis Minimum Fee $97.70 Statutory Exempt- D81 $105.00 I134010.112

Application for an Occupancy Permit for a

permanent change of the building use classification Minimum Fee $97.70 Statutory Exempt- D81 $105.00 I134010.112

Application for a Occupancy Permit or Building

Approval Certificate for registration of Strata

Scheme, plan of re-subdivision

Based on number of units.

Minimum Charge $107.70 Statutory Exempt- D81

$11.60 for each strata

unit. I134010.112

Application for an Occupancy Permit -

unauthorised building work Minimum Fee $97.70 Statutory Exempt- D81

0.18% of Cost of


Application for a Building Approval Certificate -

unauthorised building work Minimum Fee $97.70 Statutory Exempt- D81

0.38% of Cost of


Application to replace an Occupancy Permit for an

existing building Statutory Exempt- D81 $105.00 I134010.112

Application for a Building Approval Certificate for

an existing building - authorised building work Statutory Exempt- D81 $105.00 I134010.112

Application to extend the time which an Occupancy

Permit of Building Approval Certificate has effect Statutory Exempt- D81 $105.00 I134010.112

Building Services Levy

Building Permit or Demolition Permit > or = $45,000 Statutory Exempt- D81

0.137% of value of the

work 0L01258

Building Permit or Demolition Permit < $45,000 Statutory Exempt- D81 $61.65 0L01258

Occupancy Permit Statutory Exempt- D81 $61.65 0L01258

Building Approval Certificate Statutory Exempt- D81 $40.50 0L01258

Unauthorised Building Work > or = $45,000 Statutory Exempt- D81

0.274% of value of the

work 0L01258

Unauthorised Building Work <$45,000 Statutory Exempt- D81 $123.30 0L01258

BCITF Fee - all building permits > or = $20,000 Statutory Exempt- D81

0.2% Cost of

Construction (incl GST) 0L01258

Private Swimming pool inspection fee

Inspected every 4

years/Max Fee $58.45 Statutory Exempt- D81 $58.45 I134010.139


PUBLIC BUILDING HIRE FEES Per Council Policy 2.25 Hall Hire & 2.24 Fees and Charges for Community Facilities and Active Reserves

Commercial - are activities run by private companies - this includes CBH, Silverchain and Baptistcare (includes MRWA, Wheatbelt Dev Comm, the School/Education Department etc)

Private Functions - are functions organised by individuals - birthday parties, funerals etc.

Community Groups - are groups that are run by volunteer committees .

GENERAL

Bond - No Alcohol Council $250.00 TRUST

Bond - With Alcohol Council $500.00 TRUST

Clean/Damage Cost Recovery (per Policy 2.25) at cost plus 15% admin feeCouncil GST Included As per Council Policy I111011.116

MEMORIAL HALL

Entire Facility

Commercial/State Government & Other Agencies

Flat Daily Rate (6am to

12midnight) Council GST Included $250.00 I111011.116

Private Function



Community Group



Community Group Flat Hourly Rate Council GST Included $6.00 I111011.116

OLD BOWLING CLUB


Community Group


12midnight) Council GST Included $58.00I113010.116

WB EVA PAVILION

Entire Facility (Excluding the Gymnasium)




Private Function



Community Group




Community Room (Northern end of Pavilion) - Shared Use of Kitchen




Commercial/State Government & Other Agencies Flat Hourly Rate Council GST Included $25.00 I111012.116

Private Function



Private Function Flat Hourly Rate Council GST Included $13.00 I111012.116

Community Group




RECREATION GROUND OVAL

Hire of Oval per day (up to 24hrs) Flat Daily Rate Council GST Included $136.00 I113010.116

Hire of Oval per hour Flat Hourly Rate Council GST Included $32.00 I113010.116

GYM FEES

Gym Key Bond $60.00

Adult

Adult Membership - 3 Month $30.00 per month Council GST Included $90.00 I113010.139

Adult Membership - 6 Month $26.66 per month Council GST Included $160.00 I113010.139

Adult Membership - 1 Year $20.00 per month Council GST Included $240.00 I113010.139

Junior (Under the age of 18 but over the age of 12 years)

Junior Membership - 3 Month 50% of Adult Fee Council GST Included $45.00 I113010.139

Junior Membership - 6 Month 50% of Adult Fee Council GST Included $80.00 I113010.139

Junior Membership - 1 Year 50% of Adult Fee Council GST Included $120.00 I113010.139

Seniors - Concession Card Holders

Concession Membership - 3 Months 50% of Adult Fee Council GST Included $45.00 I113010.139

Concession Membership - 6 Months 50% of Adult Fee Council GST Included $80.00 I113010.139

Concession Membership - 1 Year 50% of Adult Fee Council GST Included $120.00 I113010.139

Group Fees:

Commercial Activities/State Government & Other AgenciesPer Session * Council GST Included $25.00 I113010.139

* Session is any period up to 1.5 hours; run by a qualified instructor, and not more that one session allowed between 5.00pm and 9.00pm per day.


HARDCOURTS

Hire of Hard courts per day (up to 24hrs) Council GST Included $63.00 I113010.116

Casual Court Hire Per Hour Council GST Included $16.00 I113010.116

COMMUNITY GROUP CONTRIBUTIONS

Football Club Per Annum Council GST Included $1,400.00 I113010.124

Cricket Club Per Annum Council GST Included $740.00 I113010.124

Hockey Club Per Annum Council GST Included $740.00 I113010.124

Netball Club Per Annum Council GST Included $350.00 I113010.124

Mixed Night Netball (per Session) Per Session Council GST Included $37.00 I113010.124

Tennis Club Per Annum Council GST Included $1,415.00 I113010.124

Playgroup ($20 x 30 Sessions)* Per Annum Council GST Included $600.00 1I1110120

Sporting Club Fees Include:

1. The use of the Oval/Courts for home game fixture;

2. The use of the change rooms for training nights and home game fixtures;

3. The use of the facilities for home game fixture;

4. Three (3) free additional function hires which includes wind-ups or meetings.

Provided that;

1. Bookings are made for every use;

2. The buildings and facilities are left clean as per the Conditions of Use, including playing surfaces; and

3. That all damage or faults are reported.

* Playgroup hire fees include Pavilion use only (not Oval/Courts/Change rooms etc)

CARAVAN PARK

Powered Site Per Van

Per Night Nightly Council GST Included $30.00 I132010.114

Per Week Weekly Council GST Included $180.00 I132010.114

Per Night - Concession Card Holder Nightly Council GST Included $26.00 I132010.114

Per Week - Concession Card Holder Weekly Council GST Included $156.00 I132010.114

Unpowered Site Per Van


Per Week Weekly Council GST Included $150.00 I132010.114

Per Night - Concession Card Holder Nightly GST Included $20.00 I132010.114

Per Week - Concession Card Holder Weekly GST Included $120.00 I132010.114

Camping (grassed area)


Per Night - Concession Card Holder Nightly Council GST Included $20.00

Shower usage only Per shower Council GST Included $10.00 I132010.114

Long Term Residents Per week Council GST 5% $150.00 I132010.114

CEMETERY

Funeral Director's Licence (Annual) Council Exempt- D81 $105.00 I105010.115

Single funeral permit Council Exempt- D81 $75.00 I105010.115

Application for Monumental Mason's Licence Council Exempt- D81 $75.00 I105010.115

Interment Monday to Friday Council GST Included $815.00 I105010.115

Weekend/Public Holidays/RDOsCouncil GST Included $1,225.00 I105010.115

Re-opening Grave with a Headstone (over and

above interment charge) Note: headstones &

Monuments MUST be removed before grave re-

opening.

Council will not remove

headstones/monuments. Council GST Included $510.00 I105010.115

Interment of Ashes in Grave (over and above re-

opening grave with headstone) Council GST Included $165.00 I105010.115

Purchase of Grant of Right of Burial Valid for 25 years Council GST Included $165.00 I105010.115

Permission to Erect headstone Council GST Included $92.00 I105010.115

Exhumation fee Council GST Included $510.00 I105010.115

Application for Pre-Need Grant Right of Burial Valid for 25 years Council GST Included $165.00 I105010.115

Niche Wall

Interment - single compartment Council GST Included $164.00 I105010.115

Interment - double compartment (1st Interment) Council GST Included $317.00 I105010.115

Interment - double compartment (2nd Interment) Council GST Included $162.00 I105010.115

Ashes removal - exhumation Council GST Included $162.00 I105010.115

Reservation of Niche Valid for 25 years Council GST Included $162.00 I105010.115


COMMUNITY BUS HIRE

Full Hire * Per Km Council GST Included $0.85 I113010.113

Minimum Hire * Minimum Council GST Included $41.25 I113010.113

Cleaning Charges Per 15 minutes or part thereofCouncil GST Included $22.50 I113010.113

Minimum Cleaning Charge Minimum Council GST Included $48.75 I113010.113

Trailer Hire (per use) Council GST Included $40.00 I113010.113

* Vehicle is provided with a full tank of fuel and must be returned in the same condition.

Bond Council $350.00 TRUST

HEALTH FEES

Food Business/Premises - Registration (Food Act s.140)per Registration Council Exempt- D81 $100.00 I072010.139

Food Inspections - Annual Fee Annual Fee Council Exempt- D81 $70.00 I072010.139

Lodging House Registration Fee Council GST Included $200.00 I072010.139

Lodging House Inspection Fee Council GST Included $120.00 I072010.139

Skin Penetration/Tattoo Establishment Registration Fees Council GST Included $250.00 I072010.139

Skin Penetration/Tattoo Establishment Annual Inspection Fees Council GST Included $200.00 I072010.139

Piggery Registration Fee Council GST Included $250.00 I072010.139

Piggery Annual Inspection Fee Council GST Included $200.00 I072010.139

Offensive Trade Registration Fee Council GST Included $300.00 I072010.139

Offensive Trade Annual Inspection Fee Council GST Included $250.00 I072010.139

Pop-Up Shop Fee - per day Council GST Included $10.00 I072010.139

Application to install waste water treatment system per application Statutory Exempt- D81 $118.00 I102010

Permit to use waste water treatment system per application Statutory Exempt- D81 $118.00 I102010

HOUSING

Private Rental of Shire Housing Per Market Rental Council GST Included Market Rental I091010.126

Rental rates for self contained unit per night (min 2 nights)Per night - min 2 nights Council GST Included $90.00 I092010.126

Building Maintenance Fee *

Per Hour Plus Materials

@ Cost Council GST Included $91.00 SUNDRY DEBTORS

*(Private works for community groups, not for profit organisations and Shire service providers)

PLANT HIRE (Per Hour - Ex Yard)

Cherry Picker Weekday Council GST Included $195.00 SUNDRY DEBTORS

Cherry Picker Weekend Council GST Included $215.00 SUNDRY DEBTORS

Front End Loader Weekday Council GST Included $172.00 SUNDRY DEBTORS

Front End Loader Weekend Council GST Included $195.00 SUNDRY DEBTORS

Grader Weekday Council GST Included $212.00 SUNDRY DEBTORS

Grader Weekend Council GST Included $233.00 SUNDRY DEBTORS

Multi Tyred Roller Weekday Council GST Included $205.00 SUNDRY DEBTORS

Multi Tyred Roller Weekend Council GST Included $225.00 SUNDRY DEBTORS

Backhoe Weekday Council GST Included $195.00 SUNDRY DEBTORS

Backhoe Weekend Council GST Included $219.00 SUNDRY DEBTORS

Tip Truck (Canter) Weekday Council GST Included $188.00 SUNDRY DEBTORS

Tip Truck (Canter) Weekend Council GST Included $212.00 SUNDRY DEBTORS

Tip Truck (Tandem) Weekday Council GST Included $219.00 SUNDRY DEBTORS

Tip Truck (Tandem) Weekend Council GST Included $242.00 SUNDRY DEBTORS

Bobcat Weekday Council GST Included $133.00 SUNDRY DEBTORS

Bobcat Weekend Council GST Included $155.00 SUNDRY DEBTORS

Utility Weekday Council GST Included $188.00 SUNDRY DEBTORS

Utility Weekend Council GST Included $212.00 SUNDRY DEBTORS

Chainsaw Weekday Council GST Included $103.00 SUNDRY DEBTORS

Chainsaw Weekend Council GST Included $126.00 SUNDRY DEBTORS

Tree Planter Weekday Council GST Included $51.00 SUNDRY DEBTORS

Tree Planter Weekend Council GST Included $63.00 SUNDRY DEBTORS

Ripper Weekday Council GST Included $51.00 SUNDRY DEBTORS

Ripper Weekend Council GST Included $63.00 SUNDRY DEBTORS

Labourer Weekday Council GST Included $91.00 SUNDRY DEBTORS

Labourer Weekend Council GST Included $114.00 SUNDRY DEBTORS

NB:

1.All plant is to be operated by Shire Staff - Dry hire is not available for private works.

2.Shire Staff may dry hire (for personal use only) plant at a 40% discount in lieu of labour component, subject to having adequate qualifications/

certification to operate the respective plant or equipment.

REFUSE/RUBBISH DISPOSAL

Replacement Bin Council GST Included At cost I101010.120

General Waste Per tonne Council GST Included $34.00 I101010.120

Green Waste Per tonne Council GST Included $34.00 I101010.120

Asbestos burial Per tonne Council GST Included $82.00 I101010.120

Asbestos burial Minimum disposal cost Council GST Included $82.00 I101010.120

Building rubble Per tonne Council GST Included $34.00 I101010.120

Car bodies Each Council GST Included $34.00 I101010.120

Uncontaminated sand or fill Council N/A No Charge I101010.120


Disposal of septic waste (from within SoB bounderies)Per 2000 litres or part thereofCouncil GST Included $70.00 I101010.120

Disposal of septic waste (from outside of SoB bounderies)Per 2000 litres or part thereofCouncil GST Included $300.00 I101010.120

Contractor/Commercial/Government Agencies Per m³ Council GST Included $60.00 I101010.120

Contractor/Commercial/Government Agencies Per tonne Council GST Included $60.00 I101010.120

Tip Access outside of opening hours (24 hrs

notice) Per Hour (min charge 1 hour) Council GST Included $110.00 I101010.120

Trailer Mounted Skip Bin (for events) Per Collection Council GST Included $25.00 I101010.120

Cardboard Recycle Bins Per Collection Council GST Included $110.00 I101010.120

Townsite Residential Bulk Rubbish Pickup Service ** Council GST Included $55.00 I101010.120

**$Nil for the first service for either waste & green in any financial year, for any subsequent request in that year charges apply

SALE OF MATERIALSSand (As part of Private Works Job Only)

Tip Truck (Tandem)

- Within Town site 10m³ Council GST Included Cost plus 20% I148030.122

- Outside of Town site 10m³ Council GST Included Cost plus 20% I148030.122

Tip Truck (Canter)

- Within Town site 3m³ Council GST Included Cost plus 20% I148030.122

- Outside of Town site 3m³ Council GST Included Cost plus 20% I148030.122

Trailer Load GST Included Cost plus 20% I148030.122

Aggregate

Soiled m³ Plus delivery per hour Council GST Included Cost plus 20% I148030.122

New m³ Plus delivery per hour Council GST Included Cost plus 20%

Pipes I148030.122

300mm x 2.4m Plus delivery per hour Council GST Included Cost plus 20% I148030.122

375mm x 2.4m Plus delivery per hour Council GST Included Cost plus 20%

450mm Plus delivery per hour Council GST Included Cost plus 20% I148030.122

Premix Plus delivery per hour Council GST Included Cost plus 20% I148030.122

STANDPIPE WATER

Standpipe Water per kilolitre Council GST Free $8.35 I136010.127

Administration (plus

usage per kl) Council GST Included $30.00 I136010.127

SWIMMING POOL

Entrance Fees

Children (aged 5-17) Council GST Included $3.00 I112010.128

Seniors - Concession Card Holder Council GST Included $2.00 I112010.128

Adults (18+ years) Council GST Included $4.00 I112010.128

Spectators Council GST Included $1.00 I112010.128

Season Tickets

Single Council GST Included $100.00 I112010.128

Family Council GST Included $196.00

TOWN PLANNING

Fees for planning services - refer to WA Planning Commission Fees @ 1/7/2018

Determination of Development Application < or = $49,999 value $147.00 I104010.129

>$50,000 and < or = $499,999

0.32% of estimated

development cost I104010.129

>$500,000 and < or = $2.49M

$1,700.00 + 0.257% for

every $1 >$500,001 I104010.129

>$2.5M and <$4.99M Statutory Exempt- D81

$7,161.00 + 0.206% for

every $1 >$2.5M I104010.129

>$5M and < or = $21.49M Statutory Exempt- D81

$12,633.00 + 0.123% for

every $1 >$5M I104010.129

>$21.5M Statutory Exempt- D81 $34,186.00 I104010.129

Determination of Development Application where

the development has commenced or been carried

out Statutory Exempt- D81

Applicable fee plus an

additional penalty that is

twice the applicable fee I104010.129

Determination of an Extractive Industry Application Statutory Exempt- D81 $739.00 I104010.129

Determination of an Extractive Industry Application

where the development has commenced or been

carried out Statutory Exempt- D81




Provision of a Subdivision Clearance < or = 5 lots Statutory Exempt- D81 $73.00 per lot I104010.129

> 5 lots and < or = 195 lots Statutory Exempt- D81

$73.00 per lot for first 5

lots then $35.00 per lot I104010.129

> 195 lots Statutory Exempt- D81 $7,393.00 I104010.129

Application for Approval of Home Occupation Initial Fee Statutory Exempt- D81 $222.00 I104010.129

Renewal Fee Statutory Exempt- D81 $73.00 I104010.129

Application for Approval of Home Occupation

where home occupation has commenced Initial Fee Statutory Exempt- D81





Renewal Fee Statutory Exempt- D81




Application for Change of use or for change or

continuation of a non-conforming use where

development is not occurring, where change of use

has commenced or been carried out Statutory Exempt- D81 $295.00 I104010.129

Application for Change of use or for change or

continuation of a non-conforming use where

development is not occurring, where change of use

has commenced or been carried out Statutory Exempt- D81




Issue of Zoning Certificate Statutory Exempt- D81 $73.00 I104010.129

Reply to Property Settlement Questionnaire Statutory Exempt- D81 $73.00 I104010.129

Issue of Written Planning Advice Statutory Exempt- D81 $73.00 I104010.129

Local Planning scheme amendment proposals and

structure plans Basic Council GST Included $2,700.00 I104010.129

Standard Council GST Included $3,200.00 I104010.129

Complex Council GST Included $4,600.00 I104010.129

Extractive Industry Licence Initial Application Council Exempt- D81 $477.00 I104010.129

Renewal Application Council Exempt- D81 $239.00 I104010.129

Annual Fee Council Exempt- D81 $120.00 I104010.129

Permanent Road Closure Process Per Closure Process Council GST Included $250.00 I104010.129


17.07.19.02 AUDIT COMMITTEE MINUTES – 20 JUNE 2019

That the minutes of the Audit Committee Meeting held in the Shire of Brookton Council Chambers, on 20 June 2019, be received by Council.

18.07.19 CONFIDENTIAL REPORTS

Council close the meeting to the public in accordance with Section 5.23 (2) (Ba) as this item relates to the personal affairs of a person and Section 5.23 (2) (c) relating to commercial confidentiality.

18.07.19.01 SELECTION OF TENANT – APPLICATION BROOKTON SENIOR CITIZEN HOMES – WHITE ST

File No: ADM 0643 Date of Meeting: 18/07/2019

Location/Address: Unit 8/40 White Street, Brookton Name of Applicant: Arthur Bryan Thomson

Name of Owner: Shire of Brookton Author/s: Courtney Fulwood – Executive Officer

Authorising Officer: Ian D’Arcy – Chief Executive Officer Declaration of Interest: None of the authors of this report have an interest in this item

Voting Requirements: Simple Majority Previous Report: 21/02/2019 – Application for Permanent Site Caravan Park

Summary of Item: This item relates to an application from Mr. Arthur Bryan Thomson to occupy Unit 8/40 White Street Senior Citizen Units. Presently the Shire of Brookton currently has 2 vacant Senior Citizen Units available for lease with Unit 8 being a one bedroom having been vacant for some time.

18.07.19.02 SELECTION OF TENANT – APPLICATION BROOKTON SENIOR CITIZEN HOMES - MOKINE

File No: ADM 0643 Date of Meeting: 18/07/2019

Location/Address: Unit 3/33 Whittington St, Brookton Name of Applicant: Mervyn Ware

Name of Owner: Shire of Brookton Author/s: Courtney Fulwood – Executive Officer

Authorising Officer: Ian D’Arcy – Chief Executive Officer Declaration of Interest: None of the authors of this report have an interest in this item

Voting Requirements: Simple Majority Previous Report: Nil

Summary of Item: This item relates to an application from Mr. Mervyn Ware to occupy Unit 3/33 Whittington Street Senior Citizen Units. Presently the Shire of Brookton currently has this 1 vacant Senior Citizen Unit available for lease having received a prior applications for Unit 8/40 White Street and Unit 1/33 Whittington Street. Unit 3/33 being a three bedroom unit has recently become vacant due to the vacation of Mr. Rex Cliff.


18.07.19.03 CLEANING SERVICES – VARIATION TO CONTRACT (CO -03 - 5/2017)

File No: Contract – CO-03 Date of Meeting: 18 July 2019 Location/Address: N/A Name of Applicant: N/A Name of Owner: N/A Author/s: Vicki Morris – Deputy Chief Executive Officer Authorising Officer: Ian D’Arcy – Chief Executive Officer Declaration of Interest: The author & authorising officer have no interest in this

matter. Voting Requirements: Absolute Majority Previous Report: Approval to award tender for Cleaning Services

Summary of Item: Council, at its meeting on 20 June 2019, elected to defer this item pending further discussions with DMC cleaning and the cleaning staff from DMC. Since the June Council meeting, DMC, their current cleaners and Shire representatives have met to review the proposed variation to the cleaning contract. The cleaners and the Shire (with the DMC representative) discussed in detail the time requirements to provide an adequate basic clean of the 3 key facilities for the Shire. The contact variation has now been amended since this meeting. In addition all parties agreed that the time actually delivering the cleaning services by the contractor was not adequate and requires a variation to the contract. The contract commenced on 1 February 2018 and expires on 31 January 2021.

19.07.19 NEXT MEETING & CLOSURE

The next ordinary meeting of the Council will be held on Thursday 15th August 2019 commencing at 5.00 pm.

ordinary meeting of council agenda 18 july 2019 · 7/18/2019 · shire of brookton, agenda...

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