shire of carnarvon policy...state records act 2000 (wa) and associated records management practices...

OBJECTIVES:

To establish clear direction on the allocation to staff and subsequent use of Shire mobile phones and other

electronic communication devices.

DEFINITION/S: Other Devices means electronic tablets (such as IPads) and satellite phones.

POLICY STATEMENT/S:

1.0 The allocation of mobile phones and other devices for business purposes shall be determined by each Executive Manager based on operational need.

2.0 The purchase and replacement of mobile phones and other devices, shall be determined by the

Executive Manager Corporate Services in consultation with the IT Officer, where deemed necessary. 3.0 All staff in receipt of a mobile phone and other device shall sign an acceptance form acknowledging

the provisions of this policy. 4.0 A Shire mobile phone is to be used for business use except in the event of a personal emergency,

unless otherwise approved by CEO or documented as a benefit in an Employee’s “Employment Package”.

5.0 Should a private call/s be made by an employee, the cost for such calls shall be reimbursed to the

Shire by the employee responsible for making the telephone calls. 6.0 A Councilor or employee in possession of a mobile telephone and/or other device is responsible for

its use and care, and shall provide immediate notification of any loss, damage or malfunction, with explanation to the particular circumstances.

POLICY NO C000

POLICY MOBILE PHONES

RESPONSIBLE DIRECTORATE CORPORATE

COUNCIL ADOPTION Date: 27.5.15 Resolution No. FC 5/5/14

REVIEWED/MODIFIED Date: 25.8.15 Resolution No. FC 4/8/15

Date: 26.4.16 Resolution No. FC 3/4/16

LEGISLATION Nil

RELEVANT DELEGATIONS

SHIRE OF CARNARVON POLICY

7.0 The Shire may withdraw entitlement to use a mobile phone or other device should there be evidence or an admission as to personal neglect or abuse. Further, at the discretion of the CEO reimbursement of the cost for repair, replacement, or reimbursement of excessive use may be sought from the offending officer.

8.0 Only executive staff may use mobile phones and other devices whilst on leave, with all other mobile

phones / other devices to be returned to the relevant Directorate for absences exceeding more than two working days, or as otherwise approved by the CEO.

EXPLANATORY NOTES:

Nil

APPLICATION/S:

OBJECTIVES:

Council housing and rental subsidy is provided with the specific purpose of aiding Council in being able to attract and retain appropriate staff. DEFINITIONS: Senior Officer means a person or an employee as defined under the Local Government Act 1995 Section 5.37(1).

POLICY STATEMENT/S:

1.0 Chief Executive Officer

These provisions relate to the Chief Executive Officer (CEO) as a Senior Employee appointed under Section 5.37(1) of the Local Government Act 1995. In this regard:

a) The CEO will be provided with a Shire owned or rented house to a minimum configuration of

three (3) bedrooms and two (2) bathrooms at nil rent per week. b) If a rental house is required, the CEO shall determine an appropriate standard and location of

the house to be rented. c) In the event the CEO chooses to purchase and occupy his or her own residence in the Shire of

Carnarvon, an allowance of $600 per week shall be paid to the CEO on a fortnightly basis. 2.0 Executive Managers The following will apply to the Executive Manager housing:

a) A Shire owned or rented house to a minimum configuration of three (3) bedrooms and one (1) bathroom at nil rent per week.

b) If a rental house is required, the CEO shall determine an appropriate standard and location of the house to be rented.

c) In the event an Executive Manager chooses to purchase and occupy his or her own residence in the Shire of Carnarvon, an allowance of $400 per week shall be paid to that officer on a fortnightly basis.

POLICY NO C001

POLICY STAFF HOUSING





LEGISLATION Local Government Act 1995 Section 5.37(1)



3.0 Other Employees

a) The Shire will provide a rental subsidy to all other full time employees in accordance with the following remuneration bands:

Remuneration Band

Employee Classification Rental Subsidy (per week)

4 Managers $125.00

5 Supervisors & Snr Tech Officers $100.00

6 Snr Admin Officers and Tech Officers $75.00

7 Admin Officers & Operators $50.00

8 Trainees & Cadets $50.00

b) Permanent part time employees shall also be paid the applicable rental subsidy on a pro-rata

basis. c) Casual and contract employees, and any other employee who receives benefit through

residing in a Shire owned or rented house under Policy Statements 1.0 and 2.0 above, will not be entitled to receiving the rental subsidy.

EXPLANATORY NOTES:

Nil

APPLICATION/S:

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OBJECTIVES:

1. To provide clear guidance regarding procurement of all goods and services.

2. To ensure purchasing practices are efficient, transparent, ethical, provide value for money and meet legislative requirements.

SCOPE

This Policy applies to all purchasing activities undertaken by Shire officers using Council allocated budgets and/or external funding grants administered by the Shire.

POLICY STATEMENT:

The Shire procures significant ranges and volumes of goods and services and is committed to best practice in purchasing to align with the principles of transparency, probity and good governance and to comply with the Local Government Act 1995 (the “Act”) and Part 4 of the Local Government (Functions and General) Regulations 1996, (the “Regulations”).

POLICY NO C002

POLICY PURCHASING POLICY


COUNCIL ADOPTION Date: 27 May 2014 Resolution No. FC 5/5/14

REVIEWED/MODIFIED Date: 28 April 2015 Resolution No. FC 14/4/15

Date: 27 October 2015 Resolution No. FC 16/10/15

Date: 26 April 2016 Resolution No. FC 3/4/16

Date: 25 June 2019 Resolution No. FC 8/6/19

Date: 28 January 2020 Resolution No. FC 9/1/20

Date: 24 March 2020 Resolution No. FC 15/3/20

LEGISLATION Section 3.57 of LGA, Regulation 11A of Functions & General Regulations Local Government (Functions and General) Regulations 1996 Regulation 11 and Regulation 18(4) Local Government Act 1995 (“the Act”) and the Local Government Act (Functions and General) Regulations 1996 (“the Regulations”). State Records Act 2000 (WA) and associated records management practices and procedures of the Shire of Carnarvon. Relevant legislation, regulations, and requirements consistent with the Shire of Carnarvon’s policies and Code of Conduct State Government’s Buy Local Policy

RELATED POLICIES & PROCEDURES C013 Tenders Criteria Policy C034 Tenders Management Policy C035 Regional Price Policy



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This is achieved through implementation of this Policy and Shire procurement procedures.

Principles

This policy ensures good governance through appropriate procurement of all goods and services embodying the following principles:

(a) Adherence to statutory obligations is a fundamental requirement.

(b) Procurement undertaken by the Shire shall be consistent, efficient, effective and transparent.

(c) Procurement process integrity shall be retained by maintaining fair and ethical practices.

(d) Value for money shall be sought to achieve the most advantageous outcome for the Shire.

(e) Conflicts of interest must be declared, consistent with the Code of Conduct.

(f) Purchasing shall be undertaken competitively where all potential suppliers are treated impartially, honestly and consistently.

Ethics and Integrity

1. All officers and employees of the Shire of Carnarvon shall:

(a) comply with relevant legislation, regulations, policies, procedures and shall be consistent with the Shire’s Code of Conduct.

(b) observe the highest standards of ethics and integrity when undertaking any purchasing activity;

(c) act honestly, professionally and in a manner that supports the standing of the Local Government;

(d) be accountable for their purchasing decisions;

(e) aim to deliver efficient, effective and proper expenditure of public monies by seeking value for money;

(f) document purchasing activities in accordance with applicable policies, procedures and audit requirements.

(g) identify and disclose any potential or perceived conflicts of interest in a purchasing activity and shall adhere to any processes to appropriately manage any conflict; and

(h) treat supplier information as commercial-in-confidence not be released unless authorised by the supplier or relevant legislation.

Value for Money

Value for money is an important purchasing principle. Value for money maximises outcomes for the Shire and the Carnarvon community. Specification compliance of the goods and/or services and total cost of ownership outweighs obtaining lowest purchase price.

Value for money accounts for user requirements, quality standards, sustainability, life cycle costs and service benchmarks.

Obtaining multiple competitive quotations and market testing wherever practicable promotes competition. Competition in order allocation or contract award promotes value for money.

2. Where higher priced conforming offers are recommended, benefits shall be demonstrable.

3. Value for money purchase assessment shall consider:

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(a) Total costs of ownership including but not limited to transaction and acquisition costs, delivery costs, distribution costs, consumables, deployment, maintenance and disposal;

(b) technical merit of the goods or services being offered in terms of compliance with specifications, contractual conditions and quality assurance mechanisms;

(c) value adds offered, warranties, guarantees, repair and replacement policies, ease of inspection, after sales service and integration with existing systems; and

(d) supplier experience, financial viability, longevity and default risk.

Sustainable Procurement

The Shire is committed to sustainable procurement. Where appropriate, specifications shall include goods, services and/or processes that minimise negative environmental and social impacts and embrace Corporate Social Responsibility (CSR).

4. Criteria reflecting sustainable procurement principles may include:

(a) demonstrated environmental best practice in energy and/or water efficiency demonstrated through accredited rating and/or labelling systems;

(b) environmentally sound manufacture, packaging, use and disposal;

(c) products that can be refurbished, reused, recycled or reclaimed, and products designed for ease of recycling, re-manufacture or otherwise to minimise waste;

(d) demonstrated regard for local economies and supply chains that support local business;

(e) products sourced from sustainable and fair-trade supply chains;

(f) for motor vehicles, comparable fuel efficiency ratings; and

(g) for new buildings and refurbishments, use of renewable energy technologies and passive energy conservation design.

Purchasing Value Definition

5. Purchasing value shall be:

(a) Exclusive of Goods and Services Tax (GST).

(b) The actual or expected value of a contract over the full contract period, including all options to extend; or the extent to which it could be reasonably expected that the Shire will continue to purchase a category of goods, services or works and what total value is or could be reasonably expected to be purchased. If a purchasing threshold is reached within three years for a category of goods, services or works, then the purchasing requirement under the relevant threshold (including the tender threshold) shall apply.

(c) Must incorporate any variation to the scope of the purchase and be limited to a 10% tolerance of the original purchasing value, except where the purchase has been based on an itemised quote or contract price.

Purchasing Under Established Shire Contracts

6. Where the Shire has an existing contract or panel of prequalified suppliers in place, it must ensure that goods and services required are purchased to the extent that the scope of the contract and/or panel allows.

7. Contracts for the provision of general trade services works (e.g. Electrician, plumbing, refrigeration services) based upon a schedule of rates for provision of labour and parts shall include a provision that a relevant individual job/project in excess of the regulated tender threshold shall be subject to an individual tender process.

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8. If the goods and/or services are not able to be sourced via an existing Shire contract or panel, the relevant Procurement Threshold Processes in Table 1 of this policy shall apply.

Procurement Thresholds

9. Purchasers shall use the process that produces the best value for money outcome to the Shire. This may mean that the process chosen exceeds the minimum requirements;

10. Where purchasers are unable to meet the minimum requirements or the best value for money outcome will be achieved by not meeting the minimum purchasing requirements approval for non-compliance with the policy may be granted by their Executive Manager or CEO in accordance with their delegated authority and a file note outlining full details and documented approvals shall be added to the purchase order request;

11. Purchasers shall consider the cost of the procurement process in determining best value for money;

12. The cost of freight should be included in the quotes. In case the cost of freight quoted by the supplier does not provide the best value for money, the freight can be excluded from the quote. A file note outlining the comparison of freight shall be added to the purchase order request.

13. An exemption applies at all purchase values where the requirements for an exemption as detailed under Clauses 15 – 23 of this policy are able to be met. Details of the exemption are to be included in the purchase requisition.

14. The following minimum requirements set out in the table below shall be followed, based on the estimated purchasing value.

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Purchasing Value (Excl GST)

Required Purchasing Process

$0 - $2,500 • Direct purchase from suppliers. No quotation required. Market

testing is encouraged.

$2,501 - $6,000 • Obtain at least one written quotation (includes copies of supplier

catalogues or websites). Market testing at least once p.a. via a quote is required.

$6,001 - $50,000

• Seek to obtain at least three (3) written quotations from suppliers based upon a brief provided to suppliers outlining specified requirements. Supplier appointment directed by best value for money principle.

$50,001 - $149,999

• Conduct a formal Request for Quotation (RFQ) process in accordance with the Shire’s Request for Quotation procedures. Seek to obtain at least three written RFQ submissions.

• The procurement decision shall be based on pre-determined evaluation criteria that assesses value for money considerations in accordance with the definition stated within this Policy.

$150,000 and above.

• Tenders are to be publicly invited for the provision of goods and services expected to be $150,000 or greater, unless exempted under Clauses 16 - 25.

• Audit Committee to endorse tender documents prior to advertising.

• The procurement decision is to be based on predetermined evaluation criteria that assesses value for money considerations in accordance with the definition stated within this Policy.

• Refer to Policy C013 Tender Selection Criteria

Table 1: Procurement Thresholds

Anti-Avoidance

Council Officers shall not enter into two (2) or more contracts for the purchase of goods and services to avoid the monetary thresholds requirements.

Regulatory Exemptions

15. Public tender process exemptions shall apply in accordance with the Regulations including but not limited to:

(a) Situations where it is necessary to act immediately to protect people or property;

(b) The purchase is obtained from a pre-qualified supplier under the WALGA Preferred Supply Program or State Government Common Use Arrangement. Market testing is encouraged. For purchases above $50,001 in value, three quotations from pre-qualified suppliers shall be sought wherever possible;

(c) The purchase is from another Local Government, State and Federal Agencies;

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(d) A public tender is not required for goods or services supplied by a person registered on the Aboriginal Business Directory WA published by the Small Business Development Corporation established under the Small Business Development Corporation Act 1983; and

(i) the consideration under the contract is $250,000 or less, or worth $250,000 or less; and

(ii) for purchases in the range $150,000 to $250,000, Council approval of the purchase is received indicating the Shire is satisfied that the contract represents value for money.

(e) The purchase is acquired from an Australian Disability Enterprise and represents value for money. Service providers may be identified at http://wade.org.au/;

(f) If there is good reason to believe that because of the unique nature of the goods and services required, it is unlikely that there will be more than one potential supplier. A file note outlining details of the uniqueness of the goods and/ or services shall be added to the purchase order request;

(g) Petrol, oil and gas.

Shire of Carnarvon Exemptions from the Provision of Multiple Quotes.

Legal Services

16. Procurement of Legal Services from the WALGA Preferred Supply Arrangements (PSAs) for Legal Services (not including Debt Recovery Services) is exempt from seeking multiple quotes for a value up to $50,000. A formal RFQ and / or Public Tender will be required for Legal Services regarding a specific case if this case is expected to be more, or worth more than $50,000.

Live Shows, Artistic Performances, Digital Movies

17. An authorised purchase order is required for procurement of live shows, artistic performances and digital movies. Only one quotation is required where the show, performance or movie is a unique product or service.

Freight

18. All freight is exempt from seeking quotations. Where possible market testing is encouraged.

Travel/Airfares

19. The procurement of airfares for travel purposes is exempt from seeking quotations. Officers shall ensure an equitable approach to procuring this service from all local travel suppliers when pricing is comparable.

Staff Housing (Leasing of Property)

20. Leasing property for provision of staff housing is exempt from seeking quotations.

Souvenirs and Tourism Merchandise

21. Procurement of souvenirs and tourism merchandise for sale at the Carnarvon Visitors Centre is exempt from seeking quotations provided the quality of the merchandise is proven or known.

Public Art

22. Procurement of public art conceptual designs and specifications is exempt from seeking multiple quotations where the community has, through separate documented community processes, identified a preferred design for a public art installation and the Council is auspicing funds for that project. Note: this exemption does not apply to a Council initiated public art project and/or delivery of physical works associated with a public art project.

http://wade.org.au/

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Local Purchases

23. Goods and services listed below purchased from local suppliers are exempt from quotations but an equitable process of purchasing from all local suppliers is required.

(a) Newspaper, Books and Periodical Deliveries Newspapers, books and periodical deliveries purchased locally for in-house provision and for the Shire of Carnarvon Library are exempt from seeking quotations.

(b) Catering of Food Catering of food from local suppliers for in-house meetings (not external meetings or events) are exempt from seeking quotations.

Subscriptions

24. Annual Subscriptions and LGIS Insurance Renewals are exempt.

Sole Source of Supply

25. Procurement of goods and/or services from a sole or one source of supply is permitted without the need to seek quotations or call tenders provided:

(a) that there is genuinely only one source of supply;

(b) written information regarding endeavours to find other sources is included with supporting information submitted with the purchase order request; and

(c) in the case that the purchase does not exceed the tender threshold, CEO approval for the purchase has been provided; or

(d) in the case that the purchase exceeds the tender threshold, Council approval for the purchase has been given by resolution.

Buy Local

26. As much as practicable, the Shire shall endeavour to:

(a) consider buying practices, procedures and specifications that do not unfairly disadvantage local businesses;

(b) consider indirect benefits that have flow on benefits for local suppliers (i.e. servicing and support);

(c) ensure that procurement plans address local business capability and local content;

(d) explore the capability of local businesses to meet requirements and ensure that Requests for Quotation and Tenders are designed to accommodate the capabilities of local businesses;

(e) avoid bias in the design and specifications for Requests for Quotation and Tenders – all requests must be structured to encourage local businesses to bid; and

(f) provide adequate and consistent information to potential suppliers.

27. A qualitative weighting may be afforded in the evaluation of quotes and tenders where suppliers are located within the boundaries of the Shire, or substantially demonstrate a benefit or contribution to the local economy.

28. A regional price preference may be afforded under the C035 Regional Price Preference Policy.

Emergency & Urgent Purchases

An emergency purchase is defined as an unanticipated and unbudgeted purchase which is required in response to an emergency as provided for under section 6.8(1)(c) of the Local Government Act 1995.

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In such instances, quotes and tenders are not required to be obtained prior to the purchase being undertaken however the purchase shall be authorised in advance by the President as a response to the emergency. An emergency purchase does not relate to purchases not planned due to time constraints. Every effort must be made to anticipate purchases required in advance and to allow sufficient time to obtain quotes and tenders, whichever may apply.

29. In an urgent situation where it is necessary to act immediately to protect people or property through either immediate action or latent conditions, an exemption from obtaining quotes applies. Every effort must be made to anticipate purchases required in advance and to allow sufficient time to obtain quotes and tenders, whichever may apply. The relevant Executive Manager and CEO shall be advised of an urgent purchase as soon as reasonably practical given the circumstances. The requirements in relation to tender thresholds apply to urgent situations.

Obtaining a Quote

30. Where a quote needs to be obtained in accordance with this policy, the purchase shall adhere to the relevant Purchasing Procedure, provided that where the following applies no further responses need to be sought:

(a) Relevant supplier(s) have received a request to provide a quote; and

(b) Each supplier is provided with the same information and in particular the same scope of works;

(c) Sufficient time has been given to potential suppliers to respond; but

(d) An insufficient number of suppliers provide a response;

31. Where insufficient suppliers respond, a file note shall be recorded with procurement documentation indicating that the minimum number of responses was not achieved.

32. Where a tender exemption applies, written approval from an Executive Manager, or the CEO (aligned to respective financial authorisations) must be sought to enable direct engagement with a tender exempt supplier.

33. Use of the WALGA Preferred Supply Program does not obviate against the requirement to invite a minimum of three potential suppliers to respond.

34. Where approval to procure goods or services via a tender exempt supplier has been approved, the following is required:

(e) Where possible multiple quotes shall be sought from suitable tender exempt suppliers;

Calling of Tenders Though Not Required

35. When considered beneficial, tenders may be called in lieu of seeking quotations for purchases under the Tender threshold amount. In that case a full Request for Tender Process shall be followed in accordance with this policy and the Shire Tender Procedures.

Recording and Retention of Information

36. Records of all purchasing activity shall be retained in compliance with the State Records Act 2000 (WA), the Shire’s records management procedures and associated purchasing procedures.

Purchasing and Payment Certification Operational Procedures

37. Written purchasing and payment certification procedures shall be maintained, consistent with operational implementation of this policy.

EXPLANATORY NOTES:

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N/A

OBJECTIVES:

This Policy seeks to:

• Address all requirements relating to the issue and use of Shire motor vehicles;

• Ensure the Shire’s fleet is managed in a cost-effective manner providing maximum benefit to employees and the Shire;

• Provide a market competitive vehicle benefit.

• Provide framework for the allocation, operation and management of the vehicle fleet including an increased awareness and responsibility on the part of the employee for appropriate levels of maintenance of the vehicle over its life cycle.

• To outline the assigned level of private use of a Shire motor vehicle to a Shire employee.

• To ensure that the organisation’s Fringe Benefits Tax obligations are met.

DEFINITION/S:

Assigned Employee means an employee of the Shire, their partner and others as authorised by the CEO in accordance with this Policy. CU means Commuter use to and from an employee’s residence only, based on the most efficient and effective route. Drivers Licence means a Western Australia Class ‘C’ drivers licence issued the Department of Transport. RU means restricted private use within a 500-km radius of the Carnarvon CBD or as determined by Contract. Does not include periods of leave. Tool of Trade Vehicle means a vehicle purchased by Council to meet a business need, including pool vehicles. UWA means unlimited use within Western Australia or as determined by Contract. Written approval from the CEO required interstate.

POLICY NO C003

POLICY MOTOR VEHICLES







LEGISLATION Nil



POLICY STATEMENT/S:

1.0 General – Drivers 1.1 Drivers of Shire vehicles must hold a valid driver’s licence with their current residential

address recorded through the Department of Transport and indicated on the license. 1.2 Employees must advise their line supervisor and/or Director as soon as possible, if their

driver’s license is cancelled for any reason. 1.3 Operating a Shire motor vehicle whilst disqualified from driving may subject the employee

to serious disciplinary action that may include termination of employment. 1.4 The driving of the vehicle provided under this policy shall be limited to employees of the

Shire unless the designated usage is UWA or RU which allows for the driving of the vehicle by the assigned employee’s spouse or partner. Details of the spouse or partner must be provided to Council’s insurer to enable coverage to be arranged.

1.5 Smoking is prohibited in all Shire vehicles.

2.0 General – Vehicle Use 2.1 All employees allocated a vehicle are held responsible for ensuring that the vehicle is

maintained in a clean and roadworthy condition at all times, safeguarding the security and value of the Council asset and for minimising unnecessary insurance claims and repair costs.

2.2 Specifically the employee allocated a vehicle is responsible for: a) Ensuring that the vehicle is washed and cleaned internally and externally and is kept

clean and tidy at all times. b) Checking tyre pressure on a regular basis in accordance with tyre pressure

recommendations. c) Checking engine oil, radiator coolant and battery levels on a regular basis. d) Arranging servicing of the vehicle through the Shire Fleet Management System. e) Ensuring the vehicle is only driven by authorised drivers in accordance with this

policy. f) Payment of all fines relating to traffic offences. g) Monitoring usage and recording of log book details. h) Ensuring any financial costs incurred due to the unlawful operation of the motor

vehicle during business hours or private use is paid by the offending employee. i) Ensuring under no circumstances that the vehicle is used for any business of a

competitive nature for which the employee derives an income (or not), or, operates in contradiction of the employee’s contract of employment.

j) Ensuring when using their vehicle so as not to cause any poor public relations in the community for the Shire of Carnarvon.

k) Ensuring the vehicle is garaged off the road at the Employee’s residence. l) Ensuring the vehicle is to be available for the use of other staff during working hours

when not in use by the assigned employee.

3.0 General - Authority

3.1 The Chief Executive Officer is delegated full authority to manage this policy on behalf of

Council, including the oversight of purchasing and assignment of motor vehicles in the interest of ‘fit for purpose’ and operational effectiveness.

3.2 Options not included as standard can be approved at the discretion of the Chief Executive Officer.

4.0 Fringe Benefits Tax (FBT)

4.1 All employees assigned a work vehicle are required to complete vehicle travel log books

from time to time to assist in the correct calculation of Fringe Benefits Tax. 4.2 It is the responsibility of the employee to whom the vehicle is assigned to ensure that any

change in the vehicle usage pattern or assignment to an officer is authorised in writing by the relevant Director and a copy of this document is provided to the Finance Manager. This authorisation must include the vehicle registration or plant number, changeover odometer reading and new employee’s name (where applicable).

5.0 Fuel

5.1 All employees who drive a vehicle are required to use Council’s current appointed

distributor(s). Current odometer readings MUST be supplied at all times when refuelling. Officers are required to regularly check water and oil and if necessary refer any problems to the Fleet Manager.

5.2 Fuel cannot be taken away in containers without prior authorisation of the relevant Executive Manager.

6. 0 Insurance

6.1 In the event of an accident the Shire will meet the excess of any claim, unless the employee’s accident record becomes excessive or the circumstances warrant a payment, in full, or part by the employee.

6.2 In the event an officer’s behaviour (traffic offence, e.g., drink-driving) invalidates the Shire’s insurance, then the employee will become liable for the total damage claim to both the Council vehicle and other property involved. The same will apply for malicious damage when proven.

6.3 The employee contribution in accordance with Statements 6.1 and 6.2 above shall be at Chief Executive Officer’s discretion and will be subject to the provision of a police report if so required.

7.0 Vehicle Change Over

7.1 All motor vehicles will be ready for change in accordance with Council’s plant replacement program maintained and updated by the Infrastructure Services Directorate.

7.2 Fleet Management Department

7.3 Prior to any change-over of vehicles it is incumbent upon the fleet manager to undertake an analytical test to consider the following –

* whether lease or purchase is the most appropriate way to obtain a new vehicle;

* whether the outgoing vehicle is in condition to make its purchase appropriate for use in other areas;

* the balloon cost at the end of any proposed lease. 7.4 All the above information must be provided in a timely manner to inform the following year budget deliberations.

8.0 Private Use

8.1 All Shire vehicles (other than a partial novated vehicle – refer to Policy E021) are deemed to be ‘pool vehicles’ during normal business hours and are not exclusive in use to the respective assigned employees.

8.2 The following applies under this policy:

Group A: Chief Executive Officer (Remuneration Band 1) No Shire logo, choice of colour Max. value of vehicle $65k (exc. GST) Use during periods of all Leave Usage – Unlimited within WA Option to revert to partial novated vehicle – refer to Policy E021

Group B: Executive Managers (Remuneration Band 3)

No Shire logo, choice of colour Max. value of vehicle $45k (exc. GST) Use during periods of Exec. Days Off (EDO’s) and Annual Leave

Usage – Unlimited within WA Option to revert to partial novated vehicle – refer to Policy E021

Group C: Authorised Managers (Remuneration Band 4) No Shire logo, colour white Max. value of vehicle – $35k (exc. GST) Use during Rostered Days Off (RDO’s) only Usage – Restricted Use

Group D: Authorised Supervisors/Officers (Remuneration Band 5, Band 6, Band 7)

Logo, colour white No use during periods of leave Usage – Commuter Use

8.3 Employees are not permitted to use a Shire vehicle for any purpose relating to the earning of income outside of Shire employment, or for any purpose which could be deemed to project an unfavourable or biased perception of Council.

8.4 Shire fuel cards are to be used for the purchase of fuel and oils only. 8.5 Unless otherwise specified in an employment contract, partners may only drive a Shire

vehicle when accompanied by the authorised employee. 8.6 For Group C and D vehicles, each Executive Manager may reassign the vehicle when the

assigned employee is on Leave (including RDO’s). Group D vehicles may also be reassigned for operational need as determined by the respective Executive Manager.

8.7 The fleet manager is responsible for oversight of the vehicles and should report to the CEO any vehicles not being properly maintained.

9. 0 Termination of Employment

9.1 Upon termination of Shire employment, an employee allocated a motor vehicle shall surrender all entitlements under the program effective on the day of separation from the Shire.

9.2 The employee must return the vehicle in a clean and tidy condition. 9.3 In the event an employee is transferred to a position that is no longer entitled to a motor

vehicle, they will relinquish all their entitlements under the motor vehicle policy at a time determined by the Chief Executive Officer.

10. 0 Logos

10.1 All Group D motor vehicles not assigned unrestricted or restricted private use shall display the badge of the Shire (Logo) on the left and right front doors.

11. 0 Variations to Contracts

11.1 Any variation to an Employee’s current contract of employment or remuneration package that may be necessary to comply with this policy are to be negotiated as part of any classification / remuneration review and incorporated in a revised package. Any change in the standard of vehicles issued to an assigned employee will be undertaken at the normal vehicle replacement intervals.

12.0 Assignment to Others

12.1 The CEO has delegated authority to temporarily assign the use of a Shire vehicle to a Councillor or Contractor to assist in performing works for the Shire of Carnarvon.

EXPLANATORY NOTES: APPLICATION/S:

OBJECTIVES:

To provide guidelines on the appropriate assessment process for the proposed introduction of new services and or facilities within the Shire of Carnarvon, and to ensure that the Shire meets its legislative obligations.

DEFINITION/S: Nil POLICY STATEMENT/S:

1.0 Prior to Council considering the introduction of any new service or facility, it is a requirement that a business plan be prepared.

2.0 The business plan, as a minimum, shall address the following:

(a) Strategic Overview. (b) Strategic Alignment to relevant documents. (c) Aim of the Service/Facility. (d) Services to be offered including type, method of delivery, frequency and contractual

arrangements. (e) Operating Locations. (f) Personnel Requirements. (g) Plant and Equipment Requirements. (h) Information and Communications Technology Requirements. (i) Interdependence with other Council Services. (j) Analysis of Proposal. (k) Staffing Requirements (including future forecasts). (l) Marketing and Promotion Research and Analysis. (m) National Competition Policy and Competitive Neutrality Requirements. (n) Financial Forecasts including assumptions, analysis and fee structures. (o) Issues relating to integration and coordination with Commonwealth, State and public bodies. (p) Issues relating to duplication of services/facilities provided by Commonwealth, State or any

other body. (q) Issues relating to the efficient and effective management of the service/facility.

POLICY NO C004

POLICY PROPOSED INTRODUCTION OF NEW SERVICES AND/OR FACILITIES


COUNCIL ADOPTION Date: 27.5.14 Resolution No. FC 5/5/14 REVIEWED/MODIFIED Date: 26.4.16 Resolution No. FC 3/4/16


LEGISLATION Local Government Act 1990 – Section 3.18(3)



(r) Implications of Asset Management (if applicable).

3.0 The Business Plan will require the endorsement of the CEO prior to the introduction/ implementation of the new service or facility.

EXPLANATORY NOTES: Nil APPLICATION/S:

OBJECTIVES:

1. Provide record keeping principles that identify and protect local government records of continuing value.

2. Provide guidance on the disposal of local government records, particularly those that have no continuing value.

3. Define strategies that will support and document accountability and responsibility throughout local government.

DEFINITION/S:

Council means the Council of the Shire of Carnarvon (the elected body). Shire means the Shire of Carnarvon (the administration). GDALG means the General Disposal Authority for Local Government Records. Local Government employee means:

(a) a person who, whether or not an employee, alone or with others governs, controls or manages a local government organisation;

(b) a person who, under the Public Sector Management Act 1994, is a public service officer of a local government organisation; or

(c) a person who is engaged by a local government organisation, whether under a contract for services or otherwise;

and includes, in the case of a local government organisation referred to in the Public Sector Management Act 1994 Schedule 1 items 5 or 6, a ministerial officer assisting the organisation).

Local Government Records means a record created or received by or for a local government organisation or a local government organisation employee or contractor in the course of the work for the organisation. Records means any record of information however recorded and includes:

(a) anything on which there is writing or Braille;

POLICY NO C005

POLICY RECORDS MANAGEMENT POLICY


COUNCIL ADOPTION Date: 27.5.14 Resolution No. FC 5/5/14 REVIEWED/MODIFIED Date: 26.4.16 Resolution No. FC 3/4/16

Date: 23.4.19 Resolution No. FC 9/4/19 LEGISLATION State Records Act 2000; LGA 1995



(b) a map, plan, diagram or graph, (c) a drawing, pictorial or graphic work, or photograph; (d) anything on which there are figures, marks, perforations, symbols, having a meaning for

persons qualified to interpret them; (e) anything for which images, sounds or writings can be reproduced with or without the aid

of anything else; and (f) anything on which information has been stored or recorded either mechanically,

magnetically or electronically. State Archive means a State Record that is to be retained permanently.

POLICY STATEMENT/S: 1.0 The Shire recognises that its records are a local government owned asset and will ensure that they are

managed as such. Ownership and proprietary interest of records created or collected during the course of business (including those from outsourced bodies or contractors) are vested in the Shire of Carnarvon.

2.0 This policy applies to all Council records created or received by a Shire employee, contractor or Elected

Member, or an organisation performing outsourced services on behalf of the Shire of Carnarvon, regardless of their physical format, storage location or date of creation.

3.0 Local Government Records of Continuing Value are records created or received which:

(a) Contain information that is of administrative value to the Shire and the Council. These records may be referred to for many administrative purposes, including the need: (i) to check an interpretation of Council policy or the rationale behind it; (ii) to check the facts on a particular case or provide information to management; (iii) to monitor progress and coordination of responses to issues; (iv) to document formal communications and/or transactions (e.g. a minute, report or

submissions) between elected members and another party; and (v) to document elected members’ decisions, directives, reasons and actions.

(b) Contain information that is of legal value to the Shire and the Council on the basis that there are statutory requirements or court orders that stipulate the retention of records, which must be observed.

(c) Contain information of fiscal value to the Shire and the Council that includes original records documenting the receipt, expenditure and control of public money that must be left for a period of time, and will facilitate transparent accountability by the officers responsible.

(d) Contain information of evidential value to the Shire and the Council such as those that contain information about the legal rights and obligations of the local government including elected members, ratepayers, organisations and the general community.

(e) Contain information of historical value to the Shire and the Council and to the State. 4.0 Local Government Records of No Continuing Value are records which:

(a) Are considered ephemeral (short lived) in that they do not have the attributes stated above and only need to be kept for a limited or short period of time, for example, a few hours or a few days.

(b) Have only a facilitative or routine instructional value and are used to further some minor activity. 5.0 Elected Member Roles and Responsibilities records will be created and kept which properly and

adequately record the performance of member functions arising from their participation in the decision making processes of Council through the creation and retention of records of meetings of Council and Committees of Council. All significant Elected Member records that come through the Shire’s administration will be captured into the Shire Record Keeping System. 5.1 Appointment Books, Calendars and Diaries

Diaries, appointment books and desk calendars are generally used to record appointments.

They may also be used to record messages and notes, some of which may only be a note of a routine nature, and some of which may be of significance to the conduct of Shire or Council business. Elected members ar e s t ro n g ly e n co u ra g e d to maintain separate diaries or appointment books for personal and official use. Elected Members’ diaries or appointment books which have been used to: (a) record basic information such as dates and times of meetings and other appointments;

or (b) record notes and messages, which have been recorded elsewhere and incorporated into

the Shire’s record keeping system; have no continuing value and may be destroyed when reference to them ceases (GDALG ref: 1.10).

Elected members’ diaries and appointment books, which have been used to record notes and messages of significance to Council business and are not recorded elsewhere; have continuing value and are to be forwarded to the Shire for incorporation into the Shire’s record keeping system (GDALG ref: 1.10)

5.2 Drafts

A draft record is the preliminary form of any writing in electronic or paper formats. Draft records include outlines of addresses, speeches, reports, correspondence, file notes, preparatory notes, calculations and earlier versions of the draft. Drafts may or may not be circulated to other elected members or staff of the Council for comment or revision. Draft documents which are: (a) addresses, speeches, reports, correspondence, file notes that are not circulated to

other elected members or staff of the Council, and of which the final version has been produced and forwarded for incorporation into the Shire record keeping system; and

(b) circulated to other elected members or staff of the Shire, where only editorial or typographical changes have occurred, and of which a final version has been produced and forwarded for incorporation into the Shire’s record keeping system;

have no continuing value and may be destroyed when reference to them ceases (GDALG ref:1.116) Drafts which document significant decisions, reasons and actions or contain significant information that is not contained in the final form of the records have continuing value and are to be forwarded to the Shi re for incorporation into the Shire ’s record keeping system. Examples of such documents include drafts: (a) that contain significant or substantial changes or annotations. (b) relating to the formulation of legislation, legislative proposals and amendments. (c) relating to the formulation of policy and procedures, where the draft provides

evidence of the processes involved or contains significantly more information than the final version.

(d) of legal documents (contracts, tenders etc). 5.3 Duplicates

Duplicates are exact reproductions or copies of records where the original or authorised copy of the record is captured in the Shire’s record keeping system. For duplicates of records issued to an Elected Member for comment or revision, see DRAFTS. Duplicates of: (a) records issued to an elected member by the Council or the Shire for information or

reference purposes only and where the original or authorised copy is captured in the Shire’s record keeping system: and

(b) internal or external publications issues or received for information or reference purposes (e.g. annual reports, brochures, trade journals, price lists)

have no continuing value and may be destroyed when reference to them ceases (GDALG ref 1.11.1).

Duplicates should be placed in the confidential destruction (shedding) bins in the Council copying room when they are no longer needed. Duplicates of records received by the elected member and sourced from outside the Shire that are relevant to furthering the business activity of the Council have continuing value and are to be forwarded to the Shire’s Records Section for incorporation into the Shire’s record keeping system.

5.4 Messages and Facilitating Instructions

Messages and other facilitating instructions may be sent or received via a range of methods, such as telephone and voicemail, email, post- it or sticky notes, facsimile, pieces of paper, transmission reports. Messages and facilitating instructions may be sent or received on a variety of matters. Some messages or facilitating instructions will have continuing value, as they are considered significant to the conduct of Council or Shire business. Others, such as those very routine in nature will only have a short-term value. Messages that: (a) are routine facilitative instructions, such as edit corrections, distribution lists for

information purposes, simple administrative instructions and social invitations and messages;

(b) original messages that have been transferred or transcribed into appropriate formats for incorporation into the Shire’s record keeping system; and

(c) do not relate to the business functions of the Council or the Shire; have no continuing value and may be destroyed when reference to them ceases. (GDAL,G ref 1.11.5) Messages or facilitating instructions that: (a) contain information relating to the business functions of the Council such as directives,

proposals, recommendations, definitions or interpretations from the Elected Member to another party or vice versa; and

(b) are part of an actual business transaction itself, or have policy/procedure implications, or otherwise identified as being significant to the conduct of Council business.

have continuing value and are to be forwarded to the Shire for incorporation into the Shire’s record keeping system (GDALG ret: 1.11.5)

5.5 Working Papers/Records

Working papers I records are papers; background notes and reference material that are used to prepare or complete other documents. These documents become the official record and should be forwarded for capture into the Shire’s record keeping system. Working papers/records that are primarily facilitative and do not relate to:

(a) significant decisions, reasons or actions; and (b) do not contain significant information; and (c) where the final document has been forwarded for capture into the Shire’s record

keeping system; have no continuing value and may be destroyed when reference to them ceases. (GDALG ref: 1.11.9) Working papers/records which document significant decisions, reasons and actions or contain significant information (even if that information is not contained in the final form of the document) have continuing value and are to be forwarded to the Shire for incorporation into the Shire’s record keeping system. (GDALG ref: 1.11.9)

5.6 Correspondence

This section deals with local government records not covered under the previous headings and relates to correspondence or “mail” received and sent by elected members.

It covers correspondence received or sent by Elected Members’ in any format (e.g. by post, fax, email, courier, hand-delivered) whether received or sent at the Council offices or at an elected member’s private residence I post box. Correspondence addressed to elected members at the Shire of Carnarvon, including that marked Private, Confidential, Personal, himself/herself, etc, should be opened by designated officers, and if of continuing value, incorporated into the Shire’s record keeping system, before forwarding to the elected member. Correspondence addressed to elected members at their private address/post box that is a local government record and is of continuing value, should be forwarded to the Shire’s Record Section for incorporation by Information Management into Council’s record keeping system along with any response which the elected member may have made. Correspondence of no continuing value need not be incorporated into the Shire’s record keeping system and may be destroyed when reference to it ceases.

6.0 Council Employee Roles and Responsibilities

6.1 Chief Executive Officer

The Chief Executive Officer is to ensure that there is a system for the maintenance and management of records that is compliant with records management legislation and State guidelines and procedures.

6.2 Executive and Managers

All executives and managers are to ensure that staff members under their supervision comply with the records management policies and procedures in the Record Keeping Plan.

6.3 All Staff

All staff are to create and retain records relating to the business activities they perform. They are to identify significant and ephemeral records and ensure significant records are registered in the records management system. This requirement will be an integral part of all staff member’s KPI’s.

EXPLANATORY NOTES: There are legislative requirements for managing records, the primary legislation relating to the keeping of public records is the State Records Act 2000 (previously Sections 22-33 of the Library Board of Western Australia Act 1951-1983). Other legislation impacting upon records management, includes: • Evidence Act 1906 • Limitation Act 1935 • Freedom of Information 1992 • Local Government Act 1995 • Financial Administration and Audit Act 1985 • Criminal Code 1913 (Section 85) • Electronic Transactions Act 2003 Under the State Records Act 2000, Council is obligated to prepare and submit an organisational Record-Keeping Plan to the State Records Commission for approval. A State Records Commission (SRC) directive concerning Record-Keeping Plan compilation requirements stipulates that following its adoption, an applicable Record-Keeping Policy be included as part of the Plan, ideally appearing as an appropriately annotated appendix. APPLICATION/S:

OBJECTIVES:

To appropriately dispose of unwanted minor assets with no recognisable value whilst build the capacity of community groups and organisations as a beneficiary.

POLICY STATEMENT/S:

1.0 The Shire will dispose of used computers and other minor assets when determined by the CEO to be obsolete, surplus to requirements and hold no real value to the organisation (as confirmed in writing by the Executive Manager Corporate Services).

2.0 The disposal of such assets shall be by offer to a community based or not for profit group(s) and/or registered educational entity(s) within the Shire of Carnarvon at no cost.

3.0 The method of disposal process may involve an offer to one or more of the entities at the discretion of the CEO.

4.0 In offering an asset(s) to a community entity the CEO will have regard to: a) the demonstrated need; b) proposed use of the minor asset; and c) financial capacity of the requesting entity.

5.0 Prior to disposal:

a) If applicable, all software or copyright licences shall be removed from a minor asset. b) The recipient is to acknowledge in writing that no liability is accepted by the Shire for the

minor asset. 6.0 An ‘Asset Disposal Form’ must be completed by the recipient entity and signed by the CEO, with this

form to be lodged with the Manager Assets.


POLICY NO C006

POLICY DISPOSAL OF SURPLUS COMPUTERS & MINOR ASSETS





LEGISLATION Nil



OBJECTIVE POLICY STATEMENT All cardholders must have either the authority or delegated authority to commit Council to expenditure. The Council must approve Corporate Credit Cardholders. 1.0 Personal Use

The credit card is for official Council business only and is not to be used to obtain personal items under any circumstances. Breaches may constitute disciplinary action in accordance with Council‘s policies, the immediate withdrawal of the facility and possible action under the Criminal Code.

2.0 Use by Persons other than the Cardholder

Cardholders must not allow their card to be used by other persons per condition 18 of the Visa Business Card Conditions of Use, even in absences. This is to ensure that the cardholder has full responsibility for the use of the card and breaches of this condition will result in the Council being liable for any unauthorised transactions.

3.0 Corporate Credit Cardholder Responsibilities

3.1 Ensure corporate credit cards are maintained in a secure manner and guarded against improper use.

3.2 Corporate credit cards are to be used only for Council official activities, there is no approval

given for any private use.

3.3 All documentation regarding a corporate credit card transaction is to be retained by the cardholder and produced as part of the reconciliation procedure.

3.4 Credit limits are not to be exceeded. 3.5 Purchases on the corporate credit card are to be made in accordance with

POLICY NO C007

POLICY CORPORATE CREDIT CARD






Date: 23.4.19 Resolution No. FC 9/4/19 LEGISLATION Nil



Shire of Carnarvon - Purchasing Policy. 3.6 Reconciliation is to be completed within 7 days of the date of the corporate credit card

statement being issued.

3.7 Corporate credit cards are to be returned to the Executive Manager Corporate Services on or before the employee‘s termination date with a full acquittal of expenses.

3.8 All cardholder responsibilities as outlined by the card provider. 4.0 Corporate Credit Card Reconciliation Procedures

4.1 Corporate Credit Card statement accounts will be issued to the relevant cardholder who will, within 7 days, acquit the transactions on the account. A template is attached to this policy identifying the reconciliation requirements.

4.2 Transactions will be supported by a GST invoice stating the type of goods purchased, amount

of goods purchased and the price paid for the goods. The receipt shall meet the requirements of the Goods and Services Tax Act 1999 to enable a GST rebate to be applied.

4.3 Transactions shall be accompanied by a job number for costing purposes. 4.4 If no supporting documentation is available the cardholder will provide a declaration

detailing the nature of the expense and must state on that declaration all expenditure is of a business nature‘. Approval of this expense is referred to the Chief Executive Officer for a decision.

4.5 Should approval of expenses be denied by the Chief Executive Officer recovery of the expense

shall be met by the cardholder.

4.6 The cardholder shall sign and date the credit card statement with supporting documentation attached stating all expenditure is of a business nature.

4.7 A monthly report of all credit card transactions will be included in the accounts for payment report presented to Council.

5.0 Use of Cards

Corporate Credit Cards must not be used to purchase fuel products for Council vehicles unless in exceptional circumstances – a fuel card should be used for this purpose where possible.

6.0 Disputed Transactions

Council is responsible for paying all accounts on the monthly credit card statement and the bank processes a direct debit from Council‘s operating bank account for such.

When a Cardholder believes that charges are incorrect they should first contact the supplier to determine the causes of the discrepancy and if necessary the Creditors Officer will notify the bank in writing.

Any amounts in dispute must be highlighted on the copy of the Cardholders statement and a copy of the written notification to the bank attached.

7.0 Cancelled Cards

Cancellation of a Credit Card may be necessary where the:

(a) Cardholder changes job function within Council (b) Cardholder terminates employment with Council (c) Council terminates employment with the Cardholder (d) Card is no longer required (e) Cardholder has not adhered to set procedures (f) Misuse of the Credit Card.

8.0 Review of Corporate Credit Card Use

All receipts and documentation will be reviewed and any expenses that do not appear to represent fair and reasonable business expenses shall be referred to the Chief Executive Officer for a decision.

9.0 Procedures for Lost, Stolen and Damaged Cards

The loss or theft of a credit card must be immediately reported by the cardholder to the card provider regardless of the time or day discovered. The cardholder must also formally advise the Director Corporate and Community Services of the loss or theft on the next working day.

Advice of a damaged card is to be provided to the Director Corporate and Community Services who will arrange a replacement.

10.0 Additional Cardholders

The CEO is the primary cardholder for the Shire and may delegate additional cardholders within the Shire‘s approved total credit limit. Individual Credit Card limits within the total credit limit must be as follows: CEO $5000 Executive Managers $3000 Executive Officer $3000 Others (as issued by CEO) $500

11.0 Corporate Credit Cardholder Agreement

I (insert cardholder name) acknowledge and accept the below listed conditions of use of the Shire of Carnarvon Corporate Credit Card:

11.1 Ensure corporate credit cards are maintained in a secure manner and guarded against

improper use.

11.2 Corporate credit cards are to be used only for Shire of Carnarvon official activities as prescribed by the Chief Executive Officer, there is no approval given for any private use.

11.3 Ensure no one else uses the credit card.

11.4 All documentation regarding a corporate credit card transaction is to be retained by the cardholder and produced as part of the reconciliation procedure.

11.5 Credit limits are not to be exceeded. 11.6 Observe all cardholder responsibilities as outlined by the card provider.

11.7 Purchases on the corporate credit card are to be made in accordance with Shire of Carnarvon Purchasing Policy.

11.8 Reconciliation is to be completed within 7 days of the date of credit card statement being issued on the supplied template.

11.9 Transactions will be supported by a GST invoice stating the type of goods purchased, amount

of goods purchased and the price paid for the goods. The receipt shall meet the requirements of the Goods and Services Tax Act 1999 to enable a GST rebate to be applied.

11.10 Transactions shall be accompanied by a job number, cost centre and element type for costing

purposes.

11.11 If no supporting documentation is available the cardholder will provide a declaration detailing the nature of the expense and must state on that declaration all expenditure is of a business nature. Approval of this expense is referred to the Chief Executive Officer for a decision.

11.12 Should approval of expenses be denied by the Chief Executive Officer recovery of the expense

shall be met by the cardholder.

11.13 The cardholder shall sign and date the corporate credit card statement with supporting documentation attached stating all expenditure is of a business nature.

11.14 Lost or stolen cards shall be reported immediately to the card provider and a written account

of the circumstances shall be provided to the Executive Manager Corporate Services on the next working day.

11.15 Credit cards are to be returned to the Executive Manager Corporate Services on or before

the employees termination date with a full acquittal of expenses. Failure to comply with any of these requirements could result in the card being withdrawn from the employee. In the event of loss or theft through negligence or failure to comply with the Shire of Carnarvon Corporate Credit Card Policy any liability arising may be passed on to the cardholder.

EXPLANATORY NOTES:

APPLICATION/S:

CORPORATE CREDIT CARD RECONCILIATION

TRANS DATE CREDITOR DESCRIPTION COA/JOB CC EM

Signed: (cardholder) ………………………………………………………………………….. Date: (insert date) ................................................................................................. Please attach all invoices to this template, noting the following:

1. Must be a valid tax invoice (please contact Creditors if you have any queries regarding this) 2. A job number, cost centre and element type must be allocated for each invoice

3. Please state what each invoice is for i.e. flights to Melbourne for Water Conference, lunch for supervisors

4. If item is food/beverage/entertainment related please record who was in attendance i.e. 2 staff members, 4 elected members, 2 others

** If no tax invoice is supplied a declaration of expenditure must be provided for consideration to the Chief Executive Officer. I certify that all the purchases are of a

business nature.

OBJECTIVES: In accordance with the Local Government Act 1995, charges relating to rates may be paid using instalments options within a prescribed timeframe. Should payments be made outside the required timeframes, interest rates shall apply. Furthermore, if a payment option and/or a payment arrangement are made with the Council then administration charges will apply. The administration charge on Pre-paid Direct Debit arrangements will be a one-off basis where the direct debit continues into the following year. DEFINITION/S: POLICY STATEMENT/S: The following payments options, timeframes, discounts, charges and interest rates shall apply to rates, overdue payments and payment options and the issue of exemption of Minister of Religions homes. 1.0 Payment Options

Option 1 – One Payment Due by:

One payment in full, of rates and other Charges.

35 Days following issue of rate notice

Option 2 – Two Payments (50% each) Due by:

1st Instalment 35 Days following issue of rate notice

2nd Instalment 98 Days after due date of 1st Instalment

POLICY NO C008

POLICY RATES CHARGES




Date: 23.4.19 Resolution No. FC 9/4/19 LEGISLATION LGA 1995 – S 6.56



It is mandatory pursuant to Section 6.45 of the Local Government Act to provide an option for four equal instalments. Where a ratepayer elects to pay by instalments, an interval of at least 2 months must be given between the second and subsequent instalments.

Option 3 – Four Payments (25% each) Due by:

1st Instalment 35 Days following issue of rate notice

2nd Instalment 63 Days after due date of 1st

Instalment

3rd Instalment 63 Days after due date of 2nd

Instalment

4th Instalment 63 Days after due date of 3rd

Instalment

2.0 Late Payment Interest

Pursuant to Section 6.51 of the Local Government Act 1995 a late payment interest charge on outstanding rates and charges calculated at a rate set in the annual budget will be charged. The late payment interest charge will apply to all current rates and charges remaining unpaid 35 days from the date of issue of the rate notice. Interest will be calculated and updated daily. Unpaid rates and charges from previous years, i.e. rate arrears, will also attract late payment charges, calculated at the rate set in the annual budget as long as they remain unpaid.

3.0 Instalments and Arrangements Administration Fees and Interest Charges

In accordance with the provisions of Section 6.45 of the Local Government Act 1995, the Council may impose administration fees and interest charges for payment of rates and charges by instalments. Interest charges and administration fees will be at a rate set in the annual budget.

4.0 Direct Debit Option

An administration fee at a rate set in the annual budget will be charged on setting up of this option. Ongoing deductions will not incur any further administration charge in subsequent rating years. No interest is charged on this option.


OBJECTIVES:

To ensure there is consistency in the advice given to ratepayers with regard to the payment of rates and the recovery of outstanding rates.

DEFINITION/S:

POLICY STATEMENT/S:

1.0 Instalments – Reg 56 (4) (c) Sec 6.49

1.1 Council will accept that there are ratepayers who cannot meet the 2 or 4 mandatory instalment options as provided under section 6.45 of the Local Government Act 1995.

1.2 Council may accept by application an alternative payment schedule (Henceforth called the “Direct Debit Agreement‘).

1.3 In order for such an Agreement to be considered an Instalment Arrangement Form is to be

completed and returned to Council. 1.4 The proponent is to specify the frequency of payments with the nominated amount sufficient

to fulfil the rates and charges levied within a financial year. 1.5 Upon written acceptance of an Agreement by Council, written confirmation will be provided

to the applicant. This formalises the agreement and will commit the ratepayer to the payment schedule.

1.6 Verbal agreements shall not be accepted.

1.7 Failure by the applicant to adhere to the payment schedule will result in the issue of a Final Notice for the total amount outstanding.

POLICY NO C009

POLICY RATES RECOVERY





LEGISLATION Nil



2.0 Final Notices

Final Notices will be issued during a period generally not exceeding 30 days after the due date of a notice for payment of rates.

2.1 Such notice will be issued when:

(a) No payment has been made;

(b) Insufficient payment to cover the first instalment has been made; Or

(c) Where there is no current valid instalment option (i.e. persons who have paid

their first instalment option late).

2.2 Final Notices will indicate that:

(a) Rates are now in arrears;

(b) That penalty interest is being charged at the rate set by Council; And

(c) That legal action may be taken without further notice, which will add extra costs

onto the outstanding account.

2.3 Final Notices will not be sent to registered pensioners. 3.0 Letter of Demand

Following completion of item 2.1 Final Notices

3.1 Mining Tenements A Letter of Demand will be issued generally no later than 30 days after the due date and payment notice to the current owners of any registered lease within the Council.

Such notice will provide for up to 14 days to respond at which time a summons may be issued without any further notice.

3.2 General and other Property

A Letter of Demand will be issued no later than 30 days after the final notice of current financial year to all owners of property (excluding pensioners) who have failed to make any payment within the financial year, and who have not contacted Council to make any special arrangement for payment or have defaulted on an approved payment option.

4.0 Issue of Summonses

Following completion of Item 3.0 Letter of Demand 4.1 Rates remaining unpaid after the expiry date shown on the Letter of Demand will be

examined for the purpose of determining whether a summons will be issued. 4.2 Council may employ the services of a Collection Agent or Solicitor(s) to issue General

Procedure Claims to those ratepayers who failed to pay by the date indicated upon the Letter of Demand.

4.3 Costs incurred as a result of the issue of a General Procedure Claim will be applied to the

ratepayers ‘assessment immediately upon receipt by Council of such costs – refer Section 6.56 of the Act.

4.4 Following the issue of a General Procedure Claim, a reasonable offer to discharge a rate

account (inclusive of the costs incurred through the issue of the General Procedure Claim) will not be refused.

4.5 Where a General Procedure Claim has been issued and remains outstanding, action will be

taken to pursue that summons by whatever means necessary to secure satisfaction of the debt.

4.6 Legal proceedings will continue until payment of rates and any other outstanding costs are

secured. This includes the issue of a Warrant of Execution against goods and land if necessary.

4.7 In cases where the owner of a leased or rented property on which rates are outstanding

cannot be located, or the owner refuses to settle amounts outstanding, notice will be served on the lessee. The lessee will then under the provisions of Section 6.60 of the Local Government Act 1995, be required to pay Council any rent due until such time as the amount in arrears has been fully paid.

4.8 Sale of Property for non-payment of Rates

The Chief Executive Officer be authorised to initiate sale of property for non-payment of rates as per subdivision 6 of the Local Government Act 1995, action against land where rates or services charges are unpaid.

EXPLANATORY NOTES:

APPLICATION/S:

OBJECTIVES: To provide a framework for the financial management of the Shire that is clear, transparent, consistent and complies with statutory obligations and requisite Australian Accounting Standards. DEFINITION/S:

AAS means the Australian Accounting Standards. AASB means Australian Accounting Standards Board. IFRS means International Financial Reporting Standards

POLICY STATEMENT/S:

1.0 The following significant accounting policies have been adopted by the Shire in the preparation of the Annual Financial Report.

(a) Basis of Preparation

The financial report is a general purpose financial report which has been prepared in accordance with Australian Accounting Standards (as they apply to local governments and not-for-profit entities), other mandatory professional reporting requirements and the Local Government Act 1995 (as amended) and accompanying regulations (as amended).

The report has also been prepared on the accrual basis under the convention of historical cost accounting as modified by the accounting treatment relating to the revaluation of financial assets and liabilities at fair value through profit and loss and certain classes of non-current assets.

(b) Critical Accounting Estimates

The preparation of a financial report in conformity with Australian Accounting Standards requires management to make judgements, estimates and assumptions that effect the application of policies and reported amounts of assets and liabilities, income and expenses. The estimates and associated assumptions are based on historical experience and various other factors that are believed to be reasonable under the circumstances. The results of this experience and other factors combine to form the basis of making judgements about carrying

POLICY NO C010

POLICY SIGNIFICANT ACCOUNTING POLICIES





LEGISLATION Section 6.10 of the Local Government Act, Australian Accounting Standards



values of assets and liabilities not readily apparent from other sources. Actual results may differ from these estimates.

(c) The Local Government Reporting Entity

All Funds through which the Council controls resources to carry on its functions have been included in the financial statements forming part of this financial report. In the process of reporting on the local government as a single unit, all transactions and balances between those funds (for example, loans and transfers between Funds) have been eliminated. All monies held in the Trust Fund are excluded from the financial statements, but a separate statement of those monies appears at Note 20 to this financial report.

(d) Goods and Services Tax

In accordance with recommended practice, revenues, expenses and assets capitalised are stated net of any GST recoverable. Receivables and payables in the Balance Sheet are stated inclusive of applicable GST.

(e) Cash and Cash Equivalents

Cash and cash equivalents in the balance sheet comprise cash at bank and in hand and short-term deposits with an original maturity of three months or less that are readily convertible toknown amounts of cash and which are subject to an insignificant risk of changes in value. For the purposes of the Cash Flow Statement, cash and cash equivalents consist of cash and cash equivalents as defined above, net of outstanding bank overdrafts. Bank overdrafts are included as short-term borrowings in current liabilities on the balance sheet.

(f) Trade and Other Receivables

Trade receivables, which generally have 30 - 90 day terms, are recognised initially at fair value and subsequently measured at amortised cost using the effective interest rate method, less any allowance for uncollectible amounts. Collectability of trade receivables is reviewed on an ongoing basis. Debts that are known to be uncollectible are written off when identified. An allowance for doubtful debts is raised when there is objective evidence that they will not be collectible.

(g) Inventories

General Inventories are valued at the lower of cost and net realisable value. Net realisable value is the estimated selling price in the ordinary course of business less the estimated costs of completion and the estimated costs necessary to make the sale. Inventories held from trading are classified as current even if not expected to be realised in the next 12 months Land Held for Resale Land purchased for development and/or resale is valued at the lower of cost and net realisable value. Cost includes the cost of acquisition, development and interest incurred on the financing of that land during its development. Interest and holding charges incurred after development is complete are recognised as expenses.

Revenue arising from the sale of property is recognised in the Income Statement as at the time of signing a binding contract of sale. Land held for resale is classified as current except where it is held as non-current based on Council's intention to release for sale.

(h) Fixed Assets Initial Recognition

All assets are initially recognised at cost. Cost is determined as the fair value of the assets given as consideration plus costs incidental to the acquisition. For assets acquired at no cost or for nominal consideration, cost is determined as fair value at the date of acquisition. The cost of non-current assets constructed includes the cost of all materials, direct labour and variable and fixed overheads. Revaluation Certain asset classes may be revalued on a regular basis such that the carrying values are not materially different from fair value. For infrastructure and other asset classes where no active market exists, fair value is determined to be the current replacement cost of an asset less, where applicable, accumulated depreciation calculated on a basis to reflect the already consumed or expired future economic benefits. Those assets carried at a revalued amount, being their fair value at the date of revaluation less any subsequent accumulated depreciation and accumulated impairment losses, are to be revalued with sufficient regularity to ensure the carrying amount does not differ significantly from that determined using fair value at report date. Land under Roads Land under roads is excluded from infrastructure in accordance with the transition arrangements available under AASB 1045 and in accordance with legislative requirements.

(i) Depreciation of Non-Current Assets

All non-current assets having a limited useful life are separately and systematically depreciated over their useful lives in a manner which reflects the consumption of the future economic benefits embodied in those assets. Depreciation is recognised on a straight-line basis, using rates which are reviewed each reporting period. Major depreciation periods are: Buildings 30 to 100 years Furniture and Equipment 4 to 10 years Plant and Equipment 5 to 15 years Sealed roads and streets - clearing and earthworks not depreciated - construction/road base 50 years - original surfacing and major re-surfacing - bituminous seals 20 years - asphalt seals 25 years Gravel roads - clearing and earthworks not depreciated - construction/road base 50 years - gravel sheet 12 years Formed roads (unsealed) - clearing and earthworks not depreciated - construction/road base 50 years Footpaths - slab 40 years

Bridges 50 years Levee System 50 years Tools 5 years Water supply piping & drainage systems 75 years Other Infrastructure Various

(j) Investments and Other Financial Assets

Classification Council classifies its investments in the following categories: financial assets at fair value through profit or loss, loans and receivables, held-to-maturity investments and available-for-sale financial assets. The classification depends on the purpose for which the investments were acquired. Management determines the classification of its investments at initial recognition and, in the case of assets classified as held-to-maturity, re-evaluates this designation at each reporting date. (i) Financial assets at fair value through profit and loss

Financial assets at fair value through profit or loss are financial assets held for trading. A financial asset is classified in this category if acquired principally for the purpose of selling in the short term. Derivatives are classified as held for trading unless they are designated as hedges. Assets in this category are classified as current assets.

(ii) Loans and receivables Loans and receivables are non-derivative financial assets with fixed or determinable payments that are not quoted in an active market. They are included in current assets, except for those with maturities greater than 12 months after the balance sheet date which are classified as non-current assets. Loans and receivables are included in trade and other receivables in the balance sheet.

(iii) Held-to-maturity investments Held-to-maturity investments are non-derivative financial assets with fixed or determinable payments and fixed maturities that the Council’s management has the positive intention and ability to hold to maturity. If Council were to sell other than an insignificant amount of held-to-maturity financial assets, the whole category would be tainted and reclassified as available-for-sale. Held-to-maturity financial assets are included in non-current assets, except for those with maturities less than 12 months from the reporting date, which are classified as current assets.

(iv) Available-for-sale financial assets Available-for-sale financial assets, comprising principally marketable equity securities, are non-derivatives that are either designated in this category or not classified in any of the other categories. They are included in non-current assets unless management intends to dispose of the investment within 12 months of the balance sheet date. Investments are designated as available-for-sale if they do not have fixed maturities and fixed or determinable payments and management intends to hold them for the medium to long term.

Recognition and de-recognition Regular purchases and sales of financial assets are recognised on trade-date – the date on which Council commits to purchase or sell the asset. Investments are initially recognised at fair value plus transaction costs for all financial assets not carried at fair value through profit or loss. Financial assets carried at fair value through profit or loss are initially recognised at fair value and transaction costs are expensed in the income statement. Financial assets are derecognised when the rights to receive cash flows from the financial assets have expired or have been transferred and Council has transferred substantially all the risks and rewards of ownership. When securities classified as available-for-sale are sold, the accumulated fair value adjustments recognised in equity are included in the income statement as gains and losses from investment securities.

Subsequent measurement

Loans and receivables and held-to-maturity investments are carried at amortised cost using the effective interest method. Available-for-sale financial assets and financial assets at fair value through profit and loss are subsequently carried at fair value. Gains or losses arising from changes in the fair value of the financial assets at fair value through profit or loss category are presented in the income statement within other income or other expenses in the period in which they arise. Dividend income from financial assets at fair value through profit and loss is recognised in the income statement as part of revenue from continuing operations when Council’s right to receive payments is established. Changes in the fair value of other monetary and non-monetary securities classified as available-for-sale are recognised in equity. Impairment Council assesses at each balance date whether there is objective evidence that a financial asset or group of financial assets is impaired. In the case of equity securities classified as available-for-sale, a significant or prolonged decline in the fair value of a security below its cost is considered as an indicator that the securities are impaired. If any such evidence exists for available-for-sale financial assets, the cumulative loss- measured as the difference between the acquisition cost and the current fair value, less any impairment loss on that financial asset previously recognised in profit or loss – is removed from equity and recognised in the income statement. Impairment losses recognised in the income statement on equity instruments classified as available-for-sale are not reversed through the income statement.

(k) Estimation of Fair Value The fair value of financial assets and financial liabilities must be estimated for recognition and measurement or for disclosure purposes. The fair value of financial instruments traded in active markets is based on quoted market prices at the balance sheet date. The fair value of financial instruments that are not traded in an active market is determined using valuation techniques. Council uses a variety of methods and makes assumptions that are based on market conditions existing at each balance date. These include the use of recent arm’s length transactions, reference to other instruments that are substantially the same, discounted cash flow analysis, and option pricing models making maximum use of market inputs and relying as little as possible on entity-specific inputs. Quoted market prices or dealer quotes for similar instruments are used for long-term debt instruments held. Other techniques, such as estimated discounted cash flows, are used to determine fair value for the remaining financial instruments. The nominal value less estimated credit adjustments of trade receivables and payables are assumed to approximate their fair values. The fair value of financial liabilities for disclosure purposes is estimated by discounting the future contractual cash flows at the current market interest rate that is available to the Council for similar financial instruments.

(l) Impairment

In accordance with Australian Accounting Standards the Council's assets, other than inventories are assessed at each reporting date to determine whether there is any indication they may be impaired. Where such an indication exists, an estimate of the recoverable amount of the asset is made in accordance with AASB 136 'Impairment of Assets' and appropriate adjustments made. An impairment loss is recognised whenever the carrying amount of an asset or its cash-generating unit exceeds its recoverable amount. Impairment losses are recognised in the Income Statement. For non-cash generating assets such as roads, drains, public buildings and the like, value in use is represented by the depreciated replacement cost of the asset.

(m) Trade and Other Payables

Trade and other payables are carried at amortised cost. They represent liabilities for goods and services provided to the Municipality prior to the end of the financial year that are unpaid and arise when the Municipality becomes obliged to make future payments in respect of the purchase of these goods and services. The amounts are unsecured and are usually paid within 30 days of recognition.

(n) Employee Benefits

The provisions for employee benefits relates to amounts expected to be paid for long service leave, annual leave, wages and salaries and are calculated as follows: (i) Wages, Salaries, Annual Leave and Long Service Leave (Short-term Benefits)

The provision for employees’ benefits to wages, salaries, annual leave and long service leave expected to be settled within 12 months represents the amount the municipality has a present obligation to pay resulting from employees services provided to balance date. The provision has been calculated at nominal amounts based on remuneration rates the Council expects to pay and includes related on-costs.

(ii) Long Service Leave (Long-term Benefits) The liability for long service leave is recognised in the provision for employee benefits and measured as the present value of expected future payments to be made in respect of services provided by employees up to the reporting date using the projected unit credit method. Consideration is given to expected future wage and salary levels, experience of employee departures and periods of service. Expected future payments are discounted using market yields at the reporting date on national government bonds with terms to maturity and currency that match as closely as possible, the estimated future cash outflows. Where Council does not have the unconditional right to defer settlement beyond 12 months, the liability is recognised as a current liability.

(o) Interest-bearing Loans and Borrowings All loans and borrowings are initially recognised at the fair value of the consideration received less

directly attributable transaction costs. After initial recognition, interest-bearing loans and borrowings are subsequently measured at

amortised cost using the effective interest method. Fees paid on the establishment of loan facilities that are yield related are included as part of the carrying amount of the loans and borrowings.

Borrowings are classified as current liabilities unless the Council has an unconditional right to defer settlement of the liability for at least 12 months after the balance sheet date.

Borrowing Costs

Borrowing costs are recognised as an expense when incurred except where they are directly attributable to the acquisition, construction or production of a qualifying asset. Where this is the case, they are capitalised as part of the cost of the particular asset

(p) Provisions

Provisions are recognised when: The council has a present legal or constructive obligation as a result of past events; it is more likely than not that an outflow of resources will be required to settle the obligation; and the amount has been reliably estimated. Provisions are not recognised for future operating losses. Where there are a number of similar obligations, the likelihood that an outflow will be required in settlement is determined by considering the class of obligations as a whole. A provision is recognised even if the likelihood of an outflow with respect to any one item included in the same class of obligations may be small.

(q) Leases

Leases of fixed assets, where substantially all the risks and benefits incidental to the ownership of the asset, but not legal ownership, are transferred to the company, are classified as finance leases. Finance leases are capitalised recording an asset and a liability equal to the present value of the minimum lease payments, including any guaranteed residual value. Leased assets are amortised over their estimated useful lives. Lease payments are allocated between the reduction of the lease liability and the lease interest expense for the period. Lease payments under operating leases, where substantially all the risks and benefits remain with the lessor, are charged as expenses in the periods in which they are incurred.

(r) Joint Venture

The municipality’s interest in a joint venture has been recognised in the financial statements by including its share of any assets, liabilities, revenues and expenses of the joint venture within the relevant items reported in the Balance Sheet and Income Statement. Information about the joint venture is set out in Note 17.

(s) Rates, Grants, Donations and Other Contributions

Rates, grants, donations and other contributions are recognised as revenues when the local government obtains control over the assets comprising the contributions. Control over assets acquired from rates is obtained at the commencement of the rating period or, where earlier, upon receipt of the rates. Where contributions recognised as revenues during the reporting period were obtained on the condition that they be expended in a particular manner or used over a particular period, and those conditions were undischarged as at the reporting date, the nature of and amounts pertaining to those undischarged conditions are disclosed in Note 2(c). That note also discloses the amount of contributions recognised as revenues in a previous reporting period which were obtained in respect of the local government's operation for the current reporting period.

(t) Superannuation

The Shire of Carnarvon contributes to the Local Government Superannuation Scheme and the Occupational Superannuation Fund. Both funds are defined contribution schemes. Contributions to defined contribution plans are recognised as an expense as they become payable. Prepaid contributions are recognised as an asset to the extent that a cash refund or a reduction in the future payments is available.

(u) Rounding Off Figures

All figures shown in this annual financial report, other than a rate in the dollar, are rounded to the nearest dollar.

(v) Comparative Figures

Where required, comparative figures have been adjusted to conform with changes in presentation for the current financial year.

(w) Current and Non-Current Classification

In the determination of whether an asset or liability is current or non-current, consideration is given to the time when each asset or liability is expected to be settled. The asset or liability is classified as current if it is expected to be settled within the next 12 months, being the Council’s operational cycle. In the case of liabilities where Council does not have the unconditional right to defer settlement beyond 12 months, such as vested long service leave, the liability is classified as current even if not expected to be settled within the next 12 months. Inventories held for trading are classified as current even if not expected to be realised in the next 12 months except for land held for resale where it is held as non-current based on Council’s intentions to release for sale.

(x) New Accounting Standards and Interpretations

Australian Accounting Standards and Interpretations that have recently been issued or amended but are not yet effective have not been adopted by the Council for the annual reporting period ending 30 June 2008.


Council’s assessment of these new standards and interpretations is set out below:

Title and Topic Issued Applicable (*) Impact

(i) AASB-I 12 Service Concession Arrangements, AASB 2007-1 Amendments to Australian Accounting Standards arising from AASB Interpretation 12, revised UIG 4 Determining whether an Arrangement contains a Lease and revised UIG 129 Service Concession Arrangements: Disclosures

February 2007

1 January 2008

Nil – Council is not party to any Service Concession Arrangements.

(ii) AASB 8 Operating Segments and AASB 2007-3 Amendments to Australian Accounting Standards arising from AASB 8

February 2007 1 January 2009 Nil – The Standard is not applicable to not-for-profit entities.

(iii) Revised AASB 123 Borrowing Costs and AASB 2007-6 Amendments to Australian Accounting Standards arising form AASB 123 [AASB 1, AASB 101, AASB 107, AASB 111, AASB 116 & AASB 138 and Interpretations 1 & 12]

June 2007 1 January 2009 Nil – The revised Standard has removed the option to expense all borrowing costs and, when adopted, will require the capitalisation of all borrowing costs directly attributable to the acquisition, construction or production of a qualifying asset. There will be no impact on the financial report of the Council as the council already capitalises borrowing costs relating to qualifying assets.

(iv) AASB-I 13 Customer Loyalty Programmes

August 2007 1 July 2008 Nil – Council has no Customer Loyalty Programmes.

(v) AASB-I 14 The Limit on a Defined Benefit Asset, Minimum Funding Requirements and their Interaction

August 2007 1 January 2008 Nil – The Interpretation provides guidance on the maximum amount that may be recognised as an asset in defined benefit plans. Council does not currently contribute to any defined benefit plans. Consequently, there is not expected to be any impact on the financial statements.


(vi) Revised AASB 101 Presentation of Financial and Statements and AASB 2007 -8 Amendments to Australian Accounting Standards arising from AASB 101 and AASB 2007-10 Further Amendments to Australian Accounting Standards arising from AASB 101

September 2007 and

November 2007

1 January 2009

Nil – The revised Standard requires the presentation of a Statement of comprehensive income and makes changes to the Statement of changes in equity, but will not affect any of the amounts recognised in the financial statements. If Council has made a prior period adjustment or has reclassified items in the financial statements, it is likely it will need to disclose a third balance sheet (Statement of financial position), being as at the beginning of the comparative period.

(vii) AASB 1049 Whole of Government and General Government Sector Financial

October 2007 1 July 2008 (+)

Nil – The Standard is not applicable to Local Governments.

(viii) AASB 1050 Administered Items: AASB 1051 Land Under Roads, AASB 1052 Disaggregated Disclosures, revised AASB 1004 Contributions, AASB 2007-9 Amendments to Australian Accounting Standards arising from the review of AAS 27, AAS 29 and AAS 31 and revised interpretation 1038 Contributions by Owners Made to Wholly-Owned Public

October 2007 1 July 2008 (+) AASB 2007-09 will have significant impact on Council's financial statements as it has the effect of withdrawing AAS27. AAS27 is effectively replaced by existing topic based standards and new standards as also detailed here. • AASB 1050 is only applicable to Government departments and will have no impact on Council. • AASB 1051 will allow Council to recognise or not recognise land under roads acquired before 30 June 2008. Land under roads acquired after 30 June 2008 must be recognised. • AASB 1052 requires disclosure of financial information by function or activity. Council already provides this information so there will be no additional impact on the financial statements. • AASB 1004 requires contributions made to Council to be recognised at fair value when they are controlled and to be appropriately disclosed. Council already accounts for contributions in this manner so there will be no additional impact on the financial statements.


Sector Entities

(*) - Applicable to reporting periods commencing on or after the given date. (+) - Applicable to not-for-profit and/or public sector entities only.

OBJECTIVES: To invest the Shire’s surplus funds, with consideration of risk and the most favourable rate of interest available to it at the time, for that investment type, whilst ensuring that the Shire’s liquidity requirements are being met. DEFINITION/S: Authorised Institution - means an Australian registered bank in accordance with the Banking Act. POLICY STATEMENT/S: 1.0 While exercising the power to invest, consideration is to be given in preservation of capital, liquidity,

and the return of investment. 1.1 Preservation of capital is the principal objective of the investment portfolio. Investments are

to be performed in a manner that seeks to ensure security and safeguarding the investment portfolio. This includes managing credit and interest rate risk within identified thresholds and parameters.

1.2 The investment portfolio will ensure there is sufficient liquidity to meet all reasonably

anticipated cash flow requirements, as and when they fall due, without incurring significant costs due to the unanticipated sale of investment.

1.3 The investment is expected to achieve a predetermined market average rate of return that

takes into account the council’s risk tolerance. Any additional return target set by council will also consider the risk limitation and prudent investment principles.

2.0 Approved Investments With approvals from Council, investments are limited to: 2.1 State/Commonwealth Government Bonds with a term of maturity not exceeding three years; 2.2 Fixed term deposits placed with an authorised institution for a term not exceeding 12 months; 2.3 Interest bearing deposits placed with an authorised institution.

POLICY NO C011

POLICY INVESTMENT




Date: 23.4.19 Resolution No. FC 9/4/19 LEGISLATION LGA 1995 – Financial Management Reg 19



3.0 Prohibited Investments This Policy prohibits any investment carried out for speculative purposes including the following: 3.1 Derivative based instruments;

3.2 Principle only investments or securities that provide potentially nil or negative cash flow; and 3.3 Stand alone securities issued that have underlying futures, options, forward contracts and

swaps of any kind. 3.4 The use of leverage (borrowing to invest) of any investment. 3.5 Deposits with any institution other than an authorised institution. 3.6 Deposits for a fixed term of more than 12 months. 3.7 Investment in bonds that are not guaranteed by the Commonwealth Government, or a State or

Territory Government. 3.8 Investment in bonds with a term of maturity of more than three years. 3.9 Investment in a foreign currency.

4.0 Risk Management

Investments obtained are to comply with the following three criteria: 4.1 Overall Portfolio Limits

To control the credit quality on the entire portfolio, the following credit framework limits the percentage of the portfolio exposed to any particular credit rating category:

S&P LONG TERM RATING

S&P SHORT-TERM RATING

DIRECT INVESTMENT MAXIMUM

AAA A-1+ 100%

AA A-1 100%

A A-2 100%

4.2 Counterparty Credit Framework

The Shire of Carnarvon will invest funds with authorised financial institutions that provide a service to the local community by establishing branches or agencies in the Shire of Carnarvon. Such institutions must maintain a minimum Standard and Poors rating of A for short term investments.

4.3 Term to Maturity Framework

OVERALL PORTFOLIO TERM TO MATURITY LIMITS

Portfolio % < 1 Year 100% maximum, 40% minimum

Portfolio % 1-3 Years 60%

5.0 Performance Measurement

Performance benchmarks will be as follows:

INVESTMENT PERFORMANCE BENCHMARK

Cash Cash Rate

Enhanced/Direct investments UBSWA Bank Bill Rate

Diversified Funds CPI + appropriate margin over rolling 3

year periods (depending on composition of fund)

6.0 Report and Review Compliance Requirements

6.1 A monthly report will be provided to Council in support of the monthly Statement of Financial Activity. The report will detail the investment portfolio in terms of performance, percentage exposure of total portfolio and maturity date.

6.2 Documentary evidence must be held for each investment and details thereof maintained in the

Investment Register. 6.3 Certificates must be obtained from the financial institutions confirming the amounts of

investments held on the Council’s behalf as at 30 June each year and reconciled to the Investment Register.


OBJECTIVES: To establish the uniform allowance for all employees of the Shire of Carnarvon. DEFINITION/S: POLICY STATEMENT/S: 1.0 Council will contribute up to a maximum of $440 (GST inclusive) towards the prescribed uniform for all

full time Administrative Employees as at the first pay in July per Financial Year. The Allowance to be made up as follows – $200 annual cash contribution (to be utilised for the purchase of uniform other than corporate shirts) $240 shirt allowance (for the purchase of polo and corporate shirts)

For new and Part Time Employees the rate the Council will contribute will be pro-rata, based on the full time rate calculated on contracted hours.(or at the discretion of the CEO) For Casual Administrative Employees, Council will contribute to (1) corporate shirt only.

1.0 Council will supply protective clothing for all Outside Employees comprising of:

• Max 5 x Long Sleeve shirts – High Visibility

• Max 5 x Long trousers

• 1 x Wide Brim Hat

• 1 x Steel capped lace up work boots (Replacement as deemed necessary subject to assessment by Executive Manager)

2.0 Council will annually supply protective clothing for all roaming staff comprising of:

• 1 x Long Sleeve Shirt – High Visibility

• 1 x Steel capped lace up work boots (as per OSH Procedure 7.17)

POLICY NO C012

POLICY UNIFORM ALLOWANCE







LEGISLATION



4.0 Council will supply protective clothing for all Rangers comprising of:

• Max 5 x short sleeve shirts (Ranger Association of WA approved)

• Max 5 x Long trousers

• 1 x Wide Brim Hat

• 1 x Steel capped lace up work boots (Replacement as deemed necessary subject to assessment by Executive Manager)

(Protective clothing does not affect the annual uniform allowance of $440.) EXPLANATORY NOTES: Roaming Staff – administration staff that, as part of their duties, are required to work outside on occasions. APPLICATION/S:

OBJECTIVES:

1. To ensure compliance with the Local Government Act, 1995 and the Local Government (Functions and General) Regulations, 1996 (as amended in October 2015).

2. To establish generic assessment criteria for the evaluation of Tenders to streamline and standardise the Request for Tender process.

3. To ensure that Shire procedures for procurement is transparent and consistent, and results in best-value outcomes taking into account life-cycle costing, quality and safety.

Note: this policy should be read in conjunction with the following:

• C002 Purchasing Policy

• C034 Tenders Management Policy

• C035 Regional Price Policy SCOPE:

This Policy applies to all formal Requests for Tender (RFT) processes. POLICY STATEMENT/S: Introduction: It is essential that Tender documents are structured in order to provide all relevant information to potential tenderers and achieve a good Tender submission. This includes information regarding the Tender process, the draft contract, the scope of works and a pricing schedule. Whilst each scope of works and pricing schedule is unique, the structure of each Tender document will be the same. A well-structured Tender document will guide the potential tenderer in providing a clear and complete tender submission. A good Tender submission will be vital for the Panel to evaluate each submission to its full potential. The panel will need to ensure that the evaluation process is efficient and transparent. Making assumptions about the information and pricing provided by the Tenderers should be avoided.

POLICY NO C013

POLICY TENDER SELECTION CRITERIA POLICY






Date: 28.5.19 Resolution No. FC 6/5/19 LEGISLATION LGA 1995 s. 3.57 LG F&G Reg. 1996 R. 14(2a)



Furthermore, the Tender document has to advise Tenderers about the selection criteria and the weighting of each criteria. These criteria assist the Panel in evaluating each Submissions. By applying a weighting (in %) to each criteria the Panel is able to compare the received submissions. This policy sets out the standard criteria to be advised in the Tender Document and used for the tender evaluation. Standard Tender Selection Criteria 1. For the purpose of calling for Request for Tender (RFT) and evaluating tender submissions the

following Tender Criteria Categories shall apply, along with weighting and/ or actions:

Compulsory If Failure to conform the following will apply

Deadlines met

Disqualification

Pricing schedule provided and fully priced against pricing schedule

Disqualification

Critical Assumptions Provided

Disqualification

Qualitative Criteria Weighting

Goods & Services Infrastructure/ Construction

Relevant Experience

25% 25%

Respondents’ Resources

15% 15%

Key Personnel Skills

25% 15%

Demonstrated Understanding

15% 25%

Price

Pricing Performance

20%

Consideration of Status/ Benefit as a Local Supplier of Services 2. An additional weighting of no more than 10% will be applied in the ‘Relevant Experience’ category

in the qualitative criteria where a supplier is located within the boundaries of the Shire, and substantially demonstrates a benefit or contribution to the local economy.

3. The tenderer must formally seek consideration of the Local Supplier provision and must provide information proving local status and/or empirical evidence of local benefit.

Consideration of Regional Price Preference

4. A weighting as set out in the Regional Price Preference Policy will be considered, where relevant, in

the tender evaluation process. This will be applied as part of the price evaluation process.

5. The tenderer must formally seek consideration of the Regional Price Preference Policy in the evaluation process and must provide information as required under that policy.

Tender Preparation Guidelines 6. The Council shall publish Tender Preparation Guidelines in each Tender to assist prospective

tenderers’ understanding of the Shire’s broad approach for each Compulsory and Quality Section criteria. These Guidelines will be provided as background information to the tender process but will be subsidiary to any specified requirements. These Guidelines will be included as Appendix 1 in this policy but may be changed from time to time outside any formal policy review.

Estimated Cost Used as Benchmark

7. All projects requiring a tender will have an independently estimated cost for the tender, obtained as follows:

(a) Goods and Services: inflation adjusted historic expenditure or independently assessed cost

(b) Construction and infrastructure: independently assessed cost

8. This estimated cost will be used as the benchmark in the tender evaluation process against which

pricing performance will be assessed. It will not be published as part of the tender documentation process.

Variation from Standard Tender Criteria 9. The Chief Executive Officer may advise the Council that in a particular situation, variation from the

standard tender criteria weighting and/ or categories would be advisable. In such a situation, a report will be prepared for Council and Council approval will be sought.

10. The test for variation from the standard criteria will include:

• the project is a one-off and an independently assessed risk profile suggests the need for criteria/ category adjustment;

• the project involves delivery of a public art project.

Awarding of Contracts

11. All tenders are to be submitted to the Council for approval.

12. A Council resolution will be required for the appointment of the successful tenderer. A letter of

Award will be provided to the successful candidate. All other Tenders will be advised of the successful Tenderer and the considered amount.

13. A successful Tenderer will result in a contract between the Shire of Carnarvon and the successful candidate.


Appendix One: Tender Preparation Guidelines These Guidelines are provided to assist prospective tenderers to understand the information they need to supply in each of the tender Criteria categories. These are Guidelines only and the formal tender documents will set out a scope of works and pricing schedule. Full provision of information against the pricing schedule and scope of works information requirements will be a significant input into assessing the tender against these categories.

Compulsory Considerations

Deadlines met

Was the tender delivered at the correct location before the deadline?

Scope of works addressed

Did the tender address all the scope of works set out in the tender documents? If it dd not, did the tenderer explain why not and how the issues are addressed in the tender?

Fully priced against pricing schedule

Is the pricing schedule fully priced, according to the categories set out? Has the tenderer combined categories and pricing in a way that makes it difficult to compare tenders?

Declaration Provided and Signed by Tenderer

Tenderer’s Declaration

• By indicating compliance I (The Tenderers Authorised Person) We (The Tenderer) agree that I /We are bound by, and will comply with the Conditions of Tender contained in this Request.

• I/We agree that there will be no cost payable by the Principal towards the preparation or submission of this Request irrespective of its outcome.

• By submitting this Response, I the person named as the authorised person, confirm my understanding that by lodging a Tender, in accordance with Part 1 of this Request, I understand no physical signature is required on this Declaration; that by lodging this Tender I am automatically providing an electronic signature for this Declaration in accordance with the Commonwealth Electronic Transactions Act, 1999 and any corresponding State legislation.

Provide the above information as an Attachment marked ‘Tenderer’s Declaration’.

Tenderers Profile Provided as Required

Tenderer’s Profile

• Provide the Tenderer’s Australian Business Number (ABN) and Registered Entity Name.

• Provide details of the Tenderer’s person authorised to prepare your response to this Request including; full name, position title, postal address, phone number and email address.

• Is your organisation acting as a trustee of a trust? If yes, give the name of the trust.

Provide the above information as an Attachment marked ‘Tenderer Profile’.


Statement of Financial Position Provided

Financial Position

• Does your organisation have the ability to pay all debts in full as and when they fall due? (If no, please provide details)

• Does your organisation have any current litigation, claim or judgement as a result of which you may be liable for $50,000 or more? (If yes, please provide details)

• Will you co-operate with an independent financial assessor during the conduct of financial assessments? (If no please outline your reason why)

Provide the above information as an Attachment marked ‘Financial Position’.

Conflict of Interest Statement Provided

• Will any actual or potential conflict of interest in the performance of your obligations under the Contract exist if you are awarded the Contract, or are any such conflicts of interest likely to arise during the Contract?

Provide the above information, if a conflict exists or may exist, as an Attachment marked ‘Conflict of Interest’.

Insurance Details Provided

Insurance Details

• Please provide your Certificate of Currency for all the insurances as detailed to meeting the requirements of the Request for the following:

• Motor Vehicle Insurance Insurer; Broker / Policy Number / Value ($) / Expiry Date

• Public and Products Liability Insurance Insurer; Broker / Policy Number / Value ($) / Expiry Date

• Workers Compensation Insurance Insurer; Broker / Policy Number / Value ($) / Expiry Date

Provide the above information as an Attachment marked ‘Insurance Details’.

Addenda/ Acknowledgement

Addenda / Acknowledgement

• Tenderers are to acknowledge receipt of any addenda issued and whether you have allowed for any price adjustments resulting in any issued addendum

Provide the above information as an Attachment marked ‘Addenda Acknowledgement’.Indicate Compliance of Addenda Acknowledgement – Yes / No

Critical Assumptions Provided

Critical Assumptions

• State any assumptions made that are critical to your company’s Proposal, including assumptions relating to pricing and ability to provide the requirements in the manner specified in this Request.

Provide the above information as an Attachment marked ‘Critical Assumptions’.

Registrations/ Licensing Requirements Provided

Registrations/Licencing Requirements

• Provide details of the necessary licence requirements to undertake these Services, including: person/organisation holding licence, currency of licence, licence number, licencing authority.

Provide the above information as an Attachment marked ‘Registrations/Licencing Requirements’.


Pricing

• Check that you have provided pricing information as per the pricing schedule.

• Complete and upload the Price Schedule in the format provided.

Provide the above information as an Attachment marked ‘Pricing’.

Code of Conduct Position Provided

Code of Conduct

• Are you prepared to sign the Shire of Carnarvon’s Code of Conduct? The Code of Conduct can be downloaded from the Shire of Carnarvon’s web site.

• Do you have your own Code of Conduct and does it cover the Shire’s provisions. Do you wish to present that as an alternative?

Provide the relevant information (Yes/No as it relates to the Shires Code of Conduct) and any information on your own Code of Conduct you wish to present, as Attachment marked Code of Conduct.

Statement of OSH Policy Provided

Occupational Safety and Health

• Does your organisation have an OS&H policy compliant with State Legislation?

Provide the relevant information (Yes/No) and the relevant policy as Attachment marked OSH policy.

Qualitative Criteria Considerations

Relevant Experience

Relevant Experience Describe your experience in completing/supplying similar services by providing:

a) Details of similar work /services performed; b) The scope of the your company’s involvement and

outcomes achieved; c) Whether these services were delivered on time and

within budget, and if not, why not? d) A minimum of two (2) referees.

This information is to be provided as an attachment labelled ‘Relevant Experience’

Respondents’ Resources

Respondent’s Resources Outline your ability to supply and sustain the tendered/contracted service, including;

a) The provision of qualified personnel, plant, equipment and materials, if required; and

b) Contingency measures to address interruption of service delivery, including personnel, plant, equipment and material supplies, if required.

This information is to be provided as an attachment labelled ‘Respondent’s Resources’

Qualitative Criteria Considerations

Key Personnel Skills

Key Personnel Skills Detail the personnel to be allocated in providing this Service, including:

a) Their role in the performance of the Contract; b) Current curriculum vitae; c) Membership to any professional or business

association; d) Qualifications and experience in delivering services of

the same or similar nature; and e) Any other information that maybe relevant.

This information is to be provided as an attachment labelled ‘Key Personnel’

Demonstrated Understanding

Demonstrated Understanding Detail the process/methodology intended to deliver/achieve the Specification/Scope of Works. Areas to be addressed includes:

a) A Service Deliver or Project schedule/timeline (where applicable);

b) The process for the delivery of the service including demonstrated understanding of the scope of work; and

c) Projected outcomes at staged intervals (if applicable). These details are to be provided as an attachment labelled ‘Demonstrated Understanding’

Price Considerations

Pricing Performance

Have you provided pricing information against the specific categories set out in the pricing schedule? Have you provided any statement of risk around your pricing? Are these true prices which you are confident of achieving or have you assumed that you can return to costs via variations? If you are making that assumption, you need to be clear in your tender document.

Local Supplier Considerations

Proof of Status as Local Supplier Have you provided information which shows that you are a local supplier of services? This can include being:

• A local business

• A franchise business owned by a local person Proof of economic benefit must show a measurable community benefit (e.g. spend within Shire, employment)

OBJECTIVES: The purpose of this policy is to establish an official commitment to the ongoing management and preservation of the Shire of Carnarvon’s electronic records and outline processes that must be observed when data needs to be migrated from one system to another. DEFINITION/S:

Data migration involves the recurrent transfer of electronic records from one hardware or software configuration or generation to subsequent configurations or generations for preservation purposes. POLICY STATEMENT/S: Records are a valuable corporate information resource and the Shire of Carnarvon will endeavour to ensure that –

• All records stored in electronic formats will be integrated through changes in the hardware and software environment so that the records retain their structure, content and contest for the required retention periods.

• Links between electronic records and their associated metadata will be captured at the point of migration and be maintained and useable for the life of records.

• Any migration process used for preserving electronic records will consider both long term accessibility and integrity of these records so that they are distinguishable as unique evidence of business transactions.

• Electronic records from old systems will be kept active until data in new systems has been fully validated.

• Integrity checks of electronic records will be carried out by extracting old and new databases and comparing data between the two data sets.

• Backups of electronic records from old systems will be kept until new systems have proven to be fully operational.

POLICY NO C014

POLICY RECORDS MANAGEMENT (DATA MIGRATION)




Date: 23.4.19 Resolution No. FC 9/4/19 LEGISLATION State Records Act 2000

Local Government Act 1995 Evidence Act 1906 Financial Management Act 2006 Freedom of Information Act 1992 Limitations Act 1935



• Backups of electronic records from old systems will be kept until new systems have proven to be fully operational.

• Migration of all electronic data, including records of permanent value, will be in accordance with Public Records Policy No. 8 – Policy for the ongoing management of electronic records designated as having archival value.

EXPLANATORY NOTES: This policy applies to electronic information and records held in all corporate business systems, network drives and electronic storage devices at the Shire of Carnarvon. APPLICATION/S: As the course of action for the successful migration of electronic data shall vary from project to project the responsible officer will develop a specific strategy prior to the implementation of new systems.

OBJECTIVES: This Policy provides and identifies a location plan for Gascoyne Growers Markets Inc. traders whilst encouraging products sold at the markets to have a focus on the Gascoyne. DEFINITION/S: ‘Gascoyne Growers Markets Inc. stalls’ means that area provided on the Policy Plan that specifically identifies the location of the stalls where only horticultural/agricultural products and seafood as approved Gascoyne Growers Markets Inc. will be sold at the markets. ‘Policy Plan’ means the indicative area identified on Attachment 1 to this Policy where the Gascoyne Growers Markets Inc. stalls are approved to be established along with the shared ‘drop off area. POLICY STATEMENT/S: 1. Whole or value added primary products derived from the Gascoyne only may be sold from stalls where

identified on the Policy Plan as Gascoyne Growers Markets Inc. area. 2. Should the area of the Woolshed forecourt not be required by the Gascoyne Growers Markets Inc.

stalls on market day, the Gascoyne Growers Markets Inc. will advise the Manager of the Carnarvon Visitor Centre not less than 24 hours before of the markets commence that those sites can be made available for other stall holders.

3. For non- Gascoyne Growers Markets Inc. stalls, the Carnarvon Visitor Centre will encourage those stall

holders to promote the sale of Gascoyne related products. EXPLANATORY NOTES: For many years, the Woolshed has been used and promoted as a ‘farmers market’ through the Gascoyne Growers Markets Inc. Whilst this has been successful, the Shire and the Gascoyne Growers Markets Inc. seek to ensure that that local products and producers remain the focus of the markets. In addition, there is a strong desire to use the markets as a venue to promote innovation within local industries, and positive, healthy lifestyles for the community of Carnarvon. APPLICATION/S:

POLICY NO C015

POLICY MARKET TRADERS AT THE WOOLSHED POLICY

RESPONSIBLE DIRECTORATE EXECUTIVE

COUNCIL ADOPTION Date: 28 April 2015 Resolution No. FC 20/4/15

REVIEWED/MODIFIED Date: 26 April 2016 Resolution No. FC 3/4/16


LEGISLATION Section 2.7(2)(b) of the Local Government Act, 1995.



Policy Plan

Denotes Gascoyne Growers Markets Inc. Stall Area

Denotes Gascoyne Growers Markets Inc. Markets ‘drop off area

OBJECTIVES: To enable responsible management of community assets by use of an equitable methodology for calculating lease and licence charges according to their classification. DEFINITION/S: Not-for-Profit Community Groups are defined as groups which are incorporated under the Associations Incorporation Act 1987 and have their primary base of operation located within the Shire of Carnarvon. As such, where appropriate, these organisations will be granted a lease or licence at a subsidised rate in recognition of their perceived benefit to the community and their ability to pay. POLICY STATEMENT/S:

1.0 Concessions may be provided to community groups and organisations that enter into lease or licence

arrangements with the Shire of Carnarvon.

2.0 This policy applies to the Leasing and Licensing of all real property owned, or under the care, control and management of the Shire of Carnarvon, including Crown Land.

3.0 All Lessees are to have Public Liability Insurance.

4.0 Classifications

Tier One Peppercorn rent $10/year Not-for-profit community groups: Use approved by Council; Lessor pays for lease preparation, lessee pays for utilities and general garden maintenance; Provides significant community benefit; and Has limited revenue-raising ability (net of cost of service) e.g. community play group.

POLICY NO C016 POLICY LEASE AND LICENSING CLASSIFICATION RESPONSIBLE DIRECTORATE CORPORATE COUNCIL ADOPTION Date: 24.11.15 Resolution No. FC 11/11/15 REVIEWED/MODIFIED Date: 26.4.16 Resolution No. FC 3/4/16

Date: 23.4.19 Resolution No. FC 9/4/19 LEGISLATION Land Administration Act 1997 (Section 46)

Local Government Act 1995 (Section 3.58) Local Government (Functions & General) Regulations 1996 (Regulation 30)

RELEVANT DELEGATIONS 1007 – Disposal of Property by way of lease


Tier Two Discounted rent $300/year Not-for-profit sporting or community groups: Use approved by Council; Lessee pays for lease preparation, utilities and all maintenance; Has revenue raising capacity or receives external funding assistance (e.g. has a Sale of Liquor licence or receives some funding from State Government or from its members). Tier Three Commercial leases; Market value lease; Use approved by Council; Lessee pays for lease preparation, utilities and all maintenance.

EXPLANATORY NOTES: Local Government has a responsibility to provide for the wellbeing of its community, including the provision of community and recreational services and facilities to its community. It does this through the provision of sports grounds, clubrooms, courts, swimming pools, sports centres and parks, often in partnership with the community. A key issue facing local government is ensuring that sport and recreation facilities will meet future needs while being affordable and fit-for-purpose. APPLICATION/S:

OBJECTIVES: To establish functional categorisation of CCTV’s and protocols for the management of recorded data, relating to the release and viewing of recorded footage. DEFINITION/S: CCTV System - Is a system that comprises of Closed Circuit Television (CCTV) cameras, information stores, connections and applications for storage, retrieval and viewing of information. SCOPE: This policy applies to all CCTV systems owned, managed or controlled by the Shire of Carnarvon for the purpose of surveillance and protection. POLICY STATEMENT/S: Surveillance Purpose: There are five categories of CCTV cameras that the Shire of Carnarvon implements. • Public Area Permanent (Fixed) • Public Area Portable (Temporary) • Vehicle-based (Mobile) • Buildings and Assets Permanent (Fixed) • Service/Staff Areas Permanent (Fixed) Release or Viewing of Recorded Footage and Still Photographs to WA Police: The release or viewing of recorded footage and still photographs to the WA Police is permitted subject to the terms and conditions contained within the MOU between the Shire and the WA Police. It is also a requirement for the CEO to be informed whenever footage is released. Release or Viewing of Recorded Footage and Still Photographs to staff and the public: The release or viewing of recorded footage and still photographs other than to the WA Police will only be permitted under exceptional circumstances and with explicit written approval from the CEO. Where Shire staff time is required to view, download or otherwise investigate a request or issue caused by a member of the public, charges will be applied as per the Fees a Charges schedule.

POLICY NO C022

POLICY CCTV Data Management


COUNCIL ADOPTION Date: 23 May 2017 Resolution No. FC 8/5/17


LEGISLATION Nil

RELEVANT DELEGATIONS Nil


Memorandum of Understanding (MOU): A Memorandum of Understanding (MOU) between the Shire of Carnarvon and WA Police exists to establish the principles, protocols, roles and responsibilities regarding the access to viewing, release and copying of recorded footage and still photographs.

EXPLANATORY NOTES:

Other Relevant Policies/ Key Documents:

Memorandum of Understanding – 4A0133.17 ICT162329S

CCTV Footage Release form

OBJECTIVE/S:

The objective of this policy is to ensure that the Shire of Carnarvon’s financial statements contain disclosures necessary to draw attention to the possibility that its financial position and profit or loss may have been affected by the existence of related parties and transactions. Potential effects on the financial statements need to be properly identified, recorded in Council’s systems, and need to be disclosed in Council’s general purpose financial statements in compliance with the AASB 124, the Information Privacy Act 2009 and the Right to Information Act 2009. The purposes of this policy are to: 1. Identify all Related Parties; 2. Identify Related Party Transactions; 3. Highlight the disclosure requirements of all Key Management Personnel and elected members; 4. Identify review responsibility. 5. Identify Ordinary Citizen Transactions SCOPE:

The disclosure requirements apply to the existence of relationships regardless of whether a transaction has occurred or not. For each financial year, the Shire of Carnarvon must make an informed judgement as to who is considered a related party and what transactions need to be considered, when determining if disclosure is required. Proper procedure is to be followed to enable an informed judgement to be made from the information requested from related parties. This policy applies to all key management personnel, and elected members.

POLICY NO C023

POLICY RELATED PARTY DISCLOSURES




Date: Resolution No.

LEGISLATION AASB 124 Related Party Disclosures Local Government Act 1995 Local Government (Financial Management) Regulations 1996 Corporations Act 2001


FURTHER INFORMATION Related Party Disclosures – Declaration form Related Party Disclosures – Information Sheet


Local Government (Financial Management) Regulations 1996, Regulation 5A, requires Council to prepare its general financial statements in compliance with the Australian Accounting Standards, this now includes the AASB 124.

POLICY:

1. All key management personnel are to complete the Related Party Disclosures – Declaration form;

2. All Related Party Transactions must be disclosed;

3. Ordinary Citizen Transactions (OCTs) are to be reviewed every year by Management;

4. Shire of Carnarvon has a legal obligation to report on Related Party Disclosures annually;

5. Disciplinary action may occur for breach of this policy.

POLICY STATEMENT 1: Identification of Related Parties AASB 124 provides that local governments are to disclose in their Annual Financial reports, related party relationships, transactions and outstanding balances. Related parties include a person who has significant influence over the reporting entity (Shire of Carnarvon), a member of the key management personnel (KMP) of the entity, or a close family member of that person who may be expected to influence that person. KMP are defined as persons having authority and responsibility for planning, directing and controlling the activities of the entity, directly or indirectly. For the purposes of determining the application of the standard, the Shire of Carnarvon has identified the following persons as meeting the definition of Related Party:

• An elected member of Council

• Key management personnel being a person employed under section 5.36 of the Local Government

Act 1995 in the capacity of Chief Executive Officer or Director, senior executive staff, managers and

any person who has strong influence over Council making decisions

• Close members of the family of any person listed above, including the person’s child, spouse or

domestic partner, children of a spouse or domestic partner, dependents of that person or person’s

spouse or domestic partner.

• Entities that are controlled or jointly controlled by a Council member, KMP or their close family

members. (Entities include companies, trusts, joint ventures, partnerships and non-profit

associations such as sporting clubs).

The Shire of Carnarvon will therefore be required to assess all transactions made with these persons or entities. POLICY STATEMENT 2: Identification of related party transactions A related party transaction is a transfer of resources, services or obligations between the Shire of Carnarvon (reporting entity) and the related party, regardless of whether a price is charged. For the purpose of determining whether a related party transaction has occurred, the following transactions or provision of services have been identified as meeting these criteria:

• Paying rates

• Fines

• Use of Shire of Carnarvon owned facilities such as Civic Centre, library, parks, ovals and other public

open spaces (whether charged a fee or not)

• Attending Council functions that are open to the public

• Employee compensation whether it is for KMP or close family members of KMP

• Application fees paid to the Shire of Carnarvon for licences, approvals or permits

• Lease agreements for housing rental (whether for a Shire owned property or property sub-leased by

the Shire of Carnarvon through a Real Estate Agent)

• Lease agreements for commercial properties

• Monetary and non-monetary transactions between the Shire and any business or associated entity

owned or controlled by the related party (including family) in exchange for goods and/or services

provided by/to the Shire (trading agreement)

• Sale or purchase of any property owned by a person identified above, to the Shire of Carnarvon

• Sale or purchase of any property owned by the Shire, to a person identified above

• Loan agreements

• Contracts or agreements for construction, consultancy or services

Some of the transactions listed above, occur on terms and conditions no different to those applying to the general public and have been provided in the course of delivering public service objectives. These transactions are those that an ordinary citizen would undertake with Council and are referred to as an Ordinary Citizen Transaction (OCT). Where the Shire of Carnarvon can determine that an OCT was provided at arm’s length, and in similar terms and conditions to other members of the public and, that the nature of the transaction is immaterial, no disclosure in the annual financial report will be required. POLICY STATEMENT 3: Disclosure Requirements For the purposes of determining relevant transactions in Policy Statement 2 above, elected Council members and key management personnel as identified in Policy Statement 3, will be required to complete a Related Party Disclosures – Declaration form for submission to financial services. Ordinary Citizen Transactions (OCTs) Management will put forward a draft resolution every year to Council, declaring that in its opinion, based on the facts and circumstances, the following OCT are unlikely to influence the decisions that users of the Council’s financial statements make. As such no disclosure in the quarterly Related Party Disclosures – Declaration form will be required.

• Paying rates;

• Fines;

• Use of Shire owned facilities such as the Civic Centre, library, aquatic centre, parks, ovals and other

public open spaces (whether charged a fee or not);

• Attending council functions that are open to the public;

• Any valid discounts and fee waivers that are available to the party as an ordinary citizen and is

available to any ordinary citizen in the same circumstance; and

• Any service or benefit occurring within normal employee, customer or supplier relationships and at

arm’s length.

Where these services were not provided at arm’s length and not under the same terms and conditions applying to the general public, elected Council members and KMP will be required to make a declaration in the Related Party Disclosures – Declaration form about the nature of any discount or special terms received. All other transactions For all other transactions listed in Policy Statement 2, elected Council members and KMP will be required to make a declaration in the Related Party Disclosures – Declaration form. Frequency of disclosures Elected Council members and KMP will be required to complete a Related Party Disclosures – Declaration form each quarter. Disclosures must be made by all Councillors immediately prior to any ordinary or extraordinary election. Disclosures must be made immediately prior to the termination of employment of/by a KMP. Confidentiality All information contained in a disclosure return, will be treated in confidence. Generally, related party disclosures in the annual financial reports are reported in aggregate and as such, individuals are not specifically identified. Notwithstanding, management is required to exercise judgement in determining the level of detail to be disclosed based on the nature of a transaction or collective transactions and materiality. Individuals may be specifically identified, if the disclosure requirements of AASB 124 so demands. The following persons are permitted to access, use and disclose the information (including personal information) provided in a Related Party Disclosures – Declaration form or contained in a register of related party transactions for the purposes of assessing, reconciling, complying and verifying:

• a Councillor

• the Chief Executive Officer

• the Executive Manager of Corporate and Community Services and Manager of Finance being

responsible for the preparation of financial reporting

• financial officers within the Council’s unit of administration responsible for the preparation of

financial reporting authorised by Management

• members of Council’s Audit Committee

• an auditor of Council

POLICY STATEMENT 4: Materiality Management will apply professional judgement to assess the materiality of transactions disclosed by related parties and their subsequent inclusion in the financial statements. In assessing materiality, management will consider both the size and nature of the transaction, individually and collectively. POLICY STATEMENT 5: Register of Related Party Transactions Maintain a Register

Finance staff must maintain and keep up to date a register of related party transactions that captures and records the information specified in the Declaration forms for each existing or potential related party transaction (including ordinary citizen transactions assessed as being material in nature) during a financial year. Contents of Register The contents of the register of related party transactions must detail for each related party transaction:

• the description of the related party transaction;

• the name of the related party;

• the nature of the related party’s relationship with Council;

• whether the notified related party transaction is existing or potential;

• a description of the transactional documents the subject of the related party transaction;

• the information specified in the Declaration form

OBJECTIVES:

The objectives of this policy are:

• To define the principles and procedures governing the selection and management of exhibitions and their professional display in the Gallery within appropriate guidelines.

• To recognise the ways in which the Gallery will endeavour to raise community interest in and support for arts and culture.

• To provide support for local artists in a fair and consistent manner.

• To ensure that the Shire of Carnarvon’s permanent collection is properly recognised and exhibited.

• To provide guidance for the appropriate programming and presentation of exhibitions and displays within Carnarvon Library and Art Gallery.

DEFINITION/S:

For the purposes of this policy the following definition applies. Artist - someone who has specialist training in his or her field (not necessarily in academic institutions), is recognised by their peers (professional practitioners working in the artform), is committed to devoting time to their artistic activity and has a history of public presentation. Exhibitions – events where works-of-art, ceramics, crafts, models, photographs, jewellery etc. are on display to the public on walls, in display cases or other suitable means. Exhibitor – the person involved in putting their work on public display. Sensitive - Susceptible to the attitudes, feelings, or circumstances of others within the local community and its needs.

POLICY NO C024

POLICY Library and Gallery : Exhibition and Gallery Hire RESPONSIBLE DIRECTORATE Corporate and Community Services COUNCIL ADOPTION Date: 26 June 2018 Resolution No. FC 10/6/18 REVIEWED/MODIFIED Date: Resolution No.

Date: Resolution No. LEGISLATION Local Government Act, 1995 – Sections 2.8(d) and 5.41(f)

Shire of Carnarvon Code of Conduct



POLICY STATEMENT/S:

1. General Policy Statements:

• The Shire of Carnarvon Library and Gallery will provide artists, art groups, organisations, museums and other exhibitors with access to a public exhibition space to professionally display a range of visual arts and displays. The purpose of this exhibition space is to encourage, stimulate and promote local cultural activities through an active and diverse exhibition program.

The Carnarvon Library and Gallery will endeavour to present an exhibitions programme

which is broad and diverse in its appeal and allows the community an opportunity to experience a wide range of artistic expression, both traditional and contemporary and representative of a wide range of art media.

Exhibitions will include individual and group exhibitions and exhibitions from organisations

and institutions. Whenever viable, precedence will be given to exhibitors from the Shire of Carnarvon and Gascoyne region.

Any exhibition containing artworks, which could reasonably be considered offensive by the wider general public, may be declined; however, if approved, will carry appropriate warning signage that is clear and positioned in such a way that it is obvious to anyone entering the Gallery.

2. Selection and display of exhibitions: The Shire of Carnarvon Library and Gallery reserves the right to present exhibitions in the

Library and Gallery Space. These exhibitions may include educational exhibitions, touring exhibitions or in-house curated exhibitions as determined by the Coordinator Library Services.

Subject to financial considerations, the Shire of Carnarvon Library and Gallery will

endeavour to attract and support quality touring exhibitions from WA and interstate with the aim of providing access for the community and regional artists to a range of quality and varied visual art experiences.

The Coordinator Library Services will call for exhibition proposals on an annual basis.

Applications will be selected as outlined in the Terms and Conditions of Hire.

This is subject to the following conditions:

(a) All applicants for exhibition space will complete an Expression of Interest to Exhibit form as supplied by the Gallery. (b) Groups (and individuals that are part of those groups) will provide evidence that the people or artists named have agreed to participate. (c) Work in the proposed exhibitions shall be of a quality which meets the gallery’s expectations, according to the type of exhibition. The Coordinator Library Services reserves the right to refuse an exhibition where these standards are not met.

(d) Library and Gallery staff will be responsible for the management and installation of the exhibition in consultation with the artist/exhibitor(s). (e) Carnarvon Library and Gallery will play no part in the actual sale of work and consequently will have no responsibility for any remuneration or resale royalty reporting and payment procedures that may be required now or arising at any time in the future. (f) No work may be explicitly advertised for sale; however, a pricing list may accompany the exhibition/artwork and all sale enquiries will be referred directly to the artist/exhibitor(s).

(h) The Library and Gallery will work with the artist/exhibitor(s) in advertising of the exhibition. (i) For any such exhibition, the minimum exhibition period will be two weeks and the maximum period will be 4 weeks. (j) Artists/Exhibitors may be permitted one (1) exhibition per calendar year; this will be determined by the expression of interest and demand for space. (j) Hire charges will apply. These charges will be subject to annual review.

EXPLANATORY NOTES:

Insurance Council has public liability, products liability and worker’s compensation insurance policies in place which covers the Library and Gallery, staff and public visiting the Gallery. It is the responsibility of the exhibitor(s) to arrange insurance cover for exhibition artworks. Copyright All artworks exhibited at Council’s facilities must be works created by the artist/s and must not breach defamation, privacy or intellectual property and copyright laws. Applications Applications for exhibitions are to be made on the Booking Form which is included in the Hire Pack; this outlines the terms and conditions for exhibitions, the application process and charges. RELATED DOCUMENT/S:

Policies E001: Occupational Health and Safety

Strategies Strategic Community Plan 2018-2028

Procedures Carnarvon Library and Gallery Hire Pack

OBJECTIVES: To ensure that there is a clear process available in guiding decision-making in relation to Australia Day Awards. DEFINITION/S: POLICY STATEMENT/S: The Shire of Carnarvon will make the following awards each year at the formal Australia Day ceremony –

• Premier’s Australia Day Active Citizenship Awards

• Premier’s Australia Day Active Citizenship Award for a person under 25 years

• Premier’s Australia Day Active Citizenship Award for a community group or event

• Locally initiated awards formally approved from time to time by the Council The nomination process and criteria to be used in selecting award recipients will be –

1. As set out for the WA Premier’s Active Citizenship Awards by the Australia Day Council of WA; 2. For locally initiated awards, as approved by the Council.

The Shire of Carnarvon Awards Committee will review nominations against the relevant criteria set for the Premier’s Australia Day Awards and any locally initiated awards and make recommendations to Council in a timely manner. The Council will then consider and approve final awards under each category. EXPLANATORY NOTES: Australia Day is held annually on the 26th January and each local government holds a formal ceremony as part of the celebrations. The Premier’s Australia Day Active Citizenship Awards eligibility and criteria are set by the WA State Government however, the selection process is carried out under the auspices of the local government. APPLICATION/S:

POLICY NO C025 (DRAFT)

POLICY AUSTRALIA DAY AWARDS


COUNCIL ADOPTION Date: 23.4.19 Resolution No. FC 9/4/19 REVIEWED/MODIFIED Date: Resolution No.


LEGISLATION Nil

RELEVANT DELEGATIONS Delegation 1038- Awards Committee – Nomination of Persons and Organisations for Awards and Honours


SHIRE OF CARNARVON

COMMUNITY GROWTH FUND

POLICY

POLICY NUMBER: C025 ENDORSED BY COUNCIL: 26 FEBRUARY 2019

Shire of Carnarvon COMMUNITY GROWTH FUND

2

1. INTRODUCTION 3

2. FUND OBJECTIVES 3

3. PRINCIPLES UNDERPINNING THE COMMUNITY GROWTH FUND 3

4. SETTING THE COMMUNITY GROWTH FUND POOL 4

5. COMMUNITY GROWTH FUND STRUCTURE 5

6. CONDITIONS AND ASSESSMENT CRITERIA 8

7. FUNDING APPLICATION ROUNDS 10

8. APPLICATION AND DECISION PROCESS 12

9. DISBURSEMENT AND CONDITIONS FOR RECEIPT OF GRANTS 13

10. EVALUATION AND ACQUITTAL 14

11. PUBLICITY 15

12. FREEDOM OF INFORMATION 15

APPENDIX ONE 16


3

1. INTRODUCTION

One of the most effective means of promoting community development is through volunteers and non-government organisations. The Shire of Carnarvon acknowledges and supports the contribution that community members make of their time, labour and expertise toward improving our community’s quality of living. One mechanism to support this effort is via the Community Growth Fund.

2. FUND OBJECTIVES

To support projects undertaken by not-for-profit community-based organisations, not-for -profit event organisers and individuals which deliver and grow social, economic, reconciliation, educational, recreational, environmental, art and cultural benefit to the Shire of Carnarvon community. Examples of areas for support are: Economic Opportunity

• Increasing tourism through events and

marketing

• local business networking initiatives

• aboriginal projects and development

initiatives

Social wellbeing

• Families, seniors and young people

• Supporting people with disability and

improving access and opportunity

• literacy and educational outcomes

• emergency management

• community safety

Cultural

• understanding of aboriginal culture and local

history

• multicultural projects

• visual, performing or public arts

• heritage groups

Natural Environment

• Projects protecting and enhancing the

natural environment

Achieving Excellence

• academic, recreational or sporting

acheivemnts

• volunteers and community leaders

Recreational

• sport and recreation clubs

• Improving the standard of assets and

facilities

3. PRINCIPLES UNDERPINNING THE COMMUNITY GROWTH FUND

a. Projects developed by individuals and community groups which contribute to

the life, vitality, social and ecoominc development of the Shire are an essential and valued part of community life.


4

b. Being accountable to the community for the use of public monies is essential but acquittal requirements should be commensurate with the scale of assistance provided.

c. Access to funding should be equitable over time.

d. Funding of events should be structured to:

• provide certainty over a specified period of years • encourage long term sustainable and independent event

development. e. Assistance which involves in-kind support and/ or waiver of fees has a value and

is a cost to the Shire, such as: a time resource (labour), wear and tear on assets, or a loss of revenue. As such the financial benefit to community groups nad projects of this kind of in-kind support needs to be understand and factored into decisions over time.

4. SETTING THE COMMUNITY GROWTH FUND POOL

The Shire of Carnarvon will allocate a percentage of the gross yield of rates income each year to form the Community Growth Fund (CGF). The fund provides the Shire of Carnarvon the opportunity to support and assist services, activities and programmes throughout the Shire. The Council will review its overall pool allocation as part of the Integrated Planning and Reporting Major Review cycle (every four years). 1 The Council may, where there is more than one application round for a fund, choose from time to time to spread available funding across the year to ensure even access to funds over the year. Any decision to do so will be publicised alongside the relevant application round.

1 The current allocation (2018-2022) is 4% of the the gross yield of rates income.


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5. COMMUNITY GROWTH FUND STRUCTURE

This fund is split into two broad forms of support:

• direct financial grants (CGF General)

• donations towards payment of a proportion of rates (CGF Rates Donations) The total cost of historic rates donations approved will determine the size of the pool available for the CGF General in any one year. Community Grants Fund: General

This fund is structured as follows:

a. Small Assistance Donations up to $1,000 cash and/or in-kind b. Community Support Grants up to $5,000 cash and/or in-kind c. Major and Iconic Events up to $10,000 cash and/or in-kind

The Council will consider grants applications to these two categories until such time as the available funds for a year are fully subscribed.

Small Assistance Donations

• Up to $1,000 can be granted per applicant per financial year. Applications can be for cash and/or in-kind contributions (such as venue hire) as long as the total amount is no more than $1,000.

• This may include funding to cover fees and charges for Council facilities and services (see Section 6 for further information).

• Applicants can apply more than once each financial year up to the maximum

value of $1,000 per year. Community Support Grants

• Up to $5,000 can be granted per applicant financial year. Applications can be for cash and/or in-kind contributions as long as the total amount is no more than $5,000


• Applicants can only apply once per year for a Community Support Grant. Major and Iconic Event Grants


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Major Event means a one-off community event which has economic and/or cultural importance to the community, and is recognisable as being specific to, and for the betterment of the Shire of Carnarvon.

Iconic Event means a community event run on a recurrent annual basis which has economic and/or cultural importance to the community, and is recognisable as being specific to, and for the betterment of the Shire of Carnarvon.

• Up to $10,000 can be granted per event per financial year. Applications can be for cash and/or in-kind contributions as long as the total amount is no more than $10,000. This may also include funding to cover fees and charges for Council facilities and services (see Section 6 for further information).

• To receive funding under this category the event or activity must be chosen

for either ‘Iconic Events’ status or be identified as a major event that the Council wishes to support on a one-off basis.

• Selection for Iconic Events status means that the applicant does not have to

apply for funding on a yearly basis but can have certainty of funding for a specified period.

• Major projects and events receiving Iconic Events status will be recorded in

the Shire of Carnarvon’s annual budget with the specified amounts for funding awarded for that year.

• The Council will review Iconic Events status of groups every four years as part of its Strategic Community Plan and associated budgeting processes.

• Groups may apply for Iconic Events status or a major one-off project as per

the timeline set out below in this Policy.

• Once a project has been assigned Iconic Events status the relevant organisation will have a specified period where they do not have to reapply provided that they discharge all detailed requirements.

Community Grants Fund: Rates Donations.

• Community organisations can apply for a rates donation of up to 90% of the rates charged on a property they own or lease (the Emergency Services Levy and the Rubbish Collection service levy are not included in the total and must be paid separately).

• The organisation must be able to show they are a registered as a charitable organisation and that the land is used exclusively for charitable pruposes (Secion 6.26 Local Government Act 1995)

• Application can be made to the Council at the specified time. (see below).


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• Retrospective waiver of rates will not be considered as part of this application

process.


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6. CONDITIONS AND ASSESSMENT CRITERIA

All applications will be assessed against the criteria outlined in this policy and a recommendation based on that assessment will be provided to Council. Responsibility for the allocation of funds ultimately sits with Council and their decision, whether in agreement or not with the Officer’s recommendation, will be final. General Conditions The following general conditions are applicable to all areas of assistance

a) The applicant must reside or operate within the Shire of Carnarvon, OR be able to

show a direct, clear and substantial benefit to the Shire of Carnarvon community.

b) Assistance is not available retrospectively.

c) Funds are to be used only for the purpose for which they were approved.

d) Applicants cannot apply to more than one fund in any one year.

e) All applications are to be on the approved application form and are to be sent to the Shire’s administration email address [email protected]

f) All applications will be assessed against the following general criteria:

• the extent to which the application fits the Outcomes and Priorities listed in the Strategic Community Plan

• the extent to which the project directly and clearly benefits the Shire of Carnarvon community

• funding and/or contributions obtained from other sources and evidence on the part of individual applicants of efforts made to raise funds.

• the extent to which project, program or event design takes account of the the Shire’s Disability and Access Inclusion Plan (DAIP), including information provided about the desired outcomes will be addressed. A copy of DAIP is available at www.carnarvon.wa.gov.au.

• value/ benefit for money.

g) Successful applicants are required to complete an acquittal report and submit to the Shire within three months of the agreed completion date for use of the funds.

h) Applicants that do not submit an acquittal will not be considered for future funding; and may be requested to return unused funds.

mailto:[email protected]

http://www.carnarvon.wa.gov.au/


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Note:

• The Shire requires formal evidence of other funding contributions or support for the Community Support and Iconic Event Grants

• Donations or waivers for Shire Bonds or Permits (e.g. traders or liquor permits) will not be considered.

Contribution to Cost of Fees and Charges to Use Council Facilities and Services Council will not approve general applications for waiving of fees and charges. Applicants must quantify the amount sought and submit this as part of the overall appllcation for funding support. For example, if support for access costs to the Swimming Pool is sought, the total number of people attending and the total cost of fees must be included in the application for funds. Recurrent annual or seasonal fees for sporting groups such as the sporting club levy, ground or court hire will not be considered under this policy.

Reimbursement for utility charges, such as water and electricity, will not be considered under this policy. In-kind Support. Council may consider provision of in-kind support for activities but will only consider doing so if the activity is fully costed and explicitly included in the overall application for funds. Any application which includes application for in-kind support must have been discussed with Shire staff prior to an application for funding to Council. Specific Criteria and Requirements Specific criteria and conditions for each funding category are set out in Appendix 1 of this policy.


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7. FUNDING APPLICATION ROUNDS

Community Growth Fund – General Applications for Small Assistance Donations and Community Support Grants can be made four times a year as follows:

Application Round Closes Applications considered by Council

30 October January Council meeting

28 February April Council meeting

30 May July Council meeting

30 August October Council meeting

Applicants may apply at any time for a grant for no more than $500, if their need for support to that level is immediate and unanticipated and needs to be progressed urgently. This may be granted by the CEO under delegated authority. However, if the application falls within six weeks of when the due Committee meeting is to be held under the above schedule, it will be held and considered directly by Council. An applicant, if they have applied under the $500 limit, may make a further application for funding to the limits of the relevant fund (and taking into account the $500, if granted previously). Applications to the Iconic Events Grants category can be made as follow:


30 April Considered as part of annual budget process with decision by 30 June.

Note: The Major and Iconic Events process has a separate timetable due to the significant funds involved and the potential impact on Community Growth Fund budgets in following years. This reflects the desire of Council to provide certainty to organisations over a number of years.


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Community Growth Fund – Rates Donations Applications must be made as follows.

Application Round Closes Council Decision Donation to Take Effect:

November 30 January Council Meeting following.

Following Quarter within current financial year

Note: The rates donations application round closes at this time so that Council is able to assess overall impact on the remaining Community Growth Fund available for general grants. (See Section 4)


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8. APPLICATION AND DECISION PROCESS

Application Applicants are required to complete the relevant Community Growth Fund Application Form and return it via [email protected]. Applications not using the relevant forms will not be considered. Applications received after the funding round closes will be forward to the next funding application round that follows.

Applications for grants received by the Shire of Carnarvon on or before the closing date will be registered and an acknowledgment of their will be receipt sent to applicants.

Applicants may attend and speak at the relevant Council meeting where their application is being considered. They must inform Council of their wish to speak and must adhere to the relevant policy managing public speaking. Assessment Reports on the applications received which assess each application against the broad criteria set out below and relevant specific criteria set out in Appendix 1 will be provided to Council. If multiple applications are received for any application round, eligible applications will be ranked and prioritised by examining each of the following:

• the extent to which the application fits the Outcomes and Priorities listed in the Strategic Community Plan and other relevant documents set out in Section 6

• the extent to which the project shows a direct, clear and substantial benefit to the Shire of Carnarvon community.

• funding and/or contributions from other sources, including own contributions and ability to generate income from other sources

• evidence of appropriate acquittals and adherence to funding guidelines for any previous donations/grants (if applicable)

• value for money.

• evidence of consultation with relevant others in and out of Carnarvon where relevant

• evidence of wider community participation and support where relevant

• specific criteria outlined in Appendix 1.

Notification of Outcome All applicants will be notified in writing of the success or otherwise of their application, as soon as Council has finalised its funding commitment. Commencement of the project or expenditure of expected funds must not take place until this notification is received in writing.



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9. DISBURSEMENT AND CONDITIONS FOR RECEIPT OF GRANTS

Payment Schedule All payments will be made in full to the applicant body within 30 days of confirmation of approval of funding, and once an invoice requesting payment has been received from the applicant. Any approved funds not requested within 90 days of approval will be forfeited unless prior approval has been obtained to delay the payment. Period of Funding

Community Growth Fund grants become available after Council has adopted the annual budget. Purpose of Grant

Funds are allocated only for the purpose of the project as described in the application and must not be used for any other purpose or transferred or assigned to any other party without the prior approval of the Council. Unspent Funds

Funds which are unspent at the conclusion of the funding period must be returned to Council within 60 days of the completion of the project, activity or event, or the end of the financial year, whichever occurs first. If you anticipate a surplus of funds and have plans for its expenditure you are advised to seek Council approval, bearing in mind the expectation that any secondary project will also have broad benefits to the community. ABN/GST Registration

Incorporated applicants must have an ABN. GST registration is not essential. However, the Shire is obliged to meet all relevant GST legislative requirements. Please ensure your budget indicates whether GST is included.


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10. PROJECT EVALUATION AND ACQUITTAL Small Assistance Donations and Community Support Grants Acquittal Requirements Groups, organisations or individuals receiving grants from these funds must submit to Council an acquittal and evaluation of the outcomes of the grant on the prescribed forms within 30 days of either the conclusion of the project or activity, or the end of the financial year, whichever falls first. Failure to satisfactorily complete acquittals and other reporting requirements will disqualify the applicant and/or organisation from future applications Major Events/ Projects Acquittal General Rquirements (see also specific requirements) Major projects and events grants must be aquitted within two (2) months out from the end of the financial year the event was held. A failure to comply with this requirement and/or any misappropriation of the funding will immediately result in the event being precluded from receiving further allocation of funds through this policy. Major and iconic Events Acquttal General Rquirements (see also specific requirements) Whether or not an Iconic Event status holder must provide an acquittal report within two (2) months out from the end of the financial year for each year the event was held. A failure to comply with this requirement and/or any misappropriation of the funding will immediately result in the event being precluded from receiving further allocation of funds through this policy. Acquittal Information to be Provided (see also specific requirements) Financial Report

• A statement of actual and budgeted expenditure in relation to the grant. Grants up to $1,000 (combined cash and in-kind contributions) must show evidence of expenditure. Grants between $1000 and $5,000 must provide evidence of an independent financial review being undertaken. Grants between $5,000 and $10,000 must show evidence of fully audited accounts.

• Copies of supporting documentation such as of receipts, invoices, accounts and financial statements

Project Evaluation at Completion

Recipients of the grant will be asked to assess their performance according to the following indicators:

• Demonstrated achievement of outcomes identified

• Number of events/activities

• Attendance numbers

• Amount/type of media coverage generated

• Involvement of volunteers

• Acknowledgment of the contribution of the Shire of Carnarvon


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• Attraction of visitors to Carnarvon (estimate if not known)

• Any feedback received from attendees Tangible evidence to support performance indicators may be submitted such as photos, press clippings, copies of fliers, newsletters, documents produced etc.

11. PUBLICITY

The Shire of Carnarvon may use your event, project or activity for its own publicity purposes and if so will ask for promotional material to be used.

12. FREEDOM OF INFORMATION

The provisions of the Freedom of information Act, 1982, apply to all documents held by the Shire of Carnarvon.


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Appendix One

Specific Conditions and Requirements

Note: Please read the general sections of this policy to understand all requirements for applications.


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Community Growth Fund – General – Small Assistance Donations Up To $1000 What Can be Applied For What Cannot Be Applied

For Who Can Apply Who Cannot Apply Other Requirements

• Community based activities, programs or events

• Local sporting events or championships

• Club or individual participation in regional/state/international championships

• Individual representation at an event or activity that showcases the Carnarvon region

• Club equipment

• Minor facility upgrades

• Clinics, courses and seminars

• Educational awards (eg End of Year achievement prizes)

Donations for administrative and day-to-day running of groups and organisations such as:

• Wages

• Salaries

• Rent

• Utilities

• Insurance

• Other day-to-day administration costs

Funds cannot be used for

• Political organisations or events

• Projects or facilities which have no or limited public access

• Establishment or running costs associated with a business or business activity

• Individuals

• Groups/clubs/organisations

• Local schools and other educational institutions

• Emergency Services groups (eg ambulance, police, fire brigade)

Business and for-profit organisations are not eligible except where the event or activity is free to the public, consistent with the Strategic Community Plan 2018 – 2028, and demonstrates a direct and clear benefit to the community.

• Quotations or evidence of the cost of the purpose of application

• Acquittal upon agreed completion date for expenditure of funding

• Acknowledgement of Shire funding as appropriate and agreed (eg logo on uniforms, posters, photos)

• Evidence of other funding sources must be demonstrated including own or other contributions or leveraging being applied to the total cost of the project/activity/ purpose.


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Community Growth Fund – General – Community Support Grants Up To $5000 What Can be Applied For What Cannot Be Applied


The planning and delivery of activities and projects which: contribute to advancing the objectives of the Strategic Community Plan.

• Assistance for administrative and day-to-day running of groups and organisations

• The production of goods or services for sale or profit

• Events and activities held outside the Shire of Carnarvon

• Events and activities that could reasonably be funded through other avenues (eg charging of entry fees or memberships, other grants etc)

Not for profit or charitable groups and organisations.

Business and for-profit organisations are not eligible except where the event or activity is free to the public , consistent with the Strategic Community Plan 2018 – 2028, and demonstrates a direct and clear benefit to the community.

If an incorporated organisation has chosen to auspice a non-incorporated group a letter of permission from the incorporated body must be submitted with the application.

Applications are to be completed in full and signed by an Officer Bearer.

Successful applicants must submit an acquittal report, using the template provided by the Shire, within 30 days of the completion of the event/activity, containing: o A detailed budget,

signed by the Treasurer and President of the organisation, of an independent evaluation of the event/activity expenditure.

o Proof that the grant was expended according to the approved application


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(including receipts and photographic evidence).

o Provide evidence to show acknowledgement of Shire funding as appropriate (eg logo on promotional posters, photos)


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Community Growth Fund – General – Major and Iconic Events Grants Up To $10,000 What Can be Applied For What Cannot Be Applied For Who Can Apply Who Cannot Apply Other Requirements

• Funding for on-going (Iconic Status) or one-off major events (including marketing, infrastructure and project management costs) which contribute significantly to the regional profile and/ or economic benefit of the Shire.

Note: Receipt of Council financial support through this process will preclude the same event organiser from making application and receiving additional funding through the Community Growth Fund in any year that funding is provided by the Council through this Policy.

• Assistance for administrative and day-to-day running of the group or organisation.



• Not-for-profit organisations

• For profit organisations • Each identified event has an annual allocated budget. This amount is to be determined in conjunction with Council each year (prior to the budget being developed and adopted). If, for any reason, this consultation does not occur the amount will be determined using the previous year’s allocation.

• Applicants can only apply once per financial year for Iconic or major event funding

• A statement of actual and budgeted expenditure in relation to the grant. For grants more than $5,000 (combined cash and in-kind contributions) this must be independently reviewed and signed off.


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• Provide copies of supporting documentation such as of receipts, invoices and financial statements

Community Growth Fund – Rates Donations What Can be Applied For What Cannot Be Applied


• Donation to cost of rates up to 90% of rated amount annually.

• Waiver of rates arrears • Not-for-profit organisations owning property on which their community ativity takes place.

• Other property owners.

• Proof of community organisation function, charitable status, and /or incorporation.

• Mission statement or legally recorded organisation purpose

• Information on governance structure

• Statement of financial accounts and any associated financial issues underpinning the applicaton.


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CONTENTS

INTRODUCTION 2

1. FUND OBJECTIVES 2

2. PRINCIPLES UNDERPINNING THE COMMUNITY GROWTH FUND 2

3. SETTING THE COMMUNITY GROWTH FUND POOL 3

4. COMMUNITY GROWTH FUND STRUCTURE 3

5. CONDITIONS AND ASSESSMENT CRITERIA 5

6. FUNDING APPLICATION ROUNDS 7

7. APPLICATION AND DECISION PROCESS 8

8. DISBURSEMENT AND CONDITIONS FOR RECEIPT OF GRANTS 9

9. PROJECT EVALUATION AND ACQUITTAL 10

10. PUBLICITY 11

11. FREEDOM OF INFORMATION 11

APPENDIX ONE 12

POLICY NO C025

POLICY COMMUNITY GROWTH FUND POLICY


COUNCIL ADOPTION Date: 26 February 2019 Resolution No. FC 12/2/19

REVIEWED/MODIFIED Date: Resolution No.

LEGISLATION Local Government Act 1995 Local Government (Financial Management) Regulations 1996

RELATED POLICIES & PROCEDURES



https://www.slp.wa.gov.au/legislation/statutes.nsf/law_s34895.html

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POLICY OBJECTIVES:

INTRODUCTION

One of the most effective means of promoting community development is through volunteers and non-government organisations. The Shire of Carnarvon acknowledges and supports the contribution that community members make of their time, labour and expertise toward improving our community’s quality of living. One mechanism to support this effort is via the Community Growth Fund.

POLICY STATEMENT:

1. FUND OBJECTIVES

To support projects undertaken by not-for-profit community-based organisations, not-for -profit event organisers and individuals which deliver and grow social, economic, reconciliation, educational, recreational, environmental, art and cultural benefit to the Shire of Carnarvon community.

Examples of areas for support are:

Economic Opportunity

• Increasing tourism through events and

marketing

• local business networking initiatives

• aboriginal projects and development

initiatives

Social wellbeing

• Families, seniors and young people

• Supporting people with disability and

improving access and opportunity

• literacy and educational outcomes

• emergency management

• community safety

Cultural

• understanding of aboriginal culture and local

history

• multicultural projects

• visual, performing or public arts

• heritage groups

Natural Environment

• Projects protecting and enhancing the

natural environment

Achieving Excellence

• academic, recreational or sporting

acheivemnts

• volunteers and community leaders

Recreational

• sport and recreation clubs

• Improving the standard of assets and

facilities

2. PRINCIPLES UNDERPINNING THE COMMUNITY GROWTH FUND

a. Projects developed by individuals and community groups which contribute to the life, vitality, social and ecoominc development of the Shire are an essential and valued part of community life.

b. Being accountable to the community for the use of public monies is essential but acquittal requirements should be commensurate with the scale of assistance provided.

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c. Access to funding should be equitable over time.

d. Funding of events should be structured to:

• provide certainty over a specified period of years

• encourage long term sustainable and independent event development.

e. Assistance which involves in-kind support and/ or waiver of fees has a value and is a cost to the Shire, such as: a time resource (labour), wear and tear on assets, or a loss of revenue. As such the financial benefit to community groups nad projects of this kind of in-kind support needs to be understand and factored into decisions over time.

3. SETTING THE COMMUNITY GROWTH FUND POOL

The Shire of Carnarvon will allocate a percentage of the gross yield of rates income each year to form the Community Growth Fund (CGF). The fund provides the Shire of Carnarvon the opportunity to support and assist services, activities and programmes throughout the Shire.

The Council will review its overall pool allocation as part of the Integrated Planning and Reporting Major Review cycle (every four years). 1

The Council may, where there is more than one application round for a fund, choose from time to time to spread available funding across the year to ensure even access to funds over the year. Any decision to do so will be publicised alongside the relevant application round.

4. COMMUNITY GROWTH FUND STRUCTURE

This fund is split into two broad forms of support:

• direct financial grants (CGF General)

• donations towards payment of a proportion of rates (CGF Rates Donations)

The total cost of historic rates donations approved will determine the size of the pool available for the CGF General in any one year.

Community Grants Fund: General

This fund is structured as follows:

a. Small Assistance Donations up to $1,000 cash and/or in-kind

1 The current allocation (2018-2022) is up to 4.00% of the the gross yield of rates income.

The allocation in 2020/2021 is 2.54%.

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b. Community Support Grants up to $5,000 cash and/or in-kind

c. Major and Iconic Events up to $10,000 cash and/or in-kind

The Council will consider grants applications to these two categories until such time as the available funds for a year are fully subscribed.

Small Assistance Donations

• Up to $1,000 can be granted per applicant per financial year. Applications can be for cash and/or in-kind contributions (such as venue hire) as long as the total amount is no more than $1,000.


• Applicants can apply more than once each financial year up to the maximum value of $1,000 per year.

Community Support Grants

• Up to $5,000 can be granted per applicant financial year. Applications can be for cash and/or in-kind contributions as long as the total amount is no more than $5,000


• Applicants can only apply once per year for a Community Support Grant.

Major and Iconic Event Grants

Major Event means a one-off community event which has economic and/or cultural importance to the community, and is recognisable as being specific to, and for the betterment of the Shire of Carnarvon.

Iconic Event means a community event run on a recurrent annual basis which has economic and/or cultural importance to the community, and is recognisable as being specific to, and for the betterment of the Shire of Carnarvon.

• Up to $10,000 can be granted per event per financial year. Applications can be for cash and/or in-kind contributions as long as the total amount is no more than $10,000. This may also include funding to cover fees and charges for Council facilities and services (see Section 6 for further information).

• To receive funding under this category the event or activity must be chosen for either ‘Iconic Events’ status or be identified as a major event that the Council wishes to support on a one-off basis.

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• Selection for Iconic Events status means that the applicant does not have to apply for funding on a yearly basis but can have certainty of funding for a specified period.

• Major projects and events receiving Iconic Events status will be recorded in the Shire of Carnarvon’s annual budget with the specified amounts for funding awarded for that year.

• The Council will review Iconic Events status of groups every four years as part of its Strategic Community Plan and associated budgeting processes.

• Groups may apply for Iconic Events status or a major one-off project as per the timeline set out below in this Policy.

• Once a project has been assigned Iconic Events status the relevant organisation will have a specified period where they do not have to reapply provided that they discharge all detailed requirements.

Community Grants Fund: Rates Donations.

• Community organisations can apply for a rates donation of up to 50% of the rates charged on a property they own or lease (the Emergency Services Levy and the Rubbish Collection service levy are not included in the total and must be paid separately).

• The organisation must be able to show they are a registered as a charitable organisation and that the land is used exclusively for charitable pruposes (Local Government Act 1995 Section 6.26)

• Application can be made to the Council at the specified time. (see below).

• Retrospective waiver of rates will not be considered as part of this application process.

5. CONDITIONS AND ASSESSMENT CRITERIA

All applications will be assessed against the criteria outlined in this policy and a recommendation based on that assessment will be provided to Council. Responsibility for the allocation of funds ultimately sits with Council and their decision, whether in agreement or not with the Officer’s recommendation, will be final.

General Conditions

The following general conditions are applicable to all areas of assistance

a) The applicant must reside or operate within the Shire of Carnarvon, OR be able to show a direct, clear and substantial benefit to the Shire of Carnarvon community.

b) Assistance is not available retrospectively.

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c) Funds are to be used only for the purpose for which they were approved.

d) Applicants cannot apply to more than one fund in any one year.

e) All applications are to be on the approved application form and are to be sent to the Shire’s administration email address [email protected]

f) All applications will be assessed against the following general criteria:

• the extent to which the application fits the Outcomes and Priorities listed in the Strategic Community Plan

• the extent to which the project directly and clearly benefits the Shire of Carnarvon community

• funding and/or contributions obtained from other sources and evidence on the part of individual applicants of efforts made to raise funds.

• the extent to which project, program or event design takes account of the the Shire’s Disability and Access Inclusion Plan (DAIP), including information provided about the desired outcomes will be addressed. A copy of DAIP is available at www.carnarvon.wa.gov.au.

• value/ benefit for money.

g) Successful applicants are required to complete an acquittal report and submit to the Shire within three months of the agreed completion date for use of the funds.

h) Applicants that do not submit an acquittal will not be considered for future funding; and may be requested to return unused funds.

Note:

• The Shire requires formal evidence of other funding contributions or support for the Community Support and Iconic Event Grants

• Donations or waivers for Shire Bonds or Permits (e.g. traders or liquor permits) will not be considered.

Contribution to Cost of Fees and Charges to Use Council Facilities and Services

Council will not approve general applications for waiving of fees and charges. Applicants must quantify the amount sought and submit this as part of the overall appllcation for funding support. For example, if support for access costs to the Swimming Pool is sought, the total number of people attending and the total cost of fees must be included in the application for funds.


http://www.carnarvon.wa.gov.au/

7

Recurrent annual or seasonal fees for sporting groups such as the sporting club levy, ground or court hire will not be considered under this policy.

Reimbursement for utility charges, such as water and electricity, will not be considered under this policy.

In-kind Support.

Council may consider provision of in-kind support for activities but will only consider doing so if the activity is fully costed and explicitly included in the overall application for funds. Any application which includes application for in-kind support must have been discussed with Shire staff prior to an application for funding to Council.

Specific Criteria and Requirements

Specific criteria and conditions for each funding category are set out in Appendix 1 of this policy.

6. FUNDING APPLICATION ROUNDS

Community Growth Fund – General

Applications for Small Assistance Donations and Community Support Grants can be made four times a year as follows:


30 October January Council meeting

28 February April Council meeting

30 May July Council meeting

30 August October Council meeting

Applicants may apply at any time for a grant for no more than $500, if their need for support to that level is immediate and unanticipated and needs to be progressed urgently. This may be granted by the CEO under delegated authority. However, if the application falls within six weeks of when the due Committee meeting is to be held under the above schedule, it will be held and considered directly by Council.

An applicant, if they have applied under the $500 limit, may make a further application for funding to the limits of the relevant fund (and taking into account the $500, if granted previously).

Applications to the Iconic Events Grants category can be made as follow:


30 April Considered as part of annual budget process with decision by 30 June.

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Note: The Major and Iconic Events process has a separate timetable due to the significant funds involved and the potential impact on Community Growth Fund budgets in following years. This reflects the desire of Council to provide certainty to organisations over a number of years.

Community Growth Fund – Rates Donations

Applications must be made as follows.

Application Round Closes Council Decision Donation to Take Effect:

November 30 January Council Meeting following.

Following Quarter within current financial year

Note: The rates donations application round closes at this time so that Council is able to assess overall impact on the remaining Community Growth Fund available for general grants. (See Section 4)

7. APPLICATION AND DECISION PROCESS

Application

Applicants are required to complete the relevant Community Growth Fund Application Form and return it via [email protected]. Applications not using the relevant forms will not be considered. Applications received after the funding round closes will be forward to the next funding application round that follows.

Applications for grants received by the Shire of Carnarvon on or before the closing date will be registered and an acknowledgment of their will be receipt sent to applicants.

Applicants may attend and speak at the relevant Council meeting where their application is being considered. They must inform Council of their wish to speak and must adhere to the relevant policy managing public speaking.

Assessment

Reports on the applications received which assess each application against the broad criteria set out below and relevant specific criteria set out in Appendix 1 will be provided to Council. If multiple applications are received for any application round, eligible applications

will be ranked and prioritised by examining each of the following:

• the extent to which the application fits the Outcomes and Priorities listed in the Strategic Community Plan and other relevant documents set out in


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Section 6

• the extent to which the project shows a direct, clear and substantial benefit to the Shire of Carnarvon community.

• funding and/or contributions from other sources, including own contributions and ability to generate income from other sources

• evidence of appropriate acquittals and adherence to funding guidelines for any previous donations/grants (if applicable)

• value for money.

• evidence of consultation with relevant others in and out of Carnarvon where relevant

• evidence of wider community participation and support where relevant

• specific criteria outlined in Appendix 1.

Notification of Outcome

All applicants will be notified in writing of the success or otherwise of their application, as soon as Council has finalised its funding commitment. Commencement of the project or expenditure of expected funds must not take place until this notification is received in writing.

8. DISBURSEMENT AND CONDITIONS FOR RECEIPT OF GRANTS

Payment Schedule

All payments will be made in full to the applicant body within 30 days of confirmation of approval of funding, and once an invoice requesting payment has been received from the applicant. Any approved funds not requested within 90 days of approval will be forfeited unless prior approval has been obtained to delay the payment.

Period of Funding

Community Growth Fund grants become available after Council has adopted the annual budget.

Purpose of Grant

Funds are allocated only for the purpose of the project as described in the application and must not be used for any other purpose or transferred or assigned to any other party without the prior approval of the Council.

Unspent Funds

10

Funds which are unspent at the conclusion of the funding period must be returned to Council within 60 days of the completion of the project, activity or event, or the end of the financial year, whichever occurs first. If you anticipate a surplus of funds and have plans for its expenditure you are advised to seek Council approval, bearing in mind the expectation that any secondary project will also have broad benefits to the community.

ABN/GST Registration

Incorporated applicants must have an ABN. GST registration is not essential. However, the Shire is obliged to meet all relevant GST legislative requirements. Please ensure your budget indicates whether GST is included.

9. PROJECT EVALUATION AND ACQUITTAL

Small Assistance Donations and Community Support Grants Acquittal Requirements

Groups, organisations or individuals receiving grants from these funds must submit to Council an acquittal and evaluation of the outcomes of the grant on the prescribed forms within 30 days of either the conclusion of the project or activity, or the end of the financial year, whichever falls first.

Failure to satisfactorily complete acquittals and other reporting requirements will disqualify the applicant and/or organisation from future applications

Major Events/ Projects Acquittal General Rquirements (see also specific requirements)

Major projects and events grants must be aquitted within two (2) months out from the end of the financial year the event was held. A failure to comply with this requirement and/or any misappropriation of the funding will immediately result in the event being precluded from receiving further allocation of funds through this policy.

Major and iconic Events Acquttal General Rquirements (see also specific requirements)

Whether or not an Iconic Event status holder must provide an acquittal report within two (2) months out from the end of the financial year for each year the event was held. A failure to comply with this requirement and/or any misappropriation of the funding will immediately result in the event being precluded from receiving further allocation of funds through this policy.

Acquittal Information to be Provided (see also specific requirements)

Financial Report

• A statement of actual and budgeted expenditure in relation to the grant. Grants up to $1,000 (combined cash and in-kind contributions) must show evidence of expenditure. Grants between $1000 and $5,000 must provide evidence of an independent financial review being undertaken. Grants between $5,000 and $10,000 must show evidence of fully audited accounts.

11

• Copies of supporting documentation such as of receipts, invoices, accounts and financial statements

Project Evaluation at Completion

Recipients of the grant will be asked to assess their performance according to the following indicators:

• Demonstrated achievement of outcomes identified

• Number of events/activities

• Attendance numbers

• Amount/type of media coverage generated

• Involvement of volunteers

• Acknowledgment of the contribution of the Shire of Carnarvon

• Attraction of visitors to Carnarvon (estimate if not known)

• Any feedback received from attendees

Tangible evidence to support performance indicators may be submitted such as photos, press clippings, copies of fliers, newsletters, documents produced etc.

10. PUBLICITY

The Shire of Carnarvon may use your event, project or activity for its own publicity purposes and if so will ask for promotional material to be used.

11. FREEDOM OF INFORMATION

The provisions of the Freedom of information Act, 1982, apply to all documents held by the Shire of Carnarvon.

12

Appendix One

Specific Conditions and Requirements

Note: Please read the general sections of this policy to understand all requirements for applications.

13

Community Growth Fund – General – Small Assistance Donations Up To $1000 What Can be Applied For What Cannot Be Applied


• Community based activities, programs or events

• Local sporting events or championships

• Club or individual participation in regional/state/international championships

• Individual representation at an event or activity that showcases the Carnarvon region

• Club equipment

• Minor facility upgrades

• Clinics, courses and seminars

• Educational awards (eg End of Year achievement prizes)

Donations for administrative and day-to-day running of groups and organisations such as:

• Wages

• Salaries

• Rent

• Utilities

• Insurance

• Other day-to-day administration costs

Funds cannot be used for

• Political organisations or events

• Projects or facilities which have no or limited public access

• Establishment or running costs associated with a business or business activity

• Individuals

• Groups/clubs/organisations

• Local schools and other educational institutions

• Emergency Services groups (eg ambulance, police, fire brigade)


• Quotations or evidence of the cost of the purpose of application

• Acquittal upon agreed completion date for expenditure of funding

• Acknowledgement of Shire funding as appropriate and agreed (eg logo on uniforms, posters, photos)

• Evidence of other funding sources must be demonstrated including own or other contributions or leveraging being applied to the total cost of the project/activity/ purpose.

14



The planning and delivery of activities and projects which: contribute to advancing the objectives of the Strategic Community Plan.

• Assistance for administrative and day-to-day running of groups and organisations

• The production of goods or services for sale or profit



Not for profit or charitable groups and organisations.


If an incorporated organisation has chosen to auspice a non-incorporated group a letter of permission from the incorporated body must be submitted with the application.

Applications are to be completed in full and signed by an Officer Bearer.

Successful applicants must submit an acquittal report, using the template provided by the Shire, within 30 days of the completion of the event/activity, containing: o A detailed budget,

signed by the Treasurer and President of the organisation, of an independent evaluation of the event/activity expenditure.

o Proof that the grant was expended according to the approved application

15



(including receipts and photographic evidence).

o Provide evidence to show acknowledgement of Shire funding as appropriate (eg logo on promotional posters, photos)

16

Community Growth Fund – General – Major and Iconic Events Grants Up To $10,000 What Can be Applied For What Cannot Be Applied For Who Can Apply Who Cannot Apply Other Requirements

• Funding for on-going (Iconic Status) or one-off major events (including marketing, infrastructure and project management costs) which contribute significantly to the regional profile and/ or economic benefit of the Shire.

Note: Receipt of Council financial support through this process will preclude the same event organiser from making application and receiving additional funding through the Community Growth Fund in any year that funding is provided by the Council through this Policy.

• Assistance for administrative and day-to-day running of the group or organisation.



• Not-for-profit organisations

• For profit organisations • Each identified event has an annual allocated budget. This amount is to be determined in conjunction with Council each year (prior to the budget being developed and adopted). If, for any reason, this consultation does not occur the amount will be determined using the previous year’s allocation.

• Applicants can only apply once per financial year for Iconic or major event funding

• A statement of actual and budgeted expenditure in relation to the grant. For grants more than $5,000 (combined cash and in-kind contributions) this must be independently reviewed and signed off.

• Provide copies of supporting documentation such as of receipts, invoices and financial statements

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Community Growth Fund – Rates Donations What Can be Applied For What Cannot Be Applied


• Donation to cost of rates up to 50% of rated amount annually.

• Waiver of rates arrears • Not-for-profit organisations owning property on which their community ativity takes place.

• Other property owners.

• Proof of community organisation function, charitable status, and /or incorporation.

• Mission statement or legally recorded organisation purpose

• Information on governance structure

• Statement of financial accounts and any associated financial issues underpinning the applicaton.

OBJECTIVES: The purpose of this policy is to ensure that the Shire of Carnarvon complies with legislative requirements. DEFINITION/S: POLICY STATEMENT/S: The Shire will: 1. maintain processes and procedures to ensure that it achieves compliance with legislative/ statutory

requirements in a timely manner and in a way that fully discharges all responsibilities. 2. maintain a Compliance Manual which lists all requirements by business unit, identifies accountabilities,

Council or Audit Committee reporting processes and broad timelines.

3. provide all relevant staff members, Councillors and volunteers with training to ensure that they are able to discharge their compliance responsibilities

4. provide the resources for staff and Councillors to identify and remain up to date with new legislation;

5. maintain a mechanism for reporting non-compliance and review incidents and other situation where there

may have been non-compliance;

6. review audit reports, incident reports, complaints and other information to assess how the systems of compliance can be improved.

Roles & Responsibilities Councillors and Committee Members Councillor and Committee Members have a responsibility to be aware of and abide by legislation applicable to their role. Senior Management Senior Management should ensure that directions relating to compliance are clear and unequivocal and that legal requirements which apply to each activity for which they are responsible are identified.

POLICY NO C026

POLICY LEGISLATIVE COMPLIANCE




LEGISLATION Local Government Act 1995 Local Government (Audit) Regulations 1996 Australian Standard AS3806-2006; Compliance Programs



Senior Management should have systems in place to ensure that all staff are given the opportunity to be kept fully informed, briefed and to undertake training where necessary regarding key legal requirements relative to their work. Employees Employees have a duty to seek information on legislative requirements applicable to their area of work and to comply with the legislation. Employees shall report through their supervisors to Senior Management any areas of non-compliance that they become aware of. Statutory Documents. The Shire will source compliance information from the following sources:

(a) Electronic Versions of Legislation The Shire access up to date electronic versions of legislation through the WA State Law Publisher website at www.slp.wa.gov.au

(b) Hard Copy Versions of Legislation

Hard copy versions of legislation will not be provided unless requested. All Councillors and Executive Management will be encouraged to consult the State Law Publisher website to ensure that at all times the most recent versions of Acts and Regulations are being used. They may be provided with a hard copy version of the Local Government Act 1995 and associated legislation on request. Where a hard copy is provided on request it will be the responsibility of the user to ensure they are consulting the current version at all times.

Receiving Notice of Updated Material New or Amended Legislation The Shire will receive updated information from the following sources

• Western Australian Government Gazette via the State Law Publisher website.

• Department of Local Government, Sport & Cultural Industries

• Department of Planning Bulletins from the Department of Planning, Lands and Heritage.

• Australian Local Governments Association (ALGA)

• WA Local Government Association (WALGA)

Advice on Legislative Provisions The Shire will obtain advice on matters of legislation and compliance where necessary. Contact may be made with the DLGSC, WALGA or the relevant initiating government department for advice.

Updating the Compliance Manual The Corporate Group will maintain the overall Compliance Manual. Each Business Unit will be responsible for maintaining oversight of changing compliance requirements and will inform Corporate of the need to update the Compliance Manual and, if necessary, provide updates to Councillors.

http://www.slp.wa.gov.au/

Informing Council of Legislative Changes The Chief Executive Officer will, on receipt of advice of legislative amendments, advise the Council on new or amended legislation where this affects the legal obligations of the Council. The Shire’s template for all reports to Council meetings provides sections on “Statutory Environment” and “Policy Implications” which shall detail the current sections of any Act, Regulation or other legislation and any current Policy that is relevant to the report before Council. Review of Incidents and Complaints of Non Compliance The Shire shall review all incidents and complaints of non-compliance in accordance with Council Policy E047 - Code of Conduct, and where applicable, E042- Public Interest Disclosure. Such reviews will assess compliance with legislation, standards, policies and procedures that are applicable. Reporting of Non-Compliance All instances of non-compliance shall be reported immediately to the relevant Supervisor/Manager. The Supervisor/Manager shall determine the appropriate response and, if necessary, report the matter to the Chief Executive Officer. The Chief Executive Officer may investigate any reports of significant non-compliance and if necessary report the non-compliance to the Council, the Audit Committee and/or the DLGSC. The Chief Executive Officer will then take the necessary steps to improve compliance systems. EXPLANATORY NOTES: APPLICATION/S:

OBJECTIVES: The community bus is made available for use by the community residents and groups that support activities and programs which benefit our residents. DEFINITION/S: POLICY STATEMENT/S: The purpose of the bus is to provide transport for local community and sporting groups. The bus has a carrying capacity of 12 passengers without wheelchairs. Application to Hire Bookings for the community bus can be made by completing the Community Bus Application for Hire Form and will depend on availability of the vehicle. Confirmation of the booking will not be complete until the application for hire is completed by the group/person hiring the bus and the booking fee is paid. Council reserves the right to deny a booking. Council’s insurance policy provides cover for any organisation who hires the community bus, on the condition that the nominated driver has the necessary licence to drive the vehicle. The cover is extended to all passengers on the bus in addition to any damage to property that may belong to a third party. Conditions of hire will include – 1. The hirers nominated driver/s must hold a current appropriate drivers licence for the appropriate class

of vehicle.

2. Prior to use of the bus, the driver is required to inspect the bus. If there are any problems to report, these should be reported to Council before taking the bus. Council may not necessarily be liable for any costs with regards to the bus after it leaves the Depot.

3. The driver must maintain a nil blood alcohol and drugs level in his/her system at all times, while he/she

is driving or in control of the bus. 4. The driver must observe all traffic and parking laws/regulations. Any infringements will be the

responsibility of the hirer and/or the driver as applicable.

POLICY NO C027

POLICY COMMUNITY BUS




LEGISLATION Nil



5. Proper control of bus and passengers to be maintained while bus is on hire.

6. The hirer is responsible to ensure that the number of passengers in the bus does not exceed the number of passengers the bus is licenced to transport.

7. Any damage to the bus, either internally or externally is to be reported to the Shire of Carnarvon

immediately upon return. 8. The Bus is to be returned in a clean and tidy condition to the satisfaction of the Shire of Carnarvon. (This

refers to the same clean standard as when the bus was collected). The hirer of the bus will be liable for any cleaning or repairs not covered by insurance.

9. Smoking or the use of illegal drugs is not permitted on the bus. 10. No animals are permitted on the bus, unless with special exemption for registered guide dogs or

registered assistance dogs. 11. The bus contains a First Aid Kit and Fire Extinguisher located at the front of the bus and must be used in

any relevant emergency.

12. The Shire is responsible for all servicing and maintenance. Council will not refund the cost of any unauthorised repair. In the event that unplanned/emergency servicing is required, users should seek authorisation from Council. Council will arrange for the works to be done, by either providing an order or a charge to a Council credit card. The hirer may be required to pay if either of the above are not accepted for the supplier, the hirer to retain a compliant tax invoice/receipt for reimbursement.

13. Responsibility for the bus is transferred to the hirer when the keys are collected. The nominated driver/s

are the only persons who are authorised to collect, drive and return the bus to the agreed time and place.

14. The hirer of the bus is to ensure that a person does not drive in a fatigued state and works the minimum

work/minimum rest hours defined by the standard hours as set by the Department of Transport - Heavy Vehicle Driver Fatigue Laws.

Fees and Charges These will be set as part of the annual budgeting processes and/or the regular review of the Corporate Business Plan. Indemnity The Shire of Carnarvon shall not be responsible for any loss or damage to property and belongings to the hirer or any person using or travelling on the bus under Council’s hire agreement. The hirer will be responsible for any injury or loss not covered by the Local Government Risk Services third party insurance. Where any injuries or damage to private property results from the negligence of the driver and/or passengers, no liability is accepted by Council or its insurers. Failure to comply with any requirements set out in this policy will be regarded as a breach of the agreement giving the Shire of Carnarvon the right to take legal action for recovery of any amount in due respect of such breach and/or review future bookings. Hirers who fail to comply with the above conditions may be financially liable and may be refused future hire of the community bus.

OBJECTIVES: Council recognises the important roles that community groups, not-for-profit organisations and service providers perform in our region to promote social cohesion, economic development and recreational opportunities. This policy is to ensure the Shire manages requests for letters of support for grant applications in an efficient, effective, transparent and accountable manner. This policy is to –

• Ensure there is a standard and set process used when providing letters of support; and

• Ensure that letters of support align to Council’s strategic priorities and values. DEFINITION/S: POLICY STATEMENT/S: Council receives requests for letters of support from individuals, community groups, businesses, sporting clubs and not for profit organisations on a regular basis. Letters of support mainly relate to community groups, organisations and sporting clubs applying for grants. Providing support for programs, projects and events within the Shire of Carnarvon can be critical for securing funding. Some grant applications may involve capital works, which has the potential to impact Council’s asset register, maintenance works, long term financial plan and budgets. The Shire will assess all requests for letters of support in a fair, equitable and reasonable manner, applying the following conditions: 1. The grant application must have a clear community or economic benefit to the Shire of Carnarvon, an

identified need for the project and clear evidence of community support.

2. The application must be in line with Councils strategic direction as set out in the Strategic Community Plan.

3. There are no current or future costs to be incurred by Council.

POLICY NO C028

POLICY LETTERS OF SUPPORT




LEGISLATION Shire of Carnarvon Community Strategic Plan Shire of Carnarvon Corporate Business Plan



4. Council will be indemnified from any future obligations in continuing events or projects that have been initiated by community groups or other third parties if Council determines there is no ongoing community benefit.

5. The project must be consistent will the Council’s objective to adopt sound asset management frameworks and strategies (Corporate Business Plan as updated from time to time)

Letters of support will not be provided if – 1. The Shire is applying for grant funding from the same funding body and it is considered that the

application will be in direct competition with Council’s application.

2. Council operates a program similar or the same as that of the application. 3. The objectives of the application or request do not fit with Council’s strategic priorities as set out in the

Strategic Community Plan. 4. There is an expectation to continue the event/project beyond reasonable timeframes. Process Requests for letters of support must – 1. Be submitted in writing to the CEO, Shire of Carnarvon, PO Box 459, Carnarvon WA 6701 or by email

to the Senior Executive Officer – [email protected] 2. Include an informative description of the project, of no more than one page; 3. Include the drafted letter of support covering the points required to be addressed. EXPLANATORY NOTES: APPLICATION/S:


OBJECTIVES: To provide Councillors with clear guidelines on how they will comply with their responsibilities under the State Records Act 2000. EXPLANATORY NOTES: POLICY STATEMENT/S: Introduction The State Records Act 2000 identifies certain records held by Councillors as State records and requires that these be protected and preserved. The State Records Commission sets out guidelines to assist local government and Councillors to identify which records must be retained. This can include electronic as well as written records. The Commission’s policy regarding the records of local government elected members requires the retention of records of the:

“…communications and transactions of elected members which constitute evidence affecting the accountability of the Council and the discharge of its business.”

Councillors may hold records which must be made available in relation to Freedom of Information requests. Just as direct Council held records must be searched for information relevant to a Freedom of Information request, Councillor records, including computer records, must also be available for searching. It is important that Councillors are aware of what must be retained and made available in order to comply with the intent and provisions of the State Records Act 2000 and the policies of the State Records Commission. This policy should also be read in conjunction with the E047 Code of Conduct. Principles (a) Retention of records is key to ensuring the transparency and accountability of local government

decision-making (b) Retention of records is an important tool in protecting and retaining the heritage and memory of local

communities

POLICY NO C029

POLICY COUNCILLORS RECORD KEEPING




LEGISLATION Nil



(c) Ensuring the availability of information in a timely way is an important part of the democratic process. (d) A conservative approach should be taken to retention of records: i.e. if in doubt retain the records. Provisions 1.1 Councillors must keep records of communications or transactions, which convey information relating to

local government business or functions. These records must be forwarded regularly to the Shire of Carnarvon administration for capture into the official recordkeeping system.

1.2 The following records must be created and retained and forwarded to the Shire administration on a

regular basis and at the retirement of a sitting member:

(a) Communications from residents and ratepayers such as: ▪ complaints and compliments ▪ correspondence concerning corporate matters ▪ submissions, petitions and lobbying ▪ information on Council’s interests relating to local government business activity and functions; (b) Telephone, meetings and other verbal communications between an elected member and another party, regarding specific local government projects or business activities (c) Work diaries – containing information that may be significant to the conduct of the elected member on behalf of local government (d) Presentations and speeches delivered as part of an elected member’s official duties.

1.3 Councillors must sign an annual declaration that they have forwarded required records to the Shire of

Carnarvon’s Records Officer for retention or storage. (Note: this declaration is not a mandatory requirement under the State Records Act but exists to remind Councillors of their compliance responsibilities and to assist the Chief Executive Officer (CEO) discharging requirements under Section 17 Local Government (Audit) Regulations.)

1.4 Councillors must make available records held relevant to a Freedom of Information request in a timely

way that ensures Council compliance with the statutory response times. 1.5 Councillors should consult the CEO if they need assistance in deciding whether a record should be

retained. 1.6 Destruction of the above records or failure to make them available for storage or Freedom of

Information requests will place an Elected Member in contravention of statutory requirements. 1.7 The following records are not required to be forwarded to the Shire of Carnarvon for retention:

• duplicate (unmarked) copies – of Council meeting agenda, minutes & papers. (Note: any such document with notations or marked in any way is a record under the State Records Act 2000).

• draft documents or working papers which are already captured in Shire of Carnarvon records

• publications – such as newsletters, reports, circulars and journals.

• invitations – to community events where an elected member is not representing Council or the local government.

• telephone, meetings & other verbal conversations which:

o convey routine information only; or o do not relate to specific local government business or functions.

• electioneering – or party political information.

• personal records – not related to an elected member’s official duties. Note: if any of these documents have been marked or contain notations they are considered to be records required for retention.

APPLICATION/S: This policy applies to all Councillors and relates to discharge of responsibilities as set out by the State Records Act 2002 and the State Records Commission. The policy applies regardless of the format (e.g. written or electronic) and where it was received. DEFINITION/S:

OBJECTIVES:

To provide parameters around procurement, compliance and management of external grant funding (funds coming into the Shire).

POLICY STATEMENT/S:

Policy Scope: This Policy applies to the application process, acceptance and ongoing administration of an external grant.

Introduction

External grant funding can provide a means for the Shire to fund responsibilities that general rate revenue may not be able to fund. Grant funding is generally seen as an attractive form of funding but there can be negative consequences. There is risk involved in not meeting all the grant requirements along with potentially committing the Shire to ongoing operational/maintenance requirements. A financial contribution from Council is often required.

The source of the Council contribution should be identified before applying for funding.

Projects and programs to be funded by grants must be consistent with the Shire’s strategic priorities set out in the Strategic Community Plan. The simple availability of funding is not a sufficient reason to pursue an external grant. The Shire needs to have appropriate processes and procedures to maximise benefits and minimise risks.

This policy needs to be read in conjunction with C032 - Integrated Planning and Reporting (Planning) Policy, C033 - Financial Planning and Sustainability Policy and C002 - Purchasing Policy.

Principles

(a) Grant funding produces an outcome that is aligned with the Shire’s strategic objectives set out in the Strategic Community Plan, the Corporate Business Plan and Long-Term Financial Plan.

(b) The benefits of receiving the grant should outweigh the costs to the Shire, including whole of life costs.

(c) Effective administration of the grant must be able to be undertaken.

Provisions

1 Strategic Fit

POLICY NO C030

POLICY EXTERNAL GRANTS – PROCUREMENT AND MANAGEMENT





LEGISLATION State Records Act 2000

RELATED POLICIES & PROCEDURES C032 - Integrated Planning and Reporting (Planning) Policy C033 - Financial Planning and Sustainability Policy C002 - Purchasing Policy



1.1 The Shire of Carnarvon will actively scan the external grant funding environment to:

(a) identify grant sources which are consistent with identified strategic direction;

(b) identify grant sources which may in part be relevant to strategic direction but have some provisions which may be inconsistent or be in some tension with identified direction;

(c) identify assumptions which would be built into the long-term financial planning and strategic planning processes and the level of robustness;

(d) identify trends or emerging changes to external grants funding parameters which may have an impact on proposed programs or projects.

1.2 Where a potential grant source under 1.1 is identified, the CEO and ELT will review the risks and benefits of pursuing that funding path and make a decision on whether it wishes to seek the relevant funding, after consideration of strategic and long-term benefit.

1.3 The Council will be provided with information on the trends identified under section 1.1 as part of budget and review cycles. Where grant funds identified under section 1.2 are identified, an item will be put to the Council to review the risks and benefits of accepting the grant funding and make a decision on whether it wishes to accept the relevant funding, after consideration of strategic and long-term benefit.

1.4 Where the commitment of Council funds is no more that $5,000 the acceptance of the grant funds can be at the discretion of the CEO.

1.5 Where changing trends in grants funding or cessation of a grant could have an impact on the Shire’s financial position in the long term this must be reported as part of the Integrated Planning and Reporting review cycle

2 Analysis of Potential Grants

2.1 Any analysis on whether to proceed with an application for funding will:

• consider whether there needs to be matching funding by the Shire and/or in-kind costs;

• assess current resource allocation and capacity (financial, human resources etc.) and the capacity to manage the program or project over time.

• assess ongoing maintenance and asset renewal impacts to the Shire.

• identify associated procurement requirements;

• identify whether feasibility and design stages for a significant capital project have been completed;

• consider audit and other associated close out costs.

2.2 Overall a cost/benefit analysis must ensure the benefits to the Shire outweigh the costs.

2.3 The terms and conditions of the grant must be fully understood and must be achievable.

3 Decision to Proceed and Accept Grant Funds

3.1 Where a project has been identified in the Corporate Business Plan and the Long-Term Financial Plan as proceeding if external funding is available and that funding has come available, a report will be prepared for Council which:

• sets out the funding analysis as set out under Clause 1.1;

• identifies whether the timing of the project is now achievable and what, if any, other projects need to be modified or pushed out to accommodate the project if funding is granted;

• provides a recommendation as to whether funding should be accepted.

3.2 The Chief Executive Officer must approve all external grant application documentation.

3.3 Where possible external funding has been identified outside the Corporate Business Plan and the Long-Term Financial plan a formal Council resolution will be required in order to apply for the funding. The report to council will need to specify all information as set out under Clause 3.1 and a clear description of the long-term benefits for the Shire and/ or Community,

4 Grant Administration

4.1 A project plan and timeline will be established to ensure the grant is administered effectively and is compliant.

4.2 Where applicable, a new cost code should be established in the financial system to capture grant related income and expenditure. This should include a process to easily identify allowable and non-allowable costs.

4.3 The acquittal of the grant must be undertaken according to requirements to minimise risk of funds needing to be returned for non-compliance.

4.4 Records of all grant applications must be retained in compliance with the State Records Act 2000 (WA) and Shire procedures as they relate to record keeping.


OBJECTIVES: To ensure prudent financial management of the Shire, now and into the future, by providing parameters for the development of the Long Term Financial Plan and Annual Budget. Policy Scope: This Policy applies to all the Shire’s operations where there are budgetary implications. POLICY STATEMENT/S: Introduction The Local Government Act 1995 (the Act) section 1.3(3) requires that ‘in carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity’. In order for the Shire to be financially sustainable it needs to fund ongoing service delivery and the replacement of assets without imposing excessive debt or rate increases on future generations. This policy should be read in conjunction with the Integrated Planning and Reporting: (Planning) Policy C032 and the External Grants: Procurement and Priorities Policy C030 Principles a) There will be an on-going focus on identifying cost savings, efficiency gains, revenue generation

opportunities, and opportunities for new modes of service delivery. b) The financial position of the Shire shall be sustainable in the long term. Provisions 1 General 1.1 The Shire must plan for a fully funded operational position (balanced budget). That is, it must collect

sufficient revenue to fund operational expenditure, depreciation and interest on borrowings.

POLICY NO C031

POLICY FINANCIAL PLANNING & SUSTAINABILITY




LEGISLATION Nil



1.2 The Shire must maintain sufficient cash reserves to meet its short-term working capital requirements.

1.3 The Shire must have a fully funded Capital Infrastructure Program, where each source of funding is identified and secured. The Capital Infrastructure Program is for both capital renewal and new projects.

1.4 In a situation of limited funding, priority will be given to funding required renewals rather than new

projects.

1.5 The Shire must maintain its asset base, through the renewal of ageing infrastructure and build on its cash reserves to fund future works.

1.6 The Shire must operate without imposing excessive debt or rate increases on future generations and balance the importance of the rate revenue as a funding source with community capacity and sensitivity to increases.

2 The Long-Term Financial Plan 2.1 In preparing the Long-Term Financial Plan, the following analysis shall be identified.

• expenditure required to maintain existing services to residents, including expenditure needed to maintain identified assets in a condition that will sustain existing service levels to its residents

• mechanisms to improve the Shire of Carnarvon’s capacity to fund recurrent operations

• a target to achieve a positive net operating ratio over the life of the Plan.

• options for increasing revenue opportunities.

• new services and infrastructure options, and impacts on affordability;

• ratepayer affordability via an affordability impact statement. 2.2 Borrowings are not to be used to fund ongoing operations.

2.3 The Shire is permitted to establish Financial Reserve accounts as per section 6.11 of the Act. Interest

earned on the cash balance of the Reserves will be set aside to the individual Reserve accounts to assist in maintaining their real value.

2.4 The Shire will use various financial reserves as a means to save and quarantine funds for a future purpose, smooth peaks and troughs in funding requirements and to temporarily retain any surpluses or grant funding.

2.5 The Shire will prudently manage its cash reserves to ensure that appropriate levels of funds are maintained to meet future commitments.

2.6 Cash Reserves will be fully reported to Council during any review of relevant projects and programs, including reviews under the Integrated Planning and Reporting requirements and the Annual Budget process.

3 Annual Budget 3.1 Council has the ability to raise revenue through the adoption of fees and charges for services and facilities.

Fees and charges should be reviewed on an annual basis, in conjunction with the preparation of the Annual Budget. In determining its fees and charges, the Shire takes into account the user’s capacity to pay.

EXPLANATORY NOTES: APPLICATION/S: DEFINITION/S:

OBJECTIVES: To set out the Shire of Carnarvon’s broad approach to implementing the Integrated Planning and Reporting Framework (IPR) as it relates to forward planning and budgets. Policy Scope: This policy applies to the development of the component plans and documents of the IPR Framework and subsequent reporting against the provisions. POLICY STATEMENT/S: Introduction The Local Government Act 1995 (the Act) section 1.3(3) states that ‘in carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity’. It also requires the Council to plan for the future (s5.56) and comply with any regulations which set out how this will be done. It is important that this Framework is implemented in a positive way which helps the Council develop direction and solutions in a structured and transparent way. This policy sets out the key parameters which will be used. This policy should be read in conjunction with the Financial Planning and Sustainability Policy ,the Asset Management Policy , the Risk Assessment Policy, the Community Engagement and Consultation Policy and the Workforce and Human Resources Policy . Principles a) Integration of strategic, financial and operational decisions lies at the heart of the IPR processes. b) Decisions are made with consideration to the Shire’s long term financial sustainability. c) The Corporate Business Plan includes a fully costed four-year budget which lies are the core of the

integration of the Shire’s various plans including the Long Term Financial Plan, Strategic Community Plan, Corporate Business Plan, Asset Management Plans and Workforce Plan.

d) The Annual Budget is prepared using as its base the approved Corporate Business Plan budgets which

are aligned to the Long Term Financial Plan.

POLICY NO C032

POLICY INTEGRATED PLANNING & REPORTING (PLANNING)




LEGISLATION Nil



e) Formal consultation is undertaken on all components of the IPR Framework prior to making final

decisions to adopt. Provisions 1. The Strategic Community Plan (SCP) 1.1 In conjunction with general processes used to explore the range of potential futures sought by the

community, the focus of early stage engagement will be on developing:

▪ an understanding and description of the community’s desired levels of service; ▪ helping the community understand cost impacts; ▪ developing action scenarios for discussion; ▪ identifying community priorities for strategic direction and Council investment.

2. Corporate Business Plan (CBP) 2.1 The Corporate Business Plan will be fully reviewed every four years and updated annually t. It will

reflect the first four years of the LTFP. 2.2 The Corporate Business Plan is the key mechanism for achieving integration of desired strategic

direction and allocation of Shire resources to achieve the desired future. The Corporate Business Plan develops and integrates matters relating to resources, including asset management, workforce planning and long-term financial planning. The CBP will be structured in a way that provides the community with easily understood information about priorities, delivery and financial impacts of key service areas relative to the strategic direction.

3. Annual Budget 3.1 The development of the Annual Budget is driven by the Corporate Business Plan which also drives the

LTFP so that the Annual Budget reflects year one of the CBP and the LTFP. Any variation between the Annual Budget and CBP should be explained and addressed in the review of the CBP.

3.2 Council has the ability to raise revenue through the adoption of fees and charges for services and

facilities. Fees and charges should be reviewed on an annual basis, in conjunction with the preparation of the Annual Budget. In determining its fees and charges, the Shire will take into account user capacity to pay.

3.3 Formal consultation for one month should take place prior to the Council considering adoption of the

Annual Budget. Consultation outputs should be formally reported to the Council as part of its final deliberations.

3.4 The Annual Budget should be ready for consideration for adoption by Council in June, the month prior

to the financial year which the Annual Budget relates. 4. Input Documents: Long Term Financial Plan 4.1 The Shire of Carnarvon’s Long Term Financial Plan (LTFP) is an important part of Council’s Integrated

Planning and Reporting Framework. It will be reviewed prior to the commencement of Annual Budget preparation, with a full formal review being undertaken in line with the review of the Strategic Community Plan. Outcomes from that annual review will be formally reported as part of the Annual Budget process.

4.2 The LTFP will be structured where possible to show links with the SCP direction. 4.3 To retain alignment with the Corporate Business Plan, the LTFP will be reviewed on an iterative basis

every year and will be made available for consultation alongside the Annual Budget and CBP. 4.4 In preparing the LTFP at the time of the four year review cycle, the following analysis shall be identified:

• expenditure required to maintain existing services to residents, including expenditure needed to maintain identified assets in a condition that will sustain existing service levels to its residents;

• mechanisms to improve the Shire of Carnarvon’s capacity to fund recurrent operations;

• a target to achieve a positive net operating ratio over the life of the Plan.

• options for increasing revenue opportunities;

• new services and infrastructure options, and impacts on affordability;

• a ratepayer affordability impact statement. 4.5 The LTFP will be regularly updated to reflect the Council’s final decisions in relation to delivery of the

SCP, adjustments to the Corporate Business Plan and Annual Budgets. 4.6 Where the LTFP departs from the level of funding identified in the relevant Asset Management Plans

as being necessary to maintain levels of service and/or asset condition and life in the short or long term, this shall be explicitly noted. Impacts on levels of service will be outlined and the program for returning to desired funding levels identified.

4.7 5. Input Documents: Workforce Plan

5.1 The Workforce Plan will be developed with the intent of finding innovative ways to deal with

issues facing the Shire of Carnarvon in terms of recruitment and retention of staff. This shall include:

(a) regard for implementing the provisions of the Human Resources and Workforce Policy (b) active and on-going consideration of opportunities for local resource sharing; and (c) development of partnerships with relevant organisations and agencies.

5.2 The Workforce Plan will be reviewed in the year prior to any IPR review and subsequently

adjusted where necessary after completion of the IPR review. 5.3 The Workforce Plan will be made available as an information document during any formal IPR

consultation processes. 6. Input Documents: Asset Management Plans

6.1 Asset Management Plans will provide a primary input into the development of the IPR framework by:

(a) identifying key community levels of service requirements, translating these into technical

levels of service and providing associated costs over the long term; (b) giving effect to the Asset Management Improvement Strategy.

6.2 The Asset Management Plans will be reviewed in the year prior to any IPR review and subsequently adjusted where necessary after completion of the IPR review.

6.3 The Asset Management Plans will be made available as information documents during any formal IPR consultation processes.

7. Input Documents: Other Strategies

7.1 Where the Council has adopted strategic documents which guide long-term direction for the Shire, these will be summarised as input into Council deliberations. They will also be made available as information documents during any IPR consultation

8. Other Documents

8.1 The Council will prepare a list of major capital projects which it proposes to undertake over a ten-year period. Where the projects have been identified as required under the Asset Management Planning process this will be indicated. This list will be used as an input into the IPR process and will be adjusted to take account of any final decisions.

9. Project Planning and Budgeting

9.1 In budgeting projects there must be confidence in being able to deliver in the year indicated. Where a significant capital project is being undertaken, there will be a three part staging process of feasibility review, design and implementation. Feasibility review and design should be provided for in the 1-2 years prior to implementation (i.e. not in the same year as proposed implementation).

9.2 Where a project is dependent on external funding to proceed this will be made clear in

relevant IPR documents. 9.3 The Council will make clear which projects it supports but will not proceed with until funding

is secured. 9.4 Where a significant project is desired and funding is to be actively sought, the Council will

prepare first stage feasibility and design stages in preparation for seeking funding but will not proceed further until funding for actual construction has been achieved. Funding may be sought for feasibility and design stages for those projects that have been identified in the IPR process as being both desired and consistent with strategic direction.

EXPLANATORY NOTES: APPLICATION/S: DEFINITION/S:

OBJECTIVES: To set out a process for identifying the reporting program to the Shire of Carnarvon Council. This policy applies to all aspects of the Shire’s operations. POLICY STATEMENT/S: Introduction The Shire of Carnarvon operates under a range of statutes, many of which set out reporting requirements to key agencies. Some specify minimum internal reporting requirement to the Council, primarily around financial management. In addition to any content, the Council will be interested in compliance performance. In addition, a number of policies adopted by Council require reporting to the Council on a regular basis. Finally, the Council may identify major projects or areas of activity where it wishes to be informed on progress, risks, actual against planned expenditure. The identification of the latter will be driven by the perceived significance of the project to the community, the size of the budget involved and/ or the risk environment. It is important that the Council is informed on progress on a range of matters in a structured and timely way. It is also important that this reporting program is consistent with the capacity of the organisation to deliver information. This policy provides a mechanism for the Council to regularly review what is being reported to it and make decisions on the programme in a structured way. This reporting process would also assist in keeping the community informed on progress. Principles (a) Reporting on external compliance requirements, on internal monitoring requirements and progress

of programs and projects is an essential tool in the Council being satisfied that delivery is occurring in a timely and consistent manner.

(b) The extent of reporting and the regularity of reporting will be determined in part by the capacity of

the organisation to deliver the programme. The focus will be on matters which are perceived as of major significance to the community, the size of the budget involved and/ or the risk environment

POLICY NO C033

POLICY INTEGRATED PLANNING & REPORTING (REPORTING)




LEGISLATION Nil



Provisions 1. General

1.1 The Chief Executive Officer will on an annual basis prepare a report to the Council setting out the following:

• external compliance reporting requirements;

• statutory requirements for reporting to Council;

• policy driven reporting requirements;

• potential significant projects which the Council may wish to have a regular formal update on progress, risks and issues;

• a recommended regular reporting period for each area, program or project (e.g. monthly, quarterly, six monthly or annually);

• an indication of organisational capacity to deliver.

1.2 The Council will identify the nature and regularity of reporting required for each area/ category, program or project.

1.3 Irrespective of decisions made under Clause 1.2 the Council will be provided with a summary

of the Council’s compliance reporting to external agencies on an annual basis. EXPLANATORY NOTES: APPLICATION/S: DEFINITION/S:

1 C034 – Tenders Management Policy

OBJECTIVES:

1. To ensure that the tendering process is managed to reduce process risk. 2. To support compliance with the Local Government Act, 1995 and the Local Government (Functions

and General) Regulations, 1996 (as amended in October 2015). Note: the policy should be read in conjunction with the following:


• C013 Tenders Criteria Selection Policy

• C035 Regional Price Preference Policy POLICY STATEMENT: Introduction Management of the tenders process requires the highest level of probity, transparency and management of risk to the process. It is essential that any tender process avoids any real or perceived bias on the part of the evaluating panel, those recommending to Council, and the Councillors as decision-makers. Commercially sensitive information provided by a tenderer must be protected while also ensuring appropriate discharge of responsibilities under the Freedom of Information Act. Principles

(a) All tenderers must be provided with the same information at all times. (b) All tender processes must be free of external influence, bias or perceptions of bias.

Tender Risk Assessment 1. All major projects and works (cost and/ or community significance) requiring a tender process will

undergo a risk assessment review prior to formally commencing tender document preparation.

Tender Document Preparation 2. All projects (including maintenance projects will have a designated Project Manager, and project plan

and timeline.

POLICY NO C034

POLICY TENDERS MANAGEMENT POLICY


COUNCIL ADOPTION Date: 28th May 2019 Resolution No. FC 6/5/19

REVIEWED/MODIFIED

LEGISLATION LGA 1995 s. 3.57 LG F&G Reg. 1996 R. 14(2a)




3. Scope of Works and/ or pricing schedules will be prepared by the Project Manager and signed off by the

relevant Executive Manager.

4. Preparation of formal tender documentation will occur separate from the Project Manager to ensure consistent documentation

5. The tender procurement process will be managed separate from the appointed Project Manager. Tendering Timelines 6. No project will go to tender with less than four weeks scheduled between the end of the tender

evaluation process and consideration of the tender report by Council. Project plans affected by seasonal constraints on mobilisation must show how this issue will be addressed.

Tender Information 7. Calls for tender will be managed through TenderLink or its equivalent electronic portal

8. A Point of Contact person shall be appointed for each tender process, and will be the named point of

contact on tender documentation. They will be responsible for all communication with the tenderers and will handle all requests for information from prospective tenderers and provision of information back to tenderers. That person will not be involved in any other way in the tender process.

9. All requests for information from tenderers and provision of information to tenderers will be in writing.

All tenderers will receive the same information, whether they have made the initial request for information or not.

Lodgement of Tenders 10. Tenders relating to the provision of goods and services will be lodged via the designated electronic portal

as set out in the tender documents.

11. Tenders for disposal of property will be lodged either via the designated electronic portal or in the tender box held at the Shire office.

Site Visits 12. The Council may require a compulsory site visit as part of the tender process. If a prospective tenderer

does not attend the site visit they will be disqualified from the tender process.

13. Attendance costs at site visits will not be reimbursed.

14. Organisation of the site visits will be communicated through the Point of Contact person. At any site visit, a record of all questions asked and the answers provided will be kept and provided as a formal record to all tenderers in attendance. This information will also be provided on the electronic portal used in the tender process.

Tender Evaluation 15. A minimum of three panel members will be appointed for any tender. Where a tender is for a contract

over a potential cost of $750,000, a panel of up to five members will be appointed. The panel shall always consist of:

• the relevant Executive Manager

• the identified Project Manager


16. For a panel evaluating a potential contract over $750,000, the panel should also include any independent technical expert who has been engaged to prepare the estimates of project cost which will be used as benchmarks in the tender price evaluation.

17. The Chief Executive Officer (CEO) will make the appointments to the relevant tender panel.

18. During the tender evaluation process, a representative from the Corporate Governance Group shall be present to ensure all appropriate processes are followed. This person will not be involved in any evaluation and tender scoring processes.

Tenders Review 19. A formal post tender review will be held after each major tender process with the objective of ensuring

continuous improvement of the tender / quotation processes the Shire has in place. Results of that review will be used where relevant to improve procedures, documentation, communication and, if necessary, the associated tenders policies.

Tenders Reporting and Decision 20. All tenders will be reported to Council for decision. Provision of Information About the Tender Process to Elected Members 21. Any information provided to Councillors about specific tender management processes and tender

evaluation will be provided via a formal report to Council. No discussion about the merits of any tender or tenderer will be entered into outside the formal reporting process.

Release of Information to the Public 22. Final consideration of tenders by the Council will be held in a public excluded process.

23. The results of the tender process as set out Council minutes will be released after formal decision by

Council.

Canvassing or Seeking to Influence the Tender Assessment Process 24. Any tenderer seeking to influence the process, directly or indirectly through third parties, will be

disqualified.

25. All staff and elected members are obliged, under the Codes of Conduct, to report to the CEO any attempt by a tenderer (directly or through a third party) to influence the outcomes of the tender process, including any final Council decision.


OBJECTIVES: 1. To maximise the use of competitive local business in the procurement of goods and services and

to encourage employment of local people as a way to encourage economic growth within the town and the region.

Note: this policy should be read in conjunction with the following:


• C034 Tenders Management Policy

• C035 Tenders Selection Criteria Policy SCOPE:

This Policy applies to all purchases over $50,000 (excluding GST) for goods or services under Purchasing Policy (C002), with the exception of quotations obtained from a supplier under an existing Preferred Supplier Contract of a Pre-Qualified Supplier. On a case-by-case basis, the policy may be applied to purchases between $6,000 to $49,999. POLICY STATEMENT/S: Introduction: The Shire of Carnarvon wishes to encourage local suppliers to do business with Council through the provision of a regional price preference advantage in conjunction with standard tender/ quotation consideration. Price Preference 1. A preference will be given to a regional tenderer/ respondent by assessing their tender/ quotation

as if the price bids were reduced by: (a) 10% (up to a maximum of $50,000 excluding GST)) for goods and services; (b) 5% (up to a maximum price reduction of $50,000 (excluding GST)) for

construction (building); or (c) 10% (up to a maximum price reduction of $500,000 (excluding GST)) for goods

POLICY NO C035

POLICY REGIONAL PRICE PREFERENCE POLICY


COUNCIL ADOPTION Date: 27 August 2019 Resolution No. FC 9/10/19

REVIEWED/MODIFIED Date: 22 October 2019 Resolution No. FC 9/10/19

LEGISLATION LGA 1995 s. 3.57 LG F&G Reg. 1996 Part 4A – Regional price

preference



and services (including construction (building) services, if tenders/ quotations are being sought for the first time for goods and services currently undertaken by Council.

Regional Description 2. Regional is defined as all business located within the municipal boundary of the Shire of Carnarvon,

or in the Gascoyne Region where the other local governments have a reciprocal policy which includes the Shire of Carnarvon.

Seeking Regional Price Preference Consideration and Proof of Eligibility 3. Regional tenderers or respondents to requests for quotations must indicate in writing that they

wish the regional price preference to be taken into account in any one tender or quotation process. Suitable proof of eligibility must be submitted with the tender or quotation process.

4. To be considered ‘Regional”, a contractor or supplier must fulfil the following conditions:

i. have had a permanent office and permanent staff in the prescribed area for at least six months before the bid(s) being sought; and

ii. be either registered or licensed in Western Australia; and iii. demonstrate a majority or all of the goods and services to be supplied from regional sources.

Application of the Levels of Preference 5. The prices for goods and services submitted by an eligible business, contractor or supplier as

defined in this policy may be either wholly supplied from within the prescribed area as the region or partly supplied from within the prescribed area as the region. However, only those goods or services supplied from within the prescribed area as the region will be included in the discounted calculations that form part of the assessment of a tender or proposal when this policy is in operation.

Consideration in an RFQ or Tender Process. 6. The Regional Price preference is an input into a procurement process only and is a part of a wider

process of assessing price and performance under qualitative criteria. The tender/ quotation process overall will determine what is the best procurement outcome for the Shire of Carnarvon.


1

POLICY OBJECTIVES:

To give effect to our commitment to support the whole community to meet the unprecedented challenges arising from the COVID19 pandemic, the Shire of Carnarvon recognises that these challenges will result in financial hardship for our ratepayers.

This Policy is intended to ensure that we offer fair, equitable, consistent and dignified support to ratepayers suffering hardship, while treating all members of the community with respect and understanding at this difficult time.

POLICY SCOPE

This policy applies to:

1. Outstanding rates and service charges as at the date of adoption of this policy; and

2. Rates and service charges levied for the 2020/21 financial year.

It is a reasonable community expectation, as we deal with the effects of the pandemic that those with the capacity to pay rates will continue to do so. For this reason, the Policy is not intended to provide rate relief to ratepayers who are not able to evidence financial hardship and the statutory provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996 will apply.

POLICY STATEMENT:

1 Payment difficulties, hardship and vulnerability1

Payment difficulties, or short-term financial hardship, occur where a change in a person’s circumstances result in an inability to pay a rates or service charge debt.

Financial hardship occurs where a person is unable to pay rates and service charges without affecting their ability to meet their basic living needs, or the basic living needs of their dependants. The Shire of Carnarvon recognises the likelihood that COVID19 will increase the occurrence of payment

1 Adapted from the Ombudsman Western Australia publication, Local government collection of overdue rates for people in situations of vulnerability: Good Practice Guidance: http://www.ombudsman.wa.gov.au/

POLICY NO C036

POLICY FINANCIAL HARDSHIP POLICY


COUNCIL ADOPTION Date: 2 April 2020 Resolution No. SFC 7/4/20

REVIEWED/MODIFIED Date: Resolution No.

LEGISLATION Local Government Act 1995 Local Government (Financial Management) Regulations 1996

RELATED POLICIES & PROCEDURES



https://www.slp.wa.gov.au/legislation/statutes.nsf/law_s34895.html

2

difficulties, financial hardship and vulnerability in our community. This policy is intended to apply to all ratepayers experiencing financial hardship regardless of their status, be they a property owner, tenant, business owner etc.

2 Anticipated Financial Hardship due to COVID19

We recognise that many ratepayers are already experiencing financial hardship due to COVID-19. We respect and anticipate the probability that additional financial difficulties will arise when their rates are received.

We will write to ratepayers at the time their account falls into arrears, to advise them of the terms of this policy and encourage eligible ratepayers to apply for hardship consideration. Where possible and appropriate, we will also provide contact information for a recognised financial counsellor and/or other relevant support services.

3 Financial Hardship Criteria

While evidence of hardship will be required, we recognise that not all circumstances are alike. We will take a flexible approach to a range of individual circumstances including, but not limited to, the following situations:

• Recent unemployment or under-employment

• Sickness or recovery from sickness

• Low income or loss of income

• Unanticipated circumstances such as caring for and supporting extended family

Ratepayers are encouraged to provide any information about their individual circumstances that may be relevant for assessment. This may include demonstrating a capacity to make some payment and where possible, entering into a payment proposal. We will consider all circumstances, applying the principles of fairness, integrity and confidentiality whilst complying our statutory responsibilities.

4 Payment Arrangements

Payment arrangements facilitated in accordance with Section 6.49 of the Act are of an agreed frequency and amount. These arrangements will consider the following:

• That a ratepayer has made genuine effort to meet rate and service charge obligations in the

past;

• The payment arrangement will establish a known end date that is realistic and achievable;

• The ratepayer will be responsible for informing the Shire of Carnarvon of any change in

circumstance that jeopardises the agreed payment schedule.

In the case of severe financial hardship, we reserve the right to consider waiving additional charges or interest (excluding the late payment interest applicable to the Emergency Services Levy).

5 Interest Charges

A ratepayer that meets the Financial Hardship Criteria and enters into a payment arrangement may request a suspension or waiver of interest charges. Applications will be assessed on a case by case basis.

6 Deferment of Rates

Deferment of rates may apply for ratepayers who have a Pensioner Card, State Concession Card or Seniors Card and Commonwealth Seniors Health Care Card registered on their property. The deferred rates balance:

3

• remains as a debt on the property until paid;

• becomes payable in full upon the passing of the pensioner or if the property is sold or if the pensioner ceases to reside in the property;

• may be paid at any time, BUT the concession will not apply when the rates debt is subsequently paid (deferral forfeits the right to any concession entitlement); and

• does not incur penalty interest charges.

7 Debt recovery

We will suspend our debt recovery processes whilst negotiating a suitable payment arrangement with a debtor. Where a debtor is unable to make payments in accordance with the agreed payment plan and the debtor advises us and makes an alternative plan before defaulting on the 3rd due payment, then we will continue to suspend debt recovery processes.

Where a ratepayer has not reasonably adhered to the agreed payment plan, then for any Rates and Service Charge debts that remain outstanding on 1 July 2021, we will offer the ratepayer one further opportunity of adhering to a payment plan that will clear the total debt by the end of the 2021/2022 financial year.

Rates and service charge debts that remain outstanding at the end of the 2021/22 financial year, will then be subject to the rates debt recovery procedures prescribed in the Local Government Act 1995.

8 Review

We will establish a mechanism for review of decisions made under this policy, and advise the applicant of their right to seek review and the procedure to be followed.

9 Communication and Confidentiality

We will maintain confidential communications at all times and we undertake to communicate with a nominated support person or other third party at your request.

We will advise ratepayers of this policy and its application, when communicating in any format (i.e. verbal or written) with a ratepayer that has an outstanding rates or service charge debt.

We recognise that applicants for hardship consideration are experiencing additional stressors and may have complex needs. We will provide additional time to respond to communication and will communicate in alternative formats where appropriate. We will ensure all communication with applicants is clear and respectful.

EXPLANATORY NOTES: N/A