shire of mt magnet · resolution 2015-02-01 carried 9/0. 7.2 minutes of the ordinary meeting held...

MINUTES

ORDINARY MEETING OF COUNCIL

20 FEBRUARY 2015

TABLE OF CONTENTS

1. DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS .................................. 3 2. RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE ............................... 3 3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ......................... 3 4. PUBLIC QUESTION TIME AND ADDRESS BY MEMBERS OF THE PUBLIC .................. 4

4.1 Public Question Time ........................................................................................... 4 4.2 Address by Members of the Public ....................................................................... 4

5. APPLICATIONS FOR LEAVE OF ABSENCE .................................................................... 4 6. DEPUTATIONS / PRESENTATIONS / SUBMISSIONS ..................................................... 4 7. CONFIRMATION OF MINUTES OF PREVIOUS MEETING .............................................. 4

7.1 Minutes of the Annual General Meeting of Electors held on 5 December 2014 .... 4 7.2 Minutes of the Ordinary Meeting held on 5 December 2014 ................................. 4

8. ANNOUNCEMENTS BY PRESIDING PERSON WITHOUT DISCUSSION ........................ 5 9. PETITIONS ........................................................................................................................ 5 10. DECLARATIONS OF INTEREST ....................................................................................... 5 11. BUSINESS DEFERRED FROM PREVIOUS MEETING ..................................................... 5 12. REPORTS ......................................................................................................................... 6

12.1 Monthly Report - Chief Executive Officer to 31 January 2015 ............................... 6 12.2 Monthly Report - Works Manager to 31 January 2015 ........................................ 16 12.3 Monthly Report - EHO/Building Surveyor to 31 January 2015 ............................ 19 12.4 Monthly Report - Financial Activity Statement to 30 November 2014 ................. 22 12.5 Monthly Report - Financial Activity Statement to 31 December 2014 ................. 52 12.6 Monthly Report - Financial Activity Statement to 31 January 2015 ..................... 82 12.7 Monthly Report - Accounts for Payment to 30 November 2014 ........................ 112 12.8 Monthly Report - Accounts for Payment to 31 December 2014 ........................ 117 12.9 Monthly Report - Accounts for Payment to 31 January 2015 ............................ 121 12.10 UGM Tourism Development Strategy & MOU .................................................. 126 12.11 Appointment of Chief Bush Fire Control Officer and Deputy Chief Bush Fire

Control Officer .................................................................................................. 133 12.12 Nomination of Members to Development Assessment Panel ........................... 136 12.13 Mount Magnet Land District Conservation Committee ...................................... 139 12.14 Corporate Business Plan Action List ................................................................ 141 12.15 Budget Review to 31 December 2014 .............................................................. 150 12.16 Review of Delegations of Authority to CEO ...................................................... 175 12.17 Policy Review - Policy No. 1.7 - Councillors Conferences and Seminars .......... 184 12.18 Policy Review - Policy No. 1.8 - Council Confidentiality .................................... 188 12.19 Policy Review - Policy No. 1.9 - Legislation and Council Advertising ................ 192 12.20 Policy Review - Policy No. 1.30 - Distribution of Council & Committee Minutes 198 12.21 New Policy - Project Planning and Delivery ...................................................... 201 12.22 Policy Review - Admin/HR Policies 2.1, 2.2, and 2.3 ........................................ 205 12.23 Policy Review - Policy No. 2.4 - CEO Annual Review ....................................... 207 12.24 Local Government Insurance Pools .................................................................. 211 12.25 Audit Committee Meeting Date - Compliance Audit Return .............................. 213 12.26 Local Government Women’s Association Biennial Conference......................... 215 12.27 2014 Electors General Meeting ........................................................................ 217 12.28 Skate Park and Children’s Playground Projects ............................................... 219 12.29 Upgrade of Youth Centre.................................................................................. 223

13. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ................................... 236 13.1 Flying of the Australian Aboriginal Flag ............................................................ 236 13.2 Preamble - Acknowledgement of Country ........................................................ 236

14. NOTICE OF MOTIONS FOR THE NEXT MEETING ...................................................... 237 15. CONFIDENTIAL BUSINESS .......................................................................................... 237 16. LATE AGENDA ITEMS .................................................................................................. 237

16.1 Anzac Centenary Local Grants Program .......................................................... 237 17. ELECTED MEMBER MATTERS .................................................................................... 239 18. NEXT MEETING ............................................................................................................ 240 19. CLOSURE OF MEETING .............................................................................................. 240

Ordinary Meeting of Council Minutes - 20 February 2015 2 of 240

Shire of Mount Magnet Agenda for the Ordinary Meeting of Council

In Council Chambers, Lot 163 Hepburn Street, Mount Magnet

20 February 2015 at 1:00pm

1. DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS

The Shire President, Cr Ashley Dowden, opened the meeting at 1:00pm.

2. RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE Elected Members Shire President Cr Ashley Dowden Deputy President Cr Jorgen Jensen Member Cr Bob Ford Member Cr Carole Minney Member Cr Joe O'Brien Member Cr Eliz Morris Member Cr Kevin Brand Member Cr Jason Homewood Member Cr Wendy McGorman Officers Chief Executive Officer Mr Warren Olsen Works Manager Mr Patrick O’Brien Administration Assistant Ms Ronella Kelly Financial Consultant Mr Travis Bate

3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE At the November 2014 Ordinary Council meeting, a question was asked in relation to a payment of $594 that appeared in the June schedule of payments that was presented at the August Council meeting. The payment related to the preparation of a grant application, and the question was to what the grant had related to. I apologise that it has taken so long to respond to this question - it has been difficult in the absence of copies of the grant application or of any personal knowledge of the matter by current Shire staff to obtain the information. The grant application was lodged with NRM on behalf of a consortium of pastoralists in the southern rangelands. The purpose of the grant was to engage a facilitator and an economist to prepare a strategic plan in respect of the future of the pastoral industry in the Goldfields-Nullarbor, Murchison and Gascoyne regions. Had the grant application been successful, it was proposed to hold a two-day workshop, and then subsequently a one-day workshop in each of the three regions. The grant application was unsuccessful.

Cr Wendy McGorman arrived at the meeting at 1:10pm.


4. PUBLIC QUESTION TIME AND ADDRESS BY MEMBERS OF THE PUBLIC

4.1 Public Question Time

Nil. 4.2 Address by Members of the Public

Ms Karen Williams Expressed concerns that the new 24-hour rest area and parking bay at Kirkalocka

Station would be taking business away from the town and the Caravan Park. Judging of the Christmas Lights Competition by Cue Senior's Group was questioned

by a member of the public. Would Council consider bringing back the Early Rates Incentive.

5. APPLICATIONS FOR LEAVE OF ABSENCE Nil

6. DEPUTATIONS / PRESENTATIONS / SUBMISSIONS Cr Carole Minney Australia Day Ceremony Cr Eliz Morris Australia Day Ceremony Aqua Aerobics Met with Mr Vince Catania MLA Inter Agency Meeting Met with Fraiser Adam to view new WACRH house on Laurie Street President Ashley Dowden Australia Day Ceremony Met with Mr Vince Catania MLA

7. CONFIRMATION OF MINUTES OF PREVIOUS MEETING 7.1 Minutes of the Annual General Meeting of Electors held on 5 December

2014

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Carole Minney That the minutes of the Annual General Meeting of Electors held on 5 December 2014 be received. RESOLUTION 2015-02-01 CARRIED 9/0 7.2 Minutes of the Ordinary Meeting held on 5 December 2014

COUNCIL RESOLUTION

Moved: Cr Jorgen Jensen Seconded: Cr Bob Ford That the minutes of the Ordinary Meeting held on 5 December 2014 as circulated be confirmed as a true and correct record of proceedings. RESOLUTION 2015-02-02 CARRIED 9/0


8. ANNOUNCEMENTS BY PRESIDING PERSON WITHOUT DISCUSSION

Nil.

9. PETITIONS Nil.

10. DECLARATIONS OF INTEREST Nil.

11. BUSINESS DEFERRED FROM PREVIOUS MEETING Nil.


12. REPORTS

12.1 Monthly Report - Chief Executive Officer to 31 January 2015

File: AD-REP Officer: Warren Olsen - CEO Amended by: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015

Voting Requirements Simple Majority Current Personnel Based on the Organisation Structure, personnel as at 20 February 2015 are as follows: Administration Chief Executive Officer Warren Olsen Finance Manager Maureen Murat Administration Manager Vacant Administration Supervisor Ronella Kelly Finance Assistant Helga Goerigk Customer Service Officer Amber Seivwright Library Officer Monica Watson Tourism Promotions &

Development Officer Karen Morrissey

Youth & Recreation Officer (Casual)

Cecilia Kelly Jessica Killick

Office Assistant/Customer Service Officer (Casual)

Rani Hutchinson

Works Department Works Manager Patrick O'Brien Works Supervisor Vacant Works Leading Hand Peter Lethborg Plant Operator Noel Curley

Neville Kelly Gardener/Labourer Brian Hawkins

John Yates Cleaner Sophie Singh

Kathy Shaw Swimming Pool Manager JJ Amella Caravan Park Manager Bill Moses

Kate Hutchison Contract Ranger Peter Smith EHO/Building Surveyor Bill Atyeo Grant Writing &

Administration Services Grants Empire

Financial & Accounting Services

RSM Bird Cameron


Aerodrome Statistics for the Bluey Osmond Aerodrome for 2013/2014 and YTD are as follows:

2013/2014 BLUEY OSMOND AERODROME STATISTICS

MONTH Landings Revenue

($) Inbound Outbound

Revenue ($)

Total Revenue

($)

July 105 17,168 1,235 1,247 18,981 36,149 August 109 15,934 1,147 1,180 18,087 34,021 September 99 14,850 1,064 1,042 16,574 31,424 October 103 16,368 1,111 1,105 17,487 33,855 November 94 15,556 992 1,037 16,063 31,619 December 87 15,366 1,054 1,076 17,082 32,448 January 94 15,408 1,119 1,144 17,999 33,407 February 86 14,238 896 973 14,761 28,999 March 73 11,624 989 999 9,366 20,990 April 65 10,632 652 630 9,965 20,597 May 70 11,158 671 680 10,546 21,704 June 67 10,678 673 630 9,732 20,410 TOTAL 1052 168,981 11,603 11,743 176,643 345,623

2014/2015 BLUEY OSMOND AERODROME STATISTICS

MONTH Landings Revenue

($) Inbound Outbound

Revenue ($)

Total Revenue

($)

July 57 10,127 551 620 9,579 19,706 August 61 10,341 582 578 9,430 19,771 September 53 9,454 458 411 7,102 16,556 October 54 8,976 598 589 9,723 18,699 November 49 7,237 536 525 8,669 15,905 December 57 8,627 450 514 7,802 16,429 *January 51 8,136 218 168 3,208 11,344 February March April May June TOTAL 382 62,898 3,393 3,405 55,513 118,411

*NB: January passenger numbers are down due to data not being received prior to finalisation of month end.


Public Library Patronage statistics for the Library for 2013/2014 and YTD are as follows:

2013/2014 PUBLIC LIBRARY STATISTICS

MONTH Patrons Enquiries Issues ILL's Internet Access

Revenue ($)

July 89 1 15 0 45 127 August 96 3 4 4 42 97 September 76 4 8 2 20 41 October 77 4 1 4 26 53 November 51 1 10 1 14 67 December 50 0 12 0 14 29 January 68 11 12 5 16 30 February 43 5 1 4 14 53 March 34 14 9 5 10 20 April 48 135 13 12 16 42 May 79 75 39 6 30 71 June 76 364 36 10 27 76 TOTAL 787 617 160 53 274 706

2014/2015 PUBLIC LIBRARY STATISTICS

MONTH Patrons Enquiries Issues ILL's Internet Access

Revenue ($)

July 58 932 20 3 14 42 August 63 281 22 4 23 83 September 59 118 27 20 14 34 October 81 117 45 12 13 52 November 70 84 33 7 20 103 December 51 70 22 6 13 136 January 58 88 12 5 13 69 February March April May June TOTAL 440 1,690 181 57 110 519


Memorial Swimming Pool Statistics for the Swimming Pool for 2013/2014 and YTD are as follows:

2013/2014 MEMORIAL SWIMMING POOL STATISTICS

MONTH Adult Child Season Adult

Season Child

Under 4 yrs

School Total Revenue

($)

July August September October 217 530 46 83 55 12 943 2,894 November 218 324 173 123 67 28 933 2,055 December 251 333 145 169 74 10 982 1,369 January 226 580 241 323 129 1 1,500 1,594 February 149 241 128 117 61 0 696 1,019 March 93 138 39 94 22 132 518 489 April May June TOTAL 1,154 2,146 772 909 408 183 5,572 9,420

2014/2015 MEMORIAL SWIMMING POOL STATISTICS

MONTH Adult Child Season Adult

Season Child

Under 4 yrs

School Total Revenue

($)

July August September October 217 709 57 30 35 0 1,048 2,445 November 124 170 30 352 48 0 724 6,282 December 238 209 43 217 74 29 810 1,969 January 133 446 73 306 127 0 1,085 2,188 February March April May June TOTAL 712 1,534 203 905 284 29 3,667 12,884


Fitness Centre Statistics for the Fitness Centre for 2013/2014 and YTD are as follows:

2013/2014 FITNESS CENTRE STATISTICS

MONTH Activity (Hours) Memberships

Patrons Revenue

($) Month % Week Month Annual

July 39 7 7 3 0 47 153 August 41 7 4 11 1 45 710 September 43 8 1 6 0 42 199 October 61 11 3 4 0 62 152 November 51 9 15 4 1 76 561 December 33 6 1 4 0 48 135 January 27 5 1 5 1 28 495 February 19 4 2 4 0 23 144 March 29 5 8 11 0 37 415 April 69 13 3 7 0 66 247 May 94 17 1 10 0 99 263 June 52 10 3 3 1 49 447 TOTAL 558 9 49 72 4 573 3,921

2014/2015 FITNESS CENTRE STATISTICS

MONTH Activity (Hours) Memberships

Patrons Revenue

($) Month % Week Month Annual

July 23 4 6 3 0 32 147 August 38 7 8 2 0 54 142 September 39 7 4 4 0 47 300 October 44 8 1 12 0 67 401 November 115 21 2 8 0 141 277 December 97 17 4 3.5 0 83 147 January 50 9 4 6 0 51 229 February March April May June TOTAL 406 10 29 38.5 0 475 1,643


Caravan Park Statistics for the Caravan Park for 2013/2014 and YTD are as follows:

2013/2014 CARAVAN PARK STATISTICS

MONTH

Cabins (8) (Ensuite)

Cabins (9) (No Ensuite)

Sites (36) Visitors

Revenue ($)

Nights % Nights % Nights %

July 91 37 120 43 711 64 1,246 36,773 August 64 26 100 36 674 60 996 29,190 September 80 33 98 37 623 58 844 30,453 October 90 36 61 22 322 29 573 24,432 November 69 29 44 16 138 13 260 11,759 December 70 28 36 13 88 8 248 13,750 January 38 15 6 2 48 4 173 6,412 February 44 20 20 8 60 6 141 6,380 March 70 28 35 13 94 8 203 8,579 April 96 40 56 21 311 29 472 22,641 May 119 40 37 21 391 29 643 21,701 June 90 38 25 9 536 50 736 28,002 TOTAL 921 31 638 20 3,996 30 6,535 240,072

2014/2015 CARAVAN PARK STATISTICS

MONTH

Cabins (8) (Ensuite)

Cabins (9) (No Ensuite)

Sites (36) Visitors

Revenue ($)

Nights % Nights % Nights %

July 107 43 51 18 733 66 1,399 35,512 August 126 51 67 24 758 68 1,231 35,828 September 91 38 42 16 618 57 1,002 29,093 October 75 30 46 16 266 24 612 20,441 November 74 31 25 9 101 9 259 13,284 December 61 32 60 9 107 10 320 12,951 January 44 32 34 9 73 10 282 11,274 February March April May June TOTAL 578 37 325 14 2,656 35 5,105 158,383


Visitor Centre Patronage statistics for the Visitor Centre for 2013/2014 and YTD are as follows:

2013/2014 VISITOR CENTRE STATISTICS

MONTH

Visitors (Total)

Visitors (Museum)

Museum Entry

Revenue ($)

Visitor Centre

Revenue ($)

Commission ($)

Adult Child Adult Child

July 637 25 296 19 1,480 2,470 387 August 664 11 305 3 1,525 3,206 596 September 592 3 248 1 1,240 1,757 363 October 436 40 215 17 1,075 1,248 191 November 43 0 25 0 125 713 176 December 30 4 19 4 95 890 127 January 11 4 7 4 35 64 9 February 14 2 7 0 35 145 25 March 46 0 19 0 95 405 80 April 225 5 45 2 225 1,306 233 May 430 7 149 4 745 1,681 283 June 450 0 169 0 845 1446 237 TOTAL 3,578 101 1,504 54 7,520 15,331 2,707

2014/2015 VISITOR CENTRE STATISTICS

MONTH

Visitors (Total)

Visitors (Museum)

Museum Entry

Revenue ($)

Visitor Centre

Revenue ($)

Commission ($)

Adult Child Adult Child

July 756 54 340 27 1,700 4,368 825 August 937 5 355 0 1,775 2,931 557 September 726 12 300 5 1,500 2,741 581 *October *November *December *January February March April May June TOTAL 2,419 71 995 32 4,975 10,040 1,963

* Unavailable


Animal Control Statistics for Ranger services for 2013/2014 and YTD are as follows:

2013/2014 RANGER STATISTICS

MONTH Enquiries Licenses Seizures Impounds Complaints Revenue

($)

July 4 2 4 0 0 180 August 0 1 1 0 1 18 September 6 1 4 1 0 90 October 22 15 4 4 0 365 November 12 20 0 0 3 780 December 7 0 9 0 1 0 January 3 0 0 0 0 64 February 2 0 1 0 0 0 March 3 1 0 1 0 180 April 3 0 4 0 0 40 May 3 0 6 3 1 0 June 3 0 1 0 0 0 TOTAL 68 40 34 9 6 1,717

2014/2015 RANGER STATISTICS

MONTH Enquiries Licenses Seizures Impounds Complaints Revenue

($)

July 2 19 0 0 0 641 August 6 4 0 0 3 58 September 1 7 5 0 2 94 October 0 1 15 0 2 231 November 15 9 1 1 3 253 December 1 1 10 0 0 120 January 3 0 0 0 0 25 February March April May June TOTAL 28 41 31 1 10 1,422


I attended Mount Magnet on Friday night 31 October and Saturday 1 November 2014: Patrols were conducted of the town-site and surrounding areas and license

enquiries made. Registration files were checked for compliance. I attended outside IGA and conducted cat and dog registrations as the new

registration year begins on 1 November. There were several enquiries for cat registrations, micro-chipping and firebreaks. On Friday night, whilst I was at the Shire Depot, a female person approached me

looking for her lost dog. I hadn’t seen it but she was invited in to see for herself. The first round of fire break inspections was conducted. I also attended Mount Magnet on Monday 17 and Friday 21 November 2014: On this visit patrols were conducted of the town-site and surrounding areas and

license enquiries made. Registration files were checked for compliance. One dog was impounded and destroyed after being held unclaimed for 72 hours. No new written complaints were received. The second round of firebreak inspections was completed. I attended Mount Magnet on Monday 1, Thursday 4 and Friday 5 December 2014: Patrols were conducted of the town-site and surrounding areas and license

enquiries made. Registration files were checked for compliance. Trapping was conducted with the assistance of the Works Manager. Attention was

paid to numerous dogs that had been reported wandering at night. Due to the high nightly temperature it was difficult to set traps in certain locations as the residents were moving around and sleeping outside.

I attended Mount Magnet on Tuesday 16 and Friday 19 December 2014: Patrols were conducted of the town-site and surrounding areas and license

enquiries made. Registration files were checked for compliance. Ten dogs were handed in for destruction from numerous locations around town. One dog was registered and micro-chipped. I attended Mount Magnet on Monday 5 and Friday 9 January 2015: Patrols were conducted of the town-site and surrounding areas and license

enquiries made. Registration files were checked for compliance. At the time of the visit there were no new written complaints received over the

Christmas and New Year holiday period and all appeared correct. I also attended Mount Magnet on Monday 19 and Thursday 22 January 2015: On this visit, patrols were conducted of the town-site and surrounding areas and

license enquiries made. Registration files were checked for compliance. Patrols were conducted of The Granites area. Two enquiries were received regarding the limitation of cats and the availability of

micro chipping. No new written complaints were received. Enquiries were made after receiving information of an alleged baiting. This enquiry

is continuing.


Grants Statistics for Empress Administration for the financial year 2014/2015 are as follows:

Project Grant Grant

Amount Total Cost Status Close Date Result

Rectify Runway Lighting

Regional Airports Development Scheme (Department of Transport)

$161,209 $322,419 Submitted 16/09/2014 Pending

Construction of Leisure Pool

Community Sporting & Recreation Facilities Fund (Department of Sport & Recreation)

$250,000 (including

development bonus)

$540,650 Submitted 19/09/2014 Pending

Astro Rocks Fest 2015 Community Events (Lotterywest) $14,000 $33,955 Submitted 04/12/2014 Pending Astro Rocks Fest 2015 Community Chest Fund (MWDC) $6,723 $33,955 Submitted 04/12/2014 Pending Astro Rocks Fest 2016 Regional Events Scheme (Tourism WA) $10,000 $34,655 Submitted 10/01/2015 Pending

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Wendy McGorman That Council receives the Chief Executive Officer’s report. RESOLUTION 2015-02-03 CARRIED 9/0


12.2 Monthly Report - Works Manager to 31 January 2015

File: AD-REP Officer: Patrick O'Brien – Works Manager Amended by: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Previous Business

Lot 225 Watson Street Watson Street houses, the builder has been on site to rectify smaller outstanding issues. The air-con ducted system is too small in capacity to adequately cool the whole house in our summer temp conditions. Separate split systems have been installed in the master bedroom of both houses and confined ducted system air-con to kitchen and living area, in attempt to cool the houses to an acceptable temperature. Landscaping works are basically complete, with artificial turf installed, phone connection complete.

Rural Road Works

Paynesville – Wondinong Road (RFT GTS MM 14/15-01)

Contractor is onsite and commenced works. Extra works to include two minor bend realignments and sheeting, relocate approx 6km of fence, 50 metres away from roadside.

Flood Damage Works Flood damage works are still in progress. Wanarie & Wondinong Roads, works are complete. Works are currently on Meeline/Narndee Road . This section of the shire there is inadequate water supplies for road works, (currently utilising rain/storm water catchment on Red Bluff Road), compounded by the time of year, and the proposal to cart water over these roads from supply points further afield, adding to the increase in costs associated with works. This is on top of lack of commitment to honour (complete total cost) of initial funding approval gained through WANNDRA for establishment of water supply points. Bus inspection of works is suggested at some time. Minor drainage improvement is to be carried out on sections of roads where water has washed, down road sides.

Aerodrome Works

IWI Unit RADS grants works, IWI new unit has been installed, minor electrical issues still to rectify, otherwise completed. Tank stand platform & new tank have been installed & completed. Acquittal to be submitted.

Annual Inspections Annual inspections were conducted in January by AMS, reports received, issues to be analysed and remedial action where applicable .

Training An additional staff member has attended ARO/WSO course at Jandakot, to assist with airport obligations.

Township Works in Progress Litter Control The street sweeper has been out of action, however it is

back operational and in use as required. Litter control is ongoing and constantly monitored for town tidiness.

Archive Container New archive container, costing of install insulation and air-condition is being investigated to comply with archive document requirements.


Vandalism Vandal damage is still prevalent in town, the reticulation

tubing has been disturbed/pulled up in the community garden, the poly lines pull up from front of Anzac garden roses, the front top glass window in shire office has been broken, tin fence sheets have been damaged at rear of pool house, the school has had several vandal damage incidents over the holidays, and the Christmas lights displays have also been damaged.

Line Marking Line remarking of Main street bays is in progress. Drainage Works Drainage investigation survey works for Wallace,

Attwood & Carroll Streets are proposed & quote has been requested.

Illegal Dumping Monitoring of dumping of rubbish/car bodies in town common is ongoing, with two recent cars due for removal to tip.

Mosquito Fogging Mosquito fogging is scheduled on a weekly basis as weather permits.

Town Oval Fertilizer topdressing of town oval has been completed whilst storms/rain events to gain maximum effect & watering has been increased an extra day per week, this has been enabled by installing a larger capacity pump in dam to refill tank quicker.

Moses Street Subdivision Moses street subdivision works have commenced and are ongoing, I have raised some potential issues with project management in regard to whether intersections and Drain culvert widths are adequate to accommodate road train traffic.

Council Properties

Memorial Swimming Pool Australia Day celebrations were this year held at the pool, and I believe warmly accepted as a suitable venue. Pool season pass system has been reviewed, with actual laminated pass issued to adult season ticket holders, to improve receipt pass system & eliminate grey areas in relation to admittance. Cleaning practise’s are to be addressed and monitored further.

Caravan Park Septic issues have been investigated early Feb, by project manager and independent consultant.

Seniors Centre Senior’s building has been delivered to works depot, install works are in progress, septic install works to follow.

Recreation Centre The replacement skylights for roof of Recreation Centre have been rectified.

Lot 460 Jensen Close Proposed to be rented to DOH, initially for a 3 month period.

Lot 452 Dowden Street Currently retained for staff housing requirements, potential renovations to be assessed.

Major Plant Maintenance

Replacement CEO vehicle has been ordered, delivery expected end of February. New Kioti ride on mower has been ordered and delivered, will monitor its

performance. Preparation of an initial inventory of surplus small unused plant items for sale is

ongoing. Service schedules are ongoing and up to date, several minor repairs/ breakdowns,

HYD leaks etc are complete. SAM trailer is currently out of service, will follow up with repairs needed.


Works Staff Training

Training/assessment of various courses are currently being arranged, through Durack.

Traffic management course space available in conjunction with Sandstone, in March.

FCO course in March in Geraldton is booked. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Eliz Morris Seconded: Cr Joe O'Brien That Council receives the Works Manager’s report. RESOLUTION 2015-02-04 CARRIED 9/0


12.3 Monthly Report - EHO/Building Surveyor to 31 January 2015

File: AD-REP Officer: Bill Atyeo - EHO/Building Surveyor Amended by: Nil Disclosure of Interest: Nil

Meeting Date: 20 February 2015 I was in attendance at the Shire from the 15th to the 18th December 2014. Building Permits There were Nil (0) Building Permits issued in this timeline. Statistics

The statistics as required by the ABS and WorkSafe, and others were submitted at the end of last month in the format as is required by the ABS.

Demolition licenses There were Nil (0) Demolition Permits issued during this period. General Matters Inspection of Lot 44 Attwood Street

I inspected the buildings located on Lot 44 Attwood Street for structural soundness. All buildings were structurally sound and a Building Approval Certificate was issued in accordance with the Building Act 2011 with this being forwarded to the proposed purchaser of the property and a copy to the owners.

Lifting Health Notice – Lot 138 Laurie Street

In May 2010 I issued a Health Notice on the premises located at Lot 138 Laurie Street declaring the dwelling Unfit for Human Habitation. Since that time the property was sold to the present owners Gabriel and Kelsie Harfouche who were, at the time of purchase, informed of the existence of the Notice. Since taking ownership of the property the owners have undertaken works to address the problems associated with the dwelling which included the septic system. I was requested to inspect the property and have been furnished with photos of the works completed. Gabriel and Kelsie are to be congratulated for the standards of work performed and the presentation of the property. It has taken a lot of work but I am so pleased to state that the house is now fit for human habitation. It has taken time (too much some might say) but Council’s patience has been rewarded with the preservation of the asset and raised standards which are a win-win for owner and for Council. Yes there are minor aesthetic matters that need addressing but these will be attended to by the owners in due course. However, the house is in good condition and as stated previously the owners have done a great job of the interior and have invested much time and money to raise the standards of the house and yard.


I present the before and after photos for all to see: Before in 2010 After in 2014

I have therefore lifted the Health Notice issued on the premises on 15th May 2010 and declare the dwelling fit for Human Habitation. The owners have been notified in a letter to them.


Inspection of Lot 41 Hepburn Street I was requested to inspect and report on the structural soundness of the dwelling at Lot 41 Hepburn Street. I did so in the presence of the current owner of the property and reported that the buildings were structurally sound and are able to be renovated to improve the current standards as required. The house is an old one and has suffered from a lack of maintenance over time, which means that the “buyer beware” label needs to be relayed to the proposed purchaser of this property. While there have been some renovations carried out on the house there are still a number of issues that need to be addressed at the time and pace of the new owners of the property.

TP14-003 - Planning Permit Issued - Home Office

The Planning permit TP14-003 was issued to Mr Robert Jason Homewood for the development of an office within the existing structure on Wondinong Station as determined by Council on the 11th December 2014.

Dwelling – Lots 229-230 Watson Street

The following letter was sent to the owners of the property following an inspection last month. The owner is the Bank who held the mortgage over the property: “I inform you that the dwelling located across Lots 229-230 Watson Street in Mount Magnet has sustained damage as a result of vandalism. Windows are broken and internal damage to the infrastructure of the dwelling has made this dwelling Unfit for Human Habitation and it is not secure against unauthorized access. The property has been mentioned at Council’s ordinary Meeting and is a matter of concern as the building is structurally sound and able to be renovated by a person willing to do the hard work. This letter to you is to advise you of its condition and to seek your co-operation in making the building secure from unauthorized access. Should the dwelling receive further damage from vandalism or deteriorate to an extent that it is a health risk to the community, then a Notice will be issued on the dwelling under the Health Act declaring it Unfit for Human Habitation and call for the demolition of the building. Could you please indicate your intentions for this property and secure it from the entry of unauthorised person.”

Thus ends my report to Council. W.V.Atyeo (M.E.H.A.A.) Principal Environmental Health Officer Building Surveyor

COUNCIL RESOLUTION

Moved: Cr Bob Ford Seconded: Cr Wendy McGorman That Council receives the EHO/Building Surveyor’s report. RESOLUTION 2015-02-05 CARRIED 9/0


12.4 Monthly Report - Financial Activity Statement to 30 November 2014

File: FI-REP Officer: Travis Bate – Financial Consultant Amended By: Nil Disclosure of Interest: Nil

Meeting Date: 20 February 2015 Application To consider the Financial Reports for the period ending 30 November 2014, attached. Background Financial Activity Statement Report – s.6.4 (1) A local government is to prepare each month a statement of financial activity

reporting on the sources and applications of funds, as out in the annual budget under regulation 22(1)(d), for that month in the following detail – (a) Annual budget estimates, taking into account any expenditure incurred for

an additional purpose under section 6.8(1)(b) or (c); (b) Budget estimates to the end of the month to which the statement relates; (c) Actual amounts of expenditure, revenue and income to the end of the

month to which the statement relates; (d) Material variances between the comparable amounts referred to in

paragraphs (b) and (c); and (e) The net current assets at the end of the month to which the statement relates.

(2) Each statement of financial activity is to be accompanied by documents containing- (a) an explanation of the composition of the net current assets of the month to

which the statement relates, less committed assets and restricted assets; (b) An explanation of each of the material variances referred to in sub-

regulation (1)(d); and (c) Such other supporting information as is considered relevant by the local

government. (3) The information in a statement of financial activity may be shown –

(a) According to nature and type classification, (b) By program; or (c) By business unit.

(4) A statement of financial activity, and the accompanying documents referred to in sub-regulation (2), are to be – (a) presented to the council –

(i) at the next ordinary meeting of the council following the end of the month to which the statement relates; or

(ii) if the statement is not prepared in time to present it to the meeting referred to in subparagraph (i), to the next ordinary meeting of the council after that meeting; and

(b) recorded in the minutes of the meeting at which it is presented. (5) Each financial year, a local government is to adopt a percentage or value,

calculated in accordance with AAS 5, to be used in statements of financial activity for reporting material variances.

(6) In this regulation –} committed assets~ means revenue unspent but set aside under the annual budget for a specific purpose; } restricted assets~ have the same meaning as in AAS 27.[Regulation 34 inserted in Gazette 31 Mar 2005 p. 1049-50.] [35. Repealed in Gazette 31 Mar 2005 p. 1050.]


Comment A monthly financial report is to be presented to Council at the next Ordinary Meeting following the end of the reporting period. Statement of Financial Activity Significant Accounting Policies Graphical Representation Net Current Funding Position Cash and Investments Major Variances Budget Amendments Receivables Grants and Contributions Cash Backed Reserves Capital Disposals and Acquisitions Trust Consultation Travis Bate - Accountant - RSM Bird Cameron Statutory Environment Local Government Act 1995 Section 6.4 Financial Report Financial Management Regulations 34 & 35 Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Carole Minney That the Financial Report for the period ending 30 November 2014 be received. RESOLUTION 2015-02-06 CARRIED 9/0


RSM Bird Cameron

Level 1, 12 Bayly Street Geraldton WA 6530

PO Box 61 Geraldton WA 6531

T +61 8 9920 7400 F +61 8 9920 7450

www.rsmi.com.au

L:\2 - Clients\Shire of Mt Magnet (Non-Audit)\2015\EOM\5 - Nov 2014\FOF\Mt Magnet Compilation Report Nov 14.docx

Liability limited by a scheme approved under Professional Standards Legislation

Birdanco Nominees Pty Ltd ABN 33 009 321 377 Practising as RSM Bird Cameron ABN 65 319 382 479

Major Offices in: Perth, Sydney, Melbourne, Adelaide and Canberra

RSM Bird Cameron is an independent member firm of RSM International, an affiliation of independent accounting and consulting firms. RSM International is the name given to a network of independent accounting and consulting firms each of which practices in its own right. RSM International does not exist in any jurisdiction as a separate legal entity.

Compilation Report

To the Council

Shire of Mount Magnet Scope

We have compiled the accompanying special purpose financial statements for the period ended 30 November

2014.

The specific purpose for which the special purpose financial report has been prepared is to provide information

relating to the financial performance and financial position of the Shire that satisfies the information needs of the

Council and the Local Government Act 1995 and associated regulations.

The responsibility of the Shire

The Shire is solely responsible for the information contained in the special purpose financial report and have

determined that the accounting policies used are consistent and are appropriate to satisfy the requirements of the


Our responsibility

On the basis of information provided by the Shire, we have compiled the accompanying special purpose financial

statements.

Our procedures use accounting expertise to collect, classify and summarise the financial information, which the

Management provided, into a financial report. Our procedures do not include any verification or validation

procedures. No audit or review has been performed and accordingly no assurance is expressed.

To the extent permitted by law, we do not accept liability for any loss or damage which any person, other than the

Shire of Mount Magnet, may suffer arising from negligence on our part. No person should rely on the report

without having an audit or review conducted.

This report was prepared for the benefit of the Council of the Shire of Mount Magnet and the purpose identified

above. We do not accept responsibility to any other person for the content of the report.

Signed at GERALDTON RSM BIRD CAMERON

Chartered Accountants

Date 8 December 2014 RSM BIRD CAMERON


Shire of Mount Magnet

MONTHLY FINANCIAL REPORT

For the Period Ended 30 November 2014

Local Government Act 1995

Local Government (Financial Management) Regulations 1996

Table of Contents

Statement of Financial Activity by Nature and Type

Statement of Financial Activity by Statutory Reporting Program

Note 1 Significant Accounting Policies

Note 2 Graphical Representation

Note 3 Net Current Funding Position

Note 4 Cash and Investments

Note 5 Major Variances

Note 6 Budget Amendments

Note 7 Receivables

Note 8 Grants and Contributions

Note 9 Cash Backed Reserves

Note 10 Capital Disposals and Acquisitions

Note 11 Trust


Note

Full Year

Budget

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

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

Operating Revenues $ $ $ %

Grants, Subsidies and Contributions 8 1,757,631 846,995 952,503 105,508 11.08% �

Profit on Asset Disposal 10 26,461 8,384 6,000 (2,384) (39.73%)

Fees and Charges 844,129 439,354 397,089 (42,265) (10.64%) �

Service Charges 0 0 0 0

Interest Earnings 133,720 55,717 31,898 (23,819) (74.67%)

Other Revenue 16,817 8,408 4,779 (3,629) (75.94%)

Total (Ex. Rates) 2,778,758 1,358,858 1,392,269 33,411

Operating Expense

Employee Costs (1,590,604) (661,111) (592,958) 68,153 11.49% �

Materials and Contracts (1,151,261) (481,290) (388,496) 92,794 23.89% �

Utilities Charges (201,066) (77,090) (71,214) 5,876 8.25%

Depreciation (Non-Current Assets) (1,022,789) (426,162) (483,778) (57,616) (11.91%) �

Interest Expense (18,683) (9,603) (1,686) 7,917 469.57%

Insurance Expense (162,514) (162,514) (122,331) 40,183 32.85% �

Loss on Asset Disposal 10 (1,267) 0 0 0

Other Expenditure (108,018) (49,852) (49,589) 263 0.53%

Total (4,256,202) (1,867,622) (1,710,052) 157,570

Funding Balance Adjustment

Add back Depreciation 1,022,789 426,162 483,778 57,616 11.91% �

Adjust (Profit)/Loss on Asset Disposal 10 (25,194) (8,384) (6,000) 2,384 (39.73%)

Adjust Provisions and Accruals 0 0 0 0

Adjust Movement Deferred Pensioner Rates 0 0 (6,710) (6,710) 100.0%

Rates Setting Adjustment

Net Operating (Ex. Rates) (479,849) (90,986) 153,285 250,981

Capital Revenues

Grants, Subsidies and Contributions 8 3,542,785 964,485 953,709 (10,776)

Proceeds from Disposal of Assets 10 58,000 20,000 16,000 (4,000) (25.00%)

Proceeds from New Debentures 0 0 0 0

Proceeds from Sale of Investments 0 0 0 0

Proceeds from Advances 0 0 0 0

Self-Supporting Loan Principal 0 0 0

Transfer from Reserves 9 191,561 0 0 0

Total 3,792,346 984,485 969,709 (14,776)

Capital Expenses

Land Held for Resale 0 0 0 0

Land and Buildings 10 (883,568) (460,275) (417,731) 42,544 10.18% �

Plant and Equipment 10 (137,000) (65,000) (34,466) 30,534 88.59% �

Furniture and Equipment 10 (11,000) (7,000) (1,618) 5,382 332.63%

Infrastructure Assets - Roads 10 (2,854,000) (1,085,000) (719,879) 365,121 50.72% �

Infrastructure Assets - Other 10 (600,100) (34,255) (58,928) (24,673) (41.87%)

Purchase of Investments 0 0 0

Repayment of Debentures (35,089) (17,283) (17,283) 0 0.00%

Advances to Community Groups 0 0 0

Transfer to Reserves 9 (497,885) (397,885) (413,744) (15,859) (3.83%)

Total (5,018,642) (2,066,698) (1,663,649) 403,049

Net Capital (1,226,296) (1,082,213) (693,940) 388,273

Total Net Operating + Capital (1,706,145) (1,173,199) (540,655) 639,254

Rate Revenue 1,079,785 1,079,785 1,087,016 7,231 0.67%

Opening Funding Surplus(Deficit) 495,655 495,655 443,498 (52,157) (11.76%) �

Closing Funding Surplus(Deficit) 3 (130,705) 402,241 989,859 594,328

Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold. �

�


STATEMENT OF FINANCIAL ACTIVITY

(Nature or Type)


Please refer to Compilation Report.Ordinary Meeting of Council Minutes - 20 February 2015 26 of 240

Note

Full Year

Budget

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

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


Governance 17,827 12,619 10,528 (2,091) (19.86%)

General Purpose Funding 1,779,151 877,514 865,360 (12,154) (1.40%)

Law, Order and Public Safety 23,397 11,423 3,051 (8,372) (274.40%)

Health 3,787 1,800 0 (1,800) (100.00%)

Education and Welfare 0 0 127 127 100.00%

Housing 18,786 7,828 15,759 7,931 50.33%

Community Amenities 107,235 101,848 103,903 2,055 1.98%

Recreation and Culture 24,617 9,525 34,753 25,228 72.59% �

Transport 438,114 179,381 191,893 12,512 6.52%

Economic Services 292,707 147,030 150,374 3,344 2.22%

Other Property and Services 73,137 9,891 16,522 6,631 40.13%

Total (Ex. Rates) 2,778,758 1,358,859 1,392,270 33,411

Operating Expense

Governance (218,233) (78,211) (112,838) (34,627) (30.69%) �

General Purpose Funding (52,929) (22,160) (50,786) (28,626) (56.37%) �

Law, Order and Public Safety (65,066) (29,047) (37,474) (8,427) (22.49%)

Health (31,088) (12,872) (20,821) (7,949) (38.18%)

Education and Welfare (3,220) (1,235) (3,552) (2,317) (65.23%)

Housing (144,117) (64,474) (66,457) (1,983) (2.98%)

Community Amenities (331,444) (140,343) (119,465) 20,878 17.48%

Recreation and Culture (784,297) (357,549) (336,538) 21,011 6.24%

Transport (1,328,926) (579,150) (472,244) 106,906 22.64% �

Economic Services (591,037) (255,566) (323,770) (68,204) (21.07%) �

Other Property and Services (705,845) (327,016) (166,108) 160,908 96.87% �

Total (4,256,202) (1,867,623) (1,710,053) 157,570



Adjust (Profit)/Loss on Asset Disposal 10 (25,194) (8,384) (6,000) 2,384 (39.73%)Adjust Provisions and Accruals 0 0 0 0Adjust Movement Deferred Pensioner Rates 0 0 (6,710) 100.0% Rates Setting Adjustment


Capital Revenues

Grants, Subsidies and Contributions 3,542,785 964,485 953,709 (10,776)Proceeds from Disposal of Assets 10 58,000 20,000 16,000 (4,000) (25.00%)Proceeds from New Debentures 0 0Proceeds from Sale of Investments 0 0Proceeds from Advances 0 0Self-Supporting Loan Principal 0 0Transfer from Reserves 9 191,561 0 0 0

Total 3,792,346 984,485 969,709 (14,776)

Capital Expenses

Land Held for Resale 0 0Land and Buildings 10 (883,568) (460,275) (417,731) 42,544 10.18% �


Furniture and Equipment 10 (11,000) (7,000) (1,618) 5,382 332.63% Infrastructure Assets - Roads 10 (2,854,000) (1,085,000) (719,879) 365,121 50.72% �

Infrastructure Assets - Other 10 (600,100) (34,255) (58,928) (24,673) (41.87%)Purchase of Investments 0 0 0 0Repayment of Debentures (35,089) (17,283) (17,283) 0 0.00% Advances to Community Groups 0 0 0 0Transfer to Reserves 9 (497,885) (397,885) (413,744) (15,859) (3.83%)

Total (5,018,642) (2,066,698) (1,663,649) 403,049

Net Capital (1,226,296) (1,082,213) (693,940) 388,273


Rate Revenue 1,079,785 1,079,785 1,087,016 7,231 0.67% Opening Funding Surplus(Deficit) 495,655 495,655 443,498 (52,157) (11.76%) �



�



(Statutory Reporting Program)



1. SIGNIFICANT ACCOUNTING POLICIES

The significant accounting policies which have been adopted in the preparation of this statement of

financial activity are:

(a) Basis of Accounting

This statement is a special purpose financial report, prepared in accordance with applicable Australian

Australian Accounting Standards, other mandatory professional reporting requirements and the Local

Government Act 1995 (as amended) and accompanying regulations (as amended).

(b) The Local Government Reporting Entity

All Funds through which the Council controls resources to carry on its functions have been included in

this statement.

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 statement, but a separate statement of those

monies appears at Note 11.

(c) Rounding Off Figures

All figures shown in this statement are rounded to the nearest dollar.

(d) 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.

(e) Goods and Services Tax

In accordance with recommended practice, revenues, expenses and assets capitalised are stated net

of any GST recoverable. Receivables and payables are stated inclusive of applicable GST.

(f) Cash and Cash Equivalents

Cash and cash equivalents comprise cash at bank and in hand and short-term deposits that are readily

convertible to known 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.

(g) 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.


NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY


Please refer to Compilation ReportOrdinary Meeting of Council Minutes - 20 February 2015 28 of 240

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(h) 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 of 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 the 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 operating 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

intentions to release for sale.

(i) Fixed Assets

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 by the local government includes the cost of all materials used in the construction, direct

labour on the project and an appropriate proportion of variable and fixed overhead.

Certain asset classes may be revalued on a regular basis such that the carrying values are not materially

different from fair value. Assets carried at fair value are to be revalued with sufficient regularity to ensure

the carrying amount does not differ materially from that determined using fair value at reporting date.

(j) Depreciation of Non-Current Assets

All non-current assets having a limited useful life are 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 rates and periods are:

Buildings 2%

Furniture and Equipment 10-25%

Plant and Equipment 15-25%

Motor Vehicles 25%

Roads - Aggregate 25 years

Roads - Unsealed - Gravel 35 years

Drains and Sewers 75 years

Airfield - Runways 12 years






(k) Trade and Other Payables

Trade and other payables are carried at amortised cost. They represent liabilities for goods and services

provided to the local government prior to the end of the financial year that are unpaid and arise when the

Shire 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.

(l) 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 Shire 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 Shire expects to pay and includes related on-costs.

(ii) Annual Leave and 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 project 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 the

Shire does not have the unconditional right to defer settlement beyond 12 months, the liability is

recognised as a current liability.

(m) 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.

(n) 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 of item included in the same class of obligations may be

small.

(o) 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.






(p) Nature or Type Classifications

Rates

All rates levied under the Local Government Act 1995. Includes general, differential, specific area

rates, minimum rates, interim rates, back rates, ex-gratia rates, less discounts offered. Exclude

administration fees, interest on instalments, interest on arrears, service charges and sewerage rates.

Operating Grants, Subsidies and Contributions

Refer to all amounts received as grants, subsidies and contributions that are not non-operating grants.

Non-Operating Grants, Subsidies and Contributions

Amounts received specifically for the acquisition, construction of new or the upgrading of non-current

assets paid to a local government, irrespective of whether these amounts are received as capital grants,

subsidies, contributions or donations.

Profit on Asset Disposal

Profit on the disposal of assets including gains on the disposal of long term investments.

Losses are disclosed under the expenditure classifications.

Fees and Charges

Revenues (other than service charges) from the use of facilities and charges made for local government

services, sewerage rates, rentals, hire charges, fee for service, photocopying charges, licences, sale

of goods or information, fines, penalties and administration fees.

Service Charges

Service charges imposed under Division 6 of Part 6 of the Local Government Act 1995. Regulation 54

of the Local Government (Financial Management) Regulations 1996 identifies these are television

and radio broadcasting, underground electricity and neighbourhood surveillance services. Exclude

rubbish removal charges. Interest and other items of a similar nature received from bank and investment

accounts, interest on rate instalments, interest on rate arrears and interest on debtors.

Interest Earnings

Interest and other items of a similar nature received from bank and investment accounts, interest on rate

instalments, interest on rate arrears and interest on debtors.

Other Revenue / Income

Other revenue, which can not be classified under the above headings, includes dividends, discounts,

rebates etc.

Employee Costs

All costs associated with the employment of persons such as salaries, wages, allowances, benefits such

as vehicle and housing, superannuation, employment expenses, removal expenses, relocation expenses,

worker's compensation insurance, training costs, conferences, safety expenses, medical examinations,

fringe benefit tax, etc.

Materials and Contracts

All expenditures on materials, supplies and contracts not classified under other headings. These include

supply of goods and materials, legal expenses, consultancy, maintenance agreements, communication

expenses, advertising expenses, membership, periodicals, publications, hire expenses, rental, leases,

postage and freight etc.

Utilities (Gas, Electricity, Water, etc.)

Expenditures made to the respective agencies for the provision of power, gas or water. Exclude

expenditures incurred for the reinstatement of roadwork on behalf of these agencies.






(q) Nature or Type Classifications (Continued)

Insurance

All insurance other than worker's compensation and health benefit insurance included as a cost of

employment.

Loss on asset disposal

Loss on the disposal of fixed assets.

Depreciation on non-current assets

Depreciation expense raised on all classes of assets.

Interest expenses

Interest and other costs of finance paid, including costs of finance for loan debentures, overdraft

accommodation and refinancing expenses.

Other expenditure

Statutory fees, taxes, provision for bad debts, member's fees or levies including WA Fire Brigade

Levy and State taxes. Donations and subsidies made to community groups.

(r) Statement of Objectives

In order to discharge its responsibilities to the community, the Council has developed a set of

operational and financial objectives. These objectives have been established both on an overall

basis and for each of its broad activities/programs.

Council operations as disclosed in this statement encompass the following service orientated

activities/programs:

GOVERNANCE

This includes those income and expenses relating to Councillors, and Council's Governance role,

and a portion of Administration which cannot be reliably allocated or linked to other programs.

GENERAL PURPOSE FUNDING

This includes income relating to Rating; the Untied Financial Assistance Grants; and Interest on

Investments. It also includes expenses related to Rating functions.

LAW, ORDER, PUBLIC SAFETY

Includes items of Bushfire prevention actions; Ranger services & Animal control, SES Items;

as well as supervision, related costs & enforcement of Local Laws.

HEALTH

Involved food inspection, control and licensing of food outlets, food hygiene and promotion,

Mosquito Control & other Health issues including Aboriginal Health issues.






(r) STATEMENT OF OBJECTIVE (Continued)

EDUCATION AND WELFARE

The program includes Prizes/Donations applicable to School events; & certain Youth related items.

HOUSING

This mainly involves the Pensioner Units; Staff Housing has been generally allocated to specific programs.

COMMUNITY AMENITIES

This includes Rubbish\Sanitation collection & disposal items; Flood Mitigation works; Town Planning;

Public Toilets & Cemeteries.

RECREATION AND CULTURE

Public Halls & Community Centres; Swimming Pool & Recreation Centre; Parks & Gardens items;

The Recreation\Physical Activities Officer & related expenses; the Rec Centre & Oval; other

Recreation items; Library operations; as well as TV & Radio broadcasting.

TRANSPORT

Maintenance & construction of roads, bridges, drainage, footpaths; cleaning & lighting of streets;

verge & tree maintenance; large plant & machine replacements.

ECONOMIC SERVICES

Tourism operations; Building control matters; Community Development Officer & Caravan Park.

OTHER PROPERTY & SERVICES

Private works; Administration; Public works overheads, Plant operating costs & various other Unclassified

Services. This section also includes Administration costs in gross terms, which have been reallocated

to the other Functions\Programs via an allocation system known as Activity Based Costing 'ABC allocated'.








Note 2 - Graphical Representation - Source Statement of Financial Activity

Comments/Notes - Operating Expenses

Comments/Notes - Operating Revenues

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000

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

Am

ou

nt

$ (

'0

00

s)

Month ending

Budget Operating Expenses -v- YTD Actual

Budget 2014-15

Actual 2014-15

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Am

ou

nt

$ (

'0

00

s)

Month ending

Budget Operating Revenues -v- Actual

Budget 2013-14

Actual 2014-15






Comments/Notes - Capital Expenses

Comments/Notes - Capital Revenues

0

200000

400000

600000

800000

1000000

1200000

1400000

1600000

1800000


Am

ou

nt

$ (

'0

00

s)

Month ending

Budget Capital Revenue -v- Actual

Budget 2014-15

Actual 2014-15

0

1000000

2000000

3000000

4000000

5000000

6000000


Am

ou

nt

$ (

'0

00

s)

Month ending

Budget Capital Expenses -v- Actual

Budget 2014-15

Actual 2014-15


Note 3: NET CURRENT FUNDING POSTION

Note This Period Last Period

Same Period

Last Year

$ $ $

Current Assets

Cash Unrestricted 4 561,688 384,962 246,466

Cash Restricted 4 2,090,290 2,090,290 2,732,085

Investments 4 0 0 0

Receivables - Rates and Rubbish 7 687,601 718,448 974,961

Receivables - Sundry Debtors 7 63,444 30,245 114,962

Deferred Pensioners Rate 7 43,125 43,125 0

Provision for Doubtful Debts - Rates (36,124) (41,846) 0

Provision for Doubtful Debts - Sundry Debtors (5,722)

Inventories 10,911 6,588 12,810

3,415,214 3,231,812 4,081,285

Less: Current Liabilities

Sundry Payables (186,550) (300,251)

Payroll Clearing Liability (89) (89)

GST Liability 33,750 50,821

PAYG Withholdings (18,252) (26,072)

Payables (171,141) (275,590) (140,712)

Provisions (163,924) (163,924) (134,930)

(335,065) (439,514) (275,642)

Less: Cash Restricted 4 (2,090,290) (2,090,290) (2,228,058)

Net Current Funding Position 989,859 702,007 1,577,584

Comments - Net Current Funding Position

2014-15




Positive=Surplus (Negative=Deficit)

0

500

1,000

1,500

2,000

2,500


Am

ou

nt

$ (

'0

00

s)

Note 3 - Liquidity Over the Year2012-132013-142014-15


Note 4: CASH AND INVESTMENTS

Interest Unrestricted Restricted Trust Investments Total Institution Maturity

Rate $ $ $ $ Amount $ Date

(a) Cash Deposits

Bank Account - Municipal 185,476 185,476 CBA Call

Cash on Hand 1,380 1,380 N/A

35416107 2.45% 374,832 374,832 CBA Call

651210125468 8,279 8,279 CBA

(b) Term Deposits

36129101 3.48% 2,090,290 2,090,290 CBA 31/12/2014

36980304 3.48% 419,113 419,113 CBA Call

37074510 0 0 CBA

(c) Investments

Total 561,688 2,090,290 427,392 0 3,079,371

Comments/Notes - Investments





Note 4A: CASH INVESTMENTS

Comparative rate

Maturity

Date Up to 30 30-60 60-90 90-120 120+

Average

Interest

time of

deposit

Interest

Rate at

time of

Report

Annual

Budget

Year to

Date Actual Var.$ General MunicipalBank Account - Municipal - 185,476 185,476 Cash on Hand - 1,380 1,380

35416107 Call CBA 31 2.45% 780 374,832 374,832 2.45%

Subtotal 780 561,688 - - - - 561,688 17,838 4,672 13,166

Restricted

36129101 30/09/2014 31/12/2014 CBA 92 3.48% - 2,090,290 2,090,290 3.48%

Subtotal - - - 2,090,290 - - 2,090,290 26,736 15,859 10,877

Trust Fund

10125468 CBA 0.00% - 8,279 8,279 0.00%

36980304 30/09/2014 31/12/2014 CBA 92 3.48% 3,676 419,113 419,113 3.48% -

Subtotal 3,676 8,279 419,113 - - - 427,392 - - -

Total Funds Invested 4,456 569,968 419,113 2,090,290 - - 3,079,371 44,573 20,531 24,042

Maturity

Date

CBA

Bank Account - Municipal 0 0.00% 185,476 6.0%

Cash on Hand 0 0.00% 1,380 0.0%

35416107 Call 31 2.45% 374,832 12.2%

36129101 30/09/2014 31/12/2014 92 3.48% 2,090,290 67.9%

10125468 0 0 0 0.00% 8,279 0.3%

36980304 30/09/2014 31/12/2014 92 3.48% 419,113 13.6%

Total Funds Invested 3,079,371 100.0%


Monthly Investment Report


Deposit

Ref

Deposit

Date

Institutio

n

Term

(Days)

Invested

Interest rates

Expected

Interest

Amount Invested (Days)

Total

Budget v Actual

Deposit Ref

Deposit

Date

Term

(Days)

Invested

Interest

rates

Amount

Invested

Percentage

of Portfolio

Portfolio Diversity

CBA

-

500,000

1,000,000

1,500,000

2,000,000

2,500,000

Up to 30 30-60 60-90 90-120 120+

Investment Maturity Timing



Note 5: MAJOR VARIANCES

Comments/Reason for Variance

5.1.1 GRANTS SUBSIDIES AND CONTRIBUTIONSReceipt $30,000 Shire Conservation Works recoup not in Budget, Receipt $52,500 Caravan Park Amenities

Upgrade which related to 2013/2014

5.1.3 FEES & CHARGESVariance due to reduced Aerodrome Revenue

5.2.1 EMPLOYEE COSTSVariance caused by vacant positions

5.2.2 MATERIALS AND CONTRACTSTiming variance in relation to Lot 225 Watson Street

5.2.4 DEPRECIATION (NON-CURRENT ASSETS)Variances due to differences in timing of capital acquisitions

5.2.6 INSURANCE EXPENSEBudgeted second payment in October, actual payment to be made in November

5.2.9 ADD BACK DEPRECIATIONVariances due to differences in timing of capital acquisitions

5.4.2 LAND AND BUILDINGSTiming variance - See Note 10

5.4.5 INFRASTRUCTURE ASSETS - ROADSTiming variance in relation to Flood Damage Works - See Note 10

5.4.6 INFRASTRUCTURE ASSETS - OTHERTiming variance - See Note 10

5.5.2 OPENING FUNDING SURPLUS (DEFICIT)Variance due to adjustment of opening funding position post audit

5.4 CAPITAL EXPENSES

5.5 OTHER ITEMS

Shire of Mount Manget


5.1 OPERATING REVENUES

5.2 OPERATING EXPENSE


Note 6: BUDGET AMENDMENTS

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

GL

Account

Code Description

Council

Resolution Classification

Non Cash

Adjustment

Increase in

Available

Cash

Decrease in

Available Cash

Amended

Budget

Running

Balance

$ $ $ $

Surplus/(Deficit) on Budget Adoption 14,178

14,178

1221506 Flood Damage - WANDRRA Grant - Water Bores 220,000 234,178

1221506 Flood Damage - WANDRRA Grant - Flood Damage Works 1,950,000 2,184,178

1211505 Flood Damage - Water Bores (220,000) 1,964,178

1211505 Flood Damage - Flood Damage Works (1,950,000) 14,178

1332055 Caravan Park - Upgrade Power Outlets & Main Switchboard Stage 1 (69,608) (55,430)

1332055 Caravan Park - Replace Amenities (72,960) (128,390)

1332055 Caravan Park - Irrigation (2,315) (130,705)

Amended Budget Closing Funding Surplus (Deficit) 0 2,170,000 (2,314,883) (130,705)





Note 7: RECEIVABLES

Receivables - Rates and Rubbish Current Previous Total Receivables - General Current 30 Days 60 Days 90+Days

2014-15 2013-14 $ $ $ $

$ $ $ Receivables - General 50,364 1,862 1,223 9,995

Opening Arrears Previous Years 462,116 307,993 462,116

Recovery Costs 35,124 33,860 35,124 Accrued Income 0

Rates Levied this year 1,087,016 1,100,256 1,087,016 Total Receivables General Outstanding 63,444

Interest outstanding 65,029 0 65,029

Excess on rates 301 0 301

Back Rates 13/14 9,565 9,565

Instalment Surcharge 52 0 52

Medical Service Fee 272 0 272

Domestic Sanitation 31,194 0 31,194

Sanitation Commercial 8,571 0 8,571

Sanitation Pensioner Disc 1,450 0 1,450 Amounts shown above include GST (where applicable)

Emergency Levy 19,171 0 19,171

Less Collections to date (989,133) (467,148) (989,133)

Equals Current Outstanding 730,726 974,961 730,726

Net Rates Collectable 730,726

% Collected 62.44%

Comments/Notes - Receivables General




0

10

20

30

40

50

60

70

80


Am

ou

nt

%

Note 7 - Rates % Collected

2013-14

2014-15

Current

79%

30 Days

3%60 Days

2%

90+Days

16%

Note 7 - Accounts Receivable

(non-rates)


Program/Details Grant Provider Approval 2014-15 Variations Revised Recoup Status

GL Budget Additions Grant Received Not Received

(Deletions)

(Yes/No) $ $ $ $ $

GENERAL PURPOSE GRANTS

LGGC Financial Assistance Grant Government of WA Yes 1,321,476 664,970 656,506

LGGC Local Road Grant Government of WA Yes 305,874 154,003 151,871


Fire Prevention Grant DFES Yes 11,000 1,769 9,231

Upgrade CCTV in Mainstreet WAPOL Yes 25,000 0 25,000

EDUCATION & WELFARE

Youth Centre CLGF Yes 216,785 216,785 0


Recreation Precinct/Skatepark CLGF Yes 181,100 181,100 0

Recreation Precinct/Skatepark DSR Yes 100,000 0 100,000

Recreation Precinct/Childrens Playground Lotterywest Yes 53,900 0 53,900

Old Hospital Conservation Plan Lotterywest Yes 2,156 (2,156)

Swimming Pool Dept Sports & Recreation 30,000 (30,000)

TRANSPORT

MRWA Direct Grant MRWA Yes 61,500 61,500 0

Street Lighting Subsidy Grant MRWA Yes 7,600 0 7,600

Roads to Recovery Grant Dept Infrast & Transport Yes 92,000 0 92,000

BS Paynesville/Wondinong Road (SLK 4.2 & 18)

Realign, relocate fence, replace grid MRWA Yes 201,000 73,600 127,400

RRG Paynesville/Wondinong Road MRWA 100,000 40,000 60,000

WANDRRA Flood Damage Contribution Dept Infrast & Transport 140,000 140,000 0

Illuminated Wind Indicator RADS Yes 22,500 0 22,500

Non Potable Water Supply RADS 4,000 0 4,000

Flood Damage - Water Bores WANDRRA 220,000 179,412 40,588

Flood Damage - Works WANDRRA 1,950,000 1,950,000

ECONOMIC SERVICES

Consturct 2 Highway Entry Statements 150,000 0 150,000

Energy Grants Credit Scheme 2,480 (2,480)

Caravan Park Amenities Upgrade Austrade 52,500


Shire Office Conservation Lotterywest Yes 30,000 (30,000)

Senior Centre Upgrade Lotterywest Yes 25,000 8,156 16,844

Other Contributions, Reimbursements And Donations 111,681 67,781

5,300,416 0 0 1,906,212 3,402,804




Note 8: GRANTS AND CONTRIBUTIONS


Note 9: Cash Backed Reserve

2014-15

Name

Opening

Balance

Budget

Interest

Earned

Actual

Interest

Earned

Budget

Transfers

In (+)

Actual

Transfers In

(+)

Budget

Transfers Out

(-)

Actual

Transfers

Out (-)

Transfer out

Reference

Budget

Closing

Balance

Actual YTD

Closing Balance

$ $ $ $ $ $ $ $ $

Leave Reserve 34,620 690 283 35,310 34,903

Airport Reserve 158,065 3,151 1,293 0 0 161,216 159,358

Building Reserve 489,512 9,758 4,005 499,269 493,517

Plant Reserve 126,762 2,527 1,037 129,289 127,799

Community Bus Reserve 42,312 843 346 43,155 42,658

Road Reserve 155,030 3,090 1,268 158,120 156,298

Infrastructure Reserve 666,436 13,285 5,453 679,720 671,889

Housing Construction Reserve 3,810 76 31 0 3,886 3,842

CLGF Recreation Precinct/Youth Centre 0 0 2,141 397,885 397,885 397,885 400,026

1,676,546 33,420 15,859 397,885 397,885 0 0 0 2,107,851 2,090,290




0

100,000

200,000

300,000

400,000

500,000

600,000

700,000

800,000

Leave Reserve Airport Reserve Building Reserve Plant Reserve Community Bus

Reserve

Road Reserve Infrastructure

Reserve

Housing

Construction

Reserve

CLGF Recreation

Precinct/Youth

Centre

Note 9 - Year To Date Reserve Balance to End of Year Estimate Budget Closing Balance

Actual YTD Closing

Balance


Note 10: CAPITAL DISPOSALS AND ACQUISITIONS

Cost Accum Depr Proceeds

Profit

(Loss)

Annual Budget

Profit/(Loss)

Actual

Profit/(Loss)

Variance

(Under)Over

$ $ $ $ $ $ $

0 0 0 0 Property, Plant & Equipment 25,194 6,000 (19,194)

10,000 0 11,000 1,000 136 Laurie Str 0

0 0 5,000 5,000 Ford Courier 0

0 0

0 0

0 0

0 0

010,000 0 16,000 6,000 Totals 25,194 6,000 (19,194)

Comments - Capital Disposal/Replacements



Actual YTD Profit/(Loss) of Asset Disposal

Disposals

Current Budget

YTD For the Period Ended 30 November 2014







Grants Reserves Borrowing Total Annual Budget Actual

Variance

(Under)Over

$ $ $

Property, Plant & Equipment

0 0 0 0 Land for Resale 0 0 0

0 0 0 0 Land and Buildings 883,568 417,731 (465,837)

0 0 0 0 Plant & Equipment 137,000 34,466 (102,534)

0 0 0 0 Furniture & Equipment 11,000 1,618 (9,382)

Infrastructure

0 0 0 0 Roadworks 2,854,000 719,880 (2,134,120)

0 0 0 0 Drainage 0 0 0

0 0 0 0 Bridges 0 0 0

0 0 0 0 Footpath & Cycleways 0 0 0

0 0 0 0 Parks, Gardens & Reserves 311,100 (311,100)

0 0 0 0 Airports 33,000 2,188 (30,812)

0 0 0 0 Sewerage 0 0

0 0 0 0 Other Infrastructure 256,000 56,740 (199,260)

0 0 0 0 Totals 4,485,668 1,232,623 (3,253,045)

Comments - Capital Acquisitions

Contributions Information

Summary Acquisitions

Current Budget







Grants Reserves Borrowing Total Budget Actual

Variance

(Under)Over

$ $ $

0 Airport - Replace Illuminated Wind Indicator 27,000 2,188 (24,812)

Airport - Water Supply Renew Tank/Stand 6,000 0 (6,000)

0 0 0 0 Capital Totals 33,000 2,188 (30,812)


Airport Infrastructure

Current Budget








Variance

(Under)Over

$ $ $

RTC - Upgrade Youth Centre 216,785 2,175 (214,610)

0 Lot 225 Watson Street - Construct Two Units 200,000 197,751 (2,249)

Lot 225 Watson Street - Landscaping/Window

Treatments 25,000 20,973 (4,027)

0 Recreation Precinct Playground 53,900 0 (53,900)

Museum - Install Security Cameras - Main Shed 5,000 7,580 2,580

Museum - Install Guttering - Main Shed 6,000 0 (6,000)

0 Moses Street - Industrial Subdivision - 7 Lots 75,000 63,357 (11,643)

Caravan Park - Upgrade Power Outlets & Main

Switchboard Stage 1 69,608 18,182 (51,426)

0


Switchboard Stage 2 25,000 0 (25,000)

0 Caravan Park - Replace Amenities 72,960 50,431 (22,529)

Caravan Park - Irrigation 25,315 24,782 (533)

Caravan Park - Extend Verandah Camp Kitchen 12,000 0 (12,000)

Caravan Park - Replace Treated Pine Barriers 12,000 0 (12,000)

0

Shire Office - Water Ingress - Repair External

Walls, Roofing and painting 25,000 31,829 6,829

0 Shire Office - Replace Blinds 5,000 0 (5,000)

0

Shire Office - Install Additional Archive Storage

Container 5,000 671 (4,329)

Shire Office - Replace External Fence 15,000 0 (15,000)

Shire Office Lot 162 - Refurbish Bathroom &

Kitchen 25,000 0 (25,000)

Depot - Erect Sheds 10,000 0 (10,000)0 0 0 0 Capital Totals 883,568 417,731 (465,837)


Land and Buildings

Current Budget








Variance

(Under)Over

$ $ $

0

Purchase Computers (Tablets) - Elected

members 7,000 0 (7,000)

0 Replace Office Computers 4,000 1,618 (2,382)

0 0 0 0 Capital Totals 11,000 1,618 (9,382)

Grants Reserves Borrowing Total Budget Actual Variance

$ $ $

0 Upgrade Irrigation Water Supply 30,000 0 (30,000)

Recreation Precinct & Skatepark 281,100 0 (281,100)

0 0 0 0 Capital Totals 311,100 0 (311,100)


$ $ $

0 Race Course - Install Generator 25,000 9,217 (15,783)

0 As per Plant Replacement Program 112,000 25,249 (86,751)

0 0 0 0 Capital Totals 137,000 34,466 (102,534)


Furniture & Equipment

Current Budget


Contributions InformationParks & Gardens

Current Budget


Contributions InformationPlant & Equipment

Current Budget








$ $ $

WANDRRA Flood Damage Contribution

(Yoweragabbie/Wogarno, Nalbarra and

Wondinong Roads 140,000 (140,000)

WANDRRA Flood Damage - Water Bores 220,000 178,354 (41,646)

WANDRRA Flood Damage - Works 1,950,000 534,945 (1,415,055)

0

RRG Paynesville/Wondinong (SLK 0.015 to

SLK 3.45) Reform 150,000 2,719 (147,281)

0

BS Paynesville/Wondinong Road (SLK 4.2 &

18) Realign, relocate fence, replace grid 302,000 3,862 (298,138)

0 Urban Roads Reseal 92,000 0 (92,000)

0 0 0 0 Capital Totals 2,854,000 719,880 (2,134,120)


$ $ $

0 0 0 0 Capital Totals 0 0 0

Contributions InformationRoads

Current Budget


Contributions InformationFootpaths & Cycleways

Current Budget

This Year







Variance

(Under)Over

$ $ $

0 Construct Entry Statement 150,000 0 (150,000)

0 Senior Centre - Toilets, Kitchen & Storage 71,000 34,028 (36,972)

Main Business Area - Install CCTV Cameras 35,000 22,712 (12,288)

0 0 0 0 Capital Totals 256,000 56,740 (199,260)


Other Infrastructure

Current Budget



Note 11: TRUST FUND

Funds held at balance date over which the Shire has no control and which are

not included in this statement are as follows:

Opening

Balance Amount AmountClosing

BalanceDescription 1-Jul-14 Received Paid 31-Jul-14

$ $ $ $History Books 0 0 0 0

Future Directions Committee 390 0 0 390

Mt Magnet Chamber of Commerce 924 0 0 924

Tennis Club 185 0 0 185

Safer WA Committee 549 0 0 549

Shire Practice 0 0 0 0

Other Deposits 5,096 1,236 0 6,332

Mt Magnet Gold Pty Ltd 255,880 713 (256,593) (0)

Midwest Vanadium Pty Ltd 415,612 3,401 0 419,013

678,636 5,350 (256,593) 427,393





12.5 Monthly Report - Financial Activity Statement to 31 December 2014


Meeting Date: 20 February 2015 Application To consider the Financial Reports for the period ending 31 December 2014, attached. Background Financial Activity Statement Report – s.6.4 (1) A local government is to prepare each month a statement of financial activity


















COUNCIL RESOLUTION

Moved: Cr Bob Ford Seconded: Cr Jason Homewood That the Financial Report for the period ending 31 December 2014 be received. RESOLUTION 2015-02-07 CARRIED 9/0


RSM Bird Cameron



T +61 8 9920 7400 F +61 8 9920 7450

www.rsmi.com.au

L:\2 - Clients\Shire of Mt Magnet (Non-Audit)\2015\EOM\6 - Dec 2014\FOF\Mt Magnet Compilation Report Dec 14.docx





Compilation Report

To the Council


We have compiled the accompanying special purpose financial statements for the period ended 31 December

2014.








Our responsibility


statements.











Date 29 January 2014 RSM BIRD CAMERON




For the Period Ended 31 December 2014



Table of Contents









Note 7 Receivables




Note 11 Trust


Note

Full Year

Budget

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

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


Grants, Subsidies and Contributions 8 1,757,631 853,597 955,392 101,795 10.65% �


Fees and Charges 844,129 493,330 433,607 (59,723) (13.77%) �



Other Revenue 16,817 8,408 4,778 (3,630) (75.97%)

Total (Ex. Rates) 2,778,758 1,430,579 1,451,871 21,292

Operating Expense

Employee Costs (1,590,604) (789,258) (693,390) 95,868 13.83% �







Other Expenditure (108,018) (78,348) (75,504) 2,844 3.77%

Total (4,256,202) (2,217,331) (2,013,595) 203,736








Capital Revenues

Grants, Subsidies and Contributions 8 3,542,785 1,189,485 1,203,655 14,170







Total 3,792,346 1,209,485 1,219,655 10,170

Capital Expenses





Infrastructure Assets - Roads 10 (2,854,000) (1,357,000) (1,104,348) 252,652 22.88% �

Infrastructure Assets - Other 10 (600,100) (69,506) (66,482) 3,024 4.55%





Total (5,018,642) (2,494,557) (2,078,423) 416,134

Net Capital (1,226,296) (1,285,072) (858,768) 426,304


Rate Revenue 1,079,785 1,079,785 1,081,252 1,467 0.14%




�



(Nature or Type)



Note

Full Year

Budget

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

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


Governance 17,827 14,211 10,610 (3,601) (33.94%)



Health 3,787 1,800 1,280 (520) (40.63%)


Housing 18,786 9,393 17,547 8,154 46.47%

Community Amenities 107,235 102,617 103,936 1,319 1.27%

Recreation and Culture 24,617 12,679 37,132 24,453 65.85%

Transport 438,114 215,257 208,323 (6,934) (3.33%)

Economic Services 292,707 163,482 163,532 50 0.03%


Total (Ex. Rates) 2,778,758 1,430,579 1,451,871 21,292

Operating Expense

Governance (218,233) (116,143) (148,706) (32,563) (21.90%) �



Health (31,088) (15,648) (24,231) (8,583) (35.42%)


Housing (144,117) (76,033) (76,344) (311) (0.41%)

Community Amenities (331,444) (167,269) (139,094) 28,175 20.26% �


Transport (1,328,926) (692,003) (553,836) 138,167 24.95% �



Total (4,256,202) (2,217,331) (2,013,595) 203,736





Capital Revenues

Grants, Subsidies and Contributions 3,542,785 1,189,485 1,203,655 14,170Proceeds from Disposal of Assets 10 58,000 20,000 16,000 (4,000) (25.00%)Proceeds from New Debentures 0 0Proceeds from Sale of Investments 0 0Proceeds from Advances 0 0Self-Supporting Loan Principal 0 0Transfer from Reserves 9 191,561 0 0 0

Total 3,792,346 1,209,485 1,219,655 10,170

Capital Expenses



Furniture and Equipment 10 (11,000) (7,000) (1,618) 5,382 332.63% Infrastructure Assets - Roads 10 (2,854,000) (1,357,000) (1,104,348) 252,652 22.88% �

Infrastructure Assets - Other 10 (600,100) (69,506) (66,482) 3,024 4.55% Purchase of Investments 0 0 0 0Repayment of Debentures (35,089) (17,283) (17,283) 0 0.00% Advances to Community Groups 0 0 0 0Transfer to Reserves 9 (497,885) (397,885) (432,079) (34,194) (7.91%)

Total (5,018,642) (2,494,557) (2,078,423) 416,134

Net Capital (1,226,296) (1,285,072) (858,768) 426,304





�















this statement.
































(h) Inventories

General





months.





expenses.





(i) Fixed Assets












those assets.



Buildings 2%



Motor Vehicles 25%








































Borrowing Costs




(n) Provisions







small.
















Rates













Fees and Charges




Service Charges






Interest Earnings





rebates etc.

Employee Costs



















Insurance


employment.





Interest expenses



Other expenditure









GOVERNANCE









HEALTH











HOUSING


COMMUNITY AMENITIES







TRANSPORT



ECONOMIC SERVICES
















0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2014-15

Actual 2014-15

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2013-14

Actual 2014-15








0

200000

400000

600000

800000

1000000

1200000

1400000

1600000

1800000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2014-15

Actual 2014-15

0

1000000

2000000

3000000

4000000

5000000

6000000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2014-15

Actual 2014-15




Same Period

Last Year

$ $ $

Current Assets


Cash Restricted 4 2,108,625 2,090,290 2,228,060

Investments 4 0 0 0





Provision for Doubtful Debts - Sundry Debtors (5,722) (5,722)

Inventories 8,437 10,911 10,290

3,233,922 3,415,214 3,835,714






Payables (286,615) (171,141) (205,504)

Provisions (163,924) (163,924) (134,930)

(450,539) (335,065) (340,434)




2014-15





0

500

1,000

1,500

2,000

2,500


Am

ou

nt

$ (

'0

00

s)






(a) Cash Deposits



35416107 2.45% 300,279 300,279 CBA Call

651210125468 7,730 7,730 CBA

(b) Term Deposits

36129101 3.41% 2,108,625 2,108,625 CBA 31/03/2015

36980304 3.00% 422,688 422,688 CBA 30/01/2015

37074510 0 0 CBA

(c) Investments

Total 398,414 2,108,625 430,418 0 2,937,457







Comparative rate

Maturity

Date Up to 30 30-60 60-90 90-120 120+

Average

Interest

time of

deposit

Interest

Rate at

time of

Report

Annual

Budget

Year to


35416107 Call CBA 31 2.45% 625 300,279 300,279 2.45%

Subtotal 625 398,414 - - - - 398,414 26,757 5,248 21,509

Restricted

36129101 31/12/2014 31/03/2015 CBA 90 3.41% - 2,108,625 2,108,625 3.41%

Subtotal - - - 2,108,625 - - 2,108,625 40,104 34,194 5,910

Trust Fund

10125468 CBA 0.00% - 7,730 7,730 0.00%

36980304 31/12/2014 30/01/2015 CBA 30 3.00% - 422,688 422,688 3.00% -

Subtotal - 430,418 - - - - 430,418 - - -

Total Funds Invested 625 828,832 - 2,108,625 - - 2,937,457 66,860 39,442 27,418

Maturity

Date

CBA


Cash on Hand 0 0.00% 1,380 0.0%

35416107 Call 31 2.45% 300,279 10.2%

36129101 31/12/2014 31/03/2015 90 3.41% 2,108,625 71.8%

10125468 0 0 0 0.00% 7,730 0.3%

36980304 31/12/2014 30/01/2015 30 3.00% 422,688 14.4%





Deposit

Ref

Deposit

Date

Institutio

n

Term

(Days)

Invested

Interest rates

Expected

Interest


Total

Budget v Actual

Deposit Ref

Deposit

Date

Term

(Days)

Invested

Interest

rates

Amount

Invested

Percentage

of Portfolio

Portfolio Diversity

CBA

-

500,000

1,000,000

1,500,000

2,000,000

2,500,000

Up to 30 30-60 60-90 90-120 120+






5.1.1 GRANTS SUBSIDIES AND CONTRIBUTIONSReceipt $30,000 Shire Conservation Works recoup not in Budget, Receipt $52,500 Caravan Park Amenities

Upgrade which related to 2013/2014



5.2.2 MATERIALS AND CONTRACTSOriginal budget higher than anticipated, to be rectified in Budget Review


5.2.6 INSURANCE EXPENSEBudget includes Workers Compensation Insurance, to be rectified in Budget Review



5.4.3 PLANT AND EQUIPMENTTiming variance - See Note 10

5.4.5 INFRASTRUCTURE ASSETS - ROADSTiming variance in relation to Flood Damage Works - See Note 10



5.5 OTHER ITEMS








GL

Account

Code Description

Council


Non Cash

Adjustment

Increase in

Available

Cash

Decrease in

Available Cash

Amended

Budget

Running

Balance

$ $ $ $


14,178













Note 7: RECEIVABLES


2014-15 2013-14 $ $ $ $

$ $ $ Receivables - General 19,593 7,653 1,087 8,782






Back Rates 13/14 9,565 9,565







Less Collections to date (990,329) (835,379) (990,329)



% Collected 62.74%





0

10

20

30

40

50

60

70

80


Am

ou

nt

%


2013-14

2014-15

Current

53%

30 Days

20%

60 Days

3%

90+Days

24%


(non-rates)



GL Budget Additions Grant Received Not Received

(Deletions)

(Yes/No) $ $ $ $ $


LGGC Financial Assistance Grant Government of WA Yes 1,321,476 664,970 656,506

LGGC Local Road Grant Government of WA Yes 305,874 154,003 151,871


Fire Prevention Grant DFES Yes 11,000 1,769 9,231

Upgrade CCTV in Mainstreet WAPOL Yes 25,000 0 25,000

EDUCATION & WELFARE

Youth Centre CLGF Yes 216,785 216,785 0


Recreation Precinct/Skatepark CLGF Yes 181,100 181,100 0

Recreation Precinct/Skatepark DSR Yes 100,000 0 100,000

Recreation Precinct/Childrens Playground Lotterywest Yes 53,900 0 53,900

Old Hospital Conservation Plan Lotterywest Yes 2,156 (2,156)

Swimming Pool Dept Sports & Recreation 30,000 (30,000)

TRANSPORT

MRWA Direct Grant MRWA Yes 61,500 61,500 0

Street Lighting Subsidy Grant MRWA Yes 7,600 0 7,600

Roads to Recovery Grant Dept Infrast & Transport Yes 92,000 0 92,000


Realign, relocate fence, replace grid MRWA Yes 201,000 73,600 127,400

RRG Paynesville/Wondinong Road MRWA 100,000 40,000 60,000

WANDRRA Flood Damage Contribution Dept Infrast & Transport 140,000 140,000 0

Illuminated Wind Indicator RADS Yes 22,500 0 22,500

Non Potable Water Supply RADS 4,000 0 4,000

Flood Damage - Water Bores WANDRRA 220,000 220,000 0

Flood Damage - Works WANDRRA 1,950,000 209,358 1,740,642

ECONOMIC SERVICES

Consturct 2 Highway Entry Statements 150,000 0 150,000

Energy Grants Credit Scheme 2,824 (2,824)

Caravan Park Amenities Upgrade Austrade 52,500


Shire Office Conservation Lotterywest Yes 30,000 (30,000)

Senior Centre Upgrade Lotterywest Yes 25,000 8,156 16,844

Other Contributions, Reimbursements And Donations 111,681 70,326

5,300,416 0 0 2,159,047 3,152,514







2014-15

Name

Opening

Balance

Budget

Interest

Earned

Actual

Interest

Earned

Budget

Transfers

In (+)

Actual

Transfers In

(+)

Budget

Transfers Out

(-)

Actual

Transfers

Out (-)

Transfer out

Reference

Budget

Closing

Balance

Actual YTD

Closing Balance

$ $ $ $ $ $ $ $ $

Leave Reserve 34,620 828 589 35,448 35,210

Airport Reserve 158,065 3,781 2,691 0 0 161,846 160,756


Plant Reserve 126,762 3,032 2,158 129,794 128,920

Community Bus Reserve 42,312 1,012 720 43,324 43,032

Road Reserve 155,030 3,709 2,639 158,738 157,669




1,676,546 40,104 34,194 397,885 397,885 0 0 0 2,114,535 2,108,625




0

100,000

200,000

300,000

400,000

500,000

600,000

700,000

800,000


Reserve


Reserve

Housing

Construction

Reserve

CLGF Recreation

Precinct/Youth

Centre


Actual YTD Closing

Balance




Profit

(Loss)

Annual Budget

Profit/(Loss)

Actual

Profit/(Loss)

Variance

(Under)Over

$ $ $ $ $ $ $


10,000 0 11,000 1,000 136 Laurie Str 0

0 0 5,000 5,000 Ford Courier 0

0 0

0 0

0 0

0 0

010,000 0 16,000 6,000 Totals 25,194 6,000 (19,194)





Disposals

Current Budget

YTD For the Period Ended 31 December 2014








Variance

(Under)Over

$ $ $




0 0 0 0 Plant & Equipment 137,000 34,466 (102,534)


Infrastructure

0 0 0 0 Roadworks 2,854,000 1,104,348 (1,749,652)

0 0 0 0 Drainage 0 0 0

0 0 0 0 Bridges 0 0 0



0 0 0 0 Airports 33,000 7,842 (25,158)



0 0 0 0 Totals 4,485,668 1,629,062 (2,856,606)




Current Budget








Variance

(Under)Over

$ $ $


Airport - Water Supply Renew Tank/Stand 6,000 4,407 (1,594)

0 0 0 0 Capital Totals 33,000 7,842 (25,158)



Current Budget








Variance

(Under)Over

$ $ $


0 Lot 225 Watson Street - Construct Two Units 200,000 199,316 (684)


Treatments 25,000 20,973 (4,027)







0







0



0 Shire Office - Replace Blinds 5,000 0 (5,000)

0


Container 5,000 3,523 (1,477)



Kitchen 25,000 0 (25,000)



Land and Buildings

Current Budget








Variance

(Under)Over

$ $ $

0


members 7,000 0 (7,000)

0 Replace Office Computers 4,000 1,618 (2,382)

0 0 0 0 Capital Totals 11,000 1,618 (9,382)


$ $ $



0 0 0 0 Capital Totals 311,100 0 (311,100)


$ $ $



0 0 0 0 Capital Totals 137,000 34,466 (102,534)



Current Budget



Current Budget



Current Budget








$ $ $





WANDRRA Flood Damage - Works 1,950,000 917,071 (1,032,929)

0


SLK 3.45) Reform 150,000 2,719 (147,281)

0




0 0 0 0 Capital Totals 2,854,000 1,104,348 (1,749,652)


$ $ $



Current Budget



Current Budget

This Year







Variance

(Under)Over

$ $ $




0 0 0 0 Capital Totals 256,000 58,640 (197,360)



Current Budget



Note 11: TRUST FUND



Opening









Other Deposits 5,096 586 0 5,682



678,636 8,375 (256,593) 430,418





12.6 Monthly Report - Financial Activity Statement to 31 January 2015


Meeting Date: 20 February 2015 Application To consider the Financial Reports for the period ending 31 January 2015, attached. Background Financial Activity Statement Report – s.6.4 (1) A local government is to prepare each month a statement of financial activity


















COUNCIL RESOLUTION

Moved: Cr Carole Minney Seconded: Cr Wendy McGorman That the Financial Report for the period ending 31 January 2015 be received. RESOLUTION 2015-02-08 CARRIED 9/0


RSM Bird Cameron



T +61 8 9920 7400 F +61 8 9920 7450

www.rsmi.com.au

L:\2 - Clients\Shire of Mt Magnet (Non-Audit)\2015\EOM\7 - Jan 2015\FOF\Mt Magnet Compilation Report Jan 15.docx





Compilation Report

To the Council


We have compiled the accompanying special purpose financial statements for the period ended 31 January 2015.








Our responsibility


statements.











Date 11 January 2015 RSM BIRD CAMERON




For the Period Ended 31 January 2015



Table of Contents









Note 7 Receivables




Note 11 Trust


Note

Full Year

Budget

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

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


Grants, Subsidies and Contributions 8 1,757,631 870,877 960,751 89,874 9.35%


Fees and Charges 844,129 544,261 461,433 (82,828) (17.95%) �



Other Revenue 16,817 12,613 5,682 (6,931) (121.98%)

Total (Ex. Rates) 2,778,758 1,514,139 1,488,089 (26,050)

Operating Expense

Employee Costs (1,590,604) (919,678) (789,348) 130,330 16.51% �







Other Expenditure (108,018) (80,175) (80,290) (115) (0.14%)

Total (4,256,202) (2,558,821) (2,307,302) 251,519







Net Operating (Ex. Rates) (479,849) (456,439) (150,187) 313,865

Capital Revenues

Grants, Subsidies and Contributions 8 3,542,785 1,730,885 1,589,881 (141,004)







Total 3,792,346 1,750,885 1,605,881 (145,004)

Capital Expenses





Infrastructure Assets - Roads 10 (2,854,000) (1,628,000) (1,584,338) 43,662 2.76%

Infrastructure Assets - Other 10 (600,100) (39,757) (66,630) (26,873) (40.33%) �





Total (5,018,642) (2,850,564) (2,589,790) 260,774

Net Capital (1,226,296) (1,099,679) (983,909) 115,770

Total Net Operating + Capital (1,706,145) (1,556,118) (1,134,096) 429,635

Rate Revenue 1,079,785 1,079,785 1,081,252 1,467 0.14%




�



(Nature or Type)



Note

Full Year

Budget

YTD

Budget

(a)

YTD

Actual

(b)

Var. $

(b)-(a)

Var. %

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


Governance 17,827 14,319 12,346 (1,973) (15.98%)



Health 3,787 2,400 1,280 (1,120) (87.50%)


Housing 18,786 10,959 19,183 8,224 42.87%

Community Amenities 107,235 103,387 104,176 789 0.76%

Recreation and Culture 24,617 15,833 39,967 24,134 60.38%

Transport 438,114 251,133 219,667 (31,466) (14.32%) �

Economic Services 292,707 175,857 175,039 (818) (0.47%)


Total (Ex. Rates) 2,778,758 1,514,139 1,488,089 (26,050)

Operating Expense

Governance (218,233) (137,316) (169,053) (31,737) (18.77%) �



Health (31,088) (18,171) (26,861) (8,690) (32.35%)


Housing (144,117) (87,592) (93,096) (5,504) (5.91%)

Community Amenities (331,444) (195,608) (158,292) 37,316 23.57% �


Transport (1,328,926) (804,855) (638,529) 166,326 26.05% �



Total (4,256,202) (2,558,821) (2,307,302) 251,519




Net Operating (Ex. Rates) (479,849) (456,439) (150,187) 313,865

Capital Revenues

Grants, Subsidies and Contributions 3,542,785 1,730,885 1,589,881 (141,004)Proceeds from Disposal of Assets 10 58,000 20,000 16,000 (4,000) (25.00%)Proceeds from New Debentures 0 0Proceeds from Sale of Investments 0 0Proceeds from Advances 0 0Self-Supporting Loan Principal 0 0Transfer from Reserves 9 191,561 0 0 0

Total 3,792,346 1,750,885 1,605,881 (145,004)

Capital Expenses



Furniture and Equipment 10 (11,000) (7,000) (5,345) 1,655 30.96% Infrastructure Assets - Roads 10 (2,854,000) (1,628,000) (1,584,338) 43,662 2.76% Infrastructure Assets - Other 10 (600,100) (39,757) (66,630) (26,873) (40.33%) �

Purchase of Investments 0 0 0 0Repayment of Debentures (35,089) (31,039) (31,039) 0 0.00% Advances to Community Groups 0 0 0 0Transfer to Reserves 9 (497,885) (397,885) (432,079) (34,194) (7.91%)

Total (5,018,642) (2,850,564) (2,589,790) 260,774

Net Capital (1,226,296) (1,099,679) (983,909) 115,770

Total Net Operating + Capital (1,706,145) (1,556,118) (1,134,096) 429,635




�















this statement.
































(h) Inventories

General





months.





expenses.





(i) Fixed Assets












those assets.



Buildings 2%



Motor Vehicles 25%








































Borrowing Costs




(n) Provisions







small.
















Rates













Fees and Charges




Service Charges






Interest Earnings





rebates etc.

Employee Costs



















Insurance


employment.





Interest expenses



Other expenditure









GOVERNANCE









HEALTH











HOUSING


COMMUNITY AMENITIES







TRANSPORT



ECONOMIC SERVICES
















0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2014-15

Actual 2014-15

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2013-14

Actual 2014-15








0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2014-15

Actual 2014-15

0

1000000

2000000

3000000

4000000

5000000

6000000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2014-15

Actual 2014-15




Same Period

Last Year

$ $ $

Current Assets


Cash Restricted 4 2,108,625 2,108,625 2,230,601

Investments 4 0 0 0





Provision for Doubtful Debts - Sundry Debtors (5,722) (5,722)

Inventories 6,343 8,437 7,350

2,875,803 3,233,922 3,620,321






Payables (212,601) (286,615) (200,493)

Provisions (163,924) (163,924) (134,930)

(376,525) (450,539) (335,423)




2014-15





0

500

1,000

1,500

2,000

2,500


Am

ou

nt

$ (

'0

00

s)






(a) Cash Deposits



35416107 2.45% 81,055 81,055 CBA Call

651210125468 8,330 8,330 CBA

(b) Term Deposits

36129101 3.41% 2,108,625 2,108,625 CBA 31/03/2015

36980304 2.49% 423,730 423,730 CBA 02/03/2015

37074510 0 0 CBA

(c) Investments

Total 128,776 2,108,625 432,060 0 2,669,461







Comparative rate

Maturity

Date Up to 30 30-60 60-90 90-120 120+

Average

Interest

time of

deposit

Interest

Rate at

time of

Report

Annual

Budget

Year to


35416107 Call CBA 31 2.45% 169 81,055 81,055 2.45%

Subtotal 169 128,776 - - - - 128,776 26,757 6,075 20,682

Restricted

36129101 31/12/2014 31/03/2015 CBA 90 3.41% - 2,108,625 2,108,625 3.41%

Subtotal - - - 2,108,625 - - 2,108,625 40,104 34,194 5,910

Trust Fund

10125468 CBA 0.00% - 8,330 8,330 0.00%

36980304 30/01/2015 02/03/2015 CBA 31 2.49% - 423,730 423,730 2.49% -

Subtotal - 432,060 - - - - 432,060 - - -

Total Funds Invested 169 560,836 - 2,108,625 - - 2,669,461 66,860 40,269 26,591

Maturity

Date

CBA


Cash on Hand 0 0.00% 1,380 0.1%

35416107 Call 31 2.45% 81,055 3.0%

36129101 31/12/2014 31/03/2015 90 3.41% 2,108,625 79.0%

10125468 0 0 0 0.00% 8,330 0.3%

36980304 30/01/2015 02/03/2015 31 2.49% 423,730 15.9%


Total

Budget v Actual

Deposit Ref

Deposit

Date

Term

(Days)

Invested

Interest

rates

Amount

Invested

Percentage

of Portfolio




Deposit

Ref

Deposit

Date

Institutio

n

Term

(Days)

Invested

Interest rates

Expected

Interest


Portfolio Diversity

CBA

-

500,000

1,000,000

1,500,000

2,000,000

2,500,000

Up to 30 30-60 60-90 90-120 120+








5.2.2 MATERIALS AND CONTRACTSOriginal budget higher than anticipated, to be rectified in Budget Review


5.2.6 INSURANCE EXPENSEBudget includes Workers Compensation Insurance, to be rectified in Budget Review



5.4.3 PLANT AND EQUIPMENTTiming variance - See Note 10

5.4.6 INFRASTRUCTURE ASSETS - OTHERTiming variance - See Note 10



5.5 OTHER ITEMS








GL

Account

Code Description

Council


Non Cash

Adjustment

Increase in

Available

Cash

Decrease in

Available Cash

Amended

Budget

Running

Balance

$ $ $ $


14,178













Note 7: RECEIVABLES


2014-15 2013-14 $ $ $ $

$ $ $ Receivables - General 18,056 891 6,981 9,123






Back Rates 13/14 5,316 5,316







Less Collections to date (1,070,168) (858,975) (1,070,168)



% Collected 67.80%





0

10

20

30

40

50

60

70

80


Am

ou

nt

%


2013-14

2014-15

Current

51%

30 Days

3%

60 Days

20%

90+Days

26%


(non-rates)



GL Budget Additions Capital Operating Grant Received Not Received

(Deletions)

(Yes/No) $ $ $ $ $


LGGC Financial Assistance Grant Government of WA Yes 1,321,476 1,321,476 1,321,476 664,970 656,506

LGGC Local Road Grant Government of WA Yes 305,874 305,874 305,874 154,003 151,871


Fire Prevention Grant DFES Yes 11,000 11,000 11,000 4,197 6,803

Upgrade CCTV in Mainstreet WAPOL Yes 25,000 25,000 25,000 0 25,000

EDUCATION & WELFARE

Youth Centre CLGF Yes 216,785 216,785 216,785 216,785 0


Recreation Precinct/Skatepark CLGF Yes 181,100 181,100 181,100 181,100 0

Recreation Precinct/Skatepark DSR Yes 100,000 100,000 100,000 0 100,000

Recreation Precinct/Childrens Playground Lotterywest Yes 53,900 53,900 53,900 0 53,900

Old Hospital Conservation Plan Lotterywest Yes 0 0 2,156 0

Swimming Pool Dept Sports & Recreation 30,000 0

TRANSPORT

MRWA Direct Grant MRWA Yes 0 0 61,500 0

Street Lighting Subsidy Grant MRWA Yes 7,600 7,600 7,600 0 7,600

Roads to Recovery Grant Dept Infrast & Transport Yes 92,000 92,000 92,000 0 92,000


Realign, relocate fence, replace grid MRWA Yes 201,000 201,000 201,000 73,600 127,400

RRG Paynesville/Wondinong Road MRWA 100,000 100,000 100,000 40,000 60,000

WANDRRA Flood Damage Contribution Dept Infrast & Transport 140,000 140,000 140,000 140,000 0

Illuminated Wind Indicator RADS Yes 22,500 22,500 22,500 0 22,500

Non Potable Water Supply RADS 4,000 4,000 4,000 0 4,000

Flood Damage - Water Bores WANDRRA 220,000 220,000 220,000 0 220,000

Flood Damage - Works WANDRRA 1,950,000 1,950,000 1,950,000 815,584 1,134,416

ECONOMIC SERVICES

Consturct 2 Highway Entry Statements 150,000 150,000 150,000 0 150,000

Energy Grants Credit Scheme 0 3,109 0

Caravan Park Amenities Upgrade Austrade 61,500 61,500 61,500 52,500 9,000


Shire Office Conservation Lotterywest Yes 0 0 30,000 0

Senior Centre Upgrade Lotterywest Yes 25,000 25,000 25,000 8,156 16,844

Other Contributions, Reimbursements And Donations 111,681 111,681 111,681 72,972 38,709

5,300,416 0 5,300,416 2,550,632 2,837,840







2014-15

Name

Opening

Balance

Budget

Interest

Earned

Actual

Interest

Earned

Budget

Transfers

In (+)

Actual

Transfers In

(+)

Budget

Transfers Out

(-)

Actual

Transfers

Out (-)

Transfer out

Reference

Budget

Closing

Balance

Actual YTD

Closing Balance

$ $ $ $ $ $ $ $ $

Leave Reserve 34,620 966 589 35,586 35,210

Airport Reserve 158,065 4,411 2,691 0 0 162,476 160,756


Plant Reserve 126,762 3,537 2,158 130,299 128,920

Community Bus Reserve 42,312 1,181 720 43,492 43,032

Road Reserve 155,030 4,327 2,639 159,357 157,669




1,676,546 46,787 34,194 397,885 397,885 0 0 0 2,121,219 2,108,625




0

100,000

200,000

300,000

400,000

500,000

600,000

700,000

800,000


Reserve


Reserve

Housing

Construction

Reserve

CLGF Recreation

Precinct/Youth

Centre


Actual YTD Closing

Balance




Profit

(Loss)

Annual Budget

Profit/(Loss)

Actual

Profit/(Loss)

Variance

(Under)Over

$ $ $ $ $ $ $


10,000 0 11,000 1,000 136 Laurie Str 0

0 0 5,000 5,000 Ford Courier 0

0 0

0 0

0 0

0 0

010,000 0 16,000 6,000 Totals 25,194 6,000 (19,194)





Disposals

Current Budget

YTD For the Period Ended 31 January 2015








Variance

(Under)Over

$ $ $




0 0 0 0 Plant & Equipment 137,000 39,530 (97,470)


Infrastructure

0 0 0 0 Roadworks 2,854,000 1,584,339 (1,269,661)

0 0 0 0 Drainage 0 0 0

0 0 0 0 Bridges 0 0 0



0 0 0 0 Airports 33,000 7,990 (25,011)



0 0 0 0 Totals 4,485,668 2,126,672 (2,358,996)




Current Budget








Variance

(Under)Over

$ $ $


Airport - Water Supply Renew Tank/Stand 6,000 4,554 (1,446)

0 0 0 0 Capital Totals 33,000 7,990 (25,011)



Current Budget








Variance

(Under)Over

$ $ $


0 Lot 225 Watson Street - Construct Two Units 200,000 199,316 (684)


Treatments 25,000 24,523 (477)







0







0



0 Shire Office - Replace Blinds 5,000 4,771 (229)

0


Container 5,000 3,523 (1,477)



Kitchen 25,000 0 (25,000)



Land and Buildings

Current Budget








Variance

(Under)Over

$ $ $

0


members 7,000 0 (7,000)

0 Replace Office Computers 4,000 5,345 1,345

0 0 0 0 Capital Totals 11,000 5,345 (5,655)


$ $ $



0 0 0 0 Capital Totals 311,100 0 (311,100)


$ $ $



0 0 0 0 Capital Totals 137,000 39,530 (97,470)


Current Budget




Current Budget



Current Budget








$ $ $





WANDRRA Flood Damage - Works 1,950,000 1,315,852 (634,148)

0


SLK 3.45) Reform 150,000 2,719 (147,281)

0




0 0 0 0 Capital Totals 2,854,000 1,584,339 (1,269,661)


$ $ $



Current Budget

This Year


Current Budget








Variance

(Under)Over

$ $ $




0 0 0 0 Capital Totals 256,000 58,640 (197,360)



Current Budget



Note 11: TRUST FUND



Opening









Other Deposits 5,096 1,186 0 6,282



678,636 10,017 (256,593) 432,060





12.7 Monthly Report - Accounts for Payment to 30 November 2014

File: FI-APAY Officer: Maureen Murat - Finance Manager Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Application Accounts for payment totalling $662,434.46 Represented by- EFT’s 5218 to 5304 $650,503.72 Municipal Account Cheques 13455 to 13457 $11,930.74 Municipal Account Total $662,434.46 Background Nil Comment Nil Consultation Nil Statutory Environment Local Government Act 1995 Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Bob Ford Seconded: Cr Carole Minney That Council note the payment of accounts for payment totalling $662,434.46 Represented by- EFT’s 5218 to 5304 $650,503.72 Municipal Account Cheques 13455 to 13457 $11,930.74 Municipal Account Total $662,434.46 RESOLUTION 2015-02-09 CARRIED 9/0


List of Accounts submitted to the Ordinary Meeting of Council held on 20 February 2015. Confirmation in respect of Accounts Authorised for payment by the Chief Executive Officer.

ACCOUNTS AUTHORISED FOR PAYMENT

Voucher No

Date Payee’s Name Particulars Amount of Payment

Other Funds Trust

EFT5218 10/11/2014 AIR-BORN AMUSEMENTS 2014 Young At Heart Family Day - Inflatables & Equipment Hire

-6482.00

EFT5219 10/11/2014 WARREN OLSEN CEO Employment - Reimbursement Police Clearance Check

-62.40

Direct 13/11/2014 PAYROLL PPE 11/11/14 -30549.04 EFT5220 13/11/2014 PIVOTEL SATELLITE PTY

LIMITED Satellite Phone Account 15/10/14 to 14/11/14

-225.00

EFT5221 13/11/2014 M2 COMMANDER PTY LIMITED Network Charges Contract - October 2014

-137.98

EFT5222 13/11/2014 WESTNET PTY LTD Internet Account 01/11/14 to 01/12/14

-394.64

EFT5223 19/11/2014 ANDERSON MUNRO & WYLLIE Fee for Completion of the 2014 Audit

-1925.00

EFT5224 19/11/2014 MOUNT MAGNET RACE CLUB Advertisement - Full Page in the Mount Magnet Race Book for the Meeting held on 20/09/14

-70.00

EFT5225 19/11/2014 AERODROME MANAGEMENT SERVICES PTY LTD

Airport Landing Data - October 2014

-639.36

EFT5226 19/11/2014 AIT SPECIALISTS PTY LTD Professional Services - Fuel Tax Credits - September & October 2014

-97.46

EFT5227 19/11/2014 ALEXANDER INSTALLATION SERVICE PTY LIMITED

Fitness Centre - Check A/C Unit; Lot 343 - Inspect A/C Unit; Lot 398 - Replace Water Inlet Valve Assembly; Lot 452 - Replace Pads and Pressure Clean A/C Unit; Lot 225 Units - Supply & Fit TV Aerial, Upgrade Kitchen GPO and Install Weather Proof GPO

-3108.60

EFT5228 19/11/2014 AUSTRALIA'S GOLDEN OUTBACK

Visitor Centre - Shire Editorial in the 2015 Australia's Golden Outback Holiday Planner

-2374.00

EFT5229 19/11/2014 BP MECHANICAL MAINTENANCE

MA 039 - 10000Km Service; MA 029 - 3233Hr Service; MA 2170 - Grader - Check/Repair/Replace Parts of Faulty Engine

-2690.27

EFT5230 19/11/2014 C J D EQUIPMENT PTY LTD MA 029 - Brake Kit -197.07 EFT5231 19/11/2014 CALTEX SWAGMAN

ROADHOUSE MOUNT MAGNET

Catering - Ordinary Meeting of Council - 3 October 2014

-225.00

EFT5232 19/11/2014 CHILD SUPPORT AGENCY Payroll Deductions -1889.65 EFT5233 19/11/2014 COURIER AUSTRALIA Freight - Various -93.82 EFT5234 19/11/2014 GERALDTON MURCHISON

FREIGHT Freight - Various -1067.00

EFT5235 19/11/2014 GRANTS EMPIRE Consultant - Grant Application/Proposal to Lotterywest - Community Events - Astro Rocks Fest 2015 - Payment 1 of 2

-176.00

EFT5236 19/11/2014 GREENFIELD TECHNICAL SERVICES

Professional Services - Engineering Consultant - Flood Damage Works & Miscellaneour Rural Roads Tender

-13270.78

EFT5237 19/11/2014 H&J JONES & SONS PTY LTD Town Dam - Removal of Old Fence & Erection of New Fence

-4268.00

EFT5238 19/11/2014 HILLSBOROUGH SUPER FUND Payroll Deductions -19588.71 EFT5239 19/11/2014 IMERKATE HAULAGE CO Freight -330.00 EFT5240 19/11/2014 LANDGATE Mining Tenement Schedule -197.10 EFT5241 19/11/2014 LAURA GRAY Professional Services -

Conservation Works - Shire Office Building - Final Claim

-2227.50

EFT5242 19/11/2014 MCLEODS BARRISTERS & SOLICITORS

Recovery Costs -2767.76

EFT5243 19/11/2014 MOUNT MAGNET HISTORICAL SOCIETY INC

Museum Entry Fee - October 2014

-445.45

EFT5244 19/11/2014 MOUNT MAGNET MEATS Refreshments & Receptions - Catering - 3/10/14; Consumables - Young at Heart Family Fun Day 2014, Youth Group -WACRH

-504.00

EFT5245 19/11/2014 MT MAGNET POST & LOTTERIES

Administration - Lexar SDHC 8GB Card (Office Camera)

-12.99


Voucher

No Date Payee’s Name Particulars

Amount of Payment

Other Funds Trust

EFT5246 19/11/2014 MT MAGNET WASTE DISPOSAL

Town Rubbish Collection - October 2014

-9813.56

EFT5247 19/11/2014 MTF SERVICES Tender 13/14-04 - Hired Road Construction Plant with Operators - Flood Damage Works - Cycle #3

-140439.75

EFT5248 19/11/2014 MURCHISON HARDWARE Hardware Account - October 2014

-610.35

EFT5249 19/11/2014 NLD TRANSPORT Freight -2640.00 EFT5250 19/11/2014 ORICA AUSTRALIA PTY LTD Pool - Chlorine Gas Cylinder &

Service Fee - October 2014 -84.57

EFT5251 19/11/2014 PAUL MALCOLM NOBLE Lot 225 Watson Street - Brick Paving Work; Airport - Install Concrete and Steel Footing for Windsock

-4900.00

EFT5252 19/11/2014 SADLEIRSNEXUS LOGISTICS Freight -238.87 EFT5253 19/11/2014 STAPLES AUSTRALIA PTY LTD Printing & Stationery Supplies -151.98 EFT5254 19/11/2014 THE LUSCOMBE SYNDICATE Consumables, Cleaning and

Hygiene Products -445.96

EFT5255 19/11/2014 TOTALLY WORKWEAR - GERALDTON

Staff Uniforms -163.38

EFT5256 19/11/2014 VIDGUARD SECURITY SYSTEMS

Main Business Area - Crime Prevention - Supply/Install/Upgrade CCTV; Mining & Pastoral Museum - Supply/Install/Upgrade CCTV; Pool & Museum - Security Monitoring Fees - November

-33398.02

EFT5257 19/11/2014 WA LOCAL GOVERNMENT ASSOCIATION

Advertisement - SMM Audit Committee Meeting; MRVC Advertisement - Tender MRVC/12 - Construction of Fencing

-486.21

EFT5258 19/11/2014 WESTRAC PTY LTD MA 2170 - Assorted Parts -913.60 13455 19/11/2014 WATER CORPORATION Water Use & Service Charges -

Various - September/October -11460.94

Direct 27/11/2014 PAYROLL PPE 25/11/14 -29959.41 EFT5259 27/11/2014 EASTLAND MINING &

ELECTRICAL Airport - Electrical Testing & Diagnose of Faulty Phase

-302.50

EFT5260 27/11/2014 LOCAL GOVERNMENT MANAGERS AUSTRALIA

2014/2015 LGMA Membership - CEO Warren Olsen

-480.00

EFT5261 27/11/2014 WEBFIRM PTY LTD Website Hosting Renewal - 12 Months to January 2016

-770.00


Lot 398 Hepburn - Replace Evaporative Fan Motor; Caravan Park - Supply/Install New 25AMP 3 Pole Circuit Breaker

-1507.00

EFT5263 27/11/2014 ATYEO'S ENVIRO HEALTH SERVICES

B/S-EHO Attendance - 10/11/14 to 14/11/14

-5637.50

EFT5264 27/11/2014 AUSTRALIA POST Postage - October 2014 -271.77 EFT5265 27/11/2014 BEN NORMAN Other Plant - Repair Auger and

Blower -150.00

EFT5266 27/11/2014 BP Australia (RELIANCE PETROLEUM/CENTREL PTY LTD)

Fuel & Oils Account - October 2014

-634.41

EFT5267 27/11/2014 BP MECHANICAL MAINTENANCE

1DPA933 - 110000Km Service; MA 2170 - 6070 Hr Service & Repairs to Aircon System & Blade Shims; 1TFG 459 & MA 1491 - Fit Trailer Plugs; MA 029 - Install Park Brake Pads & Fuel Filter

-2584.60

EFT5268 27/11/2014 CANINE CONTROL Ranger Duties - Friday 31/10/14, Saturday 01/11/14, Monday 17/11/14 & Friday 21/11/14

-3875.06

EFT5269 27/11/2014 COURIER AUSTRALIA Freight - Various -93.79 EFT5270 27/11/2014 DEPARTMENT OF FIRE AND

EMERGENCY SERVICES 2014/2015 ESL - Shire Properties; 2014/2015 Emergency Services Levy - ESLB 2nd Qtr Contribution

-10169.03

EFT5271 27/11/2014 DOWN TO EARTH GARDEN SUPPLIES

Lot 225 Watson - Landscaping Materials

-1080.00

EFT5272 27/11/2014 FOX TRANSPORTABLES PTY LTD

Lot 366 Hepburn - Supply 7.2mx 3.4m Transportable Lunch Room /Toilet - Completion & Pick Up - Final Payment

-18715.40


Voucher


Amount of Payment

Other Funds Trust

EFT5273 27/11/2014 GERALDTON MOWER & REPAIRS SPECIALIST

Parks & Gardens - Mower & Whipper Snipper Parts

-617.40

EFT5274 27/11/2014 GRANTS EMPIRE Caravan Park - Risk Management Plan - Payment 2 of 2

-660.00

EFT5275 27/11/2014 GUARDIAN PRINT & GRAPHICS

Printing & Stationery - Purchase Order Books

-1195.00

EFT5276 27/11/2014 KWIK KOPY PERTH CBD Business Cards -373.51 EFT5277 27/11/2014 LANDCORP Mount Magnet Industrial

Subdivision - Shire Contribution Towards Construction

-69692.70

EFT5278 27/11/2014 LSE CIVIL SERVICES Flood Damage Supervision - 3/11/14 to 9/11/14

-4510.00

EFT5279 27/11/2014 METAL ARTWORK CREATIONS Council Chambers - Honour Board Plates; CEO - Name Plate & Badge

-81.40

EFT5280 27/11/2014 MOUNT MAGNET DISTRICT HIGH SCHOOL

Donation MMDHS - Book Awards - 2014 School Presentation Night

-500.00

EFT5281 27/11/2014 MOUNT MAGNET MEATS Youth Group (WACRH) - Consumables

-60.00


Stationery - 2015 Assorted Diaries, Minute Books

-351.51


Caravan Park - Pump Out Effluent Tank

-840.00

EFT5284 27/11/2014 MTF SERVICES Tender 13/14-04 - Hired Road Construction Plant with Operators - Flood Damage Works Cycle #4

-179198.25

EFT5285 27/11/2014 MURCHISON MECHANICAL SERVICES

MA 2190 - Supply and Install L/H Side Window; MA 2 - Supply & Fit 7 Pin Socket

-346.14

EFT5286 27/11/2014 MURCHISON POWER SERVICES

Airport - Plant Hire and Drilling of Footing Hole for New IWI Wind Tower Pole

-660.00

EFT5287 27/11/2014 PERFECT COMPUTER SOLUTIONS

Computer Services - November 2014

-637.50

EFT5288 27/11/2014 RECORDS ARCHIVES HISTORICAL MANAGEMENT /KIM BOULTON

Review of Records Keeping Systems - Preliminary Work 13/11/14, 16/11/14, 17/11/14, 18/11/14, 20/11/14

-1320.00

EFT5289 27/11/2014 ROBERT ARTHUR FORD Pool - Off Season Maintenance 11/08/14 to 26/09/14

-2190.00

EFT5290 27/11/2014 RSM BIRD CAMERON Professional Services - Accounting - October 2014

-5532.36

EFT5291 27/11/2014 SADLEIRSNEXUS LOGISTICS Freight -1928.06 EFT5292 27/11/2014 SIGMA CHEMICALS Pool - Chemicals -714.50 EFT5293 27/11/2014 SKIPPERS AVIATION Consultant - Return Flight - Kim

Boulton - Review Records Management

-618.00

EFT5294 27/11/2014 SPRAYLINE SPRAYING EQUIPMENT

1CZS671- New Holland Tractor - Assorted Nozzles & Caps

-149.22

EFT5295 27/11/2014 STAPLES AUSTRALIA PTY LTD Photocopying Charges 20/09/14 to 20/10/14; Stationery

-1062.35

EFT5296 27/11/2014 THE BLOCK MAKERS Lot 225 Watson Street - Limestone Blocks

-746.75

EFT5297 27/11/2014 THE LUSCOMBE SYNDICATE Caravan Park - Consumables and Cleaning Supplies

-287.26

EFT5298 27/11/2014 TOLL IPEC PTY LTD Freight -33.14 EFT5299 27/11/2014 WA LOCAL GOVERNMENT

ASSOCIATION Advertising - October 2014 - 2013/2014 Annual Report; MRVC Advertisement - Audit Committee Meeting, Change of Ordinary Meeting Date, Quotation Vermin Fence Maintenance Works, Council Meeting Dates 2015

-525.24

EFT5300 27/11/2014 WARREN OLSEN Reimbursement -Purchase of Diesel, NitroPDF, GPS Navigator & Phone Set, WALGA - 2014 Local Government Directory; CEO Appointment - Relocation Allowance

-1420.89

EFT5301 27/11/2014 WESFARMERS KLEENHEAT GAS PTY LTD

Caravan Park - Bulk LPG & Decant ; Yearly Facility Fees - Various Properties

-1061.94

EFT5302 27/11/2014 TELSTRA Mobile Phone Accounts - October/November 2014

-210.59


Voucher


Amount of Payment

Other Funds Trust

EFT5303 27/11/2014 TELSTRA Phone Accounts - November/December 2014

-2637.35

EFT5304 27/11/2014 HORIZON POWER Town Street Lighting - Electricity Account - October 2014

-3809.36

13456 30/11/2014 CASH Cash Reimbursement - November 2014

-433.20

13457 30/11/2014 GERALDTON REGIONAL LIBRARY

Library - Lost Book -36.60

Municipal Fund - $662,343.46 $ -

Trust Fund Accounts 0.00 0.00

Loan Capital Accounts 0.00 0.00

Trading Fund Accounts 0.00 0.00

Other Fund Accounts 0.00 0.00

TOTAL - $662,343.46 $ -


12.8 Monthly Report - Accounts for Payment to 31 December 2014


COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Joe O'Brien That Council note the payment of accounts for payment totalling $499,043.91 Represented by- EFT’s 5307 to 5384 $486,962.40 Municipal Account Cheques 13455 to 13457 $12,081.51 Municipal Account Total $499,043.91 RESOLUTION 2015-02-10 CARRIED 9/0




Voucher No


Other Funds Trust

EFT5307 04/12/2014 WESTNET PTY LTD Internet Account - 01/12/14 to 01/01/15

-424.64

EFT5308 02/12/2014 PIVOTEL SATELLITE PTY LIMITED

Satellite Phone Account - 15/11/14 to 14/12/14

-227.76

EFT5309 04/12/2014 M2 COMMANDER PTY LIMITED Network Charges Contract - November 2014

-137.98


Airport Landing Data - November 2014

-541.12


Basketball Court - Supply and Install Floodlights

-1369.50

EFT5312 09/12/2014 ALL DECOR Recreation Centre; Shire Office; Units 1 & 2/Lot 225 Watson - Window Treatments

-14557.00

EFT5313 09/12/2014 BP AUSTRALIA Bulk Diesel - 7298L; 205L Engine Oil; Fuel & Oils Account November 2014

-11323.08

EFT5314 09/12/2014 CALTEX SWAGMAN ROADHOUSE MOUNT MAGNET

Catering - Ordinary Meeting of Council - 7 November 2014

-225.00

EFT5315 09/12/2014 CHILD SUPPORT AGENCY Payroll Deductions -1108.48 EFT5316 09/12/2014 COLLINS DISTRIBUTORS Visitor Centre - Merchandise -643.17 EFT5317 09/12/2014 COURIER AUSTRALIA Freight - Various -149.00 EFT5318 09/12/2014 FOX TRANSPORTABLES PTY

LTD Lot 366 Hepburn Street - Transport of Unit from Malaga to Mount Magnet

-2090.00

EFT5319 09/12/2014 GERALDTON MURCHISON FREIGHT

Freight - Various -759.00

EFT5320 09/12/2014 GERALDTON NEWSPAPERS PTY LTD(The West Australian)

Advertisement - November 2014 - 2014 Electors General Meeting, Notice of Council Meeting Days

-414.96

EFT5321 09/12/2014 GRANTS EMPIRE Grant Application/Proposal to Lotterywest - Community Events - Astro Rocks Fest 2015 - Payment 2 of 2

-176.00

EFT5322 09/12/2014 HITACHI CONSTRUCTION MACHINERY (AUSTRALIA) PTY LTD

MA 006 - Bobcat & MA 2155 - Sweeper - Filters

-170.19

EFT5323 09/12/2014 JASON SIGNMAKERS Rubbish Tip, Warren Street, Town Dam - Signs

-1522.40

EFT5324 09/12/2014 JR & A HERSEY PTY LTD Public Works - Health & Safety Equipment, Consumables

-659.32

EFT5325 09/12/2014 JULIE AMOS Swimming Pool Family Season Pass - Refund

-108.00

EFT5326 09/12/2014 LGIS INSURANCE BROKING 2013/2014 Motor Vehicle Premium Adjustment

-1312.83

EFT5327 09/12/2014 LGIS LIABILITY 2014/2015 Public Liability Insurance - Final Instalment

-13051.58

EFT5328 09/12/2014 LGIS PROPERTY 2014/2015 Property Insurance Insurance - Final Instalment

-25075.92

EFT5329 09/12/2014 LGIS WORKCARE 2014/2015 Workers Comp Insurance - Final Instalment

-24338.66

EFT5330 09/12/2014 LONG NECK CREEK HOLDINGS

Flood Damage Works - Test Hole Drilling on Narndee/Red Bluff Road & Youanmi Road

-24588.96

EFT5331 09/12/2014 MOUNT MAGNET HISTORICAL SOCIETY INC

Museum Entry Fee - November 2014 - 33 Visitors

-150.00


Stationery -154.72


Town Rubbish Collection - November 214

-9813.56

EFT5334 09/12/2014 MTF MINE MAINTENANCE PTY LTD

Oval Sports Shed - Repair Roller Door Runners; Steel Posts - Lot 225A & Lot 225B Watson Street

-1154.12

EFT5335 09/12/2014 MURCHISON HARDWARE Hardware Account - November 2014

-341.60

EFT5336 09/12/2014 ORICA AUSTRALIA PTY LTD Pool - Chlorine Gas Cylinder Service Fee - November 2014

-81.84

EFT5337 09/12/2014 PAUL MALCOLM NOBLE Lot 225/Lot 226 Watson Street - Erection of New Limestone Retaining Wall and Reinstating Fence

-3750.00


Computer Services - November 2014

-977.50


Voucher


Amount of Payment

Other Funds Trust

EFT5339 09/12/2014 PEST-A-KILL WA Annual Spider + Ant Treatment - November 2014

-5280.00

EFT5340 09/12/2014 RAECO Library - Book Covering Supplies -50.00 EFT5341 09/12/2014 RSM BIRD CAMERON Professional Services -

Accounting - November 2014 -5573.63

EFT5342 09/12/2014 STAPLES AUSTRALIA PTY LTD Photocopying Charges 20/10/14 to 20/11/14

-429.42

EFT5343 09/12/2014 THE LUSCOMBE SYNDICATE Consumables, Cleaning & Hygenie Products

-225.94

EFT5344 09/12/2014 VIDGUARD SECURITY SYSTEMS

Security Monitoring Fees - December 2014 -Pool, Lot 618 Mount Magnet Mining & Pastoral Museum

-77.00

EFT5345 09/12/2014 WRIGHT-WAY GLASS & MIRRORS

Old Hospital - Insurance Claim - Vandalism - Stabilized Poly Carbonate Sheet

-1254.00

EFT5346 09/12/2014 ISABEL REDDIG Bond Refund - Fitness Centre Access Card -50.00

EFT5347 09/12/2014 LAURA BROUGH Bond Refund - Fitness Centre Access Card

-50.00

EFT5348 09/12/2014 RANGELANDS FIBRE & PRODUCE ASSOCIATION

Bond Refund - Recreation Centre Hire -550.00

EFT5349 09/12/2014 HORIZON POWER Town Street Lighting - Electricity Account - November 2014

-4268.50

Direct 10/12/2014 PAYROLL PPE 09/12/14 -32098.43 EFT5351 19/12/2014 LANDGATE Mining Tenement Schedule -167.90 EFT5352 19/12/2014 AERODROME MANAGEMENT

SERVICES PTY LTD Aerodrome Reporting Officer Training - Warren Olsen

-2300.00

EFT5353 19/12/2014 AIT SPECIALISTS PTY LTD Professional Services - Fuel Tax Credits - November 2014

-37.84

EFT5354 19/12/2014 ATOM Depot - Welding Products -132.01 EFT5355 19/12/2014 AUSTRALIA POST Postage - November 2014 -128.68 EFT5356 19/12/2014 BP MECHANICAL

MAINTENANCE MA 30 - 9330 Km Service; MA 178 - Toro Ride-On Mower - Diagnose Engine Start Fault; MA 2155 - Tennant Road Sweeper - 1086Hr Service; MA 006 - Bobcat - Service

-821.86

EFT5357 19/12/2014 CHILD SUPPORT AGENCY Payroll Deductions -926.16 EFT5358 19/12/2014 GERALDTON MOWER &

REPAIRS SPECIALIST Husqvarna Ride On Mower - Parts

-313.20


Freight - Various -418.00

EFT5360 19/12/2014 GRANTS EMPIRE MWDC Community Chest Application - Astro Rocks Fest 2015 - Payment 1 of 2; Develop a Regional Events Scheme Application in Respect of Astro Rocks Fest 2016 - Payment 1 of 2

-715.00


Professional Services- Engineering Consultant - Flood Damage Works - 27/10/2014 to 24/11/2014; Black Spot - Wondinong Road - Design, Prepare Tender Documents & Report

-13167.95

EFT5362 19/12/2014 LANDGATE Rural UV Schedule Update -62.35 EFT5363 19/12/2014 LSE CIVIL SERVICES Flood Damage Supervision -

10/11/14 to 07/12/14 -9020.00

EFT5364 19/12/2014 MOUNT MAGNET MEATS Consumables -130.00 EFT5365 19/12/2014 MT MAGNET POST &

LOTTERIES 2014 Christmas Party - Children's Presents

-846.99


MA 006 - Bobcat - Hardface Auger; Administration - Sea Container - Install Sealeck Door & Fabricate Ramp to Suit

-3285.37


-187819.50

EFT5368 19/12/2014 ORICA AUSTRALIA PTY LTD Pool - Chlorine Gas -394.90 EFT5369 19/12/2014 ROBERT JASON HOMEWOOD Overpayment - Planning

Application -139.00

EFT5370 19/12/2014 SADLEIRSNEXUS LOGISTICS Freight -144.48 EFT5371 19/12/2014 THE LUSCOMBE SYNDICATE Consumables & Hygiene

Products -135.39

EFT5372 19/12/2014 TOLL IPEC PTY LTD Freight - Various -75.92


Voucher


Amount of Payment

Other Funds Trust

EFT5373 19/12/2014 WESTSIDE PAINTING SERVICE Old Hospital - Insurance Claim - Repair Vandalism Damage - Progress Claim 70%

-18778.90

EFT5374 19/12/2014 WINGZONE PTY LTD IGA Account - November 2014 -235.81 EFT5375 23/12/2014 ASHLEY W DOWDEN Member Fees & Presidential

Allowance - July 2014 to December 2014

-8817.44

EFT5376 23/12/2014 CAROLE MINNEY Member Fees - July 2014 to December 2014

-1974.00

EFT5377 23/12/2014 JORGEN JENSEN Member Fees & Deputy Presidents Allowance - July 2014 to December 2014

-3648.88

EFT5378 23/12/2014 JOSEPH PATRICK O'BRIEN Member Fees - July 2014 to December 2014

-1522.00

EFT5379 23/12/2014 KEVIN MAURICE BRAND Member Fees - July 2014 to December 2014

-1419.00

EFT5380 23/12/2014 MARIE ELIZABETH MORRIS Member Fees - July 2014 to December 2014

-1974.00

EFT5381 23/12/2014 ROBERT ARTHUR FORD Member Fees - July 2014 to December 2014

-1974.00

EFT5382 23/12/2014 ROBERT JASON HOMEWOOD Member Fees - July 2014 to December 2014

-2867.78

EFT5383 23/12/2014 WENDY ANNE MCGORMAN Member Fees - July 2014 to December 2014

-1440.00

EFT5384 23/12/2014 TELSTRA Mobile Phone Accounts - December 2014

-189.82

Direct 23/12/2014 PAYROLL PPE 23/12/14 -30283.46 13458 19/12/2014 HORIZON POWER Electricity Account 09/10/14 to

05/12/14 -12081.51

Municipal Fund -$ 499,043.91 -$ 650.00

Trust Fund Accounts 0.00 0.00




TOTAL -$ 499,043.91 -$ 650.00


12.9 Monthly Report - Accounts for Payment to 31 January 2015


COUNCIL RESOLUTION

Moved: Cr McGorman Seconded: Cr Homewood That Council note the payment of accounts for payment totalling $800,735.28 Represented by- EFT’s 5385 to 5479 $788,594.77 Municipal Account Cheques 13459 to 13463 $12,140.51 Municipal Account Total $800,735.28 RESOLUTION 2015-02-11 CARRIED 9/0




Voucher No


Other Funds Trust

EFT5385 08/01/2015 LSE CIVIL SERVICES Flood Damage Supervision - 8/12/14 to 19/12/14

-8360.00


-204547.75

EFT5387 06/01/2015 M2 COMMANDER PTY LIMITED Network Charges Contract - December 2014

-137.98

EFT5388 02/01/2015 PIVOTEL SATELLITE PTY LIMITED

Satellite Phone Account to 14 January 2015

-225.00

EFT5389 02/01/2015 WESTNET PTY LTD Internet Account - January 2015 -467.94 Direct 08/01/2015 PAYROLL PPE 06/01/15 -30877.63

EFT5390 13/01/2015 BUNNINGS BUILDING SUPPLIES PTY LTD

Town Street Maintenance - Pallet Cement

-391.50

EFT5391 13/01/2015 BATTERIES PLUS MA 2099 - 1 x N70ZZMF Battery -172.88 EFT5392 13/01/2015 CANINE CONTROL Ranger Duties - Tuesday

16/12/14 & Friday 19/12/14 -1937.53

EFT5393 13/01/2015 CHILD SUPPORT AGENCY Payroll Deductions -963.52 EFT5394 13/01/2015 COURIER AUSTRALIA Freight - Various -46.65 EFT5395 13/01/2015 MT MAGNET WASTE

DISPOSAL Town Rubbish Collection - December 2014

-9813.56


Airport - Removal & Installation of the New Water Tank Framework

-4847.15


MA 029 - Loader - Tyre Repair -91.85


Professional Services - Review of Records Keeping Systems -Preliminary Work & Site Visit 16/12/14 to 18/12/14

-3410.00

EFT5399 13/01/2015 TOLL IPEC PTY LTD Freight - Various -45.26 EFT5400 13/01/2015 WA LOCAL GOVT SUPER PLAN

PTY LTD Superannuation Contributions -8055.69

EFT5401 13/01/2015 WELLINGTON ELECTRICAL Caravan Park - Insurance Claim - Lightning Strike 19/12/2014 - Reinstall Power and Install New Mainswitch

-2685.65

EFT5402 08/01/2015 CATHERINE CHANG Bond Refund - Fitness Access Card -50.00

EFT5403 08/01/2015 HORIZON POWER Townstreet Lighting - Electricity Account - December 2014

-4866.03

EFT5404 08/01/2015 TELSTRA Telstra Phone Accounts - January 2015

-3345.85

EFT5405 19/01/2015 ROYAL LIFE SAVING SOCIETY AUSTALIA

Pool Manager - Lifeguard Re-Qualification Course

-130.00


Basketball Courts - Replace Flood Light; Lot 366 - Senior Citizens Centre - Relocate Condenser, Disconnect & Remove Inside Light; Airport - Connect Power to Windsock

-2142.25

EFT5407 19/01/2015 ATYEO'S ENVIRO HEALTH SERVICES

BS/EHO Attendance 20/11/14 to 18/12/14

-5581.14

EFT5408 19/01/2015 BEN NORMAN MA 043 - Husqvana Ride-On Mower - Service & Repair; Other Plant - Repair Blower

-240.00

EFT5409 19/01/2015 CALTEX SWAGMAN ROADHOUSE MOUNT MAGNET

Catering - Ordinary Meeting of Council - 5 December 2014; Consultant - Meals 15/12 14 to 18/12/14

-363.94

EFT5410 19/01/2015 CHILD SUPPORT AGENCY Payroll Deductions -388.64 EFT5411 19/01/2015 COURIER AUSTRALIA Freight -37.38 EFT5412 19/01/2015 GERALDTON MURCHISON

FREIGHT Freight -66.00

EFT5413 19/01/2015 JOHNS BUILDING SUPPLIES PTY LTD

Railway Recreation Centre - Skylights

-224.00

EFT5414 19/01/2015 MCLEODS BARRISTERS & SOLICITORS

Recovery Costs -659.82


Stationery - Photocopy Paper; Christmas Party - Santa Suit

-104.99


Voucher


Amount of Payment

Other Funds Trust


Pool - Forklift Hire 19/12/14 -55.00

EFT5417 19/01/2015 ORICA AUSTRALIA PTY LTD Pool - Chlorine Cylinder Service Fee - December 2014

-98.21


Computer Services - December 2014

-1232.50

EFT5419 19/01/2015 QUBE LOGISTICS Freight -106.57 EFT5420 19/01/2015 RSM BIRD CAMERON Professional Services -

Accounting - December 2014 -5532.36

EFT5421 19/01/2015 SADLEIRSNEXUS LOGISTICS Freight -507.95 EFT5422 19/01/2015 SIGMA CHEMICALS Pool - Chemicals -293.15 EFT5423 19/01/2015 STAPLES AUSTRALIA PTY LTD Stationery -32.03 EFT5424 19/01/2015 STATEWIDE STEEL/BIBBY

FINANCIAL SERVICES AUSTRLIAPTY LTD

Lot 225/Lot 226 Watson Street - Dividing Fence - Trimdeck Sheets

-608.85

EFT5425 19/01/2015 THINKWATER GERALDTON Parks & Gardens - Various Valve Boxes

-311.85

EFT5426 19/01/2015 WA TREASURY CORPORATION

Loan 39 - Capital Repayment & Interest - January 2015

-20148.26

EFT5427 19/01/2015 WARREN OLSEN Lot 43 Hepburn - Reimbursement Expenses - Shower Domes

-604.20

Direct 22/01/2015 PAYROLL PPE 20/01/15 -31898.79 EFT5428 30/01/2015 ASGARD Superannuation Contributions -789.84 EFT5429 30/01/2015 AUSTRALIAN SUPER Superannuation Contributions -1722.10 EFT5430 30/01/2015 HOST PLUS Superannuation Contributions -871.29 EFT5431 30/01/2015 OPTIMUM CORPORATE

SUPER Superannuation Contributions -1545.00

EFT5432 30/01/2015 WA LOCAL GOVT SUPER PLAN PTY LTD

Superannuation Contributions -10158.84

EFT5433 30/01/2015 BENARA NURSERIES Lot 225 Watson - Landscaping - Synthetic Turf

-1962.40


Airport Landing Data - December 2014

-404.27

EFT5435 30/01/2015 AIRPORT SECURITY PTY LTD Airport - Aviation Security Identification Card & AusCheck Clearance Fee

-220.00

EFT5436 30/01/2015 AIT SPECIALISTS PTY LTD Professional Services - Fuel Tax Credits - December 2014

-31.35


Lot 225A & Lot 225B Watson Street - Assessment A/C System Performance; Install Only - Split Systems in Master Bedroom

-1958.00

EFT5438 30/01/2015 AUSTRALIAN COMMUNICATIONS & MEDIA AUTHORITY

Airport - AWIB - Licence Renewal to 18/02/2016

-41.00

EFT5439 30/01/2015 BP AUSTRALIA (RELIANCE PETROLEUM/CENTREL PTY LTD)

Fuel & Oils Account - December 2014

-635.41

EFT5440 30/01/2015 BUNNINGS GROUP LIMITED Lot 225 Watson Street - Unit 1 & Unit 2 - Garden Sheds; Oval - Fertiliser; Maintenance - Pallet Cement

-2349.68

EFT5441 30/01/2015 CANINE CONTROL Ranger Duties - Monday 19/01/15 & Thursday 22/01/2015

-1937.53

EFT5442 30/01/2015 CHEFMASTER AUSTRALIA Caravan Park, Anzac Hall, Railway Recreation Centre, Airport - Bin Liners

-416.50

EFT5443 30/01/2015 CHILD SUPPORT AGENCY Payroll Deductions -388.64 EFT5444 30/01/2015 COURIER AUSTRALIA Freight -13.17 EFT5445 30/01/2015 DAVID GRAY & CO PTY

LIMITED Mosquito Control - Thermal Fogging (Mosquito ULV) Chemical

-2117.50

EFT5446 30/01/2015 DEPARTMENT OF LANDS Lease Rent - Residential to 30/06/2015 - Lot 460 Jensen Close, Lot 453 Jensen Close, Lot 452 Dowden Place

-1050.00

EFT5447 30/01/2015 GERALDTON MOWER & REPAIRS SPECIALIST

MA 178 - Toro Ride-On Mower - Parts

-318.60


Freight -396.00


Voucher


Amount of Payment

Other Funds Trust

EFT5449 30/01/2015 GERALDTON NEWSPAPERS PTY LTD(The West Australian)

Advertising - December 2014 -184.80

EFT5450 30/01/2015 GRANTS EMPIRE Develop a Regional Events Scheme Application in respect of Astro Rocks Fest 2016 - Payment 2 of 2; Astro Rocks Fest 2015 - Funding Application to MWDC Community Chest Fund Payment 2 of 2

-715.00


Professional Services - Engineering Consultant - Flood Damage Works - 01/12/14 to 22/12/14

-5390.83

EFT5452 30/01/2015 GLENYSS & TERRENCE ETTRIDGE

Relief Caravan Park Managers - Fuel Reimbursement - Travel Mandurah to Mount Magnet

-115.53

EFT5453 30/01/2015 HITACHI CONSTRUCTION MACHINERY (AUSTRALIA) PTY LTD

1DOZ344 - Nissan Tip Truck - Fuel Filters

-101.71

EFT5454 30/01/2015 JK PLUMBING GAS & MAINTENANCE

Lot 343 Laurie - Plumbing Repairs

-132.00

EFT5455 30/01/2015 LANDGATE Rural UV Schedule; Tenement Schedule

-386.30

EFT5456 30/01/2015 LOCAL COMMUNITY INSURANCE SERVICES

Donation - Mt Magnet Historical Society - Public Liability & Volunteer Workers Insurance 23/02/15 to 23/02/16

-1208.04

EFT5457 30/01/2015 METAL ARTWORK CREATIONS Australia Day 2015 - Citizenship Plaque

-74.25

EFT5458 30/01/2015 MOUNT MAGNET DISTRICT HIGH SCHOOL

Basketball Courts - Reimbursement MMDHS Electricity Supply 15/09/14 to 08/12/14

-57.20


Town Rubbish Collection - January 2015

-9813.56

EFT5460 30/01/2015 MTF SERVICES Flood Damage Works - Tender 13/14-04 - Hired Road Construction Plant with Operators - Cycle #7 & Cycle #8

-358913.50


Mower - Ride-On - Tubes -55.00

EFT5462 30/01/2015 PAUL MALCOLM NOBLE Lot 225 Watson - Lay & Install Synthetic Turf

-700.00


Administration - New Computer for CEO, CSO; Computer Services - 23/12/14 to 09/01/15

-4965.00

EFT5464 30/01/2015 QUICK CORPORATE AUSTRALIA

Library - Stationery -139.02


Review of Records Keeping Systems - Final Report

-1925.00

EFT5466 30/01/2015 RED DOT Australia Day 2015 - Swimming Pool Inflatable Toys

-171.72

EFT5467 30/01/2015 SADLEIRSNEXUS LOGISTICS Freight -1819.76 EFT5468 30/01/2015 SQUIRE PATTON BOGGS Native Title Watching Brief:

Yugunga-Nya,Badimia, Wajarri Yamatji 08/07/14 to 18/12/14

-3173.10

EFT5469 30/01/2015 STAPLES AUSTRALIA PTY LTD Photocopying Charges 20/11/14 to 20/12/14

-359.98

EFT5470 30/01/2015 STATE LIBRARY OF WA Library - Recovery of Damaged Books

-20.90

EFT5471 30/01/2015 THE LUSCOMBE SYNDICATE Consumables & Cleaning Products

-759.26

EFT5472 30/01/2015 TOLL IPEC PTY LTD Freight - Various -52.06 EFT5473 30/01/2015 VIDGUARD SECURITY

SYSTEMS Security Monitoring Fees - 1 January 2015 - 31 March 2015 - Rural Transaction Centre, Lot 618 Mining and Pastoral Museum, Pool, Office, Lot 226 Watson Street

-423.50

EFT5474 30/01/2015 WARREN OLSEN Lot 43 Hepburn - Reimbursement

- Purchase of Bathroom Mirror -89.95

EFT5475 30/01/2015 WESFARMERS KLEENHEAT

GAS PTY LTD Caravan Park - Bulk LPG & Decant; Yearly Facility Fees

-676.55

EFT5476 30/01/2015 WESTSIDE PAINTING SERVICE Old Hospital - Insurance Claim - Repair Vandalism Damage - Final Claim

-7212.10


Voucher


Amount of Payment

Other Funds Trust

EFT5477 30/01/2015 quickcolourprint.com.au - Geraldton

Visitor Centre - Stationery -192.00

EFT5478 30/01/2015 TELSTRA Mobile Phone Accounts - January 2015

-140.49

EFT5479 30/01/2015 TELSTRA Telstra Phone Accounts January/February 2015

-2642.24

13459 13/01/2015 MURCHISON ORGANISATION PTY LTD T/AS COMMERCIAL CLUB HOTEL

2014 Christmas Lights Competition - Business Prize

-200.00

13460 13/01/2015 BROOKE & ROBERT YOUNG 2014 Christmas Lights Competition - Third Prize

-150.00

13461 13/01/2015 NARELLE & MICK BAER 2014 Christmas Lights Competition - Second Prize

-250.00

13462 13/01/2015 MR E J COCOT & MS C CARTER

2014 Christmas Lights Competition - First Prize

-400.00

13463 22/01/2015 WATER CORPORATION Water Use & Service Charges November/December 2014

-11140.51

Municipal Fund -$ 800,735.28 0.00

Trust Fund Accounts 0.00 -$ 50.00




TOTAL -$ 800,735.28 -$ 50.00


12.10 UGM Tourism Development Strategy & MOU

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To consider, and if thought fit, to: 1. formally adopt the Upper Gascoyne-Murchison Tourism Development Strategy

2015-2019; and 2. resolve to execute a Memorandum of Understanding with the other Shires in

respect of implementation of the Strategy. Background In 2013 the Mid West Development Commission and Regional Development Australia in collaboration with the eighteen Shires across the Mid West commissioned a tourism development strategy for the Mid West. The Upper Gascoyne Murchison sub-region further required a collaborative approach to regional tourism development whilst also identifying actions to improve each Shire’s tourism offering, capacity and appeal. Through desktop study, consultation, fieldwork and analysis a series of action plans were developed at a regional and shire level for the Upper Gascoyne Murchison (UGM). A copy of the Upper Gascoyne-Murchison Tourism Development Strategy 2015-2019 is separately circulated with this agenda. The UGM is a vast area of over 423,000km2 and is host to a significant mining-pastoral sector. Tourism has been prevalent in the region for decades, and the potential value of tourism as a ‘supplementary’ economic driver for the region has been acknowledged within the UGM sub-region since at least the 1990s, although the larger Mid West region may have only more recently acknowledged the tourism potential of the UGM. There has also been a history of informal collaboration in respect of tourism between the Murchison shires. Regional collaboration in respect of tourism is appropriate, because tourism is essentially a regional endeavour – there couldn’t be a tourism boom in Cue without Meekatharra and Mount Magnet also experiencing a similar increase in visitor numbers. To grow tourism visitation, stay and expenditure across the UGM it is necessary to address the gaps in capacity, service standards and marketing. This action plan outlines a series of initiatives to be implemented by the eight Shires overseen by the ‘Murchison Executive Group’ (MEG), coordinated at Shire level by staff and executives, with potential assistance of a regional tourism sub-committee and sub-contracted services where necessary. The action plans adopt a five year time frame (2015 to 2019). At the MEG meeting held at Woolleen Station last 24th November, it was proposed to formalise this sub-regional collaboration by way of a Memorandum of Understanding (a copy of which is reproduced on the pages immediately following this report). This MoU has already been executed by all the shires except for Mount Magnet and Sandstone (we both had early meetings in December, so this matter was too late to make our December agendas). As is normal with Memoranda of Understanding, it is non-binding and does not create legal obligations between the parties.


Comment The UGM Tourism Development Strategy 2015-2019 is vital tool in the tourism armoury; it is about coordinating a regional response to tourism development with sufficient room for individual local governments to implement their own strategies. This strategy is underpinned by the Mid West Development Blue Print, Tourism 2020 (Australia’s National Tourism Strategy), 2020 Tourism Strategy (WA Governments Tourism Strategy) and the Mid West Tourism Development Strategy. From discussions with a variety of people it is concluded that collectively the Upper Gascoyne Murchison area has exceptional potential to develop a range of tourism products; however, individually we will struggle to have sufficient products to entice tourists away from the coastal strip. The UGM Tourism Development Strategy and the UGM Tourism MoU provide a pathway for regional co-operation; how well we work together is being examined as a future model for other local governments that may wish to cooperate collectively. At the last MEG meeting it was decided that ‘Tourism’ would be added to the agenda in order to maintain a strategic focus and ensure delivery of the action items contained within the strategy. Consultation Mid West Development Commission Mid West Tourism Alliance Murchison Executive Group Risk Analysis The recommendations in this report are very low risk, as they do not expose the Shire to any obligations or liabilities. They provide any number of opportunities, so there is significant upside potential for very little downside risk. Policy Implications There are no direct policy implications relating to the recommendations in this report. In fact, an review of the policy manual does not reveal any policies at all relating specifically to tourism. If, in the course of implementing the strategy, it appears to make any policies relating to tourism, such proposed policies will be the subject of a separate report at that time. Financial Implications There are no direct financial implications relating to the recommendations in this report. Many of the actions listed in the UGM Tourism Development Strategy have resource implications and will need to be budgeted for (whether externally-funded or funded from own-source revenue), but these will be the subject of separate reports in due course. Strategic Implications The recommendations in this report are consistent with section 5.4 of the Shire of Mount Magnet Strategic Community Plan 2012-2022, which states as follows: “To develop and promote tourism with a regional focus in co-operation with Tourism

WA and other Local Government authorities.”


It is also consistent with the ultimate paragraph on p.33 of the Shire of Mount Magnet 2014/2015 – 2017/2018 Corporate Business Plan, which states (in part) as follows: “Every opportunity will be taken to join with neighbouring Councils and Tourism WA in the development of a regional approach to tourism that achieves better value for

money and increases visitation to the region.” Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Carole Minney Seconded: Cr Wendy McGorman That: 1. The Upper Gascoyne-Murchison Tourism Development Strategy 2015-2019 be

adopted; and 2. The CEO be instructed to execute the Upper Gascoyne-Murchison Tourism

Memorandum of Understanding on behalf of the Shire of Mount Magnet. RESOLUTION 2015-02-12 CARRIED 9/0


Memorandum of Understanding

Between

Shire of Yalgoo

Shire of Sandstone

Shire of Cue

Shire of Mt Magnet

Shire of Meekatharra

Shire of Wiluna

Shire of Murchison

and

Shire of Upper Gascoyne

This Memorandum of Understanding (MOU) sets out the terms and understanding between

the Shires of the Upper Gascoyne Murchison to develop and grow tourism in a regional and

collaborative manner during 2015 and 2019.

Background

The Upper Gascoyne Murchison is a vast area of over 423,000km2 and is host to a significant

mining-pastoral sector. Tourism has been prevalent in the region for decades, however, the

potential value of tourism as a ‘supplementary’ economic driver for the region has only

recently been acknowledged. The eight shires in the Upper Gascoyne Murchison have

traditionally operated ‘shire-centric’ approaches to tourism, often competing with

neighbouring shires, and subsequently tourism has evolved with a focus on local towns. To

grow tourism visitation, stay and expenditure across the Upper Gascoyne Murchison it is

necessary to address the gaps in capacity, service standards and marketing in a collaborative

and regional manner. This MOU sets out a framework that will help the eight Shires of the

Upper Gascoyne Murchison to unite and grow tourism in implementing the Upper Gascoyne

Murchison Tourism Development Strategy 2015-2019.

Purpose

This MOU will be integral in helping the Shires of the Upper Gascoyne Murchison move

towards achieving a regional vision for tourism, being:

The Upper Gascoyne Murchison is a prominent eco-nature based destination; offering

geotourism, eco-nature based tourism, cultural and heritage tourism and outback

lifestyle experiences; with an impressive network of camping, station stay, hotel-motel,

town amenities, adventure / outdoor pursuits and self-drive routes.


A primary objective of this MOU is to establish a framework that will help:

Establish the Upper Gascoyne Murchison as a leading self-drive region and popular

overnight destination with visitation in excess of 100,000 visitors annually by 2020;

attracting an additional 20,000 visitors annually spending an extra $6.96M p.a. in the

region (e.g. 20,000 extra visitors staying 3 days @ $116/day = $6.96M p.a. extra

expenditure by 2020).

The vision and objective will be achieved by resourcing and supporting the Upper Gascoyne

Murchison Tourism Development Strategy 2015-2019, which aims to:

Raise the profile and appeal of the Upper Gascoyne Murchison through regional

branding (e.g. Billy Bungarra), advertising-promotion undertaken by Australia’s

Golden Outback, higher quality way-finding and visitor information, enhanced range

of sites and activities-experiences, an RV Friendly focus, a geopark and geotourism,

eco-tourism, cultural-heritage tourism and outback experiences, and more effective

communication of accommodation-camping-RV and itinerary-route options.

This MOU adopts a timeframe extending from January 2015 to December 2019. This MOU

is to be resourced and supported for five years to implement a majority of the Shire and

regional initiatives outlined in the Upper Gascoyne Murchison Tourism Development

Strategy 2015-2019 (dated May 2014). The Shires of the Murchison sub region will

collaborate and cooperate in respect to the following:

Care, maintenance and resourcing for the Gascoyne Murchison Outback Pathways;

Shire tourism staff undertaking familiarisation visits across the Murchison during

low periods;

Appointing Australia’s Golden Outback as the Murchison’s tourism marketing

facilitator;

Shared cost and input to a regional tourism website and holiday planner;

Achieving and maintaining RV Friendly Town accreditation across the Murchison;

Regional branding using Billy Bungarra in various guises across multiple formats;

Regional support in establishing a Geo Park across the Murchison;

Establishing multiple outlets in each town distributing tourism information;

Endorsement of the aims-objectives-actions within the Upper Gascoyne Murchison

Tourism Development Strategy 2015-2019 and as set out for each of the respective

shires;

Encourage a single representative group to take on responsibility for

implementing, guiding and monitoring the Upper Gascoyne Murchison Tourism

Development Strategy (e.g. Gascoyne Murchison Tourism Inc. should it again

become fully functional) and;

Shall endeavour to provide a base-level of annual financial support for the regional

tourism initiatives set out within this MOU and the Upper Gascoyne Murchison

Tourism Development Strategy 2015-2019.


Any additional regional tourism development activities and initiatives agreed to by the Shires

of the Upper Gascoyne Murchison are to be resourced and supported in accordance with this

MOU.

Reporting

The Shires of the Upper Gascoyne Murchison will collectively evaluate the effectiveness of

and adherence to this MOU and shall do so at twelve month intervals for the duration of the

MOU.

Funding

This MOU is not a binding agreement and is not a commitment of funding or funds by any

Shire of the Upper Gascoyne Murchison. Best endeavours of each respective Shire shall

apply to adequately and appropriately support and resource the activities and initiatives

outlined in this MOU and the Upper Gascoyne Murchison Tourism Development Strategy

2015-2019.

Duration

This MOU is at-will and may be modified by mutual consent of the authorised signatories.

This MOU shall become effective upon endorsement by the authorised signatories and will

remain in effect until modified by mutual consent by the authorised signatories. In the

absence of mutual agreement by all the Shires the remaining participating Shires will

endeavour to support this MOU until its termination on 31st December 2019 or until such

time as mutually agreed by the participating Shires.

Contact Information

Shire of Yalgoo, CEO Phone: 9962 8042 Email: [email protected]

Shire of Sandstone, CEO Phone: 9963 5802 Email: [email protected]

Shire of Cue, CEO Phone: 9963 8600 Email: [email protected]

Shire of Mt Magnet, CEO Phone: 9963 3000 Email: [email protected]

Shire of Meekatharra, CEO Phone: 9981 1002 Email: [email protected]

Shire of Wiluna, CEO Phone: 9981 8000 Email: [email protected]

Shire of Murchison, CEO Phone: 9963 7999 Email: [email protected]

Shire of Upper Gascoyne, CEO Phone: 9943 0988 Email:

[email protected]


Authorised Signatories

________________________Date:

(CEO, Shire of Yalgoo)

________________________Date:

(CEO, Shire of Sandstone)

________________________Date:

(CEO, Shire of Cue)

________________________Date:

(CEO, Shire of Mt Magnet)

________________________Date:

(CEO, Shire of Meekatharra)

________________________Date:

(CEO, Shire of Wiluna)

________________________Date:

(CEO, Shire of Murchison)

________________________Date:

(CEO, Shire of Upper Gascoyne)


12.11 Appointment of Chief Bush Fire Control Officer and Deputy Chief Bush

Fire Control Officer

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To appoint a Chief Bush Fire Control Officer and a Deputy Chief Bush Fire Control Officer, as required by section 38 of the Bush Fires Act 1954. Background It has come to my attention that the previous CEO, Mr Geoff Brooks, was also the Shire’s Chief Bush Fire Control Officer. Since Mr Brooks’ departure, the Council has not filled the Chief Bush Fire Control Officer vacancy as section 38 of the Bush Fires Act 1954 requires. Comment Subsection 38 (1) of the Act requires the Council to appoint not only a Chief Bush Fire Control Officer but also a Deputy Chief Bush Fire Control Officer. All Bush Fire Control Officers should receive Fire Control Officer training so that they understand the legislation and also their duties in relation to the issuance of fire permits and the control of bushfires. Council is not obliged to appoint its own employees in these roles, and some Shires do appoint non-employees. For example:

the Shire of Mingenew has for many years had a Chief Bush Fire Control Officer who has never been a local government employee

the four Shires of the Kimberley region have all appointed the regional manager of DFES as their Chief Bush Fire Control Officer (by prior negotiation, of course!)

If the Council would prefer to appoint non-employees to these positions, I will have no objection to that. However, in the event that the Council would prefer to appoint employees to fill these vacancies, I advise that I have already completed a Fire Control Officer course, and that I have served as a Chief Bush Fire Control Officer for seven years for the Shire of Yalgoo, and for approximately 5 ½ years at the Shire of Halls Creek (until being replaced by the regional manager of DFES). In the event that the Council wishes to appoint an employee as the Deputy Chief Bush Fire Control Officer, I recommend that it appoint our Works Manager, Mr Patrick O’Brien. Mr O’Brien has not yet had any Fire Control Officer training, but is able to undertake a Fire Control Officer course in Geraldton on 18th and 19th of March. Consultation DFES District Officer Ian Thompson Works Manager Patrick O’Brien


Statutory Environment Section 38 of the Bush Fires Act 1954 states as follows: (1) A local government may from time to time appoint such persons as it thinks

necessary to be its bush fire control officers under and for the purposes of this Act, and of those officers shall subject to section 38A(2) appoint 2 as the Chief Bush Fire Control Officer and the Deputy Chief Bush Fire Control Officer who shall be first and second in seniority of those officers, and subject thereto may determine the respective seniority of the other bush fire control officers appointed by it.

(2A) The local government shall cause notice of an appointment made under the provisions of subsection (1) to be published at least once in a newspaper circulating in its district.

(2C) The local government shall fill any vacancy occurring in the office of Chief Bush Fire Control Officer or Deputy Chief Bush Fire Control Officer within one month after the vacancy occurs and if the local government fails or neglects to do so within that time, the FES Commissioner may by notice in writing require the local government to appoint a person to the vacant office within one month after service on it of such notice.

(2D) Where a local government that has been served with a notice pursuant to subsection (2C) fails or neglects to comply with the requirements of that notice, the FES Commissioner may appoint a person who is not employed in the Department to the vacant office.

Section 38 contains 19 further subsections that are not directly relevant to the subject of these two appointments. Risk Analysis The risks associated with failing to make the appointments required by Section 38 of the Act are:

the FES Commissioner may issue a notice or, worse still, make an appointment with which the Council is less comfortable; or

in the event of a bushfire emergency resulting in a calamitous outcome, the Council may be exposed to considerable embarrassment.

Both risks may be mitigated by making the appointments as recommended in this report. Policy Implications Nil. Financial Implications Negligible. There is no fee associated with the Fire Control Officers course, and the cost of publishing a notice of the recommended appointments can be easily accommodated within the current budget. Strategic Implications Nil. Voting Requirements Simple Majority


COUNCIL RESOLUTION

Moved: Cr Jorgen Jensen Seconded: Cr Bob Ford That, pursuant to subsection 38 (1) of the Bush Fires Act 1954: 1. Mr Warren Olsen be appointed as the Chief Bush Fire Control Officer for the

Shire of Mount Magnet; and 2. Mr Patrick O’Brien be appointed as the Deputy Chief Bush Fire Control Officer

for the Shire of Mount Magnet. RESOLUTION 2015-02-13 CARRIED 9/0


12.12 Nomination of Members to Development Assessment Panel

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To nominate two local members and two alternate (i.e. deputy) local members to the Mid-West Joint Development Assessment Panel. Background We have received a letter dated 18 December 2014 from the Department of Planning’s DAP Secretariat advising that the appointments of all local government DAP members expire on 26 April 2015, and requiring the Shire to nominate two member and two alternate members by no later than Friday 27 February 2015. Fifteen Development Assessment Panels (DAPs) came into operation on 1 July 2011 to determine development applications that meet a certain threshold value. Each DAP comprises five members: three specialists members, one of which is the presiding member, and to local government members. The Mid-West Joint Development Assessment Panel covers the area shown below:

Each local government appoints local members, but the local members will only be called upon to participate in the JDAP if there is an application relating to their own local government area. As the threshold value of a development that would cause its referral to the JDAP is set at $7M, the DAP has never met to consider any Mount Magnet applications.


Comment DAPS are an example of a system being rolled out across the whole state in an attempt to fix a problem that only applied to a few metropolitan local governments who were reputed to be delaying planning approvals. Most non-metropolitan local governments tend to be pro-development, so they are very prompt about considering development applications. Because of the substantial threshold value that triggers referral to the DAP, most non-metropolitan DAPS have never met. The Mid-West JDAP has certainly never been called upon to determine any development applications for the Shire of Mount Magnet. Nevertheless, we are now required to nominate members. At its meeting held on 1 November 2013, the Council resolved to nominate Cr Minney and Cr Ford for appointment as local members of the Mid-West JDAP and to nominate Cr McGorman and Cr Morris as alternate local members. Members whose terms are expiring will be eligible for re-consideration at this time. Nominees are required to provide a considerable number of personal details including the name of their employer and the position held. They are also asked to submit a CV. The employer name and position details are required for Cabinet submission and to determine if the nominees are entitled to be paid fees in accordance with the Premier’s Circular 2010/02. Statutory Environment Development Assessment Panels are established and operate under the authority of the Planning and Development (Development Assessment Panels) Regulations 2011. Regulation 26 thereof provides for the Minister to request the local government to nominate a member of the Council of the local government for inclusion on the DAP members a register. The regulation requires the Minister to include on the register the name(s) of the person(s) nominated, unless the local government fails to make a nomination, in which case the Minister may appoint any eligible voter of the district that the Minister considers has relevant knowledge or experience that will enable that person to represent the interests of the local community of the district. Policy Implications Nil. Financial Implications There are no financial implications associated with making nominations for appointment as a local member of the Mid-West Joint Development Assessment Panel. The two costs associated with the DAP are as follows: 1. Should any development application in the Shire of Mount Magnet meet the

threshold value ($7M) and therefore be referred to the DAP, the Shire of Mount Magnet will be liable for all of the DAP’s costs in respect of the application. This includes the attendance fees of the three specialist members as well as the local members, plus all travel, accommodation, catering and secretarial costs. However, it is unlikely that such an application will occur in the current term of the Council and it is therefore unlikely that the Shire will actually face these costs.


2. The DAP regulations require that all DAP members attend training before they

can sit on a DAP and determine applications. Training for local members and alternate local members is at the Shire’s cost. However, since the DAP is unlikely to meet in the foreseeable future to consider any applications relating to Mount Magnet, this cost can be avoided by deferring training. In the unlikely event that the DAP ever has to convene to consider a Mount Magnet development application, training can be provided at that time.

Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jorgen Jensen Seconded: Cr Wendy McGorman That: 1. Cr Carole Minney and Cr Bob Ford be nominated for appointment as local

members of the Mid-West Joint Development Assessment Panel; and 2. Cr Wendy McGorman and Cr Eliz Morris be nominated for appointment as

alternate local members of the Mid-West Joint Development Assessment Panel. 3. That DAP training for our local members and alternate local members be

deferred until the Mid-West Joint Development Assessment Panel receives a development application relating to the Mount Magnet local government area..

RESOLUTION 2015-02-14 CARRIED 9/0


12.13 Mount Magnet Land District Conservation Committee

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2014 Matter for Consideration To consider, and if thought fit, to approve the winding up of the Mount Magnet Land Conservation District Committee (LCDC). Applicant’s Submission We have received a letter from the Commissioner of Soil and Land Conservation stating that she would appreciate receiving written advice that the Council approves the winding up of the LCDC. Background The appointment of the members of the Mount Magnet Land Conservation District Committee (LCDC) expired on 31 October 2005, and the Committee ceased to operate from that date. Comment As it is clearly evident that there is a lack of community interest in continuing with the LCDC, the Commissioner will move to formally abolish it. Consultation To ensure that members of the community have an opportunity to comment on the proposed wind-up of the Mount Magnet Land Conservation District Committee, the Commissioner has asked us to publish in the next Council Comments a notice inviting public comments to be submitted by 31 March 2015. All comments received will be presented to the Minister for Agriculture and Food before the LCDC is formally wound up. Statutory Environment LCDCs are statutory bodies formed under section 23 of the Soil and Land Conservation Act 1945. Their functions include undertaking land conservation works, promoting soil conservation programs and providing advice to the Department of Agriculture and Food on land use issues within their districts. Risk Analysis Not applicable. Policy Implications Nil. Financial Implications Nil. Strategic Implications Nil.


Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jorgen Jensen Seconded: Cr Jason Homewood That the CEO be instructed to: 1. Publish in the February addition of Council Comments the notice inviting public

comments on the proposed winding up of the Mount Magnet Land Conservation District Committee.

2. Write to the Commissioner of this Soil and Land Conservation advising that the Council of the Shire of Mount Magnet has no objection to the proposed winding up of the Mount Magnet Land Conservation District Committee.



12.14 Corporate Business Plan Action List

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To note the Corporate Business Plan Action List as at 31 December 2014. Background At the ordinary Council meeting held on 6 June 2014, the Council approved the 2014-2015 to 2017-2018 Corporate Business Plan. Comment The attached action list has been prepared to assist in monitoring the implementation of the Corporate Business Plan. The attached action list is for the period to 31 December 2014. Although a number of items are progressing well and some have been brought to completion, there are a few which are falling behind. Some of these are not time-critical, and will still be easily achieved. However, I am very concerned that some will be difficult to achieve (see section on risk analysis). Consultation Works Manager, Finance Manager, Travis Bate (Accountant), Laura Grey (Heritage Architect) Risk Analysis Some projects (e.g. Upgrade of skate park) are at risk because they are time-critical (in terms of grant funding which brings with it externally imposed deadlines) and insufficient planning being done in the initial stages inevitably resulting in delays and difficulties in delivery. Other projects can be at risk due to insufficient budgets to achieve the desired outcomes. Both of these types of problems result directly or indirectly from lack of advance planning. I intend to mitigate these risks in respect of future projects by implementing substantial improvements to our business processes. Policy Implications We require development of new policies and practices in respect of the development and presentation of budgets, and in respect of the submission of funding applications. Another report in this agenda attempts to address these issues by making a policy with regard to project planning and delivery. Financial Implications To be determined. Strategic Implications To be determined.



COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Joe O'Brien That the Corporate Business Plan Action List as at 31 December 2014 be noted. RESOLUTION 2015-02-16 CARRIED 9/0


CORPORATE BUSINESS PLAN ACTION LIST - AS AT 31 DECEMBER 2014

PAGE ITEM ACTION OFFICER STATUS

5 Integrated Planning and Reporting

Review Ten Year Community Strategic Plan and Long Term Financial Plan

CEO Adopted by Council 12 April 2013. Due for review following October 2015 elections. More text and KPIs to be added as per DoLG review.

Prepare 2014/2015 - 2017/2018 Corporate Business Plan

CEO Adopted by Council 6 June 2014. Updated annually.

Asset Management Plan CEO Adopted by Council at the Ordinary Council Meeting 5 July 2013. Due for review following 2015 elections.

9 Organisational Structure Review Organisational Structure on an ongoing basis

CEO Adopted 6 June 2014 as part of the Work Force Management Plan (included in the Corporate Business Plan). Currently under review.

11 Rates Commercial and industrial rating categories from 1 July 2013

CEO Rates notices issued 7 August 2014 following Ministerial approval of Rating Proposal on 18 June 2014 and adoption of Statutory Budget on 1 August 2014.

13 Outstanding Rates Debtors McLeods Barristers and Solicitors engaged to manage recovery action including taking possession and sale of properties.

FM Possession assumed of six properties. Title of two properties obtained. Auction of remaining four properties to be held on 30th May 2015.

14 Plant Charges Implement a plant costing system that provides for a sustainable plant replacement reserve.

FM Plant replacement schedule and plant costings to be reviewed in consultation with Chief Executive Officer. Intending to commence in the last week of February.

14 Reserves Review appropriate level and distribution of reserves.

CEO Completed – 2014/2015 Statutory Budget.

14 Valuation of Non – Current Assets

Resolve inconsistencies with the valuation of road assets using the Roman II system when compared with Roman I valuations.

CEO Revaluation of Road Infrastructure complete using Roman II System. Pick up of additional data to confirm results desirable over 2014/2015. New values to be brought to account as part of budget review as at 30 June 2015.




15 Staff Training Arrange on the job Certificate 2/3 training opportunities for outdoor staff (OH&S Training, First Aid etc) – Durack Institute of Technology

WM Quotations obtained and additional funds provided in budget review. Dates to be set following adoption of budget review.

18 Office Computers Replacement Program

Arrange replacement of computers 2014/2015 - $4,000

FM 3 computers have been replaced, and the budget has already been over-expended. Provision is being made in the budget review for urgent upgrades to the IT system.

18 Elected Member Computers

Purchase Computers (Tablets) for Elected Members 2014/2015 - $7,000

FM Quotes for six iPads as approved by Council at the Ordinary Meeting on 5 September are being obtained.

16 Elected Member Support Arrange ongoing training for Elected Members. CEO A training needs analysis is currently underway, and provision is being made in the budget review for the cost of delivery. Will collaborate on a regional basis if possible.

19 Shire Administration Building

Repair external walls and roofing. 2013/2014 - $42,000 2014/2015 - $25,000 Council - $33,000 Lotterywest - $34,000

CEO Work Complete. Final Lotterywest claim in progress.

Replace blinds – Admin Office 2014/2015 - $5,000

FM Complete.

Fit Out Archive Storage Container 2014/2015 - $5,000

WM Container delivered and in place – it still needs to be lined and fitted out to make it a suitable environment for archive storage.

Replace External Fence – Cottage and Office 2014/2015 - $15,000

WM Underway – front section has been removed, limestone blocks have been delivered and order issued for block works.

Upgrade Shire Cottage – Bathrooms and Kitchen 2014/2015 - $25,000

WM To be deferred until a purpose and scope of works has been determined. Some direction is required in relation to this.




21 Town Centre Arrange survey/drainage improvements Barimaia Creek 2015/2016 - $20,000

WM Hydraulic modelling report by Main Roads WA received. Analysis of report in progress.

Construct Two Highway Entry Statements as per Master Plan 2014/2015 - $150,000 Grant Funding of $150,000 Required

CEO Grant funding to be sourced, but first a proper project plan needs to be developed. Higher priority will be to rescue those projects for which funding has already been secured.

Upgrade CCTV in Hepburn Street 2014/2015 - $35,000 Council - $10,000 State Crime Prevention Program - $25,000 (Approved)

CEO Completed.

Senior Citizens Centre install toilet, kitchen and storage 2013/2014 - $7,000 2014/2015 - $71,000 Council - $53,000 Lotterywest - $25,000 (Approved)

WM Works currently in progress. The building is expected to be completed by the end of February, with the installation of septic’s to follow.

21 Federation/Foster Parks/Caravan Park

Upgrade Reticulation System 2015/2016 - $30,000

WM Retic in the caravan park is completed; retook is installed in the community garden and is connected to a temporary supply.

22 Recreation Centre and Town Oval

Recreation Precinct and Skatepark Upgrade Project. 2014/2015 $281,100

CLGF Individual - $181,100 (Approved)

DSR $100,000 (Approved)

CEO Consultation with school students complete. I am currently completing a project plan to achieve the outcome, and will have to do lodge this to the funding bodies with an application of an extension of time. I have already spoken with both funding bodies in relation to the current problem, and believe they will grant a reasonable extension to enable the project to be undertaken with a proper process.




Recreation Precinct Children’s Playground 2014/2015 - $53,900 Lotterywest $53,900 (Approved)

WM We will combine this with the project above and will complete as one comprehensive project.

25 Rural Transaction Centre Extend/Refurbish Youth Centre 2014/2015 - $216,785 CLGF Individual - $216,785 (Approved)

CEO Heritage Architect has prepared preliminary documents; this project also needs to be fed into a proper project management process.

Replace Footings and Restore Floor Levels 2015/2016 $174,000 Council $87,400 Lotterywest $86,600 (Approved)

CEO Heritage Architect engaged to prepare scope of works. As above. It appears that these two projects should also be combined for efficient and effective delivery.

26 Old Hospital Install security fence and carry out repairs to vandalised section if the building (insurance claim) Call for Expressions of Interest to Lease/Sell the facility

CEO Security fence and repairs are completed - the premises could probably benefit from a good cleaning so that they could be reoccupied. This project also requires some discussion as to the most realistic way forward.

27 Staff Housing Lot 225 Watson Street – Construct Two Units 2013/2014 - $335,000 2014/2015 - $200,000 Council - $137,115 CLGF Group - $397,885 (Approved)

CEO This project has now been completed (at least it is as good as it is going to get). We have sorted out the problems with the air con (at the Shire’s expense) and some other minor problems have also been rectified

27 Depot Erect Sheds 2014/2015 $10,000 2015/2016 $10,000

WM Structural certificates are currently being sought as a prerequisite to being able to direct the sheds.

27 Urban Roads Urban Road Program to be determined 2014/2015 - $92,000 (R2R)

WM Program yet to be determined; this should involve a report to the Council meeting for approval to the proposed scope of works.




31 Unsealed Rural Roads Upgrade Wondinong/Paynesville SLK 4.2 and 18 realign road, relocate fence, replace grid 2014/2015 - $302,000 Council - $101,000 Black Spot Program - $200,001

WM Contract was awarded in December 2014; Works commenced in January and are expected to be completed by the end of April.

Upgrade Wondinong/Paynesville Road SLK 0.015 to SLK 3.45 Reform,Resheet Paynesville/Wondinong Road 2014/2015 - $150000 Council - $50,000 Regional Road Group - $100,000

WM As above.

Flood Damage Repairs (Council Contribution) 2014/2015 $141,500 (R2R)

CEO Completed.

Flood Damage Repairs – Bores 2014/2015 $220,000 WANDRRA $220,000(Approved)

WM Work completed; however, there are some issues with the claim due to Emergency Management Australia not wanting to fund bores. We will continue to make strong representations.

Flood Damage Repairs – Road Works 2014/2015 $2,090,000 WANDRRA $1,948,500 (Approved)

WM Tender awarded. Work in progress and expected to be completed by the end of April.

32 Community Events Help co-ordinate and support: Australia Day - Citizen of the Year Clean Up Australia Day Anzac Day NAIDOC Week Harmony Week Mount Magnet Races Mount Magnet Astro Fest Family Fun Day (Young At Heart)

FM/CEO Australia Day has been completed. Date has been set for cleanup day. Next races to be held in April.




33 Race Course Install Generator and Upgrade Power Distribution 2013/2014 - $5,000 2014/2015 - $25,00

WM Container delivered. Generator delivered. Waiting for race club to install.

33 Museum/Visitor Centre Install Security Cameras in Rear Shed 2014/2015 - $5,000

CEO Completed.

Install Guttering west side Rear Shed 2014/2015 - $6,000

WM Receiving quotes.

34 Moses Street Industrial Sub- Division

Develop nine lots in conjunction with Landcorp 2014/2015 - $75,000

CEO Works are underway. Project Manager is Landcorp.

36 Aerodrome Replace Illuminated Wind Indicator 2013/2014 - $18,000 2014/2015 - $27,000

Council - $22,500

RADS - $22,500

WM New electrical supply cable installed. Illuminated Wind Indicator installed. Ready for acquittal.

Replace Water Tank and Support Base 2013/2014 - $2,000 2014/2015 - $6,000 Council - $4,000 RADS - $4,000

WM Completed.

38 Caravan Park Replace Amenities Building 2013/2014 - $570,000 2014/2015 - $34,000 Council - $354,000 Federal Tourism Industry Regional Development Fund - $250,000 (Approved)

CEO Practical completion achieved March 2014. Final progress payment made by the Federal Government. Outstanding works being addressed by the contractor.




Upgrade Power Outlets and Main Switchboard Stage 1 2013/2014 - $70,000 Stage 2 2014/2015 – $25,000

CEO Stage 1 completed. Quotes to be sought for stage 2.

Install Irrigation 2014/2015 - $23,000

WM Complete

Replace Treat Pine Barriers – Front Fence 2014/2015 - $12,000

WM Deferred until next financial year.

Extend Verandah Camp Kitchen 2014/2015 - $12,000

WM Material has been purchased. Quotes in hand for works.

P35 Plant Trade in/Replace Vehicles: Caravan Park Utility MA2134 (Carry over) Office Toyota Prado 0MA Replace Works Manager Hilux MA2 Replace Dual Axle Trailer 2014/2015 - $112,000 (changeover)

WM Completed. On order. Deferred. Deferred.


12.15 Budget Review to 31 December 2014

Officer: Warren Olsen - CEO Amended By: Nil Disclosure of Interest: Nil Meeting Date: 7 March 2014 Application To adopt the review of Council’s 2014/2015 Annual Budget as at 31 December 2014. Background The 2014/2015 Statutory Budget has been reviewed on the basis of actual expenditure and income as at 31 December 2014. Variations are detailed in the attached Review of the 2014/2015 Annual Budget Report for the period ended 31 December 2014 prepared by Council’s Financial Advisor RSM Bird Cameron. Comment Some adjustments have been made for income that will/will not be received in the current financial year, as well as expenditure that can’t be achieved for various reasons and some urgent expenditure that needs to be made. As required under Regulation 33A (4) the Annual Budget Review once adopted by Council will be forwarded to the Department of Local Government. Consultation Ms Maureen Murat – Finance Manager Mr Patrick O’Brien – Works Manager Mr Travis Bate - RSM Bird Cameron Statutory Environment Local Government Financial Management Regulations 1996 – Regulation 33A Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Absolute Majority


After discussion Council made the following changes to the Budget Review: 1. Capital - Removal of the Entry Statement $150,000. 2. Capital - Removal of Ipads $7,000. 3. Capital - Removal of increase in relation to Installation of Guttering at

Museum $9,000. 4. Materials and Contracts - $30,000 reduction against the Records and

Compliance. 5. Transfers from Reserves (Building Reserve) reduced to $24,000 as a result of

the above changes.

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Carole Minney That Council adopts the Budget Review as at 31 December 2014 with variations as detailed and amends the 2014/2015 Budget accordingly. RESOLUTION 2015-02-17 CARRIED 9/0


RSM Bird Cameron



T +61 8 9920 7400 F +61 8 9920 7450

www.rsmi.com.au

L:\2 - Clients\Shire of Mt Magnet (Non-Audit)\2015\Budget Review\Final\Budget Review Comments Mt Magnet 2015.docx




RSM Bird Cameron is a member of the RSM network. Each member of the RSM network is an independent accounting and advisory firm which practises in its own right. The RSM network is not itself a separate legal entity in any jurisdiction.


Budget Review

As at 31 December 2014

Comments

Description Comment

1 Rate Revenue Increased in line with year to date actual revenue.

2 Grants, Subsidies and

Contributions (Operating)

Increased as a result of

1. LGGC Financial Assistance Grant ($8,463)

2. LGGC Local Road Grant ($2,132)

Decreased as a result of

3. Fire Prevention Grant ($4,376)

4. Contributions ($26,989) – Relates to Public Works Reimbursements

Recode MRWA Direct Grant from incorrect capital grant used ($61,500)

Refer to Note 11 Grants, Subsidies and Contributions (Non-Operating).

Refer to Grants & Contributions Schedule for further detail.

3 Profit on Asset Disposal Will not purchase new Hilux this year, so the current vehicle will not be sold

until next year.

4 Fees and Charges Decreased as a result of below budget year to date revenue for:

• Airport Charges ($44,129);

5 Interest Earnings Decreased due to lower cash balance and low interest rates than original

budget.

6 Other Revenue Decreased due to double allocation of grant:

• Fire Prevention ESL Grant ($9,754)

• DFES – ESL Commission ($4,000)


L:\2 - Clients\Shire of Mt Magnet (Non-Audit)\2015\Budget Review\Final\Budget Review Comments Mt Magnet 2015.docx Page 2 of 4

Description Comment

7 Employee Costs Decrease for vacant positions ($213,031).

Increase for Workers Compensation budgeted for in insurance expenses

($30,593)

Increase for positions to be filled

• Economic Development Officer ($40,000)

• Records Keeper ($40,000)

8 Materials and Contracts Increase in

• Upgrading IT System ($8,200)

• Records Compliance and System ($29,160)

• Old Hospital Maintenance ($24,000)

• Administration Consultants ($10,000)

• Training & Conferences ($18,000)

• Flood Damage ($11,400)

Decrease in

• Consultants - Transport ($36,588)

• Plant Expense – Parts & Repairs ($45,107)

9 Insurance Expenses Decrease due to Workers Compensation showing in employee costs.

10 Other Expenditure Increase in

• Members of Council - Conferences & Training ($5,000)

• MRVC – Costs ($3,368)

• Members of Council – Meeting Fees ($5,601)

• Members of Council – Presidential Allowance ($3,406)

Decrease in

• Governance – Subscriptions ($8,178)



Description Comment

11 Grants, Subsidies and

Contributions (Non-

Operating)

Increased as a result of

1. Old Hospital Conservation Plan ($2,156)

2. Airport Asset Management ($3,000)

3. Caravan Park Amenities ($52,500)

4. Shire Office Conservation ($30,000)

5. Senior Centre Upgrade ($25,000)

Decreased as a result of

6. Illuminated Wind Indicator ($14,500)

7. Non Potable Water Supply ($1,000)

8. Flood Damage Water Bores ($100,000)

9. Construct 2 Highway Entry Statements ($150,000)

Recode MRWA Direct Grant from incorrect capital grant used ($61,500)

Refer to Note 2 Grants, Subsidies and Contributions (Operating). Refer to

Grants & Contributions Schedule for further detail.

Reallocate $50,000 incorrectly allocated to Old Hospital Plan to:

• Upgrade CCTV in Main Street ($25,000)

• Senior Centre Upgrade ($25,000)

12 Transfer from Reserves Transfer from building reserve increased ($24,000)

13 Capital Expenses Refer to Capital Disposals and Acquisitions for further detail.

14 Transfer to Reserves Increase for the interest to be transferred to reserve accounts ($80,207)

Decreased for Airport Reserve ($100,000) as a result of reduced revenue

from airport.

15 Opening Funding Surplus

(Deficit)

$52,157 decreased from adopted budget, primarily as a result of Grants,

Subsidies and Contributions



Description Comment

16 Closing Funding Surplus

(Deficit)

$136,618 increase from adopted budget to $5,913. This is a result of:

• $52,157 decrease in Opening Funding Surplus (Deficit). Refer to

Comment 15 for further detail; and

• $102,597 increase as a result of changes to current year income and

expenses as outlined at Comments 1 – 13 above.

• Expenses

a. Employee Costs ($117,914)

b. Insurance Expense ($43,059)

• $24,000 increase to transfer from Reserves.

• $19,793 decrease to transfer to Reserves.



REVIEW OF BUDGET REPORT

For the Period Ended 31st December 2014

TABLE OF CONTENTS

Statement of Budget Review





Appendix 1 Grants & Contributions

Appendix 2 Capital Disposal & Acquisitions

LOCAL GOVERNMENT ACT 1995

LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996


Adopted Annual

Budget $ (a)

YTD

Actual $

(b)

Variance

Permanent

(c)

Variance

Timing

(Carryover)

(d)

Year End $

(a)+(c )+(d) Comment

Operating Revenues $ $ $ $ $

Rate Revenue 1,079,785 1,081,252 1,467 1,081,252 � 1Grants, Subsidies and Contributions 1,757,631 955,392 40,730 1,798,361 � 2

Profit on Asset Disposal 26,461 6,000 (5,000) (12,384) 9,077 � 3

Fees and Charges 844,129 433,607 (44,129) 800,000 � 4

Service Charges 0 0 0

Interest Earnings 133,720 52,094 (33,720) 100,000 � 5

Other Revenue 16,817 4,778 (9,754) 7,063 � 6

3,858,543 2,533,123 (50,406) (12,384) 3,795,753

Operating Expense

Employee Costs (1,590,604) (693,390) 117,914 (1,472,690) � 7

Materials and Contracts (1,151,261) (449,721) 13,611 (1,137,650) � 8

Utilities Charges (201,066) (86,561) (201,066)

Depreciation (Non-Current Assets) (1,022,789) (583,209) (1,022,789)

Interest Expenses (18,683) (1,686) (18,683)

Insurance Expenses (162,514) (123,524) 43,059 (119,455) � 9

Loss on Asset Disposal (1,267) 0 (1,267)

Other Expenditure (108,018) (75,504) (9,197) (117,215) � 10

(4,256,202) (2,013,595) 165,387 0 (4,090,815)


Add Back Depreciation 1,022,789 583,209 0 0 1,022,789

Adjust (Profit)/Loss on Asset Disposal (25,194) (6,000) 5,000 12,384 (7,810) �

Adjust Movement Deferred Pensioner

Rates (6,710) 0

Net Operating 599,936 1,090,027 119,981 0 719,917

Capital Revenues

Grants, Subsidies and Contributions 3,542,785 1,203,655 (239,344) 3,303,441 � 11Proceeds from Disposal of Assets 58,000 16,000 58,000

Proceeds from New Debentures 0

Proceeds from Sale of Investments 0

Proceeds from Advances 0

Self-Supporting Loan Principal 0

Transfer from Reserves 191,561 24,000 215,561 � 12

3,792,346 1,219,655 (215,344) 0 3,577,002

Capital Expenses

Land Held for Resale 0

Land and Buildings (883,568) (422,147) (105,938) 37,000 (952,506) � 13Plant and Equipment (137,000) (34,466) 27,783 61,000 (48,217) � 13Furniture and Equipment (11,000) (1,618) (36,500) 0 (47,500) � 13Infrastructure Assets - Roads (2,854,000) (1,104,348) 30,000 0 (2,824,000) � 13Infrastructure Assets - Other (600,100) (66,482) 251,000 0 (349,100) � 13Purchase of Investments 0 0

Repayment of Debentures (35,089) (17,283) (35,089)

Advances to Community Groups 0 0

Transfer to Reserves (497,885) (432,079) 19,793 (478,092) � 14

(5,018,642) (2,078,423) 186,138 98,000 (4,734,504)

Net Capital (1,226,296) (858,768) (29,206) 98,000 (1,157,502)

Net Operating + Capital (626,360) 231,259 90,775 98,000 (437,585)

Opening Funding Surplus(Deficit) 495,655 443,498 443,498 � 15

Closing Funding Surplus(Deficit) 2 (130,705) 674,757 90,775 98,000 5,913 � 16


STATEMENT OF BUDGET REVIEW


PredictedBudget v Actual

Note

(Nature or Type)










All Funds through which the Council controls resources to carry on its functions have been included in this

statement.




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
















subsequently measured at amortised cost using the effective interest rate method, less any allowance for

uncollectible amounts.





NOTES TO THE BUDGET REVIEW REPORT




(h) Inventories

General




Inventories held from trading are classified as current even if not expected to be raised in the next 12

months.





expenses.





(i) Fixed Assets




constructed by the local government includes the cost of all materials used in the construction, direct labour

on the project and an appropriate proportion of variable and fixed overhead.







those assets.



Buildings 2%



Motor Vehicles 25%












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.






be settled within 12 months represents the amount the municipality has a present obligation to


nominal amounts based on remuneration rates the Council expects to pay and includes related on-costs.





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 the Shire does

not have the unconditional right to defer settlement beyond 12 months, the liability is recognised as a

current liability.














Borrowing Costs




(n) Provisions







small.















Rates













Fees and Charges




Service Charges






Interest Earnings





rebates etc.

Employee Costs

All costs associate with the employment of person such as salaries, wages, allowances, benefits such

















Insurance


employment.





Interest expenses



Other expenditure









GOVERNANCE





Investments. It also includes expenses related to the Rating functions.




HEALTH


Mosquito Control & other Health issues including Aboriginal Health Issues.







The program includes Prizes/Donations applicable to School events & certain Youth related items.

HOUSING

This mainly involves the Pension Units. Staff Housing has generally been allocated to specific programs.

COMMUNITY AMENITIES







TRANSPORT



ECONOMIC SERVICES
















0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2014-15

Actual and Predicted 2014-

15

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Am

ou

nt

$ (

'00

0s)


Budget 2014-15

Actual and Predicted 2014-15








0

200000

400000

600000

800000

1000000

1200000

1400000

1600000

1800000


Am

ou

nt

$ (

'00

0s)

Month ending


Budget 2014-15

Actual and Predicted 2014-

15

0

1000000

2000000

3000000

4000000

5000000

6000000


Am

ou

nt

$ (

'0

00

s)

Month ending


Budget 2014-15

Actual and Predicted 2014-15


Note 3: NET CURRENT FUNDING POSITION

Note

Adopted

Budget

Revised

Budget YTD Actual

$ $ $

Current Assets

Cash Unrestricted 47,537 39,272 398,414

Cash Restricted 1,982,870 1,743,526 2,108,625

Receivables - Rates and Rubbish 248,400 248,400 680,051

Receivables - Sundry Debtors 38,731 38,731 37,116

Deferred Pensioners Rate 0 0 43,125

Provision for Doubtful Debts - Rates (36,124) (36,124) (36,124)

Provision for Doubtful Debts - Sundry Debtors (5,722) (5,722) (5,722)

Inventories 5,549 5,549 8,437

2,281,241 2,033,632 3,233,922


Payables (120,270) (120,270) (286,615)

Provisions (163,924) (163,924) (163,924)

(284,194) (284,194) (450,539)

Less: Cash Restricted (1,982,870) (1,743,526) (2,108,625)

Net Current Funding Position 14,177 5,912 674,758

Comments/Notes - Net Current Funding Position

2014-15





0

500

1,000

1,500

2,000

2,500


Note 3 - Liquidity Over the Year

2012-13 2013-14

2014-15




GL

Account

Code Description

Council


No Change

-(Non Cash

Items)

Adjust.

Increase in

Available

Cash

Decrease

in Available

Cash

Amended

Budget

Running

Balance

$ $ $ $

Budget Adoption Opening Surplus(Deficit) 14,178

1221506 Flood Damage - WANDRRA Grant - Water Bores Capital Revenue 220,000 234,178

1221506

Flood Damage - WANDRRA Grant - Flood Damage

Works Capital Revenue 1,950,000 2,184,178

1211505 Flood Damage Water Bores Capital Expenses (220,000) 1,964,178

1211505 Flood Damage - Flood Damage Works Capital Expenses (1,950,000) 14,178

1332055


Switchboard Stage 1 Capital Expenses (69,608) (55,430)

1332055 Caravan Park - Replace Amenities Capital Expenses (72,960) (128,390)

1332055 Caravan Park - Irrigation Capital Expenses (2,315) (130,705)

Adjustment to Opening Surplus Opening Surplus(Deficit) (52,157) (182,862)

LGGC Financial Assistance Grant Operating Revenue 8,463 (174,399)

LGGC Local Road Grant Operating Revenue 2,132 (172,267)

Fire Prevention Grant Operating Revenue (4,376) (176,643)

Upgrade CCTV in Main Street Capital Revenue 25,000 (151,643)

Old Hospital Conservation Plan Capital Revenue (47,844) (199,487)

MRWA Direct Grant Operating Revenue 61,500 (137,987)

Illuminated Wind Indicator Capital Revenue (14,500) (152,487)

Non Potable Water supply Capital Revenue (1,000) (153,487)

Flood Damage - Water Bores Capital Revenue (100,000) (253,487)

Airport Asset Management Capital Revenue 3,000 (250,487)

Construct 2 Highway Entry Statements Capital Revenue (150,000) (400,487)

Caravan Park Amenities Upgrade Capital Revenue (9,000) (409,487)

Shire Office Conservation Capital Revenue 30,000 (379,487)

Senior Centre Upgrade Capital Revenue 25,000 (354,487)

Other Contributions, Reimbursement and Donations Operating Revenue (26,989) (381,476)

Moses Street - Industrial Subdivision - 7 Lots Capital Expenses 11,643 (369,833)

Caravan Park - Upgrade Power Outlets & Main Switchboard Stage 1 Capital Expenses 19,608 (350,225)

Caravan Park - Upgrade Power Outlets & Main Switchboard Stage 2 Capital Expenses (19,608) (369,833)

Caravan Park - Replace Amenities Capital Expenses (7,040) (376,873)

Caravan Park - Replace Treated Pine Barriers Capital Expenses 12,000 (364,873)

Shire Office - Water Ingress - Repair External Wall Capital Expenses (6,829) (371,702)

Shire Office - Install Additional Archive Storage Container Capital Expenses (5,000) (376,702)

Shire Office - Replace External Fence Capital Expenses 5,000 (371,702)





GL

Account

Code Description

Council


No Change

-(Non Cash

Items)

Adjust.

Increase in

Available

Cash

Decrease

in Available

Cash

Amended

Budget

Running

Balance

Shire Office Lot 162 - Refurbish Bathroom & Kitchen Capital Expenses 25,000 (346,702)

Depot - Erect Sheds Capital Expenses (15,000) (361,702)

Main Business Area - Install CCTV Cameras Capital Expenses 12,288 (349,414)

Race Course - Install Generator Capital Expenses 15,783 (333,631)

Plant & Equipment Replacement Capital Expenses 73,000 (260,631)

IT System Upgrade Capital Expenses (43,500) (304,131)

WANDRRA Flood Damage - Water Bores Capital Expenses 40,000 (264,131)

Drain Survey Capital Expenses (10,000) (274,131)

Purchase Computers (Tablets) - Elected members Capital Expenses 7,000 (267,131)

Construct Entry Statement Capital Expenses 150,000 (117,131)

Rate Revenue Operating Revenue 1,467 (115,664)

Profit on Asset Disposal Operating Revenue (17,384) (133,048)

Fees and Charges Operating Revenue (44,129) (177,177)

Interest Earning Operating Revenue (33,720) (210,897)

Other Revenue Operating Revenue (9,754) (220,651)

Employee Costs Operating Expenses 117,914 (102,737)

Material and Contracts Operating Expenses 13,611 (89,126)

Insurance Expense Operating Expenses 43,059 (46,067)

Other Expenditure Operating Expenses (9,197) (55,264)

Transfer from Reserves Capital Revenue 24,000 (31,264)

Transfer to Reserves Capital Expenses 19,793 (11,471)

Adjust (Profit)/Loss on Asset Disposal Operating Revenue 17,384 5,913

5,913

Amended Budget Cash Position as per Council Resolution 0 2,920,034 (2,928,299) 0


GRANTS AND CONTRIBUTIONS

Program/Details Grant Provider Approval 2014-15 Variations Revised

GL Budget Additions Capital Operating Grant Received Not Received

(Deletions) Comment

(Yes/No) $ $ $ $ $


LGGC Financial Assistance Grant Government of WA Yes 1,321,476 8,463 1,329,939 1,329,939 664,970 664,969

LGGC Local Road Grant Government of WA Yes 305,874 2,132 308,006 308,006 154,003 154,003


Fire Prevention Grant DFES Yes 11,000 (4,376) 6,624 6,624 1,769 4,855

Upgrade CCTV in Main street WAPOL Yes 25,000 25,000 25,000 0 25,000

EDUCATION & WELFARE

Youth Centre CLGF Yes 216,785 216,785 216,785 216,785 0


Recreation Precinct/Skate park CLGF Yes 181,100 181,100 181,100 181,100 0

Recreation Precinct/Skate park DSR Yes 100,000 100,000 100,000 0 100,000

Recreation Precinct/Children's PlaygroundLottery west Yes 53,900 53,900 53,900 0 53,900

Old Hospital Conservation Plan Lottery west Yes 50,000 (47,844) 2,156 2,156 2,156 0

Swimming Pool Dept. Sports & Recreation 0 30,000 0

TRANSPORT

MRWA Direct Grant MRWA Yes 61,500 61,500 61,500 61,500 0

Street Lighting Subsidy Grant MRWA Yes 7,600 7,600 7,600 0 7,600

Roads to Recovery Grant Dept. Infrast & Transport Yes 92,000 92,000 92,000 0 92,000

BS Paynesville/Wondinong Road (SLK 4.2 & 18) Realign, Relocate Fence, Replace gritMRWA Yes 201,000 201,000 201,000 73,600 127,400

RRG Paynesville/Wondinong Road MRWA 100,000 100,000 100,000 40,000 60,000

WANDRRA Flood Damage ContributionDept. Infrast & Transport 140,000 140,000 140,000 140,000 0

Illuminated Wind Indicator RADS Yes 22,500 (14,500) 8,000 8,000 0 8,000

Non Potable Water Supply RADS 4,000 (1,000) 3,000 3,000 0 3,000

Flood Damage - Water Bores WANDRRA 220,000 (100,000) 120,000 120,000 0 120,000

Flood Damage - Works WANDRRA 1,950,000 1,950,000 1,950,000 429,358 1,520,642

Airport Asset Management RADS 3,000 3,000

ECONOMIC SERVICES

Construct 2 Highway Entry Statements Dept. of Resources, Energy & Tourism 150,000 (150,000) 0 0 0 0

Energy Grants Credit Scheme 0 2,824 0

Caravan Park Amenities Upgrade Austrade 61,500 (9,000) 52,500 52,500 52,500 0


Shire Office Conservation Lottery west Yes 30,000 30,000 30,000 30,000 0

Senior Centre Upgrade Lottery west Yes 25,000 25,000 25,000 8,156 16,844

OTHER CONTRIBUTIONS, REIMBURSEMENTS AND DONATIONS 111,681 (26,989) 84,692 84,692 70,326 14,366

TOTALS 5,300,416 (198,614) 3,303,441 1,798,361 5,098,802 2,159,047 2,972,579




Recoup Status


CAPITAL DISPOSALS AND ACQUISITIONS

Cost

Accum

Depr Proceeds

Profit

(Loss)

Original

BudgetVariance

Permanent

Variance

Timing

(Carryover)

Revised

Budget Actual Variance Comment

$ $ $ $ $ $ $

0 Property, Plant & Equipment 25,194 25,194 6,000 (19,194)

10,000 0 11,000 1,000 136 Laurie Str

0 0 5,000 5,000 Ford Courier

10,000 0 16,000 6,000 Totals 25,194 0 0 25,194 6,000 (19,194)

Comments - Capital Disposal

Grants Reserves

Borrowin

g Total BudgetVariance

Permanent

Variance

Timing

(Carryover)

Revised


$ $ $ $ $ $ $


0 0 0 0 Land for Resale 0 0 0 0 0 0

0 0 0 0 Land and Buildings 984,568 4,938 (37,000) 952,506 473,208 (474,360)

0 0 0 0 Plant & Equipment 137,000 (27,783) (61,000) 48,217 34,466 (102,534)

0 0 0 0 Furniture & Equipment 11,000 36,500 0 47,500 1,618 (2,382)

Infrastructure

0 0 0 0 Roads 2,854,000 (30,000) 0 2,824,000 1,104,349 (1,749,651)

0 0 0 0 Drainage 0 0 0 0 0 0

0 0 0 0 Bridges 0 0 0 0 0 0

0 0 0 0 Footpath & Cycle ways 0 0 0 0 0 0

0 0 0 0 Parks, Gardens & Reserves 311,100 0 0 311,100 0 (311,100)

0 0 0 0 Airports 33,000 0 0 33,000 7,843 (25,157)

0 0 0 0 Sewerage 0 0 0 0 0 0

0 0 0 0 Other Infrastructure 155,000 (150,000) 0 5,000 7,580 2,580

0 0 0 0 Totals 4,485,668 (166,345) (98,000) 4,221,323 1,629,064 (2,662,604)


Current Budget

Replacement






Profit (Loss) of Asset Disposal

Current Budget

Disposals


Grants Reserves

Borrowin


Permanent

Variance

Timing

(Carryover)

Revised


$ $ $ $ $ $ $

1133012 RTC - Upgrade Youth Centre 216,785 216,785 2,175 (214,610)

0931003 Lot 225 Watson Street - Construct Two Units 200,000 200,000 199,316 (684)

0931003 Lot 225 Watson Street - Landscaping/Window Treatments25,000 25,000 20,973 (4,027)

1133008 Recreation Precinct Playground 53,900 53,900 0 (53,900)

1137001 Museum - Install Guttering - Main Shed 6,000 6,000 0 (6,000)

1037005 Moses Street - Industrial Subdivision - 7 Lots 75,000 (11,643) 63,357 63,357 (11,643)

1332050 Caravan Park - Upgrade Power Outlets & Main Switchboard Stage 169,608 (19,608) 50,000 18,182 (51,426)

1332050 Caravan Park - Upgrade Power Outlets & Main Switchboard Stage 225,000 19,608 44,608 0 (25,000)

1332050 Caravan Park - Replace Amenities 72,960 7,040 80,000 50,431 (22,529)

1332050 Caravan Park - Irrigation 25,315 25,315 24,782 (533)

1332050 Caravan Park - Extend Veranda Camp Kitchen 12,000 12,000 0 (12,000)

1332050 Caravan Park - Replace Treated Pine Barriers 12,000 (12,000) 0 0

1432004 Shire Office - Water Ingress - Repair External Walls, Roofing and painting25,000 6,829 31,829 31,829 6,829

1432004 Shire Office - Replace Blinds 5,000 5,000 0 (5,000)

1432006 Shire Office - Install Additional Archive Storage Container 5,000 5,000 10,000 3,523 (1,477)

1432004 Shire Office - Replace External Fence 15,000 (5,000) 10,000 0 (15,000)

1432004 Shire Office Lot 162 - Refurbish Bathroom & Kitchen 25,000 (25,000) 0 0

1231008 Depot - Erect Sheds 10,000 15,000 25,000 0 (10,000)

1438002 Senior Centre - Toilets, Kitchen & Storage 71,000 71,000 35,928 (35,072) moved from Infrastructure - Other

1438002 Main Business Area - Install CCTV Cameras 35,000 (12,288) 22,712 22,712 (12,288) moved from Infrastructure - Other

0 0 0 0 Totals 984,568 4,938 (37,000) 952,506 473,208 (474,360)

Grants Reserves

Borrowin


Permanent

Variance

Timing

(Carryover)

Revised

Budget Actual

Variance

(Under)

Over Comment

$ $ $ $ $ $ $

1133001 Race Course - Install Generator 25,000 (15,783) 9,217 9,217 (15,783)

1434000 As per Plant Replacement Program 112,000 (12,000) (61,000) 39,000 25,249 (86,751)

0 0 0 0 Totals 137,000 (27,783) (61,000) 48,217 34,466 (102,534)

Grants Reserves

Borrowin


Permanent

Variance

Timing

(Carryover)

Revised

Budget Actual

Variance

(Under)

Over Comment

$ $ $ $ $ $ $

0431001 Purchase Computers (Tablets) - Elected members 7,000 (7,000) 0 0

1432003 Replace Office Computers 4,000 4,000 1,618 (2,382)

1432003 IT System upgrade 43,500 43,500 0 0

0 0 0 0 Totals 11,000 36,500 0 47,500 1,618 (2,382)

ContributionsLand & Buildings

Current Budget

This Year

Contributions


Current Budget

This Year

Contributions

Plant & Equipment

Current Budget

This Year


Grants Reserves

Borrowin


Permanent

Variance

Timing

(Carryover)

Revised

Budget Actual

Variance

(Under)

Over Comment

$ $ $ $ $ $ $

1231003 WANDRRA Flood Damage Contribution (Yoweragabbie/Wogarno, Nalbarra and Wondinong Roads)140,000 140,000 0 (140,000)

1211505 WANDRRA Flood Damage - Water Bores 220,000 (40,000) 180,000 178,354 (41,646)

1211505 WANDRRA Flood Damage - Works 1,950,000 1,950,000 917,071 (1,032,929)

1231002 RRG Paynesville/Wondinong (SLK 0.015 to 3.45) Reform150,000 150,000 2,719 (147,281)

1231001 BS Paynesville/Wondinong Road (SLK 4.2 & 18) Realign, relocate fence replace grid302,000 302,000 6,205 (295,795)

1231003 Urban Roads Reseal 92,000 92,000 0 (92,000)

1231004 Drain Survey 10,000 10,000 0 0

0 0 0 0 Totals 2,854,000 (30,000) 0 2,824,000 1,104,349 (1,749,651)

This Year

Current Budget

Contributions

Roads


Grants Reserves

Borrowin


Permanent

Variance

Timing

(Carryover)

Revised

Budget Actual

Variance

(Under)

Over Comment

$ $ $ $ $ $ $

1133003 Upgrade Irrigation Water Supply 30,000 30,000 0 (30,000)

1133007 Recreation Precinct & Skate park 281,100 281,100 0 (281,100)

0 0 0 0 Totals 311,100 0 0 311,100 0 (311,100)

Grants Reserves

Borrowin


Permanent

Variance

Timing

(Carryover)

Revised

Budget Actual

Variance

(Under)

Over Comment

$ $ $ $ $ $ $

1235019 Airport - Replace Illuminated Wind Indicator 27,000 27,000 3,436 (23,564)

1235019 Airport - Water Supply Renew Tank/Stand 6,000 6,000 4,407 (1,593)

0 0 0 0 Totals 33,000 0 0 33,000 7,843 (25,157)

Grants Reserves

Borrowin


Permanent

Variance

Timing

(Carryover)

Revised

Budget Actual

Variance

(Under)

Over Comment

$ $ $ $ $ $ $

1332001 Construct Entry Statement 150,000 (150,000) 0 0

1117007 Museum - Install Security Cameras - Main Shed 5,000 5,000 7,580 2,580 moved from buildings

0 0 0 0 Totals 155,000 (150,000) 0 5,000 7,580 2,580

Contributions

Parks, Gardens & Reserves

Current Budget

This Year

Contributions


Current Budget

This Year

Contributions

Airports

Current Budget

This Year


12.16 Review of Delegations of Authority to CEO

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To review the delegations of authority to the Chief Executive Officer and, if thought appropriate, to delegate a new set of authorities. Background Section 5.42 of the Local Government Act 1995 provides that a local government may (by absolute majority) delegate any of its powers (subject to the limitations set out in section 5.43 of the Act) to the CEO. Section 5.46 of the Act requires that all delegations must be reviewed at least once in every financial year. Due to the comprehensive nature of the current review and the substantial changes being recommended, the relevant sections of the Act are set out in full later in this report. For at least the past few years, in the Shire of Mount Magnet these delegations have been reviewed each May. However, the Shire President has raised with me the issue of appointing an Acting CEO during short-term (and sometimes unexpected) absences of the CEO, and the usual way of dealing with this is to delegate to the CEO authority to appoint an Acting CEO in such circumstances. This is the reason for bringing forward the review of delegations to the Chief Executive Officer at this time. Comment The current delegations provide that the CEO is authorised to: 1. Negotiate on Council’s behalf for the purchase or sale of land, subject to

guidelines or parameters as directed by Council (Part iv).

2. Negotiate on matters on behalf of Council including the leasing of land, if permitted, or otherwise present to Council relevant information to enable Council to resolve the matter.

3. Hire contractors, plant or machinery necessary to proceed with authorised or designated works or service provision subject to compliance with Council policy and rules under the Local Government Act (Functions and General) Regulations 1996.

4. Dispose of scrap material no longer required by Council.

5. Act as Principal Accounting Officer.

6. Negotiate the entering into contracts or leases on Council’s behalf that will require acceptance or otherwise by Council.

7. Enter into initial negotiations with other Councils to form groups or regional Councils, if considered in Council’s interest. Council to make final decision.

8. Enter upon land within the district and take native growing or dead timber, earth, stone, gravel or sand necessary for road making or repair purposes within the district and negotiate with landowners if necessary.

9. Negotiate “Enterprise Bargaining Agreements” on Council’s behalf that will require acceptance or otherwise by Council.


10. Approve applications to sell or provide alcoholic beverages at functions on Council controlled land or premises.

11. Carry out any other function dictated and authorised by Council policy that Council may delegate.

12. Act as principal Control / Manager with authority to perform or delegate duties, as necessary, to ensure compliance with necessary regulations and availability of the airport facilities.

13. Bushfire Control – Authorised to utilise necessary staff, plant, equipment and other items considered necessary to comply with the Bushfires Act.

14. Payments of accounts between Council Meetings – To be able to authorise electronic funds transfers, in accordance with the bank authority of those creditors accounts requiring immediate payment. The Chief Executive Officer will delegate the authority to approve the payment of accounts to the Finance Manager and the Administration Manager. This is to be done on the basis that any two (2) Officers, being the Chief Executive Officer, Finance Manager and Administration Manager can jointly sign the transfer of funds electronically.

15. Payment of wages - Payment of wages between Council Meetings to be outside of the present bank authority arrangements. The Chief Executive Officer will delegate the authority to approve the payment of the net wages to the Finance Manager and Administration Manager. This is to be done on the basis that any two (2) being the Chief Executive Officer, Finance Manager and Administration Manager sign jointly the instructions to the bank approving the payment of wages to staff.

16. Power to approve applications under the Thoroughfares and Public Places and Trading Local Laws, other than commercial or major industrial premises.

17. Act as an authorised person and appoint authorised persons under the following legislation:

Control of Off Roads Vehicles (Off Road Areas) Act 1978


Litter Act 1979

Local Government (Miscellaneous Provisions) Act 1960

Shire of Mount Magnet Local Laws

Bush Fires Act 1954

Caravan Park and Camping Grounds Act 1995.

Building Act 2011

18. Power to approve writing off debts that are less than $100.00 and that are considered uncollectible.

19. Power to appoint and cancel authorised persons under the Dog Act.

20. Purchase goods and services to the value of $100,000 (excluding GST) providing that it is a budgeted expense.

21. Power to approve applications under the Cemetery Local Law for Monumental Works and Placement of Ashes.

22. Approve donations from the donation account up to the amount of $100.00 providing that funds are available. Larger donations will need to be considered by Council.


23. Policy Manual Item 1.18 Relocation Expenses – Negotiation

24. Policy Manual Item 1.23 Employee Housing Rental Subsidies

25. Policy Manual Item 1.26(5) Staff Training Budget

26. Policy Manual Item 2.41 Citizenship Ceremonies

27. Policy Manual Item 9.32 Complaints– Minor Maintenance Works

28. Policy Manual Item 9.36 School – Supply of Sand

29. Policy Manual Item 9.38 Use of Shire Plant and Equipment

30. Perform functions under the following sections of the Building Act 2011.

Section 20 - Building Permits

Section 110 - Building Orders

Section 15 - Demolition Permits

Section 58 - Extension of and grant of, Period of Occupancy Permit and Building Approval Certificate

As part of my research for this report, I have read the reviews of delegations to the Chief Executive Officer going back to May 2011. The last two reviews merely confirmed the then existing delegations, while the previous two reviews were incremental in nature (i.e. small additional delegations that seemed like a good idea were added to the previously existing authorities). I conclude that there has not been a comprehensive review of delegations for at least five years. In addition to addressing the issue of appointing an Acting CEO for short unexpected absences of the Chief Executive Officer, I have identified the following issues that should also be addressed at this time: The current delegations include some meaningless authorities (eg. act as

“Principal Accounting Officer”, which is an expression that does not appear anywhere in WA legislation);

Paragraph 4 of the delegations is non-compliant, because no maximum value has been set for disposals as required by section 5.43 of the Act.

There are some delegations which I do not want, such as approving donations. I am therefore recommending a completely new set of delegations. Delegations may be either specific or general, and I recommend a general delegation. This means that the delegations do not require specific references to the policy manual, which is a good thing given that we are currently embarked on a rolling review of the policy manual. In fact, the effect of paragraph 11 of the current delegations is that the current delegations are also sufficiently general that they did not really require specific references to the policy manual. All the Councils that I have previously worked for have been happy to give me a general delegation, and the delegations that I am recommending in this report are based on the authorities delegated to me by the Council of the Shire of Halls Creek. They are certainly not entirely open-ended, and contain some limitations inserted over time on my recommendation, even beyond those limitations required by section 5.43 of the Act. Statutory Environment The relevant legislation comprises sections 5.42, 5.43, 5.45 and 5.46 of the Local Government Act 1995 and regulations 18G and 19 of the Local Government (Administration) Regulations 1996.


Here are the relevant sections of the Act:

5.42. Delegation of some powers and duties to CEO

(1) A local government may delegate to the CEO the exercise of any of its powers

or the discharge of any of its duties under —

(a) this Act other than those referred to in section 5.43; or

(b) the Planning and Development Act 2005 section 214(2), (3) or (5).

(2) A delegation under this section is to be in writing and may be general or as

otherwise provided in the instrument of delegation.

5.43. Limits on delegations to CEO

A local government cannot delegate to a CEO any of the following powers or

duties —

(a) any power or duty that requires a decision of an absolute majority or a

75% majority of the local government;

(b) accepting a tender which exceeds an amount determined by the local

government for the purpose of this paragraph;

(c) appointing an auditor;

(d) acquiring or disposing of any property valued at an amount exceeding an

amount determined by the local government for the purpose of this

paragraph;

(e) any of the local government’s powers under section 5.98, 5.98A, 5.99,

5.99A or 5.100;

(f) borrowing money on behalf of the local government;

(g) hearing or determining an objection of a kind referred to in section 9.5;

(ha) the power under section 9.49A(4) to authorise a person to sign

documents on behalf of the local government;

(h) any power or duty that requires the approval of the Minister or the

Governor;

(i) such other powers or duties as may be prescribed.

5.45. Other matters relevant to delegations under this Division

(1) Without limiting the application of sections 58 and 59 of the

Interpretation Act 1984 —

(a) a delegation made under this Division has effect for the period of

time specified in the delegation or where no period has been

specified, indefinitely; and

(b) any decision to amend or revoke a delegation by a local

government under this Division is to be by an absolute majority.

(2) Nothing in this Division is to be read as preventing —

(a) a local government from performing any of its functions by acting

through a person other than the CEO; or

(b) a CEO from performing any of his or her functions by acting

through another person.


5.46. Register of, and records relevant to, delegations to CEO and employees

(1) The CEO is to keep a register of the delegations made under this

Division to the CEO and to employees.

(2) At least once every financial year, delegations made under this Division

are to be reviewed by the delegator.

(3) A person to whom a power or duty is delegated under this Act is to keep

records in accordance with regulations in relation to the exercise of the

power or the discharge of the duty. Regulation 18G prevents the Council from delegating to the Chief Executive Officer authority in relation to the audit, and to approving the processes either for CEO recruitment or CEO performance reviews: 18G. Delegations to CEOs, limits on (Act s. 5.43)

Powers and duties of a local government exercised under the following

provisions are prescribed under section 5.43(i) as powers and duties that a

local government cannot delegate to a CEO —

(a) section 7.12A(2), (3)(a) or (4); and

(b) regulations 18C and 18D. Regulation 19 provides further detail as to the records that must be kept in relation to the exercise of delegated powers and duties:

19. Delegates to keep certain records (Act s. 5.46(3))

Where a power or duty has been delegated under the Act to the CEO or to any

other local government employee, the person to whom the power or duty has

been delegated is to keep a written record of —

(a) how the person exercised the power or discharged the duty; and

(b) when the person exercised the power or discharged the duty; and

(c) the persons or classes of persons, other than council or committee

members or employees of the local government, directly affected by the

exercise of the power or the discharge of the duty. Risk Analysis The delegation of authorities, powers and duties of the Council to the Chief Executive Officer is inevitably a matter of balancing two risks ~ If insufficient delegations are made, there is a very real risk of: Lost opportunities; Inefficiencies; and Low productivity throughout the organisation.

These risks can be mitigated by making general and extensive delegations.


On the other hand, there is also a relatively small (but still very real) risk that a CEO might make poor or inappropriate use of the powers delegated to him or her. The legislation set out above attempts to mitigate this risk to a certain extent, but ultimately delegation boils down to a matter of trust. CEOs who demonstrate poor judgement in the exercise of authorities delegated to them very quickly destroy the trust that their Councils have in them, and either their delegations are withdrawn or (more often) their employment is terminated. Policy Implications Nil. A general delegation should be sufficiently broad to facilitate the implementation of current policies and future policies. Financial Implications Nil. Strategic Implications Nil. Voting Requirements Absolute Majority

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Carole Minney That: 1. The following authorities be delegated to the Chief Executive Officer:

a) All day-to-day management of Council operations, including (but not limited to) the appointment and management of staff in accordance with the approved organisation structure and staff policies, staff remuneration and relocation expenses, approval of overtime, engagement of temporary or relief staff if required, attendance by Council staff at conferences and seminars and training courses, making private motor vehicle use arrangements with staff, reimbursement of expenses, and all other matters incidental thereto.

b) Purchasing supplies, services or assets in accordance with the budget and the Shire’s purchasing policies. This includes calling of tenders, and authority to accept tenders up to the value limit determined in paragraph 2 hereof.

c) Authorising payments to suppliers. d) Taking action (including legal action) to recover debts owed to the Shire. e) Disposing of surplus property, up to the value limit determined in paragraph 2

hereof. f) Appointment of consultants including (but not limited to) architects, valuers,

planning consultants, engineering consultants, and the like. g) The preparation and execution of documents in the exercise of other delegated

authorities, or to give effect to a resolution of the Council. h) Preparation and signing of correspondence. i) Obtaining from an appropriate solicitor such legal advice and opinions as is

deemed necessary in the exercise of the management of the local government. j) Approval of minor variations to contracts entered into by Council. k) Issuing of infringement notices and initiation of prosecutions on behalf of

Council under the Local Government Act 1995, Dog Act 1976, Health Act 1911, Bush Fires Act 1954, Litter Act 1979, Cemeteries Act 1986, Council's Local Laws and any other legislation in respect of which Council has an obligation or a duty of enforcement.


l) Appointment persons or classes of persons to be authorised persons for the

purposes of performing particular functions as specified by the Chief Executive Officer. The appointments being those referred to in: i) Section 9.10 of the Local Government Act 1995. ii) Subdivision 2 of the Local Government Act 1995. iii) Section 9.13 of the Local Government Act 1995. iv) Sections 11 and 29 (1) of the Dog Act 1976. v) Part VI of the Health Act 1911 vi) The Litter Act 1976. vii) Section 38 of the Bush Fires Act 1954. viii) Regulation 6 of the Caravan Park and Camping Ground Regulations

1997. ix) The Food Act 2008.

m) Registration of an interest in any Native Title Claim affecting Council in order for Council to have sufficient interest to become a party to the Native Title Application.

n) Impounding of goods in accordance with Sections 3.39 to 3.48 of the Local Government Act 1995.

o) Disposal of any vehicles, animals or goods that have been impounded/seized/confiscated under the provisions of Section 3.47 and 3.58 of the Local Government Act 1995.

p) Authority to appoint an Officer, in consultation with the President, to act in the capacity of Chief Executive Officer during absences of the Chief Executive Officer, for a period of no less than 1 week and no more than 4 weeks.

q) To exercise all of the powers and duties of the local government in respect to the powers of entry upon land as contained in Section 3.28 to 3.36 inclusive of the Local Government Act 1995.

r) Determining the date that a rate or service charge becomes due and payable in accordance with Section 6.50 of the Local Government Act 1995, and entering into an agreement in accordance with Section 6.49 of the Local Government Act 1995 for the payment of rates and service charges.

s) Lodgement of caveats on land where the rates are in arrears and it is considered that the interests of the Council should be protected, and the subsequent withdrawal of caveats once arrears of rates have been settled.

t) Consideration of claims against Council for property damage that do not exceed the insurance policy excess levels, and authority to accept or deny liability on behalf of Council.

u) Reimbursement of reasonable expenses to members and staff incurred whilst attending authorised conferences, seminars and training courses and during other absences from the district on any business deemed necessary by the Chief Executive Officer.

v) Making submissions for grants and/or subsidies from State and Commonwealth Governments or other funding agencies, where:

a project/service/activity has already been included in the annual budget or forward capital works plan or long-term financial plan, and the grant funding (if the application is successful) will reduce the Shire’s own-source funding required to do something that the Council has already planned to be done; or

Where the grant applied for (with an approved budgeted input from the Shire, if required) will meet the full cost of an activity which is “core business” (or a statutory obligation) for the Shire.

w) Determining the occupancy and maintenance of staff accommodation. x) Approval of applications for the sale of liquor from property under the care,

control and management of the Council and approval of applications to consume liquor on property under the care, control and management of Council.


y) Making application to Main Roads WA for approval to install stop and give-way

signs at such places as the Chief Executive Officer considers warranted, subject to any required approvals, installation of appropriate traffic regulatory signs at such places as the Chief Executive Officer considers necessary.

z) Temporary closure of any thoroughfare for any period not exceeding 3 months, and determination of applications for the temporary closure of roads for the purpose of conducting events in accordance with the Road Traffic (Events on Roads) Regulations 1991.

aa) Lodging of objections to the granting of mining tenements that may affect Council property. The Chief Executive Officer is further delegated authority to negotiate/impose appropriate conditions to be applied to the granting of any mining tenement in order to protect Council's interest in that property. Where the granting of a tenement may/will affect the interest of a third-party, other than the Council/Shire, the Chief Executive Officer is delegated authority to advise the Mines Department and applicant that the Shire approves the application in-principle on the condition that no other objections are received.

ab) In relation to the Local Government (Miscellaneous Provisions) Act 1960: i) Issuing Certificates of Classification of Buildings in accordance with

Section 374C. ii) Issue a certificate which states that the subject building is in a dangerous

state. iii) Shore up or otherwise secure a building, as well as providing a hoarding or

fence around the building to protect the public from danger. iv) Serve written notice upon the owner or the occupier of a building requiring

that the building be taken down, secured or repaired. v) Issue stop work notices pursuant to Section 401A where a breach of

building requirements is considered by the Chief Executive Officer to be of a magnitude sufficient to warrant issue of a notice.

vi) Withdraw stop work notices issued pursuant to Section 401A where the breach for which the notice has been issued is corrected to the satisfaction of the Chief Executive Officer.

vii) Issue of a demolition licence (Section 374A) to take down a building or a part of a building and such licence may be subject to such conditions as the Chief Executive Officer considers necessary for the safe and proper execution of the work.

ac) In relation to vehicle crossovers: i) Determination of applications for the construction of a crossing giving

access from a public thoroughfare to private land or a private thoroughfare serving the land and may agree to construct the crossing for the applicant.

ii) Giving notice to an owner or occupier of private land requiring the person to construct or repair a crossing from a public thoroughfare to the land or a private thoroughfare serving the land. If the person fails to comply with the notice the Chief Executive Officer is delegated authority to construct or repair the crossing and recover 50% of the cost of doing so as a debt due from the person.

iii) All other provisions of Local Government (Uniform Local Provisions) Regulations 1996, Regulation numbers 12 to 16 inclusive.

ad) To act as the Chief Bush Fire Control Officer for the District. ae) Pursuant to subsection 17 (10) of the Bush Fires Act 1954, authority to vary the

prohibited burning times pursuant to subsections 17 (7) and (8) of the Bush Fires Act be delegated to the Shire President and Chief Bush Fire Control Officer (jointly).

2. The authorities delegated in paragraph 1 hereof are subject to the following conditions and limitations: a) All authorities in respect of purchasing, acquisition of properties, entering

contracts, appointment of staff, engagement of consultants etc. are subject to adequate provision being available within the Council's budget.


b) The Chief Executive Officer shall not purchase any goods or services where the value of the order exceeds $100,000.

c) The Chief Executive Officer shall not dispose of any property where the estimated value exceeds $2,000.

d) The disposal of impounded vehicles, animals and goods pursuant to subparagraph 1.o) above is subject to the calling of public tenders in accordance with Part 4 of the Local Government (Functions and General) Regulations. The Chief Executive Officer is authorised pursuant to Section 5.43 (b) of the Local Government Act 1995 to accept any tender up to the value of $1000. Tenders for amounts exceeding $1000 shall be referred to the Council for consideration.

e) Acceptance of claims against Council for property damage pursuant to subparagraph 1 s) above is limited to the value of Council's relevant insurance excess amount, and then only upon receipt of an appropriate release form.

f) In respect of the reimbursement of expenses relating to conferences, training courses etc. pursuant to subparagraph 1 u) above, expenses relating to a staff or elected member’s partner are not to be reimbursed unless authorised by Council policy or by a specific Council resolution that it is appropriate for a Councillor or staff member to be accompanied by another person.

g) In respect of submissions for grants made pursuant to subparagraph v) above, the undertaking for which grant funding is sought is to be in accordance with Council's established strategic objectives. Grants are not to be accepted unless any matching resources have been budgeted for, or acceptance of the grant has been authorized by the Council.

h) In determining the occupancy of staff accommodation, any Council dwellings not immediately required for staff accommodation may be rented to other parties, but only on a quarterly basis. Any non-staff tenancy or lease exceeding three months will require Council approval.

3. The Chief Executive Officer is not compelled to exercise these delegations on every occasion and retains the right to refer individual matters to the Council. The exercise of considerable judgment is therefore expected in the exercise of these delegations.

4. The Chief Executive Officer is to exercise these delegations fairly for the good government of the District, and in accordance with the Shire of Mount Magnet’s Code of Conduct, and the policies and decisions of the Council.

5. The Chief Executive Officer must cause records to be kept relating to the subdelegation of authorities as required by section 5.46 (1) of the Local Government Act 1995 and relating to the exercise of delegated authorities as required by section 5.46 (3) of the Local Government Act 1995. RESOLUTION 2015-02-18 CARRIED 9/0


12.17 Policy Review - Policy No. 1.7 - Councillors Conferences and Seminars

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To review the Shire’s policy with regard to attendance of Councillors at conferences and professional development activities such as seminars and training courses. Background At its meeting held on 5 December 2014, the Council agreed to a proposal for an ongoing “rolling review” of Shire policies based on the policy manual adopted by the Council on 17 June 2005. This report is generated as a part of that review. Policy number 1.7, titled “Councillors Conferences and Seminars”, currently states as follows:

“With prior Council approval each Councillor may attend seminars or conferences of their choice. Council will pay the cost of seminar registration and will accept costs associated with the seminar on the receipt of a copy of documentation. These costs may include meals to a specified value, accommodation and/or travel to and from the conference.”

Comment I have already had occasion to refer to this policy in respect of prospective attendances at the biennial Local Government Women’s Association Conference and, to be honest, I did not find it particularly helpful. In summary it appears to say that: Councillors may attend seminars or conferences if the Council gives its prior

approval; and In such cases, the Shire will pay the related expenses.

Both of which seem to be stating the obvious. The policy appears to attempt to limit the value of meals; however, no values are specified in relation to the meals either within the policy or within the Shire’s annual budget. In my view, there is nothing in the policy that would guide any consistency in decision-making from year to year or from one occasion to the next. It does not give any guidance on such matters as: How many Councillors can attend the annual W.A. Local Government Week

Convention (e.g. what if the whole council wants to go?) If a Councillor wants to attend a conference in April, will that preclude them from

also attending a major conference in August? Should Council representatives attend meetings with their deputies, or should

only one councillor attend at a time? Other than the Shire President and the Deputy President, should all other

Councillors have an equal opportunity to attend the events that are the subject of this policy?


Consequently, it also gives little guidance to officers in respect of how much should be provided in the annual budget for such things as attendance at the W.A. Local Government Week Convention. The policy also makes no distinction between various networking events such as conferences, informal seminars, and more formal courses of study such as the Diploma of Local Government. A good argument could be made that courses of study toward the Diploma of Local Government should be free of political decision-making so that (within budgetary constraints) all Councillors have an equal opportunity of pursuing this qualification if they aspire to. To address these issues, the Council may wish to amend this policy in the way set out in the recommendation to this report. In recent years, WALGA has been encouraging all local governments to adopt a policy that provides for the whole Council to attend the annual W.A. Local Government Week Convention if they so choose. Whilst that may well be a good policy for affluent metropolitan and regional city local governments, most poorer outback Councils have chosen not to adopt such a policy. Of course, it is in WALGA’s interest for councils to adopt such a policy because the Local Government Week Convention is a significant revenue source for WALGA. But most impecunious outback Councils are sensitive to appearing too extravagant to their residents and ratepayers. Statutory Environment Subsection 5.98 (2a) of the Local Government Act 1995 provides that a council member who attends a meeting of a prescribed type at the request of the Council is entitled to be paid the fee determined for attending a meeting of that type, and subsection 5.98 (2) provides that a council member who incurs an expense of a kind prescribed is entitled to be reimbursed for the expense . . . Regulation 30 of the Local Government (Administration) Regulations 1996 specifies these prescribed types of meetings to which subsection 5.98 (2a) of the Act applies; those relevant to the Shire of Mount Magnet are the meetings of a WALGA Zone and the meetings of a Regional Road Group. Regulation 32 provides that a local government may approve the reimbursement of expenses by a council member in performing a function under the express authority of the local government, and to an expense incurred by a council member in performing a function in his or her capacity as a council member. Risk Analysis The intent of the recommendation in this report is to reduce the following risks: inconsistency in dealing with conference or seminar attendances as between

different elected members and/or different periods of time insufficient provision being made in the annual budget to cover the costs of

conferences and elected member professional development opportunities Council members potentially being left “out of pocket” due to incurring

expenses that are not properly organised; and potential budget overruns

Policy Implications This report recommends that the current policy be amended to provide more specific guidance.


Financial Implications There is no reason to believe that a change in policy will either increase or reduce expenses relating to Councillor attendance at conferences and seminars; however, by providing a few parameters it may make it easier to budget for these operational expenses. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jorgen Jensen Seconded: Cr Jason Homewood That policy number 1.7 be amended to read as follows: “1.7 Councillor Attendance at Council-related Events Outside the Mount Magnet District 1. This policy relates to Councillor activities outside the Shire of Mount Magnet

district, and does not apply to employees performing their duties under their delegated authority.

2. In respect of meetings of organisations (e.g. Murchison Country Zone, Mid West

Regional Roads Group, etc.) to which the Council has appointed representatives, delegates or members and deputy representatives, deputy delegates or deputy members, both the representatives, delegates or members and their deputies are encouraged to attend meetings wherever possible.

3. The purpose of this is to ensure that the deputies are sufficiently knowledgeable

and familiar with the business of the particular organisation to be an effective substitute and/or successor for the Council’s principal representative, delegate or member.

4. A Councillor granted membership of a committee, organisation or association by

the Council, who is absent without obtaining leave for three consecutive meetings of the committee, organisation or association, is disqualified from continuing his or her membership, unless all the meetings are within a two month period.

5. In respect of the annual Western Australian Local Government Week

Convention, the attendees shall be the Shire President, Deputy Shire President, CEO and up to 2 other Councillors.

6. In the event that more than two other Councillors wish to attend, attendance will

be determined on a rotational basis so that a Councillor who attended the preceding year’s Convention will give way to a Councillor who did not attend the previous year’s Convention.

7. In respect of regional networking opportunities such as the Midwest Economic

Development Forum, all Councillors who wish to attend shall be entitled to do so.


8. Attendance at meetings, forums, conferences and other professional development or networking events not otherwise provided for in this policy shall be determined by resolution of the Council.

9. This does not include attendance at WALGA Courses Relating to the Diploma of

Local Government. 10. Attendance at WALGA courses relating to the Diploma of Local Government

shall be administered by the CEO (having regard to budgetary constraints and to the principle of equity among those Councillors who wish to pursue such courses).

11. As a matter of equity, every Councillor shall be entitled to attend at least one

external conference or networking event each year, at the Council’s expense. 12. Nothing in this policy is to be interpreted as preventing a Councillor from

attending an event held in Mount Magnet, or an event for which they will be in the vicinity and are able to attend without cost to the Council, or an event in relation to which they are prepared to pay their own expenses, unless protocol prevents their attendance at such an event (e.g. protocol prevents Councillors from attending meetings of the Murchison Executive Group (MEG), even if the meeting is held in Mount Magnet).

13. Nothing in this policy is to be interpreted as preventing the Council from

authorising by resolution other event attendances, if it so chooses. 14. In respect of attendances at events authorised either by this policy or by specific

Council resolution, expenses shall be met by the Shire in accordance with Policy no. 1.6.

15. The CEO shall be responsible for the administration of this policy.” RESOLUTION 2015-02-19 CARRIED 9/0


12.18 Policy Review - Policy No. 1.8 - Council Confidentiality

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To review and, if thought appropriate, to amend or rescind policy no. 1.8 on “Council Confidentiality”. Background At its meeting held on 5 December 2014, the Council agreed to a proposal for an ongoing “rolling review” of Shire policies based on the policy manual adopted by the Council on 17 June 2005. This report is generated as a part of that review. Policy number 1.8, titled “Council Confidentiality”, currently states as follows:

“All Council meetings should be conducted in public, and all material relevant to the meeting be available to the public in advance of the meetings unless: a) it relates to the negotiation of any employment agreement; b) it discloses the contents of tenders prior to their closing date; c) the Council resolves by absolute majority that the matter should remain

confidential.” Comment The current policy service absolutely no useful purpose, because its apparent purposes are already covered by section 5.23 of the Local Government Act 1995 and by regulations 4A and 14 of the Local Government (Administration) Regulations 1996. This legislation is set out later in this report under the heading “Statutory Environment”. It is generally considered a very poor practice to have a policy that replicates the provisions of legislation, and it is totally inappropriate to make a policy which is contrary to the provisions of legislation. However, it is quite acceptable (and often useful) to have a policy which is complementary to legislation. So the current policy should either be rescinded, or otherwise amended to be complementary to the legislation. The legislation really has matters relating to the confidentiality of meetings and to the confidentiality of documents that are likely to be considered in a closed meeting very well covered. In relation to those matters it merely remains to observe that: The legislation applies to Council meetings and the meetings of any committee

that has delegated authorities. It does not apply to meetings of committees that do not have delegated authorities.

Meetings to which the legislation applies can only be closed to the public for the reasons set out in subsection 5.23 (2) of the Local Government Act 1995 or for the matter prescribed in regulation 4A of the Regulations. The Council cannot (even by absolute majority) close a meeting to the public for any other reason.

The reason for closing a meeting to the public should form part of the resolution to close the meeting, and must be recorded in the minutes of the meeting.


Decisions (i.e. resolutions) made in a meeting that is closed to the public must still be clearly minuted in the minutes of the meeting (which is a public document) in accordance with the principles laid down in the Department of Local Government’s Operational Guideline No. 7 Clarity in Council Motions. However, the documents that were considered by the meeting may remain confidential.

However, a policy could usefully be made that deals with: How documents are to be handled that the CEO has formed an opinion

(pursuant to subregulation 14 (2)) are likely to be considered in a closed meeting;

What should happen to such documents after the meeting; and The confidentiality of certain other sensitive Shire records.

Statutory Environment Section 5.23 of the Act provides that meetings are generally to be open to the public. Subsection 2 and regulation 4A set out all the valid matters for which a meeting may be closed to the public, and subsection 3 provides that the minutes of the meeting are to specify the reason for closing a meeting to the public:

5.23. Meetings generally open to public

(1) Subject to subsection (2), the following are to be open to members of

the public —

(a) all council meetings; and

(b) all meetings of any committee to which a local government

power or duty has been delegated.

(2) If a meeting is being held by a council or by a committee referred to in

subsection (1)(b), the council or committee may close to members of

the public the meeting, or part of the meeting, if the meeting or the part

of the meeting deals with any of the following —

(a) a matter affecting an employee or employees; and

(b) the personal affairs of any person; and

(c) a contract entered into, or which may be entered into, by the local

government and which relates to a matter to be discussed at the

meeting; and

(d) legal advice obtained, or which may be obtained, by the local

government and which relates to a matter to be discussed at the

meeting; and

(e) a matter that if disclosed, would reveal —

(i) a trade secret; or

(ii) information that has a commercial value to a person; or

(iii) information about the business, professional, commercial or

financial affairs of a person,

where the trade secret or information is held by, or is about, a

person other than the local government; and

(f) a matter that if disclosed, could be reasonably expected to —

(i) impair the effectiveness of any lawful method or procedure

for preventing, detecting, investigating or dealing with any

contravention or possible contravention of the law; or


(ii) endanger the security of the local government’s property;

or

(iii) prejudice the maintenance or enforcement of a lawful

measure for protecting public safety;

and

(g) information which is the subject of a direction given under

section 23(1a) of the Parliamentary Commissioner Act 1971; and

(h) such other matters as may be prescribed.

(3) A decision to close a meeting or part of a meeting and the reason for

the decision are to be recorded in the minutes of the meeting.

4A. Matter prescribed for when meeting may be closed to public

(Act s. 5.23(2)(h))

The determination by the local government of a price for the sale or purchase

of property by the local government, and the discussion of such a matter, are

matters prescribed for the purposes of section 5.23(2)(h). Regulation 14 provides that the relevant meeting material is to be available to the public in advance of the meetings unless the CEO is of the opinion that it relates to a matter that is likely to be dealt with in a closed meeting:

14. Notice papers, agenda etc., public inspection of (Act s. 5.25(1)(j))

(1) A local government is to ensure that notice papers and agenda relating

to any council or committee meeting and reports and other documents

which —

(a) are to be tabled at the meeting; or

(b) have been produced by the local government or a committee for

presentation at the meeting,

and which have been made available to members of the council or

committee for the meeting are available for inspection by members of

the public from the time the notice papers, agenda or documents were

made available to the members of the council or committee.

(2) Nothing in subregulation (1) entitles members of the public to inspect

the information referred to in that subregulation if, in the CEO’s

opinion, the meeting or that part of the meeting to which the

information refers is likely to be closed to members of the public under

section 5.23(2). Risk Analysis The policy amendment recommended in this report is intended to mitigate the risk of the unauthorised release of confidential information. Policy Implications This report recommends an amendment to existing policy. Financial Implications Nil. Strategic Implications Nil.



COUNCIL RESOLUTION

Moved: Cr Carole Minney Seconded: Cr Bob Ford That policy no. 1.8 be amended to read as follows:

1.8 Council Confidentiality 1. Subject to the provisions of section 5.23 of the Local Government Act 1995,

Council and committee meetings are held in public and the meeting materials are, subject to regulation 14 of the Local Government (Administration) Regulations 1996, available to the public. The intent of this policy is to complement regulation 14 and to provide for the confidentiality of certain other sensitive Shire documents and records.

2. If the CEO is of the opinion (pursuant to subregulation 14 (2) of the Local Government (Administration) Regulations 1996) that the meeting or that part of the meeting to which any documents refer is likely to be closed to members of the public under section 5.23 (2) of the Local Government Act 1995, the CEO is to cause such documents to be clearly marked “CONFIDENTIAL”.

3. Such documents to which paragraph 2 of this policy applies are not to form part of the publicly available agenda for the meeting, but are to be separately circulated or tabled.

4. Such documents to which paragraph 2 of this policy applies are not to be made available to the public, and to reveal those documents or their contents shall constitute a breach of the Shire of Mount Magnet Code of Conduct. In the case of members of the Council, revealing the contents of such documents shall also constitute a breach of subregulation 6 (2) of the Local Government (Rules of Conduct) Regulations 2007.

5. After consideration of such documents to which paragraph 2 of this policy applies at the Council meeting, the Council may resolve to make any specified document available to the public in which case it shall no longer be regarded as a confidential document for the purpose of this policy or for the purpose of regulation 6 of the Local Government (Rules of Conduct) Regulations 2007. However, in the absence such a Council resolution, such documents shall continue to be regarded as confidential documents both for the purpose of this policy and for the purpose of regulation 6 of the Local Government (Rules of Conduct) Regulations 2007.

6. The following documents and files are to remain confidential for a period of 10 years from the date of their creation or from the date of a council meeting at which they were considered (as the case may require): a) Personal files (relating to employees or to elected members) and their contents. b) Unsuccessful tenders, quotations or business proposals of a commercially

sensitive nature. c) Unsuccessful job applications, and documents related thereto. d) Correspondence with the Corruption and Crime Commission or other

investigative authority, relating to any investigation. e) Any document to which paragraph 2 of this policy applies, unless the Council

has resolved pursuant to paragraph 5 of this policy to make the specified document available to the public.

7. Notwithstanding paragraph 6 of this policy, documents or the contents thereof may be made available in the following circumstances: a) If a court order has been made requiring the release of the document or

information. b) To an appropriate authority, pursuant to applicable legislation. c) To a legal practitioner for the purpose of obtaining legal advice. d) If the disclosure is required or permitted by law.



12.19 Policy Review - Policy No. 1.9 - Legislation and Council Advertising

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To review and, if thought appropriate, to amend or rescind Policy 1.9 on “Legislation and Council Advertising” and to adopt a new policy in relation to the payment of planning fees and expenses. Background At its meeting held on 5 December 2014, the Council agreed to a proposal for an ongoing “rolling review” of Shire policies based on the policy manual adopted by the Council on 17 June 2005. This report is generated as a part of that review. Policy number 1.9, titled “Legislation and Council Advertising”, currently states as follows:

“Where Council and/or legislation requires that advertisements shall appear "in a newspaper

circulating throughout the district" this is to read as meaning the local press only unless

expressly stated by Council to be another format or newspaper. With respect to local press the

preferred local newspaper shall be the Geraldton Guardian, a newspaper registered with

Australia Post and available throughout the district.

With respect to Town Planning Scheme Amendments generally the requirement shall be for

such an advertisement to be in the West Australian newspaper generally recoupable. Policies

and Planning Consents required of the schemes shall be in the Geraldton Guardian.

Where deemed necessary or appropriate to apply with the principles of competitive tendering,

place advertisements for tenders in the West Australian.”

Comment The requirements for statutory advertising are well defined in the Local Government Act, and in other legislation (see section of this report headed “Statutory Environment”. There is no need for a policy elaborating the requirements for state-wide public notice. There is only one newspaper that circulate throughout the state, so “statewide public notice” always requires a notice in the West Australian (even though that newspaper lacks currency in most outback communities). “Local public notice” is also well-defined in the legislation. Although there may be a choice of newspapers that fulfil the statutory requirements, it is better to leave this to the discretion of the Chief Executive Officer to decide, given the circumstances of the particular notice to be given and having regard to:

Purpose Effectiveness Publication dates (which are sometimes a very important consideration in

meeting statutory deadlines) and Value for money


There is capacity to make significant savings by sensible placement of advertising. Since I have commenced here, I have already started saving money by placing notices directly in the Geraldton Guardian rather than placing the adverts through WALGA/Marketforce Productions. There are two reasons to do this: 1. I have always believed it appropriate for a local government to cultivate a direct

and positive relationship with the local news media, and I believe that spending our advertising budget through a third party is counter-productive in this regard; and

2. This is working out to be about 30% cheaper, even after accounting for reduced ‘rebates’ from WALGA.

For example, the first notice I had occasion to place following November Council meeting was the statutory notice of the Electors General Meeting. I received a cost estimate for this notice from WALGA/Marketforce Productions of $141.57; however I was not happy with that estimate and arranged to place the advert directly with Geraldton Newspapers at a cost of $87.36. It should be noted that we get a 10% rebate from WALGA on all advertising placed through Marketforce Productions, but I have never considered it good business to spend 60% extra to get a 10% rebate. With due respect to the comments made at the last Cue Parliament about all the money the Shire of Mount Magnet saves by dealing through WALGA, it needs to be recognised that these rebates are just a partial refund of our own money. Comparing the two Geraldton newspapers, the Geraldton Guardian claims a circulation of 6,359 copies compared to the Midwest Times with a circulation of 20,414 copies. Generally, the advertising rates are about the same but there are packages available that can sometimes be used to reduce the costs (especially for some notices that need multiple insertions). Another consideration is that for some purposes we need to communicate directly with the people concerned (e.g. writing to affected property owners in relation to planning matters) and the notices are fulfilling no purpose except for statutory compliance. In summary, I am trying to point out that placing advertising and statutory notices is a matter of picking “horses for courses”; we are therefore better off without a policy and leaving it to the Chief Executive Officer to use judgement within the requirements of the legislation. The current policy mentions that the costs of some planning notices are “recoupable” (from the applicant). This is true, but it would be more helpful if there was a policy to say that the costs of such notices (and other costs involved in dealing with a planning application) shall be paid for by the applicant (preferably in advance, as permitted by the regulations). This should be a separate policy, in the “Planning” section of the policy manual. Statutory Environment Definitions for “local public notice” and “statewide public notice” are provided by sections 1.7 and 1.8 of the Local Government Act 1995, respectively:

1.7. Local public notice

(1) Where under this Act local public notice of a matter is required to be

given, a notice of the matter is to be —

(a) published in a newspaper circulating generally throughout the

district; and


(b) exhibited to the public on a notice board at the local

government’s offices; and

(c) exhibited to the public on a notice board at every local

government library in the district.

(2) Unless expressly stated otherwise it is sufficient if the notice is —

(a) published under subsection (1)(a) on at least one occasion; and

(b) exhibited under subsection (1)(b) and (c) for a reasonable time,

being not less than —

(i) the time prescribed for the purposes of this paragraph; or

(ii) if no time is prescribed, 7 days.

1.8. Statewide public notice

Where under this Act Statewide public notice of a matter is required to be

given, section 1.7 applies except that the newspaper referred to in

section 1.7(1)(a) is required to circulate generally throughout the State. Planning fees are dealt with by Part 7 Division 2 of the Planning and Development Regulations 2009, which is set out below:

Division 2 — Fees and other charges

47. Fees for certain planning services (Sch. 2)

(1) A local government may impose a fee for a service listed in

Schedule 2 provided by the local government.

(2) The fee imposed by a local government for a service listed in

Schedule 2 must be decided by the local government but must not

exceed the fee specified in that Schedule for the service unless the

local government is exempted under regulation 53.

(3) Any fee imposed for a service listed in Schedule 2 must be paid by

the applicant when applying for or requesting the service.

48A. Fees for DAP applications

(1) A local government may impose a fee for services in respect of a

DAP application made to it notwithstanding that it will not itself

determine the application.

(2) The fee must be decided by the local government but must not

exceed the maximum fee specified in Schedule 2 in relation to a

development application in respect of the same kind of

development.

(3) Any fee imposed under subregulation (1) must be paid to the local

government by the applicant when making the DAP application.

48. Fees for scheme amendments and structure plans

(Sch. 3 and 4)

(1) A local government may impose a fee for a service provided by the

local government pursuant to a request for —

(a) a local planning scheme amendment; or

(b) the adoption of a structure plan provided by the applicant.


(2) No fee can be imposed for a service provided pursuant to a request

for a local planning scheme amendment if the sole purpose of the

amendment requested is to amend the local planning scheme to

make it consistent with a region planning scheme.

(3) A local government that receives a request for a local planning

scheme amendment must give the applicant an estimate, in the form

in Schedule 3, of —

(a) the hours that the local government’s staff will spend dealing

with the request; and

(b) the total fee, calculated in accordance with that form, that the

local government will impose for dealing with the request.

(4) A local government that receives a request to adopt a structure plan

provided by the applicant must give the applicant an estimate, in the

form in Schedule 4, of —

(a) the hours that the local government’s staff will spend dealing

with the request; and

(b) the total fee, calculated in accordance with that form, that the

local government will impose for dealing with the request.

(5) In an estimate given under subregulation (3) or (4), the hourly rates

for the local government’s staff must be decided by the local

government but must not exceed —

(a) for the person in charge of planning at the local government,

$88.00 per hour;

(b) for a senior planner or manager, $66.00 per hour;

(c) for a planning officer, environmental health officer or other

officer with qualifications relevant to the request, $36.86 per

hour;

(d) for a secretary or administrative officer, $30.20 per hour,

unless the local government is exempted under regulation 53.

(6) A local government may reduce the estimated total fee specified in

an estimate given under subregulation (3) or (4).

(7) A local government may refuse to deal with a request referred to in

subregulation (3) or (4) until —

(a) the estimated total fee specified in the estimate given in

accordance with the subregulation is paid; or

(b) if that fee is reduced under subregulation (6), the reduced fee

is paid.

(8) If the local government —

(a) decides not to initiate the local planning scheme amendment

or the adoption of a structure plan; or

(b) decides to discontinue the preparation or adoption of a local

planning scheme amendment or the adoption of a structure

plan,

moneys paid by the applicant to the local government for the

planning service and not expended by the local government on the

provision of that service must be refunded to the applicant.


49. Additional costs and expenses payable by applicants

(1) The following costs and expenses, if incurred by a local government

in providing a service listed in Schedule 2 items 1 to 12 or referred

to in regulation 48A(1) or 48, are payable by the applicant in

addition to the fee for the provision of the service —

(a) costs and expenses of advertising the application and

advertising matters related to the application;

(b) costs and expenses of any specific assessment, such as an

environmental assessment, required in relation to the

application;

(c) costs and expenses of consultation procedures required in

relation to the application;

(d) costs and expenses of technical resources and equipment, such

as computer modelling, required in relation to the application;

(e) costs and expenses of specialist advice, such as advice in

relation to heritage matters, required in relation to the

application.

(2) A local government, in a bill given to the applicant, may —

(a) require the applicant to pay the costs and expenses referred to

in subregulation (1) that the local government estimates it will

incur; or

(b) require the applicant to pay the actual costs and expenses

referred to in subregulation (1) after they are incurred.

(3) Any moneys paid in advance by an applicant to a local government

for estimated costs or expenses referred to in subregulation (1) that

are not incurred by the local government must be refunded to the

applicant on the completion of the service. Risk Analysis There is little risk involved in advertising or the placing of statutory notices – you draft your notice, you place your advert, and the publisher publishes it. Subject to careful proof-reading and careful calculation of the statutory deadlines, there isn’t much to go wrong. If anything, rescinding the existing policy (as I recommend) will allow us to use judgement to place local public notices more appropriately and potentially save some money. With planning applications however (particularly complex planning applications), we could start to run up expenses very quickly. Although very simple applications can be handled in-house, a very complex application would see us incurring not only advertising costs (which would be quite significant if the West Australian is involved), but we might also have to engage a planning consultant and/or other professionals in order to assess the application. In the (albeit unlikely) that we received a planning application exceeding $7M in value, the Council would also be liable for all the expenses of convening the Mid-West Joint Development Assessment Panel (DAP).


Unless we get payment up-front from the developer/applicant, there is a risk of not getting paid. The applicant may decide to withhold payment if he/she/it gets an adverse decision, or might simply go broke. In either case the Shire could be “out-of-pocket” for the expenses that it has incurred, or face significant debt-recovery costs. To mitigate these risks, it is recommended that a policy be adopted requiring planning fees and expenses to be paid before any planning applications are processed. There is a further reason to adopt such a policy. There is a statutory time limit for processing some types of application. By requiring payment of the fees and expenses up front, the clock for dealing with the application doesn’t start to run until all documents have been submitted, and the fees and expenses have been paid. Policy Implications This report recommends that existing policy no. 1.9 be rescinded, and that a new policy be adopted dealing with the payment of planning fees and expenses. Financial Implications There are no additional costs associated with the recommendations in this report. We might potentially make some savings in advertising costs, and avoid some debt recovery costs. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Bob Ford Seconded: Cr Carole Minney That: 1. Policy no. 1.9 be rescinded. 2. The following policy be adopted: 7.10 Planning Fees and Expenses to be Paid in Advance

1. With reference to Part 7 Division 2 of the Planning and Development

Regulations 2009, it is the policy of the Shire of Mount Magnet that planning fees and other charges are due and payable on lodgement of a development application.

2. Processing of development applications will not commence until all fees and charges imposed pursuant to Part 7 Division 2 of the Planning and Development Regulations have been paid.

3. With reference to subregulation 48 (5) of the Planning and Development Regulations 2009, the hourly rates to be charged for Shire staff are to be as adopted in the Schedule of Fees and Charges as part of the Shire’s annual budget.



12.20 Policy Review - Policy No. 1.30 - Distribution of Council & Committee

Minutes

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To review and, if thought appropriate, amend Policy no. 1.30 on the Distribution of Council and Committee minutes. Background At its meeting held on 5 December 2014, the Council agreed to a proposal for an ongoing “rolling review” of Shire policies based on the policy manual adopted by the Council on 17 June 2005. This report is generated as a part of that review. Policy no. 1.30 currently states as follows:

“1.30 MINUTES OF COUNCIL AND COMITTEES –

DISTRIBUTION AND RELEASE OF MINUTES:

1. A copy of the minutes of all Council Meetings and Committees Meetings, endorsed

with the wording – “Please Note” – These Minutes have yet to be confirmed by

Council/Committee as a true record of proceedings,” are to made available for perusal

by members of the public at the Council Office and Council Library as soon as possible

following each meeting but within the time limits prescribed by Local Government

(Administration) Regulation No 13.

2. Any person may be provided with photocopy of any page or pages of any Council

Meeting Minutes, on payment of the photocopying charges that apply. Such copies

issued that have not been confirmed are to be endorsed with the wording – “Please

Note – these Minutes have yet to be confirmed by Council/Committee as a true record

of proceedings.”

3. A copy of the Minutes of all Council Meetings, endorsed with the wording “Please

Note – These Minutes have yet to be confirmed by Council as a true record of

proceedings” are to be forwarded, on request and free of charge, to all media

outlets within or servicing the district as soon as possible following each meeting.

4. Any individual or organisation, may, on payment of an annual subscription set by

Council each year, have a copy of the Minutes of all Council Meetings, posted to them

following each meeting. The minutes are to be endorsed with the wording “Please

Note – These Minutes have yet to be confirmed by Council/Committee as a true record

of proceeding.” These minutes are to be posted to the subscribers as soon as possible

following each meeting.

5. Upon request, a copy of the minutes of all or any council meeting may be posted to

Local Members of State or Federal Parliament, free of charge, if unconfirmed, the

minutes are to be endorsed with the wording – “Please Note- These minutes have yet to

be confirmed by Council as a true record of proceedings.”

Comment As noted in my report to the December Council meeting when proposing the review of the policy manual, one of the problems with the current manual is that it lacks any information as to when the individual policies were adopted. But I think it fair to suppose that this policy dates back to a time prior to widespread use of the internet.


Going back 20 or 25 years, policies such as this were quite common among local governments. However, every news media organisation and member of parliament now makes extensive use of the internet, and I do not know of any local government that still mails out printed copies of minutes. Although paragraphs 1 and 2 still have current value, paragraphs 3, 4 and 5 are anachronistic and ought to be amended or rescinded. All minutes are now uploaded onto our website, where they are available free of charge to anyone who requires them. What we could do (free of charge) for media organisations, members of parliament and anyone who so requests, is put them on a broadcast email list and then after each set of minutes has been uploaded we could email them a link so they could more easily and conveniently download the minutes. In practice I don’t think anyone will request, because it’s so easy to download the minutes anyway. But there may be merit in proactively emailing such a link to local media organisations. Consultation Ronella Kelly, Administration Supervisor, who has confirmed that there are no “subscribers” who received printed copies of the minutes. Statutory Environment The relevant legislation is regulation 13 of the Local Government (Administration) Regulations 1996:

13. Unconfirmed minutes, public inspection of (Act s. 5.25(1)(i))

A local government is to ensure that unconfirmed minutes of each council and

committee meeting are available for inspection by members of the public —

(a) in the case of a council meeting, within 10 business days after the

meeting; and

(b) in the case of a committee meeting, within 5 business days after the

meeting. Risk Analysis Not applicable. Policy Implications This report recommends amendments to Policy no. 1.30. Financial Implications If we were sending out printed copies of the minutes, we could make quite a modest saving. In practice, we haven’t been sending these out for some years so there will be no financial impact. Strategic Implications Nil. Voting Requirements Simple Majority


COUNCIL RESOLUTION

Moved: Cr Carole Minney Seconded: Cr Bob Ford That: 1. Paragraph 3 of Policy no. 1.30 be amended to read as follows:

“A copy of the minutes of all Council meetings “These minutes have not yet been confirmed as a true record of proceedings” is to be uploaded onto the Shire’s website as soon as possible following each meeting but in any case within the time limits prescribed by Local Government (Administration) Regulation no. 13.”

2. Paragraph 4 of Policy no. 1.30 be amended to read as follows: “Upon request, news media organisations, Members of State or Federal Parliament, or any person or organisation who so requests will be placed on a broadcast list to receive a link to each set of minutes.”

3. Paragraph 5 of Policy no. 1.30 be amended to read as follows: “Immediately following the uploading of each set of minutes onto the Shire’s website, an email with a link to the minutes shall be sent (bcc) to each person and each organisation on the broadcast list established pursuant to paragraph 4 of this policy.”



12.21 New Policy - Project Planning and Delivery

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To improve business processes and project outcomes by establishing a policy for the planning and delivery of projects. Background An important part of my role here is to improve business processes and achieve better outcomes. It has come to my attention that a number of projects are at risk due to insufficient planning being done in the early stages. As a consequence, I have identified a need for a policy that ensures that proper project planning and delivery processes are followed in respect of every future project. Comment Proper project planning and management techniques ensure high-quality delivery of projects, on time and within budget. I am therefore recommending that a proper process be adopted as a matter of Shire policy. The process depicted is the basic minimum process that ought to be followed; for complex projects the process may need to be elaborated with further steps (eg. more consultation or more Council approvals). However, to eliminate any of the steps presented in the process diagram in this report is fraught with a number of hazards and is likely to result in poor outcomes, or blowouts in the delivery time which inevitably result in blowouts in costs. As can be seen from the process diagram, the path to successful delivery is longer and more complex for those projects for which grant funding is required. This may be stating the obvious because of the need to prepare funding applications et cetera. But those projects are also more risky because of deadlines imposed by the funding bodies – if we fail to deliver the projects within the required period we may lose the funding. Proper project planning should apply to every project, large or small. Consultation Finance Manager, Maureen Murat Works Manager, Patrick O’Brien Risk Analysis There are a number of risks commonly associated with every project. These are set out in the table below, together with the factors/actions that will mitigate those risks:


Nature of Risk Mitigation

There is a real risk of delivering a project that isn’t quite what was wanted; or more particularly of expending funds in preliminary costs on something that isn’t quite what is wanted.

1. Undertaking adequate consultation at the outset; depending on the nature and complexity of the project, undertaking further consultation at critical stages in a re-iterative process.

2. Concept plans should be submitted to the Council for approval, and if necessary revised and resubmitted until we are confident that we have it right.

Inadequate funding being provided in the budget, and/or applying for insufficient grant funding to complete the project.

Detailed plans and costings must be developed before funds are allocated in the budget, and especially before grant funding applications are finalised and submitted.

Delays or “slippage” occur in the delivery, consequently leading to cost blowouts and, in the case of grant funded projects, breaches of the funding agreement. In the worst case scenario, funding is withdrawn so that the project ends up being entirely at the Shire’s cost.

Timelines (i.e. Gantt charts) are prepared during the planning phase of all projects, so that progress can be monitored and timely remedial action can be taken. In the case of grant funded projects, these are necessarily reviewed and revised once the grand funding has been approved.

Time and money is wasted preparing tender documents or scopes of work for projects that are not ready to proceed.

Tender documents and scopes of work are not prepared until all preliminary plans have been prepared and all the required funding has been approved.

Policy Implications This report recommends making a new policy. There is currently no existing policy dealing with this subject matter. Financial Implications There are no direct financial implications. However, it is anticipated that the implementation of proper project management processes will result in more effective and efficient project delivery and thereby reduce waste and other leakages. Proper project documentation is also expected to give us an edge in a competitive grant funding environment. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Bob Ford Seconded: Cr Carole Minney That the following policy be adopted: “1.32 Project Planning and Delivery

1. All projects are to be planned and delivered in accordance with the process depicted in the following diagram:


2. Where considered appropriate, additional steps may be added to this

process to allow for additional consultation and/or approvals; however, the process depicted in the diagram is the minimum and must not be truncated.

3. For every project, a process diagram and timelines should form part of the budget submission.

4. Process diagrams and timelines should also be included in funding applications, so that the funding agencies can see how and when it is intended to deliver the projects.



12.22 Policy Review - Admin/HR Policies 2.1, 2.2, and 2.3

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To review and, as considered appropriate, to confirm, amend or rescind the following policies:

2.1 General Staff Management 2.2 CEO Management and Responsibilities 2.3 Temporary Relief Staff

Background At its meeting held on 5 December 2014, the Council agreed to a proposal for an ongoing “rolling review” of Shire policies based on the policy manual adopted by the Council on 17 June 2005. This report is generated as a part of that review. Comments Policy 2.1 currently states as follows:

“2.1 GENERAL STAFF MANAGEMENT:

In general terms Council agrees to the Model manual prepared by the WALGA

Industrial Services, concerning the management of human resources as a guide to

decision making regarding administrative and general staff.”

In my view this policy should be rescinded, for the following reasons:

The manual was prepared in about 1997, and is now seriously out of date. There have been at least two major reforms of IR legislation, a lot of case law and many changes in IR/HR legislation since that time.

I am unable to locate a copy of the manual in my office, and copies are no longer available.

According to the WALGA website, the manual is currently being updated; however, it will only be available to those local governments that subscribe (at significant cost) to the WALGA HR/Employment Service (which we don’t).

The Shire of Mount Magnet subscribes to FitzGerald Strategies IR service which is cheaper, more accessible, and (in my view) provides a better service. We should therefore be using that service in respect of any IR/HR advice that is required.

Policy no. 2.2 currently states as follows:

“2.2 CEO MANAGEMENT AND RESPONSIBILITIES:

All Council employees to be responsible to the CEO with the CEO responsible to

Council.

The CEO’s function is to include the responsibility for the overall management of

administration.

Council Policy, as determined from time to time advising Council on all relevant

matters and providing necessary guidance to ensure an appropriate course of

action.

Represent Council when necessary at functions, conferences and meetings.

Report regularly to Council and generally ensure the smooth and efficient running

of the Council’s administration and management functions.”


This policy may be a little redundant, as the functions of the Chief Executive Officer are already set out in section 5.41 of the Local Government Act 1995, and further elaborated in the CEO's Contract of Employment. However, I am recommending that the policy be confirmed at this time. At some time in the future, it would be good to collate all the various statements in respect of the functions of the CEO into a single document. Policy no. 2.3 currently states as follows:

“2.3 TEMPORARY RELIEF STAFF:

Where employment of staff is required for either temporary or relief duties, the

CEO is authorised to engage such staff.”

I recommend that this policy be rescinded, because although it currently appears in the Policy Manual, it is really a delegation of authority and belongs more appropriately in the Delegations Register. Furthermore, it is already covered by one of the delegations (subparagraph 1 (a)) recommended in another report in this agenda. Statutory Environment Section 5.41 of the Local Government Act 1995 sets out the functions of the CEO. This has already been set out in detail in another report in this agenda, and need not be recited again here. Risk Analysis Not applicable. Policy Implications This report recommends that policies numbered 2.1 and 2.3 be rescinded. Financial Implications Nil. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Carole Minney Seconded: Cr Bob Ford That: 1. Policy no. 2.1 be rescinded. 2. Policy no. 2.2 be confirmed. 3. Policy no. 2.3 be rescinded. RESOLUTION 2015-02-24 CARRIED 9/0


12.23 Policy Review - Policy No. 2.4 - CEO Annual Review

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To review and, if thought appropriate, to amend Policy no. 2.4 on “CEO Annual Review”. Background At its meeting held on 5 December 2014, the Council agreed to a proposal for an ongoing “rolling review” of Shire policies based on the policy manual adopted by the Council on 17 June 2005. This report is generated as a part of that review. Policy number 2.4, titled “CEO Annual Review”, currently states as follows:

A suggested format by the Local Government sets out duties of the CEO and as such

his function has been generally determined in the Act. In addition, most of the

foregoing is covered in the CEO’s service contract, which is reviewed annually. Comment In my view, this policy doesn’t really say very much; it suggests that sufficient detail can be found to carry out performance reviews in the legislation and in my employment contract. It is true that Section 5.41 of the Local Government Act 1995 sets out in general terms the functions of a CEO. Section 5.38 of the Act merely requires that the performance of all employees is to be reviewed annually, without providing any detail as to how this is to be done. Both of these sections of the Act are reproduced in the section of this report headed “Statutory Environment”. My Contract of Employment does expand a bit on the functions of the position, and makes the following provisions in respect of performance reviews:

As my contract provides for a performance review to be initiated in a couple of months’ time, now seems an appropriate time to review the current policy in respect of CEO performance reviews.


The Shire is not obliged to have a policy on CEO performance reviews, and many local governments do not (I guess they just make it up as they go along). However, elected members who have completed the Diploma of Local Government course related to CEO performance reviews have told me that that course recommends the making of such a policy. One of the advantages of having such a policy is that all elected members get input to the process and understand what their involvement will be. This is considered to be desirable because reviewing the CEO's performance is probably one of the most important functions of the Council (second only to recruiting and selecting the CEO). I am therefore proposing for the Council’s consideration an amendment to the current policy based on a policy from another local government that was devised in consultation with elected members who had completed the Diploma of Local Government module on CEO performance reviews. Statutory Environment Section 5.41 of the Local Government Act 1995 sets out the functions of the CEO in general terms:

5.41. Functions of CEO

The CEO’s functions are to —

(a) advise the council in relation to the functions of a local government

under this Act and other written laws; and

(b) ensure that advice and information is available to the council so that

informed decisions can be made; and

(c) cause council decisions to be implemented; and

(d) manage the day to day operations of the local government; and

(e) liaise with the mayor or president on the local government’s affairs

and the performance of the local government’s functions; and

(f) speak on behalf of the local government if the mayor or president

agrees; and

(g) be responsible for the employment, management supervision,

direction and dismissal of other employees (subject to section 5.37(2)

in relation to senior employees); and

(h) ensure that records and documents of the local government are

properly kept for the purposes of this Act and any other written law;

and

(i) perform any other function specified or delegated by the local

government or imposed under this Act or any other written law as a

function to be performed by the CEO. Section 5.38 of the Act requires that the CEO's performance be reviewed at least annually, without providing any detail as to how this should be done:

5.38. Annual review of certain employees’ performances

The performance of each employee who is employed for a term of more than

one year, including the CEO and each senior employee, is to be reviewed at

least once in relation to every year of the employment.


Regulation 18D of the Local Government (Administration) Regulations 1996 sets out the duties of the Council in respect of the CEO Performance Review report:

18D. Performance review of CEO, local government’s duties as to

A local government is to consider each review on the performance of the

CEO carried out under section 5.38 and is to accept the review, with or

without modification, or to reject the review. Risk Analysis The purpose of the proposed policy amendment is to remove the risk of uncertainty for all concerned. Policy Implications This report recommends an amendment to Policy no. 2.4. Financial Implications There are no direct financial implications associated with amending the policy as recommended. There may be costs associated with decisions that the Council may make pursuant to the proposed policy; if so, they will be detailed in a subsequent report. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr McGorman That Policy no. 2.4 be amended to read as follows: “2.4 CEO Performance Reviews Objectives 1. Subject to the provisions of relevant legislation and provisions of the CEO’s

contract of employment, reviews of the Chief Executive Officer’s performance shall be carried out in accordance with this policy.

Preparation 2. The annual appraisal process will commence at the April Ordinary Meeting of

Council as a means of giving formal advice to the CEO. If possible, a mutually agreed date for the Appraisal Interview will be set at the same meeting. In an election year all efforts will be made to carry out the appraisal process prior to the formation of a new Council.

3. At the same meeting, the Council to consider the appointment of an external facilitator. If it is agreed to use a facilitator, Council and the CEO select a mutually agreed facilitator, or agree to put the work out to tender.

4. At the same meeting, Council must determine if all Elected Members will take part in the CEO’s Annual Appraisal, or if a Review Panel is to be convened.

5. If in a particular year it has been decided that a facilitator will not be appointed, the Shire President shall facilitate the CEO’s Annual Appraisal. If the Shire President so wishes, they may nominate another Elected Member to take on the facilitation role so long as all Elected Members agree.


6. Council must decide on the process by which the CEO’s current Objectives and Actions (Key Performance Indicators, Key Result Areas are other terms that can be used) will be reviewed. If the majority of Elected Members wish to use a questionnaire, the designated facilitator will be asked to prepare one. If a facilitator has not been appointed, the preparation of a questionnaire will be facilitated by the Shire President (or other nominated Elected Member).

7. The CEO will be requested to complete a self-assessment report and give it to the designated facilitator or the Shire President at least three weeks before the date agreed on for the Appraisal Interview. The CEO’s report to be provided to all Elected Members, with a questionnaire if one is being used.

8. If the majority of Elected Members do not wish to use a questionnaire, a meeting of the whole Council will be convened by the Shire President (or other nominated Elected Member) in order to discuss and collate Council feedback on the previous year’s Objectives and Actions (KPIs, KRAs) and the CEO self-assessment report.

9. If a questionnaire is agreed to by the majority, those Elected Members in the minority who do not wish fill out a questionnaire will be given the option of a telephone interview with the designated facilitator or a small group meeting facilitated by the Shire President (or other nominated Elected Member). Their feedback will be recorded.

10. Questionnaires and/or group discussions must address the addition of new and removal of old Objectives and Actions (KPIs, KRAs) for the CEO. These will be discussed at the Appraisal Interview but all Elected Members, not just those selected for a Review Panel, must be given the opportunity to provide input.

11. The facilitator or the Shire President (or nominated Elected Member) will collate all feedback and compile a Feedback Report/discussion paper. This must be provided to CEO at least one week before the Appraisal Interview date.

Appraisal Interview 12. The facilitator and/or Shire President (or nominated Elected Member) must meet

with the CEO, brief them on the process and provide an overview of the Feedback Report.

13. The facilitator and/or Shire President (or nominated Elected Member) must brief the Review Panel/Council on the appraisal process and provide an overview of the Feedback Report.

14. If both a facilitator and the Shire President are present, they must agree on who will lead the Appraisal Interview.

15. The Appraisal Interview must then be conducted. 16. After the formal interview, the facilitator or Shire President (or nominated Elected

Member) must lead a discussion on the CEO’s current Objectives and Actions (KPIs, KRAs) and ensure that those for the upcoming year are agreed on by the CEO and accurately documented.

Post Appraisal 17. The facilitator or Shire President (or nominated Elected Member) must prepare a

Final Report and recommendations for Council. 18. Council must conduct a review of the process and make any adjustments as

necessary to this policy for the following year. 19. The recommendations and any policy amendments are to be submitted to the

July Ordinary Council meeting, or if the process has not been completed the August meeting.”



12.24 Local Government Insurance Pools

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To consider sending representatives to a meeting being held in Perth on 27 March 2015 to consider the establishment of a W.A. Local Government Insurance Pool. Background In other states of Australia, groups of local governments have taken the step to form their own insurance pools - thus saving themselves (collectively) millions of dollars in insurance premiums by working together. Some of these insurance pools have been going for a very long time and have become stronger and stronger. My first job in local government in Australia (more than 25 years ago) was with Fairfield City Council, a member of Westpool. And Westpool had already been going for quite a few years before that. Over the past decade or so, these insurance pools have grown stronger and stronger and attracted more local governments away from the major local government insurer (Jardines, which trades in W.A. as LGIS). Most recently, that insurer has been offering the members of these independent local government insurance pools 50% discount on the going rates of premium in order to attempt to lure these local governments away from their cost-effective insurance pools and back into the fold. These discounts are not being offered to local governments in WA, where local government insurance pools have not yet been established. Comment Late last year, all W.A. local government CEOs were surveyed to see if their councils would be interested in attending an information meeting with members of some of the established local government insurance pools from the east to hear first-hand from fellow Councillors how these pools operate and the benefits that their member councils enjoy. Possibly with a view to establishing an insurance pool here in W.A., if sufficient local governments are interested. At the time, I was working at the Shire of Mingenew, and that Council certainly responded in the affirmative. I understand that the matter may not have been put before the Council of the Shire of Mount Magnet. As there was considerable interest among local governments, a meeting has been arranged to be held in Perth on 27 March. I do think it is worth being represented at that meeting by the Shire President and/or Deputy Shire President or, in the event that they are not available, by one or two other elected members. In the event that a WA local government insurance pool is established there are potential savings to the Shire of Mount Magnet that would amount to tens of thousands of dollars every year. The date of this meeting clashes with the date tentatively set for the next meeting of the Mid West Regional Roads Group, although Main Roads WA has yet to confirm that date and advises that the dates of the regional roads group meetings frequently change.


In any case, it is not essential that I attend the insurance pool meeting as I am already familiar with the operation of these insurance pools. I think it more important that we have one or two elected members at that meeting who will be able to be able to get an elected member’s prospective from their colleagues from the east. The meeting is to be held in the Karri Room of the Parmelia Hilton Hotel, from 9 AM until 1 PM. Featured speakers will include Andrew Armitstead, Executive Officer of the Westpool, Metro Pool and UIP Local Government Insurance Pools in New South Wales and several of their elected members of the Boards of Management and representatives of their insurance broking support teams. We often have opportunities to attend various “talkfests”, but very seldom is there is such an opportunity to attend a focused information meeting to hear about how we could practically save serious amounts of ratepayers money. Risk Analysis There is no risk to attending this meeting as it does not involve any commitment. It is about learning about an opportunity, and it will still be up to the Council whether it wishes to join an insurance pool, if there is sufficient interest among W.A. local governments for an insurance pool to be formed. Policy Implications Nil. Financial Implications To cover the costs associated with this meeting, there is a registration fee of $100 per Council (irrespective of the number of representatives that we send). On top of which there would be travel costs and possibly accommodation if it was intended to stay overnight. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Wendy McGorman That _President Ashley Dowden_ and _Cr Joe O'Brien_ attend the information meeting being held in Perth on 27 March 2015 in relation to local government insurance pools. RESOLUTION 2015-02-26 CARRIED 9/0


12.25 Audit Committee Meeting Date - Compliance Audit Return

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To set a date for a meeting of the Audit Committee for the purpose of reviewing the 2014 compliance audit return. Background Regulation 14 of the Local Government (Audit) Regulations 1996 require an annual compliance audit to be carried out in respect of each calendar year. The compliance audit document must be adopted by the Council, following which it must be certified and then submitted to the Executive Director of the Department of Local Government by 31 March in the following year. Comment In December 2011 Regulation 14 was amended by the insertion of subregulation (3A) to require the Audit Committee to review the Compliance Audit Return prior to its submission to the Council. The Audit Committee is required to report the results of that review to the Council. Consequently, there will need to be a meeting of the Audit Committee in time for its report on the Compliance Audit Return to be included in the agenda for the March Council meeting. I am therefore recommending that a meeting of the Audit Committee be held on Friday 6 March, which will enable its report to be included on the agenda that will be issued on 13 March for the ordinary Council meeting to be held on 20 March. In my experience, these meetings are fairly short so it is adequate to commence the meeting at any time most convenient to the majority of Councillors. Statutory Environment Regulation 14 of the Local Government (Audit) Regulations 1996 states as follows:

14. Compliance audits by local governments

(1) A local government is to carry out a compliance audit for the period

1 January to 31 December in each year.

(2) After carrying out a compliance audit the local government is to

prepare a compliance audit return in a form approved by the

Minister.

(3A) The local government’s audit committee is to review the compliance

audit return and is to report to the council the results of that review.

(3) After the audit committee has reported to the council under

subregulation (3A), the compliance audit return is to be —

(a) presented to the council at a meeting of the council; and

(b) adopted by the council; and

(c) recorded in the minutes of the meeting at which it is adopted.


Risk Analysis Not applicable. Policy Implications Nil. Financial Implications Nil. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Carole Minney That a meeting of the Audit Committee be held on Friday 20 March 2015, commencing at 1 PM. RESOLUTION 2015-02-27 CARRIED 9/0


12.26 Local Government Women’s Association Biennial Conference

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To consider and, if thought fit, to approve attendance by two Councillors at the Local Government Women’s Association 2015 National Biennial Conference which is being held in the Barossa Valley from 25th to 28th March 2015. Background At the December 2014 ordinary Council meeting, a request was made for two Councillors to attend the Local Government Women’s Association Conference. The purpose of this report is to detail the costs and implications of such an attendance, so that a decision can be made in relation to that request. Comment Elected member professional development is one of my important responsibilities; it forms part of the Shire of Mount Magnet Corporate Business Plan and is also one of my own performance indicators. Professional development comprises two important components ~

informal networking opportunities such as local government sector conferences, et cetera; and

formal training in specific subjects, such as the modules offered by WALGA in respect of the Diploma of Local Government.

Ideally, Councillors have an opportunity to participate in both types of professional development opportunities. The Local Government Women’s Association is held only every two years and provides a good opportunity for networking more broadly than the annual WALGA Convention. Elected members who have attended it in the past have spoken very highly of it to me. Risk Analysis Not applicable Policy Implications Nil. In doing my research for this report, I have referred to the Shire’s existing policy is in respect to elected member attendance at conferences and have found it offered little guidance. Consequently, I have prepared a report that is included elsewhere in this agenda recommending some amendments to the policy for the Council’s consideration. Financial Implications I have prepared the following budget for the cost of sending to Councillors to the Local Government Women’s Association Conference in the Barossa Valley:


$

Full Registration @ $786.20 pp 1,572.44

Study Tour @ $99.57 pp 199.14

Shared hotel room - 4 nights @ $240 pn 960.00 (includes breakfasts)

Airfares - Perth-Adelaide (estimated) 1,200.00

Taxi between Airport and venue 300.00

Incidental Out-of-pocket expenses, say 100.00

TOTAL = $4,331.58

Not included:

Travel between Mount Magnet and Perth

Accommodation in Perth I am advised that the Councillors concerned will not be requiring the Shire to provide accommodation for them in Perth as they have places that they can stay in Perth at no cost to the Shire. Unfortunately, only $15,000 was provided in this year’s annual budget to cover both elected member conference attendances, and professional development. Approximately $16,000 has already been expended on the WALGA Local Government Week Convention. So if it is desired to send to Councillors are to this conference, additional funding will have to be found from elsewhere in the budget. The lack of a separate provision for Councillor training is also problematic to me, because although I am expected to provide elected members with some formal training opportunities, I have no budget for doing so. I am therefore recommending that, in future years, a separate budget be provided for Councillor training. Such a budget provision would be consistent with the CEO being responsible for the provision of Diploma of Local Government courses, as per the policy recommendation in another report in this agenda. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Carole Minney Seconded: Cr Jorgen Jensen That: 1. No Councillors from the Shire of Mount Magnet be sent to attend the Local

Government Women’s Association Conference this year. 2. In future budgets, separate provisions be made for Elected Member Professional

Development and for Councillor Conference Attendances. RESOLUTION 2015-02-28 CARRIED 9/0


12.27 2014 Electors General Meeting

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To consider matters raised at the 2014 Electors General Meeting. Background The 2014 Electors General Meeting was held in December, immediately following the ordinary Council meeting. Comment Section 5.33 of the Local Government Act 1995 requires the minutes of the Electors meeting to be presented at the next ordinary Council meeting. A copy of those minutes are included in this agenda. The Council is required to consider any decisions made at an electors general meeting (presumably to decide what is to be done in response). Technically, there were no decisions made at the 2014 Electors General Meeting, as there were no issues put to the vote in accordance with section 5.31 of the Act. Matters raised by members of the public included town entry statements. The matter of town entry statements already appears in the corporate business plan, and will be subject to a proper project planning and delivery process. However, that is unlikely to happen in the current financial year because we need to prioritise the delivery of other projects (e.g. skate park, children’s playground, and upgrading of the RTC) which are already funded, and which are currently at risk. Statutory Environment The relevant legislation comprises sections 5.31, 5.32 and 5.33 of the Local Government Act 1995, which are set out below:

5.31. Procedure for electors’ meetings

The procedure to be followed at, and in respect of, electors’ meetings and

the methods of voting at electors’ meetings are to be in accordance with

regulations.

5.32. Minutes of electors’ meetings

The CEO is to —

(a) cause minutes of the proceedings at an electors’ meeting to be kept and

preserved; and

(b) ensure that copies of the minutes are made available for inspection by

members of the public before the council meeting at which decisions

made at the electors’ meeting are first considered.


5.33. Decisions made at electors’ meetings

(1) All decisions made at an electors’ meeting are to be considered at the

next ordinary council meeting or, if that is not practicable —

(a) at the first ordinary council meeting after that meeting; or

(b) at a special meeting called for that purpose,

whichever happens first.

(2) If at a meeting of the council a local government makes a decision in

response to a decision made at an electors’ meeting, the reasons for the

decision are to be recorded in the minutes of the council meeting. Risk Analysis Not applicable. Policy Implications Nil. Financial Implications Nil. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Joe O'Brien Seconded: Cr Jason Homewood That the CEO’s report on the 2014 Electors General Meeting be received and noted. RESOLUTION 2015-02-29 CARRIED 9/0


12.28 Skate Park and Children’s Playground Projects

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration Update on the delivery of the Skate Park and Children’s Playground projects. Background The Shire has “Master plan” reports relating to the development of a skate park and children’s playground; these two projects also appear in the Corporate Business Plan Action List. Development of the master plans involved some community consultation; however, there is no plan as to the delivery of these projects. Furthermore, the Shire has already received offers of funding in relation to these projects. The funding for the children’s playground is provided by the Department of Regional Development through the Country Local Government Fund (CLGF). Funding for the development of the skate park is provide a did through the Department of Sport and Recreation’s Community Sport and Recreation Facilities Fund (CSRFF) and CLGF. Comment As with all grant funding agreements, there are strict deadlines for the delivery of the project and the acquittal of funds. For this reason, it is usual to have a proper project management plan prior to applying for the funding. In the case of the CLGF funding, the project is supposed to be completed by 31 March. In any case, both funding agreements provide for the project to be delivered by 30 June at the latest. This is obviously impossible to achieve because the value of the projects is such that we require to conduct a tender process, which is not possible when we don’t even have detailed plans upon which to base a tender. In order to try to rescue these projects, I have contacted both funding agencies to see if we can negotiate an extension of time in order to deliver the projects. Both funding agencies have indicated that we will be granted such an extension, subject to an application which includes a proper project management plan is to show how the projects are going to be delivered within the extended time period. In consultation with the Works Manager, I have developed both a process and timelines for the delivery of both projects by the end of August. In order to achieve this, we need to combine both projects into one (although they are separately funded). The project development and delivery process obviously differs from the normal process (which is the subject of a separate report in this agenda) because we have already received funding prior to the development of concept drawings for the Council’s approval and prior to the development of detailed plans. We also need to shorten the process in order to achieve delivery within a very tight timeframe. In order to achieve delivery in such a tight timeframe, it will be necessary to develop draft tender documents contemporaneously with the development of concept plans and drawings.


The process diagram and the project timelines are shown below:

Despite the tight timeframe, we expect to present at least two (preferably three) concepts to the March Council meeting for the Council to choose between. And we have made a provision in the process for one revision in the event that the Council is not happy with any of the concepts presented in March.


Consultation Department of Regional Development Department of Sport and Recreation Works Manager Risk Analysis In the event that the projects are not delivered within the timeframe’s agreed with the funding agencies, there is a real risk of the funding being withdrawn. We mitigate this risk by documenting a clear delivery process and timelines and by monitoring progress against those plans. There are some works at the RTC/Youth Centre that are also funded as part of the same CLGF grant; we will also need to develop a project delivery plan in respect of that project in order to mitigate the risk of the CLGF grant being withdrawn. Policy Implications Nil. A separate report in this agenda recommends adopting a policy on project management to avoid similar situations in relation to future projects. Financial Implications There are no financial implications so far as the delivery of these projects are concerned as they are already funded. There will be ongoing costs in relation to depreciation, maintenance and other operational costs such as increased insurance; however, I guess these would have been taken into account when the Council decided to proceed with these projects, so I have not attempted to quantify them here. Strategic Implications The projects are included in the Shires strategic planning documents. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Joe O'Brien That: 1. The project delivery process and timelines the noted and endorsed; and 2. The CEO be instructed to apply to the funding agencies for an extension of time

until the end of August in order to deliver these projects. RESOLUTION 2015-02-30 CARRIED 9/0


12.29 Upgrade of Youth Centre

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To consider the report from heritage consultant Laura Gray in relation to the proposed upgrade of the Youth Centre and, if thought fit, to approve her proposal. Background The Shire has accepted an offer of $216,785 in grant funding from the Department of Regional Development’s Country Local Government Fund (CLGF) for the upgrade of the existing Youth Centre located in the Mount Magnet Rural Transaction Centre building. The grant includes $32,000 for project design and management. To comply with the funding agreement, the works must be completed and the grant acquitted in this financial year. It may be possible to negotiate an extension of time to complete the project, subject to providing the Department with a proper project management plan showing how and when the project will be completed. Comment The building is heritage listed, so heritage consultant Laura Gray was engaged to determine the conservation works required. Her report was received in September, but I understand that the Council has not yet approved her proposal, which should be the first step before we undertake detailed costings, timelines and the preparation of tender documents. I understand that it was originally intended to build extensions to the building, and that, to fund such extensions, an application would be made to the Mid West Development Commission once preliminary design is had been completed. However, in her report (which is attached hereunder), the heritage consultant recommends against extending the building but merely upgrading the existing facilities. I understand that her recommendation is based on maintaining the heritage values of the building. I have developed a process for delivering the recommended works, but first I want the Council to approve her proposal. I have not yet developed timelines in relation to the delivery of the proposed works, but will do so quite promptly following the Council’s approval. I am confident of being able to negotiate a short extension of time with the Department, provided I submit with that application a proper project plan demonstrating that we will be able to deliver the works by the end of August. If Councillor does not approve the proposal, I am not sure where we will be going because we are running out of time to complete works and acquit the CLGF funding. If our costings indicate that the full amount of funding is not required, then I propose in applying to the Department for an extension of time to also apply to transfer any surplus funding to the skate park project. If we proceed with the proposed works, it does not necessarily preclude us from subsequently getting designs for an extension to the building and applying to Mid West Development Commission for funding in relation to the extension works. I assume that the design would have to be very sympathetic to the existing building in order to conserve the heritage values and get the approval of the Heritage Council.


The process diagram set out below has been modified from the normal project development and delivery process because we have already have the funding and we need a somewhat shortened process in order to deliver the project within a timeframe acceptable to the funding body.

Consultation Heritage consultant Laura Gray Architectural draughtsperson Peter Teakle Department of Regional Development Risk Analysis There is a risk of not delivering this project in the time provided for in the funding agreement, and thereby losing the funding.


We mitigate this risk by establishing and documenting a clear process; we will also establish firm timelines and monitor progress to ensure that these timelines are adhered to. Policy Implications Nil. Financial Implications We have been offered sufficient grant funding to complete the proposed works. There will be ongoing depreciation costs, maintenance costs, and other operational costs such as increased insurance premiums. However, I assume that these were reported to the Council back when it was decided to embark on this project, so I have not attempted to quantify them for this report. Strategic Implications The project is listed in the Corporate Business Plan and other strategic documents. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Joe O'Brien Seconded: Cr Carole Minney That: 1. The works proposed in the report from heritage consultant Laura Gray be

approved; and 2. The CEO be instructed to prepare detailed costings, project timelines and tender

documents. 3. The CEO be instructed to negotiate an appropriate extension of time with the

Department of Regional Development for the completion of the works and the acquittal of the CLGF funding.

4. The CEO be instructed to call tenders for the proposed works. RESOLUTION 2015-02-31 CARRIED 8/1 Cr Kevin Brand wishes to be noted as voting against the motion.


HERITAGE INTELLIGENCE (WA)

Laura Gray JP M.ICOMOS B.Arch

(hons)

MOUNT MAGNET SCHOOL (fmr)

PROPOSED YOUTH CENTRE

Mt Magnet School and Teacher’s Quarter’s (fmr), located on the northeast corner of

Naughton and Attwood streets in the town of Mt Magnet, is a significant heritage place that

reflects the development stages of Mt Magnet.

In 1896, a classroom and combined quarters was established on the site, but by 1898 the

classroom was condemned. In that same year a new stone single room classroom for 50

students, was constructed on the site, and in 1903 additions were made to the 1896 quarters.

In 1907, a timber framed corrugated iron clad classroom was relocated from Lennonville and

added to the east side of the 1896 school room, facing Naughton Street. By 1938, another

classroom with weatherboard dado, was added on the west side of the 1896 school room.

By 1960, approximately 170 students were enrolled in Mt Magnet School, and a new

classroom with storerooms and an office, all forming a west wing fronting Attwood Street, was

opened in 1961.

As a result of the decline of mining in the region during the 1970s, by 1979 there were only 53

students at the school. The former teacher’s quarters was excised from the school site, for

the purpose of Historical Buildings. However in 1981 there was a boom in the Mt Magnet

region that resulted in two transportable school rooms being added to the school. The

situation led to calls to the Education Department, to provide a new primary school and

dedicated high school in Mt Magnet.

In 1991 when the new District High School opened in Mt Magnet, Mt Magnet School and

Teacher’s Quarter’s (fmr), was vested in the Minister for Works and the Shire of Mt Magnet

took it on as a community centre, at the same time also acquiring the former teacher’s

quarters for community use.


In 2003 Mt Magnet Primary School (fmr) was restored and opened as Mount Magnet Rural

Transaction Centre in 2004.

A Conservation Management Plan (CMP) was prepared in 2005, and updated in 2011, at

which time the school building was occupied for community uses and the former teacher’s

quarters were vacant.

In 2014, the situation is similar with the former teacher’s quarters vacant, and the school

building facilitating the Shire Library, and an Op shop, with the 1896 school room vacant, and

the entire 1961 west wing vacant, but evidencing a former youth activity in the north end

room.

Further to the Conservation Management Plan (2005), Mt Magnet Primary (sic) School and

Teacher’s Quarter’s (fmr), was considered as being of State heritage significance, and was

consequently entered in the Register of Heritage Places in 2008; InHerit database No 1642.

The Statement of Significance reads:

Mount Magnet School and Teacher’s Quarters (fmr), comprising a former

residential building in the Victorian Georgian style, partially constructed of

rendered adobe and with a corrugated iron roof, and an L-shaped school, the

earliest parts of which are in the Federation Free style, has cultural heritage

significance for the following reasons:

the place is rare in Western Australia for containing a surviving two

roomed classroom and teacher’s quarters;

the place is rare as a surviving education building using adobe

construction;

the place is an intact example of a rural Public Works Department

building constructed in the 1890s, and is an integral part of the town

centre of Mount Magnet;

the place demonstrates the role of education in the development of rural

and remote regions of late 19th-century Western Australia; and,

the place demonstrates the important role played by the gold mining

industry in the development of rural centres.

1961 Block (west wing)

For some time the 1961 west wing has been vacant after previously providing a youth space

in the north end room. The Shire of Mt Magnet recognise the need to provide a formal youth

facility in Mt Magnet. To that end the Shire of Mt Magnet is considering an option to construct

an addition to the north of the 1961 block, to provide a youth facility.

As with any development to a State registered building, the significance of the place and the

impact of any proposal is the primary consideration. The guiding documents are the

Registration details (Statement of Significance), and importantly the Conservation

Management Plan (CMP) that provides the consistency for anticipated outcomes for the

Shire, users, and the State Heritage Office, in considering any options.

The State Heritage Office is the determining authority for any proposed development.


Reference to the CMP:

p. 78 7.2 Analysis of levels of significance:

The 1960s wing is of Some Significance.

Some Significance (per L.Gray):

Elements of some significance are original fabric of the

place that is not as significant as earlier fabric

associated with the place, or may have undergone

some alteration.

The fabric assessed as Some Significance should be

retained, restored and conserved as appropriate.

Although the elements relate to the history and

development of the place, they may be adapted or

altered, provided the impact is assessed against the

conservation of the place in its entirety.

Adaptation could be acceptable. It should be limited to

the introduction of new services, fixtures and partitions

of a removable nature that do not affect the external or

internal appearance of the place.

Small scale, discreet structural alterations or openings

to the original fabric are acceptable. Full

documentation and recording of the adaption (before,

during and after) should be undertaken.

Finishes that are new or different could be acceptable.

They should not damage or impact on original

evidence of significant materials or finishes.

p.89 fig 19: site Plan showing Conservation policies;

The plan annotates:

“Retain and Conserve the 1961 block”

“Further development could occur in this area” is annotated

further north of the buildings and schoolyard.

p.90 9.3.1 Planning Policies; policy 7.4;

“The building should not be extended. If additional

accommodation is required, this should be provided in a

separate structure….”


“…. Minor modifications can be made in the 1961 classroom

block without loss of significance.”



“The building should not be extended. If additional

accommodations is required, this should be provided in a

separate structure located north of the school building…...”

p.98 9.4.3 Internal fabric; policy 12.5;

“The 1961 classroom block is of relatively recent construction

and minor alterations may be made as required for use. The

general form of the block should remain as existing.”

Summary of Conservation Management Plan recommendations and policies

The 1961 block (west wing) is of some significance within the context of the entire school and

former teacher’s quarters site. The form of that block should be retained with no extensions.

Any additions should be separate. Modifications can be made with considerations of the

significance.

In my opinion, on the basis of the policies as referenced in the guiding document:

Conservation Management Plan, any proposal to make additions to the 1961 block would not

be supported by the State Heritage Office.

Further to that opinion, the 1961 block is vacant, and clearly under-utilised. It provides

considerable opportunities to redevelop with minimal impact, to create a more appropriate

space relevant to a youth facility.

Proposed redevelopment of 1961 Block for a Youth facility

The existing vacant former youth facility will require minimal intervention to the actual building

to achieve a viable outcome that provides an appropriate youth facility in the most relevant

place.


Proposed interventions

Classroom

Determine the value of the dado mural on the south wall. CMP makes comment but provides

no specific recommendations. If considered of value to the youth, carefully remove those

panels and fix to another wall (possibly along the west wall under the windows).

Remove rear (south wall-mural) of existing north classroom to extend the space another 4.0

metres into the existing storeroom. Ensure structural stability and consider possibility of

structural support after the wall is removed. Construct a bulkhead between the ceilings of

both rooms.

Retain and refurbish the blackboard on the north wall.

Make good the cupboards under the blackboard.

Remove the remains of the heater and chimney from the northwest corner.

Ensure windows along the west are operational to provide cross ventilation when

airconditioners are not required at any particular time.

Install sunblock Holland blinds to the west windows.

Reinstate louvred windows along the east windows onto the verandah to facilitate the cross

ventilation.

Remove carpet.

Make good the timber board floors and sand finish.

Retain exposed airconditioner ducting.

Remove ANY DAMAGED fibro sheets. Be aware the sheeting is likely Asbestos. Comply with

all statutory, health and safety procedures in the removal of the Asbestos. Replace Asbestos

sheets with same configuration of flat fibrocement sheeting.

Retain undamaged sheeting.

The lining under the highlight windows (east wall) may have been blackboard. Consider

reinstating or establishing as a blackboard.


Former storeroom

Block the existing doorway access onto the east verandah from the existing storeroom.

Investigate the wall between the existing storeroom and the office space. The plans indicate

a double wall with approximately a 0.300 metre width that serviced the toilet cisterns when the

storeroom was originally the toilets. Removal of the north leaf of the wall may be an option.

Make good the impact of removing the second wall (if it exists)

Open a doorway though the ‘double’ wall into the office space to provide an access form the

north area.

Make good the timber board floors and sand finish.

Ensure windows along the west are operational to provide cross ventilation when

airconditioners are not required.

Install sunblock Holland blinds to the west windows.

Office space

Remove floor coverings, sand floor.

Establish charging stations for an “e’ room where electronic gadgets and internet access and

homework stations are available.

Retain adjacent kitchen area: upgrade for basic kitchen use.

Retain the separate room in the southwest corner and open a security viewing window

looking into the ‘e’ room.

Overall interior

Develop a vibrant colour scheme- preferably with the consideration of a youth panel or some

degree of consultation.

Paint the walls and built in cupboards in the approved colour scheme.

Exterior: eastern verandah

Remove ANY DAMAGED fibro sheets. Be aware the sheeting is likely Asbestos. Comply with

all statutory, health and safety procedures in the removal of the Asbestos. Replace Asbestos

sheets with same configuration of flat fibrocement sheeting.

Retain undamaged sheeting.

Restore weatherboards as required.

Replace any damaged verandah floor boards.

Retain the metal edge cap to protect the boards.

Replace any verandah post or balustrade elements with like materials.

Consider the value of the artwork above the highlight windows. Either retain or repaint in the

new scheme.


Retain the door into the former store but paint in such as way that it does not read as an

entry. (paint as if its weatherboards as for the flanking walls, although its obviously a door-just

an idea)

Develop a vibrant colour scheme- preferably with the consideration of a youth panel or some

degree of consultation.

Paint the east wall of the 1961 block, and the verandah posts and balustrades, and the north

end frame. Paint the south wall in the entry way a more conservative version of the east wall.

Retain the existing overall colour scheme for the external north and west walls of the 1961

block to remain consistent with the entire school building.

CONCLUSION

In summary, the Conservation Management Plan recommendations and policies do not

support an addition to the 1961 block. However its level of significance does allow some

changes to the fabric of the 1961 block.

Given the 1961 block is vacant and is currently an under-utilised resource, the opportunity

presents itself to optimise the space to develop the existing 1961 block into a youth space.

The plan proposal for Youth Centre demonstrates the minimal level of intervention to create

useable spaces and activity areas within the existing building.

Ideally the youth of Mt Magnet should have some role to play in not only designing the space,

and most particularly the colours schemes, but also be involved in the preparation for the

works that are required to provide the facility.

Attached:

1. Registration documentation: Statement of Significance

2. Registration documentation: Assessment

3. Fig 18 Levels of Significance (p. 80 Conservation Management Plan)

4. Fig 19 Conservation Policies (p. 89 Conservation Management Plan)

5. Plan showing proposed floor plan

Laura Gray

23 September 2014


13. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

13.1 Flying of the Australian Aboriginal Flag

The Australian Aboriginal Flag is an official flag of Australia along with the Australian National Flag and Torres Strait Islander Flag. Mr Harold Thomas from Northern Australia deigned the Australian Aboriginal Flag. The flag was first raised on 12 July 1971 at Victoria Square in Victoria. Governor-General Bill Hayden AC, proclaimed the Australian Aboriginal Flag a flag of Australia on 14 July 1995. Flying the Australian Aboriginal Flag would demonstrate our Shire Council's goodwill and openness to our Indigenous population (43% - ABS 2011). Unfortunately the Mount Magnet Shire Council does not have a good track record in Indigenous Affairs/relations. This would be a huge decision in the Indigenous peoples thinking and can only be positive for the Council.

COUNCIL RESOLUTION

Moved: Cr Carole Minney Seconded: Cr Bob Ford That the Mount Magnet Shire Council fly's the Australian Aboriginal Flag every

working day of every year, from here-on after, with the Australian National Flag in the Rural Transaction Centre Park.

That the Mount Magnet Shire Council buys another Australian Aboriginal Flag - to stand with the Australian National Flag and the West Australian Flag in the stand holder at all times, from here-on after, in Council Chambers.

RESOLUTION 2015-02-32 CARRIED 8/1 13.2 Preamble - Acknowledgement of Country

This is a preamble (not a Welcome to Country), that can assist the Mount Magnet Shire Council to become a leader in building better relationships between the indigenous people within our Shire Council and their Local Government that represents them. The Mount Magnet Shire Council (being anyone who works for or represent) may find that the "respect for the Council" (including property) could gain momentum, which can be a positive outcome. We have been elected to represent our community and to make changes - big or small - and to reflect the aspirations of our wider community.

COUNCIL RESOLUTION

Moved: Cr Wendy McGorman Seconded: Cr Bob Ford That the following Preamble be printed on all Shire of Mount Magnet Minutes and Agendas and be read by an appropriate person at significant public events:


"The Mount Magnet Shire Council embraces the Heritage of the land on which we meet. Council pays respect to the Elders and Ancestors of this land. Council acknowledges the Culture forever embedded with the Custodians of this Country" RESOLUTION 2015-02-33 CARRIED 8/1

COUNCIL RESOLUTION

Moved: Cr Carole Minney Seconded: Cr Jason Homewood That the meeting now be adjourned. RESOLUTION 2015-02-34 CARRIED 9/0

The meeting adjourned at 3:41pm.

The President called the meeting back to order at 3:56pm with all Councillors present.

14. NOTICE OF MOTIONS FOR THE NEXT MEETING Nil.

15. CONFIDENTIAL BUSINESS Nil.

16. LATE AGENDA ITEMS 16.1 Anzac Centenary Local Grants Program

Officer: Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Meeting Date: 20 February 2015 Matter for Consideration To consider an offer of grant funding in the amount of $8,343 for upgrading ANZAC Memorial Park, and to give direction as to whether the grant should be accepted or declined. Background The Minister for Veterans Affairs has approved a grant of $8,343 from the Anzac Centenary Local Grants Program for upgrade works at Anzac Memorial Park.


The grant application contemplates the following works: Installation of ground-level floodlighting of cenotaph/flagpole enabling the

Australian flag to be flown at night purchase and planting of advanced rosemary bushes and other plants to provide

a hedge on the east wall adjoining Anzac Hall and add to this service experience. Rendering of the existing brown brick wall (south) to provide a backdrop for a

fabricated version of the Australian Rising Sun. The grant application stated that the project is intended to commence once notification of funding has been received and that it is to be completed within two months. Notification of the grant funding was received on 23 December 2014. I have not yet accepted this funding due to the matters set out in this report. Comment Unfortunately this project was not fully costed before the funding application was submitted. Consequently, we are now in the situation of having a partially funded project and no budgetary provision to do the rest of the job. In the application document, it has been stated that the community would be volunteering their time and resources to assist this project in coming to fruition. The application document also mentions the Shire providing “in-kind” contribution of staff wages laying pavers; however, I’m unable to see any provision for this contribution in the Shire budget. The main problem is that the site has non-standard, non-complying wiring. As long as no new work is done on the site, we are probably not required to rectify the wiring to bring it into compliance. However, once we start doing new works, we will be up for the cost of bringing the wiring into compliance with current electrical wiring standards. A ballpark estimate of this additional cost is approximately $20,000 which is not provided for within the project budget. So as things stand, if we accept this grant we could be somewhere in the order of $23,000-$25,000 out of pocket. However, if we turn down the grant funding, there will doubtless be disappointed people who were involved in putting the project application together. We could conceivably expend the funds but not do the remedial work to fix our wiring, until such time as funding is provided in the budget (we could provide the necessary funding in the 2015/2016 annual budget). This means we could do most of the work and acquit the grant, but the floodlighting would not be operational until such time as we brought our wiring into compliance. Consultation Works Manager – Patrick O’Brien Statutory Environment Nil. Risk Analysis If the grant is accepted, there is a real risk of the Shire being “out-of-pocket” for approximately $25,000 difference between the project budget and the cost of delivering the project. If the grant is declined, there will no doubt be disappointed people who were involved in putting this project together.


Policy Implications Nil. A report elsewhere in this agenda recommends a policy be adopted on planning and delivering projects to ensure that we don’t find ourselves in a similar situation in respect of future projects. Financial Implications Nil. Strategic Implications Nil. Voting Requirements Simple Majority

COUNCIL RESOLUTION

Moved: Cr Jason Homewood Seconded: Cr Eliz Morris

That: 1. The CEO's advice that the project is under-budgeted and that there is a funding

shortfall of approximately $25,000 be noted. 2. The CEO be instructed to accept the funding offered (and that the use of the

Shire’s seal to execute the funding agreement be hereby authorised). 3. The CEO be instructed to find economies elsewhere in the Shire’s budget in

order to fund the remediation of wiring at the Anzac Memorial Park site. RESOLUTION 2015-02-35 CARRIED 9/0

17. ELECTED MEMBER MATTERS Cr Kevin Brand Requested that car bodies at the Rubbish Tip be scrapped metalled. Sought advice on placing a pump in Baramaia Creek. Expressed concerns about watering of the Main Street. Wasted man hours and

water truck is holding up traffic. Cr Bob Ford Sought advice on placing a pump in Baramaia Creek for watering surrounding

grass. Requested a bus trip be organised on the 20th of March to inspect the Rural

Transaction Centre, Old Hospital and Shire Cottage. Cr Carole Minney Requested that the Australia Day nominations be advertised earlier this year. Informed Council that on the 28th of January demolition works commenced at the

District High School where contractors had incorrect PPE. Expressed concerns about the 2014 Council Christmas party as there were

reports that not all food paid for was served. Informed Council that there is currently only one Nurse on duty at the Mount

Magnet Health Centre. Expressed concerns of the ability to purchase alcohol at 8:30am from IGA. Cr Eliz Morris Sought advice on the fence at the old Adventure Playground.


Cr Joe O'Brien Informed Council that Imerkate Haulage would contribute to the costs of plants at

the entry to the Airport. CEO A meeting will be held with the Minister on the 31st of March. All councillors to

attend.

18. NEXT MEETING 20 March 2015

19. CLOSURE OF MEETING

There being no further business, the Shire President closed the meeting at 6:02pm.
