pening - shire of williams...shire of williams minutes of the ordinary meeting held in the council...
TRANSCRIPT
SHIRE OF WILLIAMS
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
10 OPENING
11 DECLARATION OF OPENING
The President declared the meeting open at
12 ANNOUNCEMENT OF VISITORS
Nil
20 RECORD OF ATTENDANCE
21 PRESENT
Cr John Cowcher President
Cr David Earnshaw Deputy President
Cr Greg Cavanagh
Cr Richard Johnstone
Cr Moya Carne
Cr Gilbert Medlen
Cr Natalie Major
Cr Peter Paterson
Cr Jarrad Logie
Ryan Duff Chief Executive Officer
Ian Ball Deputy Chief Executive Officer
Tony Kett Works Supervisor (203pm ndash 2023pm)
Heidi Cowcher Community Development Officer (225pm ndash 230pm)
22 APOLOGIES
Nil
30 PUBLIC QUESTION TIME
Nil
40 PETITIONSDEPUTATIONSPRESENTATIONS
Nil
50 DECLARATIONS OF INTEREST
DECLARATION OF INTEREST
Name Position Cr Cowcher
Item No Subject 8411J amp H Cowcher ndash Planning Approval 2nd
Dwelling
Type of Interest Financial
Page 2
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
60 CONFIRMATION OF PREVIOUS MINUTES
61 ORDINARY MEETING MINUTES
JohnstoneEarnshaw
That the minutes of the Ordinary Meeting held in the Council Chambers on Wednesday 16th May 2012 as
circulated be confirmed as a true and correct record of proceedings
Carried 90
Resolution 21712
62 4WD VROC MEETING MINUTES
MajorEarnshaw
That the minutes of the 4WD VROC Meeting held in West Arthur on Tuesday 8th May 2012 as circulated
be received
Carried 90
Resolution 21812
70 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION
Nil
80 REPORTS OF COMMITTEESOFFICERS AND COUNCILLORS
Community Development Officer Heidi Cowcher attended the meeting at 225pm to discuss her report
81 COMMUNITY DEVELOPMENT OFFICERrsquoS REPORT
811 Project Update
Summary of projects that are currently lsquopendingrsquo or in progress for the Shire of Williams
Project Name Total funding Funding Agency Submitted Outcome known
4WDLakes Aged
Housing Project
$1972409 RDL ndash CLGF
Regional Funding
201112
30th November
2011
Financial
agreement has been
received funds
should be released
within the month
4WDLakes Aged
Housing Project
$5023646 RDAF (Federal) 15th February 2012 July 2012
4WDLakes Aged
Housing Project
$5023646 Regional
Development
Council
22nd
July 2011
(Action Agenda
application)
Resubmitted 2nd
April 2012
Unknown
Page 3
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Summary of projects that are currently being acquitted following successful funding and projects currently
being developed
Project Name Total funding Funding agency ApplicationReport due
FUNDED PROJECTS
New 422m Dual Use Pathway
along Adam Street (Brooking St
to Piesse St)
$28063 Regional Bicycle
Network Local
Government Grant
Funding 201213
Funding announced 9th May
2012
Project to be completed by early
2013 (Funding agreement yet to
be finalised)
Shire of Williams LEMC ndash
AWARE funding 201112
$7575 FESA Project to be complete 30th June
2012
Shire of Williams ndash Seniors
Advocacy
$8125 Department for
Communities
Project to be complete 30th June
2012
Williams Gateway Expo 2012 $14678 Lotterywest Acquittal to be completed within
3 months of event (21st July
2012)
Oval reticulation upgrade $41000 CSRFF ndash Small
Grants
Extension has been requested to
15th September 2012
Shire of Williams CLGF
201011
Williams Hall $128300
Tarwonga Tennis courts
$60000
Williams Swimming
Pool upgrade $35892
Quindanning residential
subdivision $72000
$295892 CLGF 201011 Project to be completed by 13th
April 2013 (2 years after signing
the funding agreement)
Councilrsquos consideration of a
variation to the project is to be
discussed at the Council meeting
(see CEOs report)
Variation will then be submitted
to RDL It is anticipated that
approval will be granted within a
week
Shire of Williams CLGF
201112 ndash Recreation Facilities
Upgrade
$260104 CLGF 201112 Project to be completed by 20th
March 2014 (2 years after signing
the funding agreement) The
completion of this project will be
subject to securing additional
funding
Club Development Officer ndash
Year 2 of 3 year funding
program
$11000 DSR ndash Club
Development
Scheme
Acquittal statement second year ndash
due 30th July 2012
Williams Childcare Service $100000 R4R Regional
Grant Scheme
(Wheatbelt
Development
Commission)
Project to be completed 30th June
2012 Acquittal report to be
completed 30th September 2012
Williams Childcare Service $100000 Lotterywest Funding to be acquitted within 12
months of approval of funding =
15th July 2012
PROPOSED PROJECTS
Williams Golf Club ndash funding
to purchase a 4wheeler amp spray
unit
TBA Volunteer Small
Equipment Grants
Application to be submitted 25th
July 2012
Sport amp Recreation Facilities
Upgrade
TBA CSRFF Application to be submitted by
28th September 2012
Page 4
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Williams PlaygroupToy
Library Shed
TBA Lotterywest Application can be submitted
anytime
Expo 2013 TBA Lotterywest Application to be submitted by
end August 2012
4WDLakes Aged Housing
Project
TBA RDL ndash CLGF
(Regional)
201213
Guidelines have been released
Application due end August
2012 Outcome may not be
known for 6 months (March
2013) Expenditure of 201011
funding is required before
201213 can be released
Industrial subdivision project $260104 RDL ndash CLGF
(Individual)
201213
Guidelines have been released
Applications due between 30th
October and 30th December 2012
Expenditure of 201011 funding
is required before 201213 can be
released
Other work currently being undertaken
Fit out of the new childcare service ndash orders are currently being placed for delivery in early-mid July
2012
Completion of enrolment forms for new childcare centre Distributing forms to parents Registrations
have commenced and to date we have received 16 enrolment forms
Childcare service licensing applications ndash license inspection anticipated to be completed 2 weeks
before opening (23rd
July 2012)
Working with CEO on staffing arrangements job descriptions policies and procedures that will need
to be developed prior to licence granted
Working with CEO on developing Sport and Recreation upgrade project
Annual LEMCBusiness Plan reports due 30th July 2012
For information
LogieMajor
That the Community Development Officerrsquos report be received
Carried 90
Resolution 21912
Ms Cowcher left the meeting at 230pm
Works Supervisor Tony Kett attended the meeting at 203pm to discuss his report
Page 5
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
82 WORKS SUPERVISORrsquoS REPORT
821 Maintenance Grading
Road Name Length Graded (kms)
Pig Gully Rd 110
Taylor Rd 91
Bates Rd 35
Eddington Rd 29
Tin Shed Rd 25
Waldock Rd 18
Church Rd 07
Top End Rd 11
Chapman Rd 21
Curteis Rd 42
Bulleid Rd 16
Martin Rd 38
Folland Rd 29
Lyon Rd 17
Hamon Rd 08
Total Length Graded 497
822 Road Maintenance Works
Signs replaced on various roads
Bitumen patching
823 Upcoming Works amp Items on Road Construction Program
Road Name (Road
Length)
Description of
Work
Start
SLK
End
SLK
Total Status Comment
Darkan
Quindanning
(303km)
Reconstruct
widen and seal
to 7m
480 780 3
Completed
Hurley Rd
(1382km)
Clear widen amp
gravel sheet to
9m
682 932 250
Culbin Boraning
(1931km)
Clear widen amp
gravel sheet to
9m
450 650 200
Tarwonga-
Dardadine Rd
(2150km)
Clear widen amp
gravel sheet to
9m
000 450 450
Started tree clearing
GrowseRichardson
Streets
Footpath -
$285k grant
$285k Council
Completed
Glenfield Rd Culvert
extension
Completed
Fry Street Re-seal 000 100 100
Page 6
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
824 Mechanical Report
Plant Description Driver Date Purchased
HoursKms March 2012
Works Completed this month
Ford FG G6E Sedan
Lig
ht
Vehic
les
Ryan Duff July 2011 35650
Ford FG G6E Sedan Ian Ball 1 Jul 09 60000
Holden Rodeo Dual Cab Utility Maintenance 5-Nov-04 182072 Service
Ford Ranger Dual Cab Utility Tony Kett 1-Jul-09 110000 Service
Kia 2 Tonne Truck Jeff Cowan 9-Oct-07 69726
Holden Rodeo Crew Cab Utility Andrew Wood 15-Nov-06 200000 Service
Holden Rodeo Single Cab Utility James Lenehan 20-Nov-06 71728
Mitsubishi Triton Single Cab Utility Aaron Goulden 22-Sep-99 205602 New clutch
Multipac Multi-Tyre Road Roller
Constr
uctio
n E
quip
me
nt
Ray Scobie 21-Oct-04 4515hr Service
Vibromax Roller Kevin Burman 29-Sep-04 2804hr
Caterpillar 12M Grader Andrew Wood Dec 2011 457hr Service
Volvo G930 Road Grader Richard Hewitt 20-Oct-06 5364hr Fitted free roller new header tank
721E Case Loader Roger Gillett May 2012 2000hr
Volvo EC210BLC Excavator Phil Reed 18-Jul-07 3917hr Replaced grease nipples
John Deere 315SE4 Backhoe Trevor Palframan 17-Sep-01 1147hr
Road Broom
John Deere MFWD Tractor Works 21-Oct-97 1850hr Service adjusted brakes
Toro Reelmaster SP mower
Park
s amp
Gard
ens Aaron Goulden Aug-09 322hr
Toro Z597 Ride on Mower Jeff Cowan 1-Oct-06 895hr
Toro Z400 Kholer Ride on Mower Jeff Cowan 8-Aug-05 479hr
Honda TRX Four Wheel MCycle Jeff Cowan 20-Mar-00 1198hr
Toyota DA115 Tip Truck (Water Truck)
Tru
cks amp
Tra
ilers
James Lenehan 24-Aug-94 232300
Isuzu FVZ1400 Tip Truck Steven Stewart 31-Dec-03 223700
Mercedes Benz Actross Prime Mover Phil Reed 21-Dec-05 176000
Service
Isuzu Giga CXZ Tip Truck Justin Murdock 10-Dec-08 95786
Mitsubishi Canter Dual Cab Truck Ray Scobie 17-Oct-02 203000
SFM Side Tipping Trailer Works 21-Dec-05
Howard Porter Low Loader Works 31-Aug-07
Howard Porter Pig Trailer Justin Murdock 10-Dec-08 Adjusted brakes
825 Staff
Nil to report
826 Town and Facilities Report
Carted sand for Child Care Centre
827 Private Works
Finished at Wandering 25052012
Crossover culvert Bates Road
Crossover culvert Cowcher Rd
828 Recent Storm Damage
Council discussed remedial action to clear storm damaged road reserves including utilising adjoining
landholders
Page 7
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MedlenEarnshaw
That the Works Supervisorrsquos Report be received
Carried 90
Resolution 22012
Mr Kett left the meeting at 223pm
83 ENVIRONMENTAL HEALTH OFFICERBUILDING SURVEYORrsquoS REPORT
Steve Friend is on leave commencing 4th June until 4
th July 2012
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT
Report Reference 841
Subject Proposed Scheme Amendment 17 to the Shire of Williams Town
Planning Scheme No 2 (see Attachment 1)
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date Gray amp Lewis Landuse Planners 31 March 2012
Background
The Shire owns Lots 110 ndash 111 Growse Street and Lots 32 ndash 34 New Street in the Williams townsite and has
been working with WA Country Builders to develop plans for a unit development
At the meeting held in December 2011 Council resolved to support a proposed scheme amendment lsquoin
principlersquo for Lots 110-11 Growse Street and Lots 32 - 36 New Street subject to consultation with the
owners of Lots 35 and 36 Council also resolved to conduct preliminary consultation with nearby
landowners
In March 2012 Council resolved to formally initiate Amendment No 17 to the Shire of Williams Town
Planning Scheme No 2 pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo (refer Item 8413 - OCM 21 March 2012)
Comment
The purpose of this report is for Council to consider final adoption of Amendment 17 and to
consider all submissions that were lodged during formal advertising
The proposed scheme amendment is essentially required to facilitate an R30 development on the
subject land The amendment will simply change the legal density code from Residential lsquoR20rsquo to lsquoR30rsquo on
the Shirersquos Town Planning Scheme Map
The amendment will facilitate a grouped dwelling development on the Shirersquos land provide for
greater housing choice maximise use of existing infrastructure and create new housing opportunities in
close proximity to the adjacent Town Centre
The amendment has been advertised for over 21 days from the 18th April 2012 to the 11
th May 2012
Advertising included
1 A public notice published in the Narrogin Observer published on 18 April 2012
2 A notice displayed on the Shirersquos Public noticeboard
Page 8
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
3 Letters sent to relevant service authorities and government agencies on 16 April 2012 (by
Gray amp Lewis on behalf of the Shire)
4 Individual letters to affected and nearby landowners As the letters were sent out on the 3rd
May 2012 affected owners were sent a second letter giving an extended advertising period up to the
28th May 2012 to ensure they had a minimum of 21 days to respond
During advertising a total of 8 submissions were received and all were from service authorities
andor relevant government agencies No objections have been received
A summary of the submissions is included in a table (Attachment 1) and it is recommended that the
submissions be noted however no changes to the amendment are proposed as result of the submissions
It is recommended that the Shire Council adopt Amendment 17 for final approval without any
modification The amendment is based on sound planning grounds and will introduce diversified housing
stock and increase housing choice in town
POLICY REQUIREMENTS
NA
LEGISLATIVE REQUIREMENTS
Shire of Williams Town Planning Scheme No 2 ndash Clause 46 requires residential development to comply
with the Residential Design Codes
Planning and Development Act 2005 ndash All amendments undergo a statutory process which includes referral
to the Environmental Protection Authority (EPA) formal advertising final adoption by Council assessment
by WAPC and requires final approval by the Minister for Planning
There was a reduced advertising period however consent for the reduced advertising period was gained from
the Western Australian Planning Commission
Town Planning Regulations 1967 (as amended) ndash legislative procedural requirements for scheme
amendments
Environmental Protection Act 1986 (as amended) ndash environmental assessment requirements No scheme
amendment can be formally advertised until the EPA has confirmed in writing that no environmental
assessment is required
The amendment was referred to the EPA who confirmed that no environmental assessment is required
STRATEGIC IMPLICATIONS
The majority of Williams townsite is zoned lsquoResidential R20rsquo Introduction of an R30 density through a
scheme amendment will facilitate development that will allow for greater housing choice and diversity of
housing stock in the Shire in a location close to services A higher density also maximises use of existing
infrastructure
SUSTAINABILITY IMPLICATIONS
Environment
There are no known significant environmental implications associated with this proposal
Economic
The proposed R30 density will have economic benefits and may generate employment
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 2
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
60 CONFIRMATION OF PREVIOUS MINUTES
61 ORDINARY MEETING MINUTES
JohnstoneEarnshaw
That the minutes of the Ordinary Meeting held in the Council Chambers on Wednesday 16th May 2012 as
circulated be confirmed as a true and correct record of proceedings
Carried 90
Resolution 21712
62 4WD VROC MEETING MINUTES
MajorEarnshaw
That the minutes of the 4WD VROC Meeting held in West Arthur on Tuesday 8th May 2012 as circulated
be received
Carried 90
Resolution 21812
70 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION
Nil
80 REPORTS OF COMMITTEESOFFICERS AND COUNCILLORS
Community Development Officer Heidi Cowcher attended the meeting at 225pm to discuss her report
81 COMMUNITY DEVELOPMENT OFFICERrsquoS REPORT
811 Project Update
Summary of projects that are currently lsquopendingrsquo or in progress for the Shire of Williams
Project Name Total funding Funding Agency Submitted Outcome known
4WDLakes Aged
Housing Project
$1972409 RDL ndash CLGF
Regional Funding
201112
30th November
2011
Financial
agreement has been
received funds
should be released
within the month
4WDLakes Aged
Housing Project
$5023646 RDAF (Federal) 15th February 2012 July 2012
4WDLakes Aged
Housing Project
$5023646 Regional
Development
Council
22nd
July 2011
(Action Agenda
application)
Resubmitted 2nd
April 2012
Unknown
Page 3
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Summary of projects that are currently being acquitted following successful funding and projects currently
being developed
Project Name Total funding Funding agency ApplicationReport due
FUNDED PROJECTS
New 422m Dual Use Pathway
along Adam Street (Brooking St
to Piesse St)
$28063 Regional Bicycle
Network Local
Government Grant
Funding 201213
Funding announced 9th May
2012
Project to be completed by early
2013 (Funding agreement yet to
be finalised)
Shire of Williams LEMC ndash
AWARE funding 201112
$7575 FESA Project to be complete 30th June
2012
Shire of Williams ndash Seniors
Advocacy
$8125 Department for
Communities
Project to be complete 30th June
2012
Williams Gateway Expo 2012 $14678 Lotterywest Acquittal to be completed within
3 months of event (21st July
2012)
Oval reticulation upgrade $41000 CSRFF ndash Small
Grants
Extension has been requested to
15th September 2012
Shire of Williams CLGF
201011
Williams Hall $128300
Tarwonga Tennis courts
$60000
Williams Swimming
Pool upgrade $35892
Quindanning residential
subdivision $72000
$295892 CLGF 201011 Project to be completed by 13th
April 2013 (2 years after signing
the funding agreement)
Councilrsquos consideration of a
variation to the project is to be
discussed at the Council meeting
(see CEOs report)
Variation will then be submitted
to RDL It is anticipated that
approval will be granted within a
week
Shire of Williams CLGF
201112 ndash Recreation Facilities
Upgrade
$260104 CLGF 201112 Project to be completed by 20th
March 2014 (2 years after signing
the funding agreement) The
completion of this project will be
subject to securing additional
funding
Club Development Officer ndash
Year 2 of 3 year funding
program
$11000 DSR ndash Club
Development
Scheme
Acquittal statement second year ndash
due 30th July 2012
Williams Childcare Service $100000 R4R Regional
Grant Scheme
(Wheatbelt
Development
Commission)
Project to be completed 30th June
2012 Acquittal report to be
completed 30th September 2012
Williams Childcare Service $100000 Lotterywest Funding to be acquitted within 12
months of approval of funding =
15th July 2012
PROPOSED PROJECTS
Williams Golf Club ndash funding
to purchase a 4wheeler amp spray
unit
TBA Volunteer Small
Equipment Grants
Application to be submitted 25th
July 2012
Sport amp Recreation Facilities
Upgrade
TBA CSRFF Application to be submitted by
28th September 2012
Page 4
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Williams PlaygroupToy
Library Shed
TBA Lotterywest Application can be submitted
anytime
Expo 2013 TBA Lotterywest Application to be submitted by
end August 2012
4WDLakes Aged Housing
Project
TBA RDL ndash CLGF
(Regional)
201213
Guidelines have been released
Application due end August
2012 Outcome may not be
known for 6 months (March
2013) Expenditure of 201011
funding is required before
201213 can be released
Industrial subdivision project $260104 RDL ndash CLGF
(Individual)
201213
Guidelines have been released
Applications due between 30th
October and 30th December 2012
Expenditure of 201011 funding
is required before 201213 can be
released
Other work currently being undertaken
Fit out of the new childcare service ndash orders are currently being placed for delivery in early-mid July
2012
Completion of enrolment forms for new childcare centre Distributing forms to parents Registrations
have commenced and to date we have received 16 enrolment forms
Childcare service licensing applications ndash license inspection anticipated to be completed 2 weeks
before opening (23rd
July 2012)
Working with CEO on staffing arrangements job descriptions policies and procedures that will need
to be developed prior to licence granted
Working with CEO on developing Sport and Recreation upgrade project
Annual LEMCBusiness Plan reports due 30th July 2012
For information
LogieMajor
That the Community Development Officerrsquos report be received
Carried 90
Resolution 21912
Ms Cowcher left the meeting at 230pm
Works Supervisor Tony Kett attended the meeting at 203pm to discuss his report
Page 5
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
82 WORKS SUPERVISORrsquoS REPORT
821 Maintenance Grading
Road Name Length Graded (kms)
Pig Gully Rd 110
Taylor Rd 91
Bates Rd 35
Eddington Rd 29
Tin Shed Rd 25
Waldock Rd 18
Church Rd 07
Top End Rd 11
Chapman Rd 21
Curteis Rd 42
Bulleid Rd 16
Martin Rd 38
Folland Rd 29
Lyon Rd 17
Hamon Rd 08
Total Length Graded 497
822 Road Maintenance Works
Signs replaced on various roads
Bitumen patching
823 Upcoming Works amp Items on Road Construction Program
Road Name (Road
Length)
Description of
Work
Start
SLK
End
SLK
Total Status Comment
Darkan
Quindanning
(303km)
Reconstruct
widen and seal
to 7m
480 780 3
Completed
Hurley Rd
(1382km)
Clear widen amp
gravel sheet to
9m
682 932 250
Culbin Boraning
(1931km)
Clear widen amp
gravel sheet to
9m
450 650 200
Tarwonga-
Dardadine Rd
(2150km)
Clear widen amp
gravel sheet to
9m
000 450 450
Started tree clearing
GrowseRichardson
Streets
Footpath -
$285k grant
$285k Council
Completed
Glenfield Rd Culvert
extension
Completed
Fry Street Re-seal 000 100 100
Page 6
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
824 Mechanical Report
Plant Description Driver Date Purchased
HoursKms March 2012
Works Completed this month
Ford FG G6E Sedan
Lig
ht
Vehic
les
Ryan Duff July 2011 35650
Ford FG G6E Sedan Ian Ball 1 Jul 09 60000
Holden Rodeo Dual Cab Utility Maintenance 5-Nov-04 182072 Service
Ford Ranger Dual Cab Utility Tony Kett 1-Jul-09 110000 Service
Kia 2 Tonne Truck Jeff Cowan 9-Oct-07 69726
Holden Rodeo Crew Cab Utility Andrew Wood 15-Nov-06 200000 Service
Holden Rodeo Single Cab Utility James Lenehan 20-Nov-06 71728
Mitsubishi Triton Single Cab Utility Aaron Goulden 22-Sep-99 205602 New clutch
Multipac Multi-Tyre Road Roller
Constr
uctio
n E
quip
me
nt
Ray Scobie 21-Oct-04 4515hr Service
Vibromax Roller Kevin Burman 29-Sep-04 2804hr
Caterpillar 12M Grader Andrew Wood Dec 2011 457hr Service
Volvo G930 Road Grader Richard Hewitt 20-Oct-06 5364hr Fitted free roller new header tank
721E Case Loader Roger Gillett May 2012 2000hr
Volvo EC210BLC Excavator Phil Reed 18-Jul-07 3917hr Replaced grease nipples
John Deere 315SE4 Backhoe Trevor Palframan 17-Sep-01 1147hr
Road Broom
John Deere MFWD Tractor Works 21-Oct-97 1850hr Service adjusted brakes
Toro Reelmaster SP mower
Park
s amp
Gard
ens Aaron Goulden Aug-09 322hr
Toro Z597 Ride on Mower Jeff Cowan 1-Oct-06 895hr
Toro Z400 Kholer Ride on Mower Jeff Cowan 8-Aug-05 479hr
Honda TRX Four Wheel MCycle Jeff Cowan 20-Mar-00 1198hr
Toyota DA115 Tip Truck (Water Truck)
Tru
cks amp
Tra
ilers
James Lenehan 24-Aug-94 232300
Isuzu FVZ1400 Tip Truck Steven Stewart 31-Dec-03 223700
Mercedes Benz Actross Prime Mover Phil Reed 21-Dec-05 176000
Service
Isuzu Giga CXZ Tip Truck Justin Murdock 10-Dec-08 95786
Mitsubishi Canter Dual Cab Truck Ray Scobie 17-Oct-02 203000
SFM Side Tipping Trailer Works 21-Dec-05
Howard Porter Low Loader Works 31-Aug-07
Howard Porter Pig Trailer Justin Murdock 10-Dec-08 Adjusted brakes
825 Staff
Nil to report
826 Town and Facilities Report
Carted sand for Child Care Centre
827 Private Works
Finished at Wandering 25052012
Crossover culvert Bates Road
Crossover culvert Cowcher Rd
828 Recent Storm Damage
Council discussed remedial action to clear storm damaged road reserves including utilising adjoining
landholders
Page 7
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MedlenEarnshaw
That the Works Supervisorrsquos Report be received
Carried 90
Resolution 22012
Mr Kett left the meeting at 223pm
83 ENVIRONMENTAL HEALTH OFFICERBUILDING SURVEYORrsquoS REPORT
Steve Friend is on leave commencing 4th June until 4
th July 2012
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT
Report Reference 841
Subject Proposed Scheme Amendment 17 to the Shire of Williams Town
Planning Scheme No 2 (see Attachment 1)
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date Gray amp Lewis Landuse Planners 31 March 2012
Background
The Shire owns Lots 110 ndash 111 Growse Street and Lots 32 ndash 34 New Street in the Williams townsite and has
been working with WA Country Builders to develop plans for a unit development
At the meeting held in December 2011 Council resolved to support a proposed scheme amendment lsquoin
principlersquo for Lots 110-11 Growse Street and Lots 32 - 36 New Street subject to consultation with the
owners of Lots 35 and 36 Council also resolved to conduct preliminary consultation with nearby
landowners
In March 2012 Council resolved to formally initiate Amendment No 17 to the Shire of Williams Town
Planning Scheme No 2 pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo (refer Item 8413 - OCM 21 March 2012)
Comment
The purpose of this report is for Council to consider final adoption of Amendment 17 and to
consider all submissions that were lodged during formal advertising
The proposed scheme amendment is essentially required to facilitate an R30 development on the
subject land The amendment will simply change the legal density code from Residential lsquoR20rsquo to lsquoR30rsquo on
the Shirersquos Town Planning Scheme Map
The amendment will facilitate a grouped dwelling development on the Shirersquos land provide for
greater housing choice maximise use of existing infrastructure and create new housing opportunities in
close proximity to the adjacent Town Centre
The amendment has been advertised for over 21 days from the 18th April 2012 to the 11
th May 2012
Advertising included
1 A public notice published in the Narrogin Observer published on 18 April 2012
2 A notice displayed on the Shirersquos Public noticeboard
Page 8
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
3 Letters sent to relevant service authorities and government agencies on 16 April 2012 (by
Gray amp Lewis on behalf of the Shire)
4 Individual letters to affected and nearby landowners As the letters were sent out on the 3rd
May 2012 affected owners were sent a second letter giving an extended advertising period up to the
28th May 2012 to ensure they had a minimum of 21 days to respond
During advertising a total of 8 submissions were received and all were from service authorities
andor relevant government agencies No objections have been received
A summary of the submissions is included in a table (Attachment 1) and it is recommended that the
submissions be noted however no changes to the amendment are proposed as result of the submissions
It is recommended that the Shire Council adopt Amendment 17 for final approval without any
modification The amendment is based on sound planning grounds and will introduce diversified housing
stock and increase housing choice in town
POLICY REQUIREMENTS
NA
LEGISLATIVE REQUIREMENTS
Shire of Williams Town Planning Scheme No 2 ndash Clause 46 requires residential development to comply
with the Residential Design Codes
Planning and Development Act 2005 ndash All amendments undergo a statutory process which includes referral
to the Environmental Protection Authority (EPA) formal advertising final adoption by Council assessment
by WAPC and requires final approval by the Minister for Planning
There was a reduced advertising period however consent for the reduced advertising period was gained from
the Western Australian Planning Commission
Town Planning Regulations 1967 (as amended) ndash legislative procedural requirements for scheme
amendments
Environmental Protection Act 1986 (as amended) ndash environmental assessment requirements No scheme
amendment can be formally advertised until the EPA has confirmed in writing that no environmental
assessment is required
The amendment was referred to the EPA who confirmed that no environmental assessment is required
STRATEGIC IMPLICATIONS
The majority of Williams townsite is zoned lsquoResidential R20rsquo Introduction of an R30 density through a
scheme amendment will facilitate development that will allow for greater housing choice and diversity of
housing stock in the Shire in a location close to services A higher density also maximises use of existing
infrastructure
SUSTAINABILITY IMPLICATIONS
Environment
There are no known significant environmental implications associated with this proposal
Economic
The proposed R30 density will have economic benefits and may generate employment
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 3
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Summary of projects that are currently being acquitted following successful funding and projects currently
being developed
Project Name Total funding Funding agency ApplicationReport due
FUNDED PROJECTS
New 422m Dual Use Pathway
along Adam Street (Brooking St
to Piesse St)
$28063 Regional Bicycle
Network Local
Government Grant
Funding 201213
Funding announced 9th May
2012
Project to be completed by early
2013 (Funding agreement yet to
be finalised)
Shire of Williams LEMC ndash
AWARE funding 201112
$7575 FESA Project to be complete 30th June
2012
Shire of Williams ndash Seniors
Advocacy
$8125 Department for
Communities
Project to be complete 30th June
2012
Williams Gateway Expo 2012 $14678 Lotterywest Acquittal to be completed within
3 months of event (21st July
2012)
Oval reticulation upgrade $41000 CSRFF ndash Small
Grants
Extension has been requested to
15th September 2012
Shire of Williams CLGF
201011
Williams Hall $128300
Tarwonga Tennis courts
$60000
Williams Swimming
Pool upgrade $35892
Quindanning residential
subdivision $72000
$295892 CLGF 201011 Project to be completed by 13th
April 2013 (2 years after signing
the funding agreement)
Councilrsquos consideration of a
variation to the project is to be
discussed at the Council meeting
(see CEOs report)
Variation will then be submitted
to RDL It is anticipated that
approval will be granted within a
week
Shire of Williams CLGF
201112 ndash Recreation Facilities
Upgrade
$260104 CLGF 201112 Project to be completed by 20th
March 2014 (2 years after signing
the funding agreement) The
completion of this project will be
subject to securing additional
funding
Club Development Officer ndash
Year 2 of 3 year funding
program
$11000 DSR ndash Club
Development
Scheme
Acquittal statement second year ndash
due 30th July 2012
Williams Childcare Service $100000 R4R Regional
Grant Scheme
(Wheatbelt
Development
Commission)
Project to be completed 30th June
2012 Acquittal report to be
completed 30th September 2012
Williams Childcare Service $100000 Lotterywest Funding to be acquitted within 12
months of approval of funding =
15th July 2012
PROPOSED PROJECTS
Williams Golf Club ndash funding
to purchase a 4wheeler amp spray
unit
TBA Volunteer Small
Equipment Grants
Application to be submitted 25th
July 2012
Sport amp Recreation Facilities
Upgrade
TBA CSRFF Application to be submitted by
28th September 2012
Page 4
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Williams PlaygroupToy
Library Shed
TBA Lotterywest Application can be submitted
anytime
Expo 2013 TBA Lotterywest Application to be submitted by
end August 2012
4WDLakes Aged Housing
Project
TBA RDL ndash CLGF
(Regional)
201213
Guidelines have been released
Application due end August
2012 Outcome may not be
known for 6 months (March
2013) Expenditure of 201011
funding is required before
201213 can be released
Industrial subdivision project $260104 RDL ndash CLGF
(Individual)
201213
Guidelines have been released
Applications due between 30th
October and 30th December 2012
Expenditure of 201011 funding
is required before 201213 can be
released
Other work currently being undertaken
Fit out of the new childcare service ndash orders are currently being placed for delivery in early-mid July
2012
Completion of enrolment forms for new childcare centre Distributing forms to parents Registrations
have commenced and to date we have received 16 enrolment forms
Childcare service licensing applications ndash license inspection anticipated to be completed 2 weeks
before opening (23rd
July 2012)
Working with CEO on staffing arrangements job descriptions policies and procedures that will need
to be developed prior to licence granted
Working with CEO on developing Sport and Recreation upgrade project
Annual LEMCBusiness Plan reports due 30th July 2012
For information
LogieMajor
That the Community Development Officerrsquos report be received
Carried 90
Resolution 21912
Ms Cowcher left the meeting at 230pm
Works Supervisor Tony Kett attended the meeting at 203pm to discuss his report
Page 5
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
82 WORKS SUPERVISORrsquoS REPORT
821 Maintenance Grading
Road Name Length Graded (kms)
Pig Gully Rd 110
Taylor Rd 91
Bates Rd 35
Eddington Rd 29
Tin Shed Rd 25
Waldock Rd 18
Church Rd 07
Top End Rd 11
Chapman Rd 21
Curteis Rd 42
Bulleid Rd 16
Martin Rd 38
Folland Rd 29
Lyon Rd 17
Hamon Rd 08
Total Length Graded 497
822 Road Maintenance Works
Signs replaced on various roads
Bitumen patching
823 Upcoming Works amp Items on Road Construction Program
Road Name (Road
Length)
Description of
Work
Start
SLK
End
SLK
Total Status Comment
Darkan
Quindanning
(303km)
Reconstruct
widen and seal
to 7m
480 780 3
Completed
Hurley Rd
(1382km)
Clear widen amp
gravel sheet to
9m
682 932 250
Culbin Boraning
(1931km)
Clear widen amp
gravel sheet to
9m
450 650 200
Tarwonga-
Dardadine Rd
(2150km)
Clear widen amp
gravel sheet to
9m
000 450 450
Started tree clearing
GrowseRichardson
Streets
Footpath -
$285k grant
$285k Council
Completed
Glenfield Rd Culvert
extension
Completed
Fry Street Re-seal 000 100 100
Page 6
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
824 Mechanical Report
Plant Description Driver Date Purchased
HoursKms March 2012
Works Completed this month
Ford FG G6E Sedan
Lig
ht
Vehic
les
Ryan Duff July 2011 35650
Ford FG G6E Sedan Ian Ball 1 Jul 09 60000
Holden Rodeo Dual Cab Utility Maintenance 5-Nov-04 182072 Service
Ford Ranger Dual Cab Utility Tony Kett 1-Jul-09 110000 Service
Kia 2 Tonne Truck Jeff Cowan 9-Oct-07 69726
Holden Rodeo Crew Cab Utility Andrew Wood 15-Nov-06 200000 Service
Holden Rodeo Single Cab Utility James Lenehan 20-Nov-06 71728
Mitsubishi Triton Single Cab Utility Aaron Goulden 22-Sep-99 205602 New clutch
Multipac Multi-Tyre Road Roller
Constr
uctio
n E
quip
me
nt
Ray Scobie 21-Oct-04 4515hr Service
Vibromax Roller Kevin Burman 29-Sep-04 2804hr
Caterpillar 12M Grader Andrew Wood Dec 2011 457hr Service
Volvo G930 Road Grader Richard Hewitt 20-Oct-06 5364hr Fitted free roller new header tank
721E Case Loader Roger Gillett May 2012 2000hr
Volvo EC210BLC Excavator Phil Reed 18-Jul-07 3917hr Replaced grease nipples
John Deere 315SE4 Backhoe Trevor Palframan 17-Sep-01 1147hr
Road Broom
John Deere MFWD Tractor Works 21-Oct-97 1850hr Service adjusted brakes
Toro Reelmaster SP mower
Park
s amp
Gard
ens Aaron Goulden Aug-09 322hr
Toro Z597 Ride on Mower Jeff Cowan 1-Oct-06 895hr
Toro Z400 Kholer Ride on Mower Jeff Cowan 8-Aug-05 479hr
Honda TRX Four Wheel MCycle Jeff Cowan 20-Mar-00 1198hr
Toyota DA115 Tip Truck (Water Truck)
Tru
cks amp
Tra
ilers
James Lenehan 24-Aug-94 232300
Isuzu FVZ1400 Tip Truck Steven Stewart 31-Dec-03 223700
Mercedes Benz Actross Prime Mover Phil Reed 21-Dec-05 176000
Service
Isuzu Giga CXZ Tip Truck Justin Murdock 10-Dec-08 95786
Mitsubishi Canter Dual Cab Truck Ray Scobie 17-Oct-02 203000
SFM Side Tipping Trailer Works 21-Dec-05
Howard Porter Low Loader Works 31-Aug-07
Howard Porter Pig Trailer Justin Murdock 10-Dec-08 Adjusted brakes
825 Staff
Nil to report
826 Town and Facilities Report
Carted sand for Child Care Centre
827 Private Works
Finished at Wandering 25052012
Crossover culvert Bates Road
Crossover culvert Cowcher Rd
828 Recent Storm Damage
Council discussed remedial action to clear storm damaged road reserves including utilising adjoining
landholders
Page 7
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MedlenEarnshaw
That the Works Supervisorrsquos Report be received
Carried 90
Resolution 22012
Mr Kett left the meeting at 223pm
83 ENVIRONMENTAL HEALTH OFFICERBUILDING SURVEYORrsquoS REPORT
Steve Friend is on leave commencing 4th June until 4
th July 2012
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT
Report Reference 841
Subject Proposed Scheme Amendment 17 to the Shire of Williams Town
Planning Scheme No 2 (see Attachment 1)
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date Gray amp Lewis Landuse Planners 31 March 2012
Background
The Shire owns Lots 110 ndash 111 Growse Street and Lots 32 ndash 34 New Street in the Williams townsite and has
been working with WA Country Builders to develop plans for a unit development
At the meeting held in December 2011 Council resolved to support a proposed scheme amendment lsquoin
principlersquo for Lots 110-11 Growse Street and Lots 32 - 36 New Street subject to consultation with the
owners of Lots 35 and 36 Council also resolved to conduct preliminary consultation with nearby
landowners
In March 2012 Council resolved to formally initiate Amendment No 17 to the Shire of Williams Town
Planning Scheme No 2 pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo (refer Item 8413 - OCM 21 March 2012)
Comment
The purpose of this report is for Council to consider final adoption of Amendment 17 and to
consider all submissions that were lodged during formal advertising
The proposed scheme amendment is essentially required to facilitate an R30 development on the
subject land The amendment will simply change the legal density code from Residential lsquoR20rsquo to lsquoR30rsquo on
the Shirersquos Town Planning Scheme Map
The amendment will facilitate a grouped dwelling development on the Shirersquos land provide for
greater housing choice maximise use of existing infrastructure and create new housing opportunities in
close proximity to the adjacent Town Centre
The amendment has been advertised for over 21 days from the 18th April 2012 to the 11
th May 2012
Advertising included
1 A public notice published in the Narrogin Observer published on 18 April 2012
2 A notice displayed on the Shirersquos Public noticeboard
Page 8
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
3 Letters sent to relevant service authorities and government agencies on 16 April 2012 (by
Gray amp Lewis on behalf of the Shire)
4 Individual letters to affected and nearby landowners As the letters were sent out on the 3rd
May 2012 affected owners were sent a second letter giving an extended advertising period up to the
28th May 2012 to ensure they had a minimum of 21 days to respond
During advertising a total of 8 submissions were received and all were from service authorities
andor relevant government agencies No objections have been received
A summary of the submissions is included in a table (Attachment 1) and it is recommended that the
submissions be noted however no changes to the amendment are proposed as result of the submissions
It is recommended that the Shire Council adopt Amendment 17 for final approval without any
modification The amendment is based on sound planning grounds and will introduce diversified housing
stock and increase housing choice in town
POLICY REQUIREMENTS
NA
LEGISLATIVE REQUIREMENTS
Shire of Williams Town Planning Scheme No 2 ndash Clause 46 requires residential development to comply
with the Residential Design Codes
Planning and Development Act 2005 ndash All amendments undergo a statutory process which includes referral
to the Environmental Protection Authority (EPA) formal advertising final adoption by Council assessment
by WAPC and requires final approval by the Minister for Planning
There was a reduced advertising period however consent for the reduced advertising period was gained from
the Western Australian Planning Commission
Town Planning Regulations 1967 (as amended) ndash legislative procedural requirements for scheme
amendments
Environmental Protection Act 1986 (as amended) ndash environmental assessment requirements No scheme
amendment can be formally advertised until the EPA has confirmed in writing that no environmental
assessment is required
The amendment was referred to the EPA who confirmed that no environmental assessment is required
STRATEGIC IMPLICATIONS
The majority of Williams townsite is zoned lsquoResidential R20rsquo Introduction of an R30 density through a
scheme amendment will facilitate development that will allow for greater housing choice and diversity of
housing stock in the Shire in a location close to services A higher density also maximises use of existing
infrastructure
SUSTAINABILITY IMPLICATIONS
Environment
There are no known significant environmental implications associated with this proposal
Economic
The proposed R30 density will have economic benefits and may generate employment
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 4
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Williams PlaygroupToy
Library Shed
TBA Lotterywest Application can be submitted
anytime
Expo 2013 TBA Lotterywest Application to be submitted by
end August 2012
4WDLakes Aged Housing
Project
TBA RDL ndash CLGF
(Regional)
201213
Guidelines have been released
Application due end August
2012 Outcome may not be
known for 6 months (March
2013) Expenditure of 201011
funding is required before
201213 can be released
Industrial subdivision project $260104 RDL ndash CLGF
(Individual)
201213
Guidelines have been released
Applications due between 30th
October and 30th December 2012
Expenditure of 201011 funding
is required before 201213 can be
released
Other work currently being undertaken
Fit out of the new childcare service ndash orders are currently being placed for delivery in early-mid July
2012
Completion of enrolment forms for new childcare centre Distributing forms to parents Registrations
have commenced and to date we have received 16 enrolment forms
Childcare service licensing applications ndash license inspection anticipated to be completed 2 weeks
before opening (23rd
July 2012)
Working with CEO on staffing arrangements job descriptions policies and procedures that will need
to be developed prior to licence granted
Working with CEO on developing Sport and Recreation upgrade project
Annual LEMCBusiness Plan reports due 30th July 2012
For information
LogieMajor
That the Community Development Officerrsquos report be received
Carried 90
Resolution 21912
Ms Cowcher left the meeting at 230pm
Works Supervisor Tony Kett attended the meeting at 203pm to discuss his report
Page 5
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
82 WORKS SUPERVISORrsquoS REPORT
821 Maintenance Grading
Road Name Length Graded (kms)
Pig Gully Rd 110
Taylor Rd 91
Bates Rd 35
Eddington Rd 29
Tin Shed Rd 25
Waldock Rd 18
Church Rd 07
Top End Rd 11
Chapman Rd 21
Curteis Rd 42
Bulleid Rd 16
Martin Rd 38
Folland Rd 29
Lyon Rd 17
Hamon Rd 08
Total Length Graded 497
822 Road Maintenance Works
Signs replaced on various roads
Bitumen patching
823 Upcoming Works amp Items on Road Construction Program
Road Name (Road
Length)
Description of
Work
Start
SLK
End
SLK
Total Status Comment
Darkan
Quindanning
(303km)
Reconstruct
widen and seal
to 7m
480 780 3
Completed
Hurley Rd
(1382km)
Clear widen amp
gravel sheet to
9m
682 932 250
Culbin Boraning
(1931km)
Clear widen amp
gravel sheet to
9m
450 650 200
Tarwonga-
Dardadine Rd
(2150km)
Clear widen amp
gravel sheet to
9m
000 450 450
Started tree clearing
GrowseRichardson
Streets
Footpath -
$285k grant
$285k Council
Completed
Glenfield Rd Culvert
extension
Completed
Fry Street Re-seal 000 100 100
Page 6
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
824 Mechanical Report
Plant Description Driver Date Purchased
HoursKms March 2012
Works Completed this month
Ford FG G6E Sedan
Lig
ht
Vehic
les
Ryan Duff July 2011 35650
Ford FG G6E Sedan Ian Ball 1 Jul 09 60000
Holden Rodeo Dual Cab Utility Maintenance 5-Nov-04 182072 Service
Ford Ranger Dual Cab Utility Tony Kett 1-Jul-09 110000 Service
Kia 2 Tonne Truck Jeff Cowan 9-Oct-07 69726
Holden Rodeo Crew Cab Utility Andrew Wood 15-Nov-06 200000 Service
Holden Rodeo Single Cab Utility James Lenehan 20-Nov-06 71728
Mitsubishi Triton Single Cab Utility Aaron Goulden 22-Sep-99 205602 New clutch
Multipac Multi-Tyre Road Roller
Constr
uctio
n E
quip
me
nt
Ray Scobie 21-Oct-04 4515hr Service
Vibromax Roller Kevin Burman 29-Sep-04 2804hr
Caterpillar 12M Grader Andrew Wood Dec 2011 457hr Service
Volvo G930 Road Grader Richard Hewitt 20-Oct-06 5364hr Fitted free roller new header tank
721E Case Loader Roger Gillett May 2012 2000hr
Volvo EC210BLC Excavator Phil Reed 18-Jul-07 3917hr Replaced grease nipples
John Deere 315SE4 Backhoe Trevor Palframan 17-Sep-01 1147hr
Road Broom
John Deere MFWD Tractor Works 21-Oct-97 1850hr Service adjusted brakes
Toro Reelmaster SP mower
Park
s amp
Gard
ens Aaron Goulden Aug-09 322hr
Toro Z597 Ride on Mower Jeff Cowan 1-Oct-06 895hr
Toro Z400 Kholer Ride on Mower Jeff Cowan 8-Aug-05 479hr
Honda TRX Four Wheel MCycle Jeff Cowan 20-Mar-00 1198hr
Toyota DA115 Tip Truck (Water Truck)
Tru
cks amp
Tra
ilers
James Lenehan 24-Aug-94 232300
Isuzu FVZ1400 Tip Truck Steven Stewart 31-Dec-03 223700
Mercedes Benz Actross Prime Mover Phil Reed 21-Dec-05 176000
Service
Isuzu Giga CXZ Tip Truck Justin Murdock 10-Dec-08 95786
Mitsubishi Canter Dual Cab Truck Ray Scobie 17-Oct-02 203000
SFM Side Tipping Trailer Works 21-Dec-05
Howard Porter Low Loader Works 31-Aug-07
Howard Porter Pig Trailer Justin Murdock 10-Dec-08 Adjusted brakes
825 Staff
Nil to report
826 Town and Facilities Report
Carted sand for Child Care Centre
827 Private Works
Finished at Wandering 25052012
Crossover culvert Bates Road
Crossover culvert Cowcher Rd
828 Recent Storm Damage
Council discussed remedial action to clear storm damaged road reserves including utilising adjoining
landholders
Page 7
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MedlenEarnshaw
That the Works Supervisorrsquos Report be received
Carried 90
Resolution 22012
Mr Kett left the meeting at 223pm
83 ENVIRONMENTAL HEALTH OFFICERBUILDING SURVEYORrsquoS REPORT
Steve Friend is on leave commencing 4th June until 4
th July 2012
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT
Report Reference 841
Subject Proposed Scheme Amendment 17 to the Shire of Williams Town
Planning Scheme No 2 (see Attachment 1)
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date Gray amp Lewis Landuse Planners 31 March 2012
Background
The Shire owns Lots 110 ndash 111 Growse Street and Lots 32 ndash 34 New Street in the Williams townsite and has
been working with WA Country Builders to develop plans for a unit development
At the meeting held in December 2011 Council resolved to support a proposed scheme amendment lsquoin
principlersquo for Lots 110-11 Growse Street and Lots 32 - 36 New Street subject to consultation with the
owners of Lots 35 and 36 Council also resolved to conduct preliminary consultation with nearby
landowners
In March 2012 Council resolved to formally initiate Amendment No 17 to the Shire of Williams Town
Planning Scheme No 2 pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo (refer Item 8413 - OCM 21 March 2012)
Comment
The purpose of this report is for Council to consider final adoption of Amendment 17 and to
consider all submissions that were lodged during formal advertising
The proposed scheme amendment is essentially required to facilitate an R30 development on the
subject land The amendment will simply change the legal density code from Residential lsquoR20rsquo to lsquoR30rsquo on
the Shirersquos Town Planning Scheme Map
The amendment will facilitate a grouped dwelling development on the Shirersquos land provide for
greater housing choice maximise use of existing infrastructure and create new housing opportunities in
close proximity to the adjacent Town Centre
The amendment has been advertised for over 21 days from the 18th April 2012 to the 11
th May 2012
Advertising included
1 A public notice published in the Narrogin Observer published on 18 April 2012
2 A notice displayed on the Shirersquos Public noticeboard
Page 8
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
3 Letters sent to relevant service authorities and government agencies on 16 April 2012 (by
Gray amp Lewis on behalf of the Shire)
4 Individual letters to affected and nearby landowners As the letters were sent out on the 3rd
May 2012 affected owners were sent a second letter giving an extended advertising period up to the
28th May 2012 to ensure they had a minimum of 21 days to respond
During advertising a total of 8 submissions were received and all were from service authorities
andor relevant government agencies No objections have been received
A summary of the submissions is included in a table (Attachment 1) and it is recommended that the
submissions be noted however no changes to the amendment are proposed as result of the submissions
It is recommended that the Shire Council adopt Amendment 17 for final approval without any
modification The amendment is based on sound planning grounds and will introduce diversified housing
stock and increase housing choice in town
POLICY REQUIREMENTS
NA
LEGISLATIVE REQUIREMENTS
Shire of Williams Town Planning Scheme No 2 ndash Clause 46 requires residential development to comply
with the Residential Design Codes
Planning and Development Act 2005 ndash All amendments undergo a statutory process which includes referral
to the Environmental Protection Authority (EPA) formal advertising final adoption by Council assessment
by WAPC and requires final approval by the Minister for Planning
There was a reduced advertising period however consent for the reduced advertising period was gained from
the Western Australian Planning Commission
Town Planning Regulations 1967 (as amended) ndash legislative procedural requirements for scheme
amendments
Environmental Protection Act 1986 (as amended) ndash environmental assessment requirements No scheme
amendment can be formally advertised until the EPA has confirmed in writing that no environmental
assessment is required
The amendment was referred to the EPA who confirmed that no environmental assessment is required
STRATEGIC IMPLICATIONS
The majority of Williams townsite is zoned lsquoResidential R20rsquo Introduction of an R30 density through a
scheme amendment will facilitate development that will allow for greater housing choice and diversity of
housing stock in the Shire in a location close to services A higher density also maximises use of existing
infrastructure
SUSTAINABILITY IMPLICATIONS
Environment
There are no known significant environmental implications associated with this proposal
Economic
The proposed R30 density will have economic benefits and may generate employment
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 5
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
82 WORKS SUPERVISORrsquoS REPORT
821 Maintenance Grading
Road Name Length Graded (kms)
Pig Gully Rd 110
Taylor Rd 91
Bates Rd 35
Eddington Rd 29
Tin Shed Rd 25
Waldock Rd 18
Church Rd 07
Top End Rd 11
Chapman Rd 21
Curteis Rd 42
Bulleid Rd 16
Martin Rd 38
Folland Rd 29
Lyon Rd 17
Hamon Rd 08
Total Length Graded 497
822 Road Maintenance Works
Signs replaced on various roads
Bitumen patching
823 Upcoming Works amp Items on Road Construction Program
Road Name (Road
Length)
Description of
Work
Start
SLK
End
SLK
Total Status Comment
Darkan
Quindanning
(303km)
Reconstruct
widen and seal
to 7m
480 780 3
Completed
Hurley Rd
(1382km)
Clear widen amp
gravel sheet to
9m
682 932 250
Culbin Boraning
(1931km)
Clear widen amp
gravel sheet to
9m
450 650 200
Tarwonga-
Dardadine Rd
(2150km)
Clear widen amp
gravel sheet to
9m
000 450 450
Started tree clearing
GrowseRichardson
Streets
Footpath -
$285k grant
$285k Council
Completed
Glenfield Rd Culvert
extension
Completed
Fry Street Re-seal 000 100 100
Page 6
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
824 Mechanical Report
Plant Description Driver Date Purchased
HoursKms March 2012
Works Completed this month
Ford FG G6E Sedan
Lig
ht
Vehic
les
Ryan Duff July 2011 35650
Ford FG G6E Sedan Ian Ball 1 Jul 09 60000
Holden Rodeo Dual Cab Utility Maintenance 5-Nov-04 182072 Service
Ford Ranger Dual Cab Utility Tony Kett 1-Jul-09 110000 Service
Kia 2 Tonne Truck Jeff Cowan 9-Oct-07 69726
Holden Rodeo Crew Cab Utility Andrew Wood 15-Nov-06 200000 Service
Holden Rodeo Single Cab Utility James Lenehan 20-Nov-06 71728
Mitsubishi Triton Single Cab Utility Aaron Goulden 22-Sep-99 205602 New clutch
Multipac Multi-Tyre Road Roller
Constr
uctio
n E
quip
me
nt
Ray Scobie 21-Oct-04 4515hr Service
Vibromax Roller Kevin Burman 29-Sep-04 2804hr
Caterpillar 12M Grader Andrew Wood Dec 2011 457hr Service
Volvo G930 Road Grader Richard Hewitt 20-Oct-06 5364hr Fitted free roller new header tank
721E Case Loader Roger Gillett May 2012 2000hr
Volvo EC210BLC Excavator Phil Reed 18-Jul-07 3917hr Replaced grease nipples
John Deere 315SE4 Backhoe Trevor Palframan 17-Sep-01 1147hr
Road Broom
John Deere MFWD Tractor Works 21-Oct-97 1850hr Service adjusted brakes
Toro Reelmaster SP mower
Park
s amp
Gard
ens Aaron Goulden Aug-09 322hr
Toro Z597 Ride on Mower Jeff Cowan 1-Oct-06 895hr
Toro Z400 Kholer Ride on Mower Jeff Cowan 8-Aug-05 479hr
Honda TRX Four Wheel MCycle Jeff Cowan 20-Mar-00 1198hr
Toyota DA115 Tip Truck (Water Truck)
Tru
cks amp
Tra
ilers
James Lenehan 24-Aug-94 232300
Isuzu FVZ1400 Tip Truck Steven Stewart 31-Dec-03 223700
Mercedes Benz Actross Prime Mover Phil Reed 21-Dec-05 176000
Service
Isuzu Giga CXZ Tip Truck Justin Murdock 10-Dec-08 95786
Mitsubishi Canter Dual Cab Truck Ray Scobie 17-Oct-02 203000
SFM Side Tipping Trailer Works 21-Dec-05
Howard Porter Low Loader Works 31-Aug-07
Howard Porter Pig Trailer Justin Murdock 10-Dec-08 Adjusted brakes
825 Staff
Nil to report
826 Town and Facilities Report
Carted sand for Child Care Centre
827 Private Works
Finished at Wandering 25052012
Crossover culvert Bates Road
Crossover culvert Cowcher Rd
828 Recent Storm Damage
Council discussed remedial action to clear storm damaged road reserves including utilising adjoining
landholders
Page 7
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MedlenEarnshaw
That the Works Supervisorrsquos Report be received
Carried 90
Resolution 22012
Mr Kett left the meeting at 223pm
83 ENVIRONMENTAL HEALTH OFFICERBUILDING SURVEYORrsquoS REPORT
Steve Friend is on leave commencing 4th June until 4
th July 2012
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT
Report Reference 841
Subject Proposed Scheme Amendment 17 to the Shire of Williams Town
Planning Scheme No 2 (see Attachment 1)
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date Gray amp Lewis Landuse Planners 31 March 2012
Background
The Shire owns Lots 110 ndash 111 Growse Street and Lots 32 ndash 34 New Street in the Williams townsite and has
been working with WA Country Builders to develop plans for a unit development
At the meeting held in December 2011 Council resolved to support a proposed scheme amendment lsquoin
principlersquo for Lots 110-11 Growse Street and Lots 32 - 36 New Street subject to consultation with the
owners of Lots 35 and 36 Council also resolved to conduct preliminary consultation with nearby
landowners
In March 2012 Council resolved to formally initiate Amendment No 17 to the Shire of Williams Town
Planning Scheme No 2 pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo (refer Item 8413 - OCM 21 March 2012)
Comment
The purpose of this report is for Council to consider final adoption of Amendment 17 and to
consider all submissions that were lodged during formal advertising
The proposed scheme amendment is essentially required to facilitate an R30 development on the
subject land The amendment will simply change the legal density code from Residential lsquoR20rsquo to lsquoR30rsquo on
the Shirersquos Town Planning Scheme Map
The amendment will facilitate a grouped dwelling development on the Shirersquos land provide for
greater housing choice maximise use of existing infrastructure and create new housing opportunities in
close proximity to the adjacent Town Centre
The amendment has been advertised for over 21 days from the 18th April 2012 to the 11
th May 2012
Advertising included
1 A public notice published in the Narrogin Observer published on 18 April 2012
2 A notice displayed on the Shirersquos Public noticeboard
Page 8
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
3 Letters sent to relevant service authorities and government agencies on 16 April 2012 (by
Gray amp Lewis on behalf of the Shire)
4 Individual letters to affected and nearby landowners As the letters were sent out on the 3rd
May 2012 affected owners were sent a second letter giving an extended advertising period up to the
28th May 2012 to ensure they had a minimum of 21 days to respond
During advertising a total of 8 submissions were received and all were from service authorities
andor relevant government agencies No objections have been received
A summary of the submissions is included in a table (Attachment 1) and it is recommended that the
submissions be noted however no changes to the amendment are proposed as result of the submissions
It is recommended that the Shire Council adopt Amendment 17 for final approval without any
modification The amendment is based on sound planning grounds and will introduce diversified housing
stock and increase housing choice in town
POLICY REQUIREMENTS
NA
LEGISLATIVE REQUIREMENTS
Shire of Williams Town Planning Scheme No 2 ndash Clause 46 requires residential development to comply
with the Residential Design Codes
Planning and Development Act 2005 ndash All amendments undergo a statutory process which includes referral
to the Environmental Protection Authority (EPA) formal advertising final adoption by Council assessment
by WAPC and requires final approval by the Minister for Planning
There was a reduced advertising period however consent for the reduced advertising period was gained from
the Western Australian Planning Commission
Town Planning Regulations 1967 (as amended) ndash legislative procedural requirements for scheme
amendments
Environmental Protection Act 1986 (as amended) ndash environmental assessment requirements No scheme
amendment can be formally advertised until the EPA has confirmed in writing that no environmental
assessment is required
The amendment was referred to the EPA who confirmed that no environmental assessment is required
STRATEGIC IMPLICATIONS
The majority of Williams townsite is zoned lsquoResidential R20rsquo Introduction of an R30 density through a
scheme amendment will facilitate development that will allow for greater housing choice and diversity of
housing stock in the Shire in a location close to services A higher density also maximises use of existing
infrastructure
SUSTAINABILITY IMPLICATIONS
Environment
There are no known significant environmental implications associated with this proposal
Economic
The proposed R30 density will have economic benefits and may generate employment
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 6
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
824 Mechanical Report
Plant Description Driver Date Purchased
HoursKms March 2012
Works Completed this month
Ford FG G6E Sedan
Lig
ht
Vehic
les
Ryan Duff July 2011 35650
Ford FG G6E Sedan Ian Ball 1 Jul 09 60000
Holden Rodeo Dual Cab Utility Maintenance 5-Nov-04 182072 Service
Ford Ranger Dual Cab Utility Tony Kett 1-Jul-09 110000 Service
Kia 2 Tonne Truck Jeff Cowan 9-Oct-07 69726
Holden Rodeo Crew Cab Utility Andrew Wood 15-Nov-06 200000 Service
Holden Rodeo Single Cab Utility James Lenehan 20-Nov-06 71728
Mitsubishi Triton Single Cab Utility Aaron Goulden 22-Sep-99 205602 New clutch
Multipac Multi-Tyre Road Roller
Constr
uctio
n E
quip
me
nt
Ray Scobie 21-Oct-04 4515hr Service
Vibromax Roller Kevin Burman 29-Sep-04 2804hr
Caterpillar 12M Grader Andrew Wood Dec 2011 457hr Service
Volvo G930 Road Grader Richard Hewitt 20-Oct-06 5364hr Fitted free roller new header tank
721E Case Loader Roger Gillett May 2012 2000hr
Volvo EC210BLC Excavator Phil Reed 18-Jul-07 3917hr Replaced grease nipples
John Deere 315SE4 Backhoe Trevor Palframan 17-Sep-01 1147hr
Road Broom
John Deere MFWD Tractor Works 21-Oct-97 1850hr Service adjusted brakes
Toro Reelmaster SP mower
Park
s amp
Gard
ens Aaron Goulden Aug-09 322hr
Toro Z597 Ride on Mower Jeff Cowan 1-Oct-06 895hr
Toro Z400 Kholer Ride on Mower Jeff Cowan 8-Aug-05 479hr
Honda TRX Four Wheel MCycle Jeff Cowan 20-Mar-00 1198hr
Toyota DA115 Tip Truck (Water Truck)
Tru
cks amp
Tra
ilers
James Lenehan 24-Aug-94 232300
Isuzu FVZ1400 Tip Truck Steven Stewart 31-Dec-03 223700
Mercedes Benz Actross Prime Mover Phil Reed 21-Dec-05 176000
Service
Isuzu Giga CXZ Tip Truck Justin Murdock 10-Dec-08 95786
Mitsubishi Canter Dual Cab Truck Ray Scobie 17-Oct-02 203000
SFM Side Tipping Trailer Works 21-Dec-05
Howard Porter Low Loader Works 31-Aug-07
Howard Porter Pig Trailer Justin Murdock 10-Dec-08 Adjusted brakes
825 Staff
Nil to report
826 Town and Facilities Report
Carted sand for Child Care Centre
827 Private Works
Finished at Wandering 25052012
Crossover culvert Bates Road
Crossover culvert Cowcher Rd
828 Recent Storm Damage
Council discussed remedial action to clear storm damaged road reserves including utilising adjoining
landholders
Page 7
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MedlenEarnshaw
That the Works Supervisorrsquos Report be received
Carried 90
Resolution 22012
Mr Kett left the meeting at 223pm
83 ENVIRONMENTAL HEALTH OFFICERBUILDING SURVEYORrsquoS REPORT
Steve Friend is on leave commencing 4th June until 4
th July 2012
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT
Report Reference 841
Subject Proposed Scheme Amendment 17 to the Shire of Williams Town
Planning Scheme No 2 (see Attachment 1)
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date Gray amp Lewis Landuse Planners 31 March 2012
Background
The Shire owns Lots 110 ndash 111 Growse Street and Lots 32 ndash 34 New Street in the Williams townsite and has
been working with WA Country Builders to develop plans for a unit development
At the meeting held in December 2011 Council resolved to support a proposed scheme amendment lsquoin
principlersquo for Lots 110-11 Growse Street and Lots 32 - 36 New Street subject to consultation with the
owners of Lots 35 and 36 Council also resolved to conduct preliminary consultation with nearby
landowners
In March 2012 Council resolved to formally initiate Amendment No 17 to the Shire of Williams Town
Planning Scheme No 2 pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo (refer Item 8413 - OCM 21 March 2012)
Comment
The purpose of this report is for Council to consider final adoption of Amendment 17 and to
consider all submissions that were lodged during formal advertising
The proposed scheme amendment is essentially required to facilitate an R30 development on the
subject land The amendment will simply change the legal density code from Residential lsquoR20rsquo to lsquoR30rsquo on
the Shirersquos Town Planning Scheme Map
The amendment will facilitate a grouped dwelling development on the Shirersquos land provide for
greater housing choice maximise use of existing infrastructure and create new housing opportunities in
close proximity to the adjacent Town Centre
The amendment has been advertised for over 21 days from the 18th April 2012 to the 11
th May 2012
Advertising included
1 A public notice published in the Narrogin Observer published on 18 April 2012
2 A notice displayed on the Shirersquos Public noticeboard
Page 8
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
3 Letters sent to relevant service authorities and government agencies on 16 April 2012 (by
Gray amp Lewis on behalf of the Shire)
4 Individual letters to affected and nearby landowners As the letters were sent out on the 3rd
May 2012 affected owners were sent a second letter giving an extended advertising period up to the
28th May 2012 to ensure they had a minimum of 21 days to respond
During advertising a total of 8 submissions were received and all were from service authorities
andor relevant government agencies No objections have been received
A summary of the submissions is included in a table (Attachment 1) and it is recommended that the
submissions be noted however no changes to the amendment are proposed as result of the submissions
It is recommended that the Shire Council adopt Amendment 17 for final approval without any
modification The amendment is based on sound planning grounds and will introduce diversified housing
stock and increase housing choice in town
POLICY REQUIREMENTS
NA
LEGISLATIVE REQUIREMENTS
Shire of Williams Town Planning Scheme No 2 ndash Clause 46 requires residential development to comply
with the Residential Design Codes
Planning and Development Act 2005 ndash All amendments undergo a statutory process which includes referral
to the Environmental Protection Authority (EPA) formal advertising final adoption by Council assessment
by WAPC and requires final approval by the Minister for Planning
There was a reduced advertising period however consent for the reduced advertising period was gained from
the Western Australian Planning Commission
Town Planning Regulations 1967 (as amended) ndash legislative procedural requirements for scheme
amendments
Environmental Protection Act 1986 (as amended) ndash environmental assessment requirements No scheme
amendment can be formally advertised until the EPA has confirmed in writing that no environmental
assessment is required
The amendment was referred to the EPA who confirmed that no environmental assessment is required
STRATEGIC IMPLICATIONS
The majority of Williams townsite is zoned lsquoResidential R20rsquo Introduction of an R30 density through a
scheme amendment will facilitate development that will allow for greater housing choice and diversity of
housing stock in the Shire in a location close to services A higher density also maximises use of existing
infrastructure
SUSTAINABILITY IMPLICATIONS
Environment
There are no known significant environmental implications associated with this proposal
Economic
The proposed R30 density will have economic benefits and may generate employment
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 7
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MedlenEarnshaw
That the Works Supervisorrsquos Report be received
Carried 90
Resolution 22012
Mr Kett left the meeting at 223pm
83 ENVIRONMENTAL HEALTH OFFICERBUILDING SURVEYORrsquoS REPORT
Steve Friend is on leave commencing 4th June until 4
th July 2012
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT
Report Reference 841
Subject Proposed Scheme Amendment 17 to the Shire of Williams Town
Planning Scheme No 2 (see Attachment 1)
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date Gray amp Lewis Landuse Planners 31 March 2012
Background
The Shire owns Lots 110 ndash 111 Growse Street and Lots 32 ndash 34 New Street in the Williams townsite and has
been working with WA Country Builders to develop plans for a unit development
At the meeting held in December 2011 Council resolved to support a proposed scheme amendment lsquoin
principlersquo for Lots 110-11 Growse Street and Lots 32 - 36 New Street subject to consultation with the
owners of Lots 35 and 36 Council also resolved to conduct preliminary consultation with nearby
landowners
In March 2012 Council resolved to formally initiate Amendment No 17 to the Shire of Williams Town
Planning Scheme No 2 pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo (refer Item 8413 - OCM 21 March 2012)
Comment
The purpose of this report is for Council to consider final adoption of Amendment 17 and to
consider all submissions that were lodged during formal advertising
The proposed scheme amendment is essentially required to facilitate an R30 development on the
subject land The amendment will simply change the legal density code from Residential lsquoR20rsquo to lsquoR30rsquo on
the Shirersquos Town Planning Scheme Map
The amendment will facilitate a grouped dwelling development on the Shirersquos land provide for
greater housing choice maximise use of existing infrastructure and create new housing opportunities in
close proximity to the adjacent Town Centre
The amendment has been advertised for over 21 days from the 18th April 2012 to the 11
th May 2012
Advertising included
1 A public notice published in the Narrogin Observer published on 18 April 2012
2 A notice displayed on the Shirersquos Public noticeboard
Page 8
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
3 Letters sent to relevant service authorities and government agencies on 16 April 2012 (by
Gray amp Lewis on behalf of the Shire)
4 Individual letters to affected and nearby landowners As the letters were sent out on the 3rd
May 2012 affected owners were sent a second letter giving an extended advertising period up to the
28th May 2012 to ensure they had a minimum of 21 days to respond
During advertising a total of 8 submissions were received and all were from service authorities
andor relevant government agencies No objections have been received
A summary of the submissions is included in a table (Attachment 1) and it is recommended that the
submissions be noted however no changes to the amendment are proposed as result of the submissions
It is recommended that the Shire Council adopt Amendment 17 for final approval without any
modification The amendment is based on sound planning grounds and will introduce diversified housing
stock and increase housing choice in town
POLICY REQUIREMENTS
NA
LEGISLATIVE REQUIREMENTS
Shire of Williams Town Planning Scheme No 2 ndash Clause 46 requires residential development to comply
with the Residential Design Codes
Planning and Development Act 2005 ndash All amendments undergo a statutory process which includes referral
to the Environmental Protection Authority (EPA) formal advertising final adoption by Council assessment
by WAPC and requires final approval by the Minister for Planning
There was a reduced advertising period however consent for the reduced advertising period was gained from
the Western Australian Planning Commission
Town Planning Regulations 1967 (as amended) ndash legislative procedural requirements for scheme
amendments
Environmental Protection Act 1986 (as amended) ndash environmental assessment requirements No scheme
amendment can be formally advertised until the EPA has confirmed in writing that no environmental
assessment is required
The amendment was referred to the EPA who confirmed that no environmental assessment is required
STRATEGIC IMPLICATIONS
The majority of Williams townsite is zoned lsquoResidential R20rsquo Introduction of an R30 density through a
scheme amendment will facilitate development that will allow for greater housing choice and diversity of
housing stock in the Shire in a location close to services A higher density also maximises use of existing
infrastructure
SUSTAINABILITY IMPLICATIONS
Environment
There are no known significant environmental implications associated with this proposal
Economic
The proposed R30 density will have economic benefits and may generate employment
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 8
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
3 Letters sent to relevant service authorities and government agencies on 16 April 2012 (by
Gray amp Lewis on behalf of the Shire)
4 Individual letters to affected and nearby landowners As the letters were sent out on the 3rd
May 2012 affected owners were sent a second letter giving an extended advertising period up to the
28th May 2012 to ensure they had a minimum of 21 days to respond
During advertising a total of 8 submissions were received and all were from service authorities
andor relevant government agencies No objections have been received
A summary of the submissions is included in a table (Attachment 1) and it is recommended that the
submissions be noted however no changes to the amendment are proposed as result of the submissions
It is recommended that the Shire Council adopt Amendment 17 for final approval without any
modification The amendment is based on sound planning grounds and will introduce diversified housing
stock and increase housing choice in town
POLICY REQUIREMENTS
NA
LEGISLATIVE REQUIREMENTS
Shire of Williams Town Planning Scheme No 2 ndash Clause 46 requires residential development to comply
with the Residential Design Codes
Planning and Development Act 2005 ndash All amendments undergo a statutory process which includes referral
to the Environmental Protection Authority (EPA) formal advertising final adoption by Council assessment
by WAPC and requires final approval by the Minister for Planning
There was a reduced advertising period however consent for the reduced advertising period was gained from
the Western Australian Planning Commission
Town Planning Regulations 1967 (as amended) ndash legislative procedural requirements for scheme
amendments
Environmental Protection Act 1986 (as amended) ndash environmental assessment requirements No scheme
amendment can be formally advertised until the EPA has confirmed in writing that no environmental
assessment is required
The amendment was referred to the EPA who confirmed that no environmental assessment is required
STRATEGIC IMPLICATIONS
The majority of Williams townsite is zoned lsquoResidential R20rsquo Introduction of an R30 density through a
scheme amendment will facilitate development that will allow for greater housing choice and diversity of
housing stock in the Shire in a location close to services A higher density also maximises use of existing
infrastructure
SUSTAINABILITY IMPLICATIONS
Environment
There are no known significant environmental implications associated with this proposal
Economic
The proposed R30 density will have economic benefits and may generate employment
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 9
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Social
The proposed R30 density has social benefits as it would allow for a more diversified housing stock that can
cater for different accommodation needs in the local community
FINANCIAL IMPLICATIONS
Council will be responsible for paying all costs associated with any scheme amendment including
consultancy fees and public advertising costs When the Minister for Planning approves the amendment the
Shire will have to pay for the amendment to be published in the Government Gazette
VOTING REQUIREMENTS
ABSOLUTE MAJORITY REQUIRED NO
STAFF (CONSULTANT PLANNER) RECOMMENDATION
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
MajorMedlen
That Council
1 Adopt Amendment No 17 to the Shire of Williams Town Planning Scheme No 2 for final approval
(without modifications) pursuant to Section 75 of the Planning and Development Act 2005 by re-coding Lots
110-11 Growse Street and Lots 32 ndash 36 New Street Williams which are zoned lsquoResidentialrsquo from lsquoR20rsquo to
lsquoR30rsquo as depicted on the Scheme Amendment map
2 Authorise the Shire Chief Executive Officer and Shire President to execute the (3) formal scheme
amendment documents under the lsquoFinal Approvalrsquo heading and stamp the documents with the Shire seal
3 Authorise Gray amp Lewis Landuse Planners to lodge Amendment 17 to the Western Australian
Planning Commission seeking final approval by the Minister for Planning with a WAPC advertising
checklist copies of Council reports and copies of all submissions
4 Authorise the Chief Executive Officer to advise WA Country Builders that the Shire has adopted
Amendment 17 for final approval and that the amendment will be lodged with the Western Australian
Planning Commission as it requires Ministerial approval
Carried 90
Resolution 22112
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 10
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 842
Subject WALGA Membership for 201213
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Western Australian Local Government Association (WALGA) has provided Council with a forecast for
Membership and Services for the 2012-2013 Budget The forecast is based on the services that the Shire of
Williams is currently utilising from WALGA
Comment
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Services not Utilised
Local Laws Service $520
Procurement Consultancy Service $1840
Tax Service $1175
Workplace Solutions Service $1887
Councils online $10000
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
CarneJohnstone
That Council accepts the WALGA Membership and Services forecast and include the amounts in the
201213 Budget as follows
Service Forecast Amount 201112 Cost
Association Membership $5793 $5444
Local Government Act Update Service $177 $170
Linking Councils and Communities (Website) $4200 $4073
Roman II System License Fees $4718 $4503
Total $14888 $14138
Carried 90
Resolution 22212
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 11
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 843
Subject Industrial Relations Service for 201213
File Reference 43060
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background FitzGerald Strategies have extended an invitation to subscribe and appoint Mike Fitzgerald as our preferred
provider for industrial relations advice and human resource management consulting services for the coming
financial year
The Shire of Williams has utilised Fitzgerald Strategies for a numbers of years in preference to the WALGA
Industrial Relations Service
Comment
Service Forecast Amount 201112 Budget
Option 1 Full Service $2104 $2000
Option 1 Includes Industrial Relations Strategic Advice Management and Advocacy Services PLUS
Awards-on-Disk
This is a Professional Industrial Relations Strategic Advice and Hands-on Assistance Service for Supervisors
and Managers including
Industrial Advocacy and Representation
This includes professional Industrial Advocacy and representation in the Industrial Relations Commissions
the Equal Opportunity Commission and the Industrial Courts Negotiations with unions are also included
We guarantee professional and competent preparation and presentation of your case in any of these forums
regardless of the time required including
All necessary strategic advice and consultation in all matters relating to the effective management
and development of employees
Site visits (travel amp accommodation at the clientrsquos expense) with on-site assistance in the more
complex issues to ensure compliance with procedural fairness and natural justice requirements
Assistance on-site with union negotiations
Workplace Negotiations
We offer a comprehensive professional consultancy service in all aspects of workplace negotiations
including professional advocacy services through the bargaining process to the certification or registration of
your agreements
Choose Option 1 and receive 25 off the standard fees charged for our additional services (fee for service)
as set out below
Financial Implications
As above
Voting Requirements
Simple Majority
Recommendation
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 12
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
MajorEarnshaw
That Council utilise Fitzgerald Strategies as our preferred provider for industrial relations advice and human
resource management consulting services and include the amounts in the 201213 Budget
Carried 90
Resolution 22312
Report Reference 844
Subject Computer System amp Financial Management Software Upgrade ndash
Reserve Account
File Reference 42130
Statutory Reference NA
Author amp Date RN Duff 12th June 2012
Background The purpose of this report is for Council to consider the upgrade to its financial management computer
software
Council currently utilises the Quickbooks accounting software program for its main accounting functions
with Haines Norton providing support as well as an additional software program for Rates and Assets The
software is serviceable but a certain amount of double entry occurs as the software programs are not fully
integrated
Changes in information technology have lead to the current system becoming somewhat outdated and it has
been identified that there are newer software packages which provide greater functionality ease of use and
increased compatibility with current computer software such as Microsoft Windows Microsoft Excel and
related reporting and printing functions
Comment
The 4WD VROC have reviewed a number of different software packages from various suppliers including
all of the major systems that are in use by Councils within this region
The reason the 4WD have been investigating system upgrades is that it has been identified that the
participating Councils (Wagin Williams Woodanilling and West Arthur) will all need to consider a software
upgrade in the future The 4WD Strategic Plan has an objective to have all Councils on a similar platform to
allow staff sharing and possibly task sharing A common accounting system will ensure staff from all 4WD
Councils could easily use the same program It is not uncommon for a staff member in one Council to do the
payroll for another Council should the need arise where they have the same system and remote access is set
up
The other member of the 4WD Dumbleyung is currently using IT Vision Synergysoft Near neighbours to
the 4WD Katanning and Kojonup also use IT Vision Synergysoft
After considering high levels of functionality specifically tailored for local government comprehensive
support and pricing competitive with other products available it is concluded that IT Visionrsquos new software
package ldquoSynergysoftrdquo and Haines Nortonrsquos Network 1 are the most suitable products for the Councilsrsquo
requirements
Synergysoft is widely used in local government and Network 1 is a new player is the marketplace
If Council decides to go ahead with a new system then it would need to budget for next financial year as the
system will be installed in early 2013 with the prospect of going live on the 1st July 2013 Alternatively
Council could establish a Cash Backed Reserve Account to ensure suitable funds are available to Council
when a system upgrade is necessary
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 13
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Under current Computer software licensing and support arrangements the Shire of Williams pays Haines
Norton $15000 per annum and Quickbooks $510
OPTIONS FOR WAGIN WILLIAMS amp WEST ARTHUR
Common Computer IT
System
- 3 Councils
Quickbooks
Local Server
Plus
terminal
services
Network 1 Synergysoft
local server
plus
Terminal
Services
Synergysoft
Hosted
PER COUNCIL -
BASED ON 3
COUNCIL
DISCOUNTING
Based on 10
users (5
concurrent)
Based on 5
users
Based on 6
users
Based on 6 users
SETUP amp
IMPLEMENTATION
0 45000 60290 64775
Travel Accomm Meals 0 Additional Additional Additional
New network server with
server software
11000 11000 11000 720
Terminal Services CAL 10 1000 1000
Remote Server 1500
ADDITIONAL
MODULES
Records - - -
Purchasing - [$900 incl
annual]
2050 2050
Loans - - 1840 1840
Total Set-up Cost (YR
0)
Year 0 12000 56000 76180 70885
ANNUAL LICENSING
FEE
year 1 16597 30960 14595 69630
year 2 16597 30960 14595 54468
Year 3 16597 30960 14595 54468
Year 4 16597 30960 14595 54468
Year 5 16597 30960 14595 54468
TOTAL COSTS TO COUNCIL
OVER FIVE YEARS (EX CPI)
94985 210800 149155 358385
Cost paper Council over 5 years
(including setup)
18997 42160 29831 71677
Note ndash Clarification is to be sought from Synergysoft on their payment plan
Voting Requirements
Simple Majority
Recommendation
That Council agree to an upgrade of Councilrsquos accounting software subject to funds being identified in the
201213 budget for the installation of Synergysoft with a local server
Or
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 14
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
That Council
1 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
2 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
JohnstoneLogie
That Council
3 Establish a Cash Backed Reserve Account for the purpose of upgrading Councilrsquos Computer System
and Financial Management Software
4 Allocate an amount of $20000 per annum to the Computer Upgrade Reserve until such time as the
Reserve reaches an amount of $100000
Carried 90
Resolution 22412
Report Reference 845
Subject Unmarked Graves Project
File Reference 107030
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Williams Cemetery has a number of unmarked graves to which a project has been identified to place
monument on each the unmarked grave sites The previous Chief Executive Officer has compiled a list of the
names and grave numbers which require formal identification
Comment
There are 83 unmarked graves at the Williams Cemetery and Council would need to allocate funds to carry
out the project Researching various websites has indicated that a basic cast plaque could cost in the vicinity
of $100 - $200 depending on the type of plaquemarker installed
Example 1 ndash Phoenix Foundry ($200)
Financial Implications
83 Plaques at $200 = $16660 ($100 = $8300)
Funding advice has been sought from the Department of Indigenous Affairs for approximately 30 grave sites
that have been identified as indigenous persons
Voting Requirements
Simple Majority
Officers Recommendation
That Council give direction on the unmarked grave sites project and if any funds would be allocated in the
upcoming budget deliberations
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 15
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
CarneMajor
That the list of unmarked graves be published on Councilrsquos web site and in The Williams In addition that
the Department of Indigenous Affairs be approached regarding the correct protocol with marking aboriginal
grave sites
Carried 90
Resolution 22512
Report Reference 846
Subject State Administrative Tribunal ndash Minister for Local Government v Shire
of Williams (DR 147 of 2012)
File Reference 45000
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is currently at the State Administrative Tribunal with the Minister for Local
Government regarding the rates of the GRV General Rate for the 201112 financial year The State Solicitors
Office is acting for the Minister and claims that the Shire of Williams has contravened section 635 of the
Local Government Act 1995 by having more than 50 of properties in the GRV category being on the
minimum rate of $450
Additional information is attached from the Department of Local Government at APPENDIX 2
Comment
The Chief Executive Officer attended a SAT mediation on the 30th May 2012 to which it was agreed subject
to Council approval that
Should Council accept the consent order the matter will be referred back to a SAT Directions hearing where
the orders will be made Once the orders made the GRV General Rate for 201112 will be quashed under
s682
LOCAL GOVERNMENT ACT 1995 - SECT 682
682 General review of imposition of rate or service charge
(1) Where there is a question of general interest as to whether a rate or service charge was imposed in
accordance with this Act the local government or any person may refer the question to the State
Administrative Tribunal to have it resolved
(2) Subsection (1) does not enable a person to have a question relating to that personrsquos own individual
case resolved under this section if it could be or could have been resolved under section 676
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 16
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
(3) The State Administrative Tribunal dealing with a matter referred to it under this section may make
an order quashing a rate or service charge which in its opinion has been improperly made or imposed
[Section 682 amended by No 55 of 2004 s 699]
The Shire of Williams will then be required to make a resolution at set out in example 2 which is attached at
APPENDIX 3
Financial Implications
The Deputy Chief Executive Officer has done some modelling to calculate the financial implications to the
Shire of Williams should the State Administrative Tribunal determine our GRV general rate by quashed
To comply with the requirements of s 635 (4) of the Local Government Act 1995 our minimum rate would
need to be altered The net effect would be a reduction in Council revenue of $14677 This is based on
reducing our minimum rate to $380 instead of $450 which will then ensure we comply with the Act
Properties effected by this matter will received a credit on their 201213 rates assessment
Voting Requirements
Simple Majority
Recommendation
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
EarnshawMedlen
That the Chief Executive Officer be authorised to sign off on the consent orders with regards to the State
Administrative Tribunal case DR1472012 Minister for Local Government v Shire of Williams
Carried 90
Resolution 22612
Afternoon Tea
Council adjourned for afternoon tea at 300pm and resumed the meeting at 330pm
Report Reference 847
Subject Variation to the 201011 Country Local Government Fund
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background The Royalties for Regions Country Local Government Fund for 201011 was allocated as below
Shire of Williams CLGF 201011
Williams Hall $128300
Tarwonga Tennis courts $60000
Williams Swimming Pool upgrade $35892
Quindanning residential subdivision
$72000
$295892 CLGF 201011 Project to be
completed by 13th
April 2013 (2 years
after signing the
funding agreement)
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 17
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Comment
All the projects from the 201011 CLGF allocation have been completed with the exception of the
Quindanning Residential Subdivision which has been momentarily put on hold until issues are resolved are
the supply of water to the development Some funds have been expended on the Quindanning Town site to
date but it is unlikely to be completed by April 2013
Quindanning Town site Development Project Expenditure
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Townsite Development 472500
01072011 THOMPSON McROBERT EDGELOE GROUP (eft) Quindanning Residential Design 367200
31082011 THOMPSON McROBERT EDGELOE GROUP (eft) Analysis amp reporting - Quindanning townsite 250000
07102011 PH amp KE GOW (LICENSED SURVEY) eft Quindanning townsite subdivision 719000
31102011
TOWN PLANNING MANAGEMENT ENGINEERING
(EFT Quindanning residential design-claim 2 146880
07112011 WA PLANNING COMMISSION Quindanning Townsite Development 191800
17122011 PH amp KE GOW (LICENSED SURVEY) eft Prepare WAPC Application 107600
31122011 DEPART OF REGIONAL DEVELOPMENT AND LANDS Lease Rent 27500
2282480
Once the 201011 CLGF has been expended and the grant acquittal finalised the Shire of Williams will be
eligible to apply for the 201213 CLGF local component of $260104 This funding has been allocated to the
Industrial Park Project
It is proposed that the remaining funding of $49175 be allocated to the Childcare Centre Project which
currently has a funding shortfall which is identified below
Childcare Set up Costs
Kulker Tender $ 18729400
GST $ 1702673
Price (Ex GST) $ 17026727
Shire Works Estimate
Demolition Shire Wages and Plant $ -
Fencing RampR Fencing $ 741364
Sandpit Blocks $ 63360
Sandpit Laying Blocks $ 255000
Shade Structure Perth Better Homes $ 535500
Playground Forepark $ 735700
Kerbing 30m $50 $ 165000
Landscaping Lawn reticulation and plants $ 500000
Pathways G Madej $ 1045000
Fit out
Including furniture and start up
consumables $ 3100000
Total Shire Work $ 7140924
Project Cost $ 24167651
Funding Lotterywest $ 10000000
Regional Grants Scheme $ 10000000
Total Funding Received $ 20000000
Shortfall -$ 4167651
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 18
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Quindanning Townsite Development
The future of the Quindanning Townsite Development is uncertain at this stage Negotiations will have to be
undertaken with the Water Corporation to determine the requirements for water supply and what the
expected costs would be
The development budget is as follows
Expenses
Land Purchase Englobo Valuation $37000000
Water $ 4200000
Power $ 3801600
Design Costs $ 2500000
RoadworksDrainage (est) Materials only $ 7200000
Loan Interest $ -
Advertising $ 250000
Selling Costs $ 3000000
20 Contingency $11590320
$69541920
Income
Sales (4 x $80000) $32000000
Loan $30300000
CLGF 201011 $ 7200000
$69500000
Financial Implications
Council can decide to allocate a combination of funds to allow the completion of the Childcare Project
1 CLGF 201011
2 Building Reserve
3 General Revenue
Voting Requirements
Simple Majority
Officers Recommendation
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
MajorMedlen
That Council amend the Forward Capital Works Plan to include an amount of $49175 towards the
completion of the Willi Wag Tails Childcare Centre from the 201011 Country Local Government Fund
Allocation
Carried 90
Resolution 22712
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 19
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 848
Subject BHP Billiton Worsley Alumina Mine Community Liaison Committee
File Reference 3230
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background Letter received from Greg Robinson ndash Community Relations Specialist Boddington Bauxite Mine
ldquoBHP Billiton Worsley Alumina has a Community Liaison Committee (CLC) for its mining operations near
Boddington and for its refinery near Collie The core purpose of the CLCs is to provide for accurate open
and timely communication between Worsley and the wider community This includes information pertaining
to environmental social and economic issues
The CLCs take in representatives from local communities neighbouring properties local and state
governments non-government organisations environment groups and the indigenous community They meet
bi-monthly usually for around 2frac12 hours The meetings are an opportunity to share information about your
community and Worsleyrsquos operations
Recent review of the CLC Terms of Reference resulted in some changes to committee membership
governance including a renewed invitation for the Shire of Williams to be represented on the Mine CLC
Worsley values the input different parties have to the CLCs and would appreciate the involvement of the
Shire
You are therefore cordially invited to nominate a Shire representative and proxy Please find attached some
general information about Worsley along with the CLCrsquos revised Terms of Reference If the Shire is willing
be involved it would be appreciated if your representative and proxy could sign a copy of the Terms of
Reference and return them to me
Please do not hesitate to contact me if you would like further information The next Mine CLC meeting is
scheduled for 30 May 2012rdquo
Comment
Council should consider the value in nominating a Community Representative to the Mine CLC and if
appropriate nominate either a Councillor or approach a suitable person from within our Community
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
Medlen
That Cr Cavanagh be nominated as a Council representative to the BHP Billiton Worsley Alumina Mine
Community Liaison Committee with Cr Major as proxy
Carried 90
Resolution 22812
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 20
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 849
Subject WALGA AGM ndash Registration of Voting Delegates
File Reference 41200
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background
The Western Australian Local Government Association holds an annual conference including their Annual
General Meeting at the Convention Centre in Perth The Shire of Williams has sent delegates to the
conference in previous years
Comment
This yearrsquos conference is being held from Wednesday 1st August to Friday 3
rd August 2012 Five (5) Rooms
have been pre-booked at the Medina Apartments for the conference
The WALGA AGM will be held at 130pm on Wednesday 1st August and the Shire of Williams is required
to nominate two voting delegates
Conference Registrations close 3rd
July 2012
Financial Implications
An amount of $9500 was included in the 201112 budget for Councillors and the CEO to attend the
conference
Voting Requirements
Simple Majority
Recommendation
That the Shire of Williams nominates
Councillor
Councillor
as voting delegates to the 2012 WALGA Annual General Meeting
CavanaghMajor
That the Shire of Williams nominates Councillor Earnshaw and Councillor Cowcher as voting delegates to
the 2012 WALGA Annual General Meeting
Carried 90
Resolution 22912
Report Reference 841
Subject 429 Zilko Rd Quindanning ndash Sealing section
File Reference 121536
Statutory Reference Nil
Author amp Date RN Duff 11th June 2012
Background In April 2009 Council considered a request from the owner of 429 Zilko Rd Quindanning to seal a 100m
section in front on their house
Council has a policy on this matter
85 Upgrading of existing roads
Policy Where users request sections of a road to be upgraded to a standard higher than Council considers is
warranted Council may enter into an agreement to upgrade the road to the desired standard
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 21
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
As a general principle the landowner or user will be required to fund the cost of all materials
required for the upgrading above the standard considered adequate by Council and Council will fund all
labour costs and materials required to meet the warranted standard
Written agreement is to be made prior to any work commencing
Council agreed to the request on the provision that the owner pay the full materials cost of approximately
$4258
Comment
The Shire works crew recently sealed a 250m section at Culbin-Boraning Rd were the owner was quoted
$782750 less 50 ($391375) by the Shire officers which was contrary to Councilrsquos policy The owner of
429 Zilko Rd has become aware of the Culbin-Boraning job and has requested Council reconsider its April
2009 decision
Financial Implications
The Culbin-Boraning Rd job was completed as part of the general upgrade of the road through Roads to
Recovery funded works and hence Councilrsquos contribution to the overall project was through the contribution
to materials
The Zilko Rd job is not part of any external funding and therefore the cost to Council would be plant and
wages costs plus 50 of the materials Part of these costs could be offset by using metal held within Council
stockpiles
Materials Cost
Gravel
100m x 7m x 100mm x $110 = $770
Bitumen
1st coat = 100m x 7m x 12lt x $125 = $1050
2nd coat = 100m x 7m x 15lt x $097 = $101850
Metal
1st coat = 100m x 7m 70 x 15 = 15 tonne x $40 = $600
2nd coat = 100m x 7m 80 x 15 = 13 tonne x $40 = $520
Signage
2 x $150 = $300
Total Materials Cost = $425850
Voting Requirements
Simple Majority
Recommendation
For Councilrsquos consideration
MajorCavanagh
That Councilrsquos existing policy for road upgrades remains however Mr Carr be advised that when the
external funding is used upgrade Zilko Rd in the future the road in front of the his house be sealed and Mr
Carr be asked to contribute 50 of the materials costs
Carried 90
Resolution 23012
Report Reference 8411
Subject J amp H Cowcher ndash Planning Approval 2nd Dwelling
File Reference 106420
Statutory Reference Shire of Williams Town Planning Scheme No 2
Author amp Date RN Duff 14th June 2012
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 22
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Background The owner of Location 2905 Narrakine Rd Williams has applied to be permitted to erect a second dwelling
on the property
The reason given for the second dwelling is that the applicants Mother in LawMother wishes to relocate
from Perth and wishes to reside close to the family
Comment
The land is zoned Rural and is 637ha in size The property is approximately 20kms north west of town and
the house will replace a disused dwelling fronting Kennedy Rd
The Shire of Williams Town Planning Scheme (TPS) lists 2 or more houses on a lot as ldquogrouped dwellingsrdquo
and in the Rural zoned land has an AA use
It would not be inappropriate to approve this application due to the circumstances mentioned
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the issue of a building permit
Cr Cowcher declared an interest in this item and left the meeting at 359pm
Cr Earnshaw assumed the chair
MedlenCavanagh
That the owner of location 2905 Narrakine Road Williams be permitted to erect a second dwelling on the
property subject to the demolition of the existing second dwelling and the issue of a building permit
Carried 80
Resolution 23112
Cr Cowcher returned to the meeting at 403pm
Report Reference 8412
Subject Country Local Government Fund Financial Assistance Agreement ndash
Regional Group Project 201112
File Reference 351
Statutory Reference Nil
Author amp Date RN Duff 14th June 2012
Background The Shire of Williams is lead Council for the 4WDLakes VROC Well Aged Housing Project The Country
Local Government Fund Regional Project for 201112 will allocate $1972409
Comment
The Shire of Williams is required to place the common seal on the Financial Assistance Agreement which
has been done and the document signed by both the Shire President and Chief Executive Officer
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 23
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Financial Implications
Voting Requirements
Simple Majority
Recommendation
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
CavanaghEarnshaw
That Council endorse the signing and sealing of the Royalties for Regions - Country Local Government Fund
- Regional Group - 201112 Financial Assistance Agreement - Lakes and 4WD Well Aged Housing Strategy
Regional Alliance - Well-Aged Persons Housing in the Lakes and 4WD Districts
Carried 90
Resolution 23212
84 CHIEF EXECUTIVE OFFICERrsquoS REPORT - LATE ITEMS
LogieCarne
That the following late items be accepted as urgent for discussion
Carried 90
Resolution 23312
Report Reference 8413
Subject Purchase of a 2nd
Hand Wheel Loader
File Reference 123700
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Councilrsquos Plant Committee has been investigating the purchase of a secondhand Wheel Loader At the last
plant committee meeting it was decided to further investigate the purchase of a loader in the 201213 Budget
The Shire Works Supervisor approached several dealers and was provided with the below quote which was
e-mailed to all Councillors on the 24th May 2012 The out of session endorsement was sought to secure the
loader from McIntosh and Son and to be invoiced in the 201213 financial year
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 24
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
ldquoFrom Ryan Duff [mailtoceowilliamswagovau] Sent Thursday 24 May 2012 1057 AM To Moya Carne Greg Cavanagh John Cowcher David Earnshaw Richard Johnstone Natalie Major Gilbert Medlen Peter Paterson Jarrad Logie Subject FW Used 721E Wheel Loader - Quotation Good Morning Councillors
I seek an out of session agreement (to be endorsed at the next meeting) to secure the Case 721E loader from
McIntosh amp Son I have attached the quotation from McIntosh amp Son which shows
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
Cr Earnshaw has inspected the Case Loader and was impressed with its condition and performancerdquo
Comment
McIntosh amp Son are preferred supplier to WALGA and therefore the requirement for Council to go out to
tender is waived A number of other quotes were received from other dealers but McIntosh amp Son quoted
offered the best value for money for Council
There were enough responses from Councillors to secure the loader and now a formal resolution is required
to endorse the purchase order issued
Financial Implications
201213 Budget
As advised in the e-mail to Councillors
Voting Requirements
Simple Majority
Recommendation
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000
LogieCarne
That Council formally agree to purchase the below from McIntosh and Sons
2007 721E Loader $121000 ex GST
Trade JCB $40000
Net Change over $81000 Carried 90
Resolution 23412
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 25
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
Report Reference 8414
Subject Brooking Street ndash Road Dedication
File Reference 12135
Statutory Reference NA
Author amp Date RN Duff 20th June 2012
Background
Email Received from Peter Gow ndash Licensed Surveyor
Ryan It has come to my attention that a portion of Brooking St adjacent to the Williams River being Lots 53
and 54 on Plan 2724(2) is freehold land and not dedicated road In order to proceed with the road
widening ex lot 13315 that section of road needs to be dedicated
The attached CTs show that the land is still in the freehold system
The course of action is that the Shire should resolve to assume responsibility for the road and contact RDL
via Mr G Poppos RDL Wheatbelt manager to request that the road be dedicated
Attached are the titles plan and a photo for your reference
Comment
Financial Implications
Nil
Voting Requirements
Simple Majority
Recommendation
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road
PatersonJohnstone
That Council resolve to assume responsibility for Lot 53 amp 54 and request the Department of Regional
Development and Lands to dedicate Lot 53 amp 54 as a Road Carried 90
Resolution 23512
85 DEPUTY CHIEF EXECUTIVE OFFICERrsquoS REPORT
851 ACCOUNTS FOR PAYMENT
CavanaghMedlen
That Municipal Fund cheques 103576 ndash 103578 103581 103624 ndash 103636 EFT and Direct Debits totalling
$31900343 and Trust Cheques 1137 ndash 1138 totalling $44000 approved for payment by the Chief Executive
Officer be endorsed and that Municipal Fund cheques 103637 ndash 103649 totalling $1111649 and EFT
transfers totalling $11027455 totalling be approved for payment
Carried 90
Resolution 23612
852 FINANCIAL STATEMENTS
That the financial statements presented for the period ending 31st May 2012 be received
Carried 90
Resolution 23712
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm
Page 26
MINUTES OF THE ORDINARY MEETING HELD IN THE COUNCIL CHAMBERS ON
WEDNESDAY 20TH
JUNE 2012
86 COUNCILLORS
861 BODDINGTON SUPER TOWN PROJECT
Cr Cavanagh advised that together with the Chief Executive Officer he attended the Boddington Super Town
announcement Boddington was allocated $247 million towards projects
90 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
Nil
100 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF THE MEETING
101 ELECTED MEMBERS
102 STAFF
Nil
110 LEAVE OF ABSENCE
120 INFORMATION SESSION
Online Shopping
Medical Services in Williams
130 MEETING CLOSURE
There being no further business for discussion the President declared the meeting closed at 500pm