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  • File Code: OR.MTG 5/1

    UNCONFIRMED MINUTES

    ORDINARY COUNCIL MEETING 8 APRIL 2014

  • 08.04.2014 COUNCIL MEETING UNCONFIRMED MINUTES

    C1 APRIL 2014

    UNCONFIRMED MINUTES

    ORDINARY COUNCIL MEETING 8 APRIL 2014

    ATTENTION/DISCLAIMER

    These minutes are subject to confirmation. The purpose of this Council Meeting is to discuss and, where possible, make resolutions about items appearing on the agenda. Whilst Council has the power to resolve such items and may in fact appear to have done so at the meeting, no person should rely on or act on the basis of such decision or on any advice or information provided by an Elected Member or employee, or on the content of any discussion occurring during the course of the Meeting. Persons should be aware that regulation 10 of the Local Government (Administration) Regulations 1996 establishes procedures to revoke or change a Council decision. No person should rely on the decisions made by Council until formal written advice of the Council decision is received by that person. The Shire of Mundaring expressly disclaims liability for any loss or damage suffered by any person as a result of relying on or acting on the basis of any resolution of Council, or any advice or information provided by an Elected Member or employee, or the content of any discussion occurring during the course of the Council Meeting.

    LEGEND

    To assist the reader, the following explains the method of referencing used in this document:

    Item Example Description Page Numbers C1 APRIL 2014 (C2,

    C3, C4 etc) Sequential page numbering of Council Agenda or Minutes for April 2014

    Report Numbers 10.1 (10.2, 10.3 etc)

    11.1 (11.2, 11.3 etc)

    Sequential numbering of reports under the heading “10.0 Reports of Committees” or “11.0 Reports of Employees”

    Council Decision Reference

    C7.04.14 Council Decision number 7 from Council meeting April 2014

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    C2 APRIL 2014

    CONTENTS

    1.0 OPENING PROCEDURES 3 1.1 ANNOUNCEMENT OF VISITORS ........................................................................ 3 1.2 RECORD OF ATTENDANCE/APOLOGIES/APPROVED LEAVE OF ABSENCE ................. 3 2.0 ANNOUNCEMENTS BY PRESIDING PERSON WITHOUT

    DISCUSSION 4 2.1 PERMISSION TO SPEAK FOR MEMBERS OF PUBLIC PRESENT ................................ 5

    C01.04.14 ...................... 5 3.0 RECOGNITION AND AWARDS 5 4.0 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON

    NOTICE 5 5.0 PUBLIC QUESTION TIME 6 6.0 APPLICATIONS FOR LEAVE OF ABSENCE 7

    C02.04.14 ...................... 7 7.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 7

    C03.04.14 ...................... 7 8.0 PRESENTATIONS 7 9.0 DISCLOSURES OF INTERESTS 7 9.1 DISCLOSURE OF FINANCIAL INTEREST AND PROXIMITY INTERESTS ........................ 7 9.2 DISCLOSURE OF INTEREST AFFECTING IMPARTIALITY .......................................... 7 10.0 REPORTS OF COMMITTEES 8 11.0 REPORTS OF EMPLOYEES 8 11.1 8-16 (LOT 111), 6 (LOT 50) AND 2-4 (LOT 52) NEWMAN ROAD, GLEN FORREST

    – SUBURB BOUNDARY REALIGNMENT .............................................................. 8 C04.04.14 .................... 13

    11.2 RISE INC. COMMUNITY FUNDING – KPI TABLE .................................................. 18 C05.04.14 .................... 20

    11.3 PAYMENT BETWEEN MEETINGS – JANUARY 2014 .............................................. 26 C06.04.14 .................... 27

    11.4 PAYMENT BETWEEN MEETINGS – FEBRUARY 2014 ............................................ 63 C07.04.14 .................... 64

    12.0 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 101

    13.0 NEW BUSINESS OF AN URGENT NATURE APPROVED BY PRESIDING PERSON OR BY DECISION OF MEETING 101

    13.1 ELECTED MEMBERS ................................................................................... 101 13.2 EMPLOYEES ............................................................................................. 101 14.0 MATTERS BEHIND CLOSED DOORS 101 15.0 CLOSING PROCEDURES 101 15.1 DATE, TIME AND PLACE OF THE NEXT MEETING .............................................. 101 15.2 CLOSURE OF THE MEETING ......................................................................... 101

  • 08.04.2014 COUNCIL MEETING UNCONFIRMED MINUTES

    C3 APRIL 2014

    ORDINARY COUNCIL MEETING COUNCIL CHAMBER

    1.0 OPENING PROCEDURES

    The Presiding Person declared the meeting open at 6.30pm. To be read out aloud by the Presiding Person Members of Council and members of the gallery are advised that this meeting

    will be audio-recorded. 1.1 Announcement of Visitors Nil 1.2 Record of Attendance/Apologies/Approved Leave of Absence

    Elected Cr H Dullard (President) (Presiding Person) West Ward Members Cr T Cuccaro West Ward Cr T Cook South Ward Cr DJones (Deputy President) South Ward Cr D Lavell South Ward Cr A Pilgrim Central Ward Cr L Gu Central Ward Cr B Perks Central Ward Cr P Bertola East Ward Cr J Daw East Ward Cr S Fox East Ward Staff Mr P O’Connor Acting Chief Executive Officer Mr S Kocian Acting Director Corporate Services Ms M Griffiths Director Strategic Services Mr K Kitchin Acting Director Community Services Mr M Luzi Director Statutory Services Mr S Purdy Director Infrastructure Services Mr A Money Manager Planning Services Mrs R Noakes Communications Co-Ordinator Mrs R Broz Minute Secretary Apologies Cr P Clark West Ward Absent Nil Leave of Nil Absence Guests Nil Members of the Public

    5

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    C4 APRIL 2014

    Members of the Press

    Nil

    2.0 ANNOUNCEMENTS BY PRESIDING PERSON WITHOUT

    DISCUSSION Parkerville/Stoneville/Mt Helena bushfire 12 January 2014

    The Shire President advised that it is the three month anniversary of the Parkerville/Stoneville/Mt Helena Bushfire. The Acting Chief Executive Officer advised that:

    • Cr Stephen Fox is the Chairperson for the Local Recovery Co-ordinating Committee

    • Cr Patrick Bertola is the Chairperson for the Community Sub Committee • Cr John Daw is the Chairperson for the Environmental Sub Committee • Cr Trish Cook is the Chairperson for the Finance Sub Committee • Cr David Lavell is the Chairperson for the Infrastructure Sub Committee

    Regular weekly meetings are being held at the Hub by the Shire and also the Bendigo Bank each fortnight for the people affected by the fire in addition to the Shire community meetings. The above Councillors gave an overview of their committees and what had been achieved thus far:

    • $1.8 million has been distributed to the community from donations to the Lord Mayors Distress Relief Fund, including other financial assistance from the Salvation Army, Lions and Rotary.

    • A Grant from Lotterywest has been confirmed which will provide a Project Officer to capture the history of the fire.

    • The community meetings will continue with specific speakers at these meetings.

    • Investigating the employment of an Environmental Recovery Officer • Investigating the idea of a disaster exercise involving schools.

    The Shire President praised the Shire staff on a job well done during and after the fire and stated that this had been a very challenging exercise. Council’s next step is to have a debrief with the community.

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    2.1 Permission to Speak for Members of Public Present

    COUNCIL DECISION C01.04.14 RECOMMENDATION Moved by: Cr Pilgrim Seconded by: Cr Daw

    That: 1. members of the public in attendance in person be permitted to speak in

    relation to a matter on the agenda of this meeting at the time the matter is discussed during the meeting where such person has a demonstrated interest in the matter;

    2. such permission be subject to the ruling of the Presiding Person with

    regards to the duration of any comment made, the number of speakers wishing to speak on a particular matter and demonstrated interest.

    CARRIED 11/0 3.0 RECOGNITION AND AWARDS Nil 4.0 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON

    NOTICE

    At the ordinary Council meeting held 11 March 2014 Mr Peter Gavranich of Darlington asked a question taken on notice. A response to the question was provided in writing in a letter from the CEO as follows:

    Question By what date will the rubble be moved from where it was dumped in Pittersen Road more than 6 months ago?

    Response The rubble located on the Pittersen Road verge adjacent number 1 Lobelia Drive has been confirmed as requiring removal and a letter has been sent to the owner requesting removal. The Shire will continue liaison with the owner until the material is removed.

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    5.0 PUBLIC QUESTION TIME Procedures for asking and responding to questions are determined by the Shire President. Questions must relate to a matter affecting the local government. Note: This is not a verbatim record of questions asked and answers given. It is a summary only. Kevin Mangini, on behalf of the owner of 81 Bilgoman Road, Glen Forrest Summary of Questions Summary of Responses Given 1. What action does the Council intend

    to do for the owners of 81 Bilgoman Road as far as the local ROW is concerned?

    The Director Statutory Services advised that the matter has been sent to the Shire’s solicitors and are awaiting advice.

    Roger Salas, 83 Bilgoman Road, Glen Forrest 1. What is the Shire going to do to

    protect the ROW? The Shire President advised that the Manager Planning will discuss the matter with Mr Salas.

    6.55pm Director Statutory Services and Manager Planning Services left the Council Chamber.

    Peter Gavranich, 54 Pittersen Road, Darlington 1. When is the last dead tree located

    on crown land at south side of the junction of Lobelia Drive and Dryandra Crescent going to be removed?

    The Shire President advised that the matter would be investigated.

    2. Lobelia Drive, Darlington does not have dedicated footpaths, I list the following in the best interest of community safety and risk management for your attention and remediation, missing and shattered kerbing, broken and missing paving, short lengths of subsided roadway and many potholes.

    The Shire President advised that the matter should be discussed with the Director Infrastructure Services.

    7.02pm Director Strategic Services left the Chamber and did not return.

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    6.0 APPLICATIONS FOR LEAVE OF ABSENCE Cr Tony Cuccaro requested leave of absence from the 11 April to 20 May 2014.

    COUNCIL DECISION C02.04.14 MOTION Moved by: Cr Cuccaro Seconded by: Cr Jones

    That Cr Cuccaro be granted leave of absence from 11 April to 20 May 2014. CARRIED 11/0 7.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

    COUNCIL DECISION C03.04.14 RECOMMENDATION Moved by: Cr Jones Seconded by: Cr Gu

    That the minutes of the meeting of ordinary Council held 25 March 2014 be confirmed. CARRIED 11/0

    8.0 PRESENTATIONS Nil

    9.0 DISCLOSURES OF INTERESTS 9.1 Disclosure of Financial Interest and Proximity Interests

    Members must disclose the nature of their interest in matters to be discussed at the meeting (Part 5 Division 6 of the Local Government Act 1995). Nil

    9.2 Disclosure of Interest Affecting Impartiality Members and staff must disclose their interest in matters to be discussed at the meeting in respect of which the member or employee has given or will give advice (Shire of Mundaring Code of Conduct, Local Government (Admin) Reg. 34C). Nil

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    10.0 REPORTS OF COMMITTEES Nil 11.0 REPORTS OF EMPLOYEES 11.1 8-16 (Lot 111), 6 (Lot 50) and 2-4 (Lot 52) Newman Road, Glen Forrest –

    Suburb Boundary Realignment

    File Code Ne 5.6 Date of Report 5 March 2014 Location / Address See ATTACHMENTS 1 & 2 Landowner Various Applicant Stuart Syme Zoning LPS 4 – Rural Residential 4

    MRS – Rural Area Lot 111 – 39902m2

    Lot 50 – 10142m2 Lot 52 – 61634m2

    Use Class N/A Ward Central and South Author Christopher Jennings, Strategic Planning Officer Senior Officer Mark Luzi, Director Statutory Services Disclosure of Any Interest

    Nil

    SUMMARY: A landowner is seeking Council endorsement of a suburb boundary realignment between Glen Forrest and Darlington. The boundary adjustment will expand the Darlington suburb boundary to the east, adding three additional landholdings. On review of the matter, while there may be some merit to the proposal from a service delivery perspective, the proposal is unlikely to provide a significant benefit to the community and therefore does not meet Landgate’s requirements. It is recommended that Council recommend to Landgate that the proposal is not supported. BACKGROUND: The suburb boundary between Darlington and Glen Forrest currently follows the Newman Road reserve, a portion of which is unconstructed, and the eastern boundary of Reserve 28383 and 6922 which abuts Great Eastern Highway (see ATTACHMENT 1). Access to the subject properties is via the constructed portion of Bertram Street in Darlington.

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    The owner has requested the suburb boundary of Darlington and Glen Forrest be realigned (see ATTACHMENT 2) to follow the eastern boundary of the subject properties rather than the western boundary (Newman Road) for the following reasons: 1. Reflects the physical separation of Glen Forrest from Darlington by the road

    network, State owned land and Reserves. 2. As the properties do not have subdivision potential, the proposed boundary

    realignment would not be subject to future change.

    3. The mail delivery service for Glen Forrest does not reach the subject properties without additional fees being applied as access is required to be gained via Darlington.

    4. Darlington is serviced by Midland Police whereas Glen Forrest is serviced

    by Mundaring Police. Confusion delivering police and other emergency services to locations in Glen Forrest which can only be accessed via Darlington is potentially problematic.

    The owner has been advised by Landgate that the proposed suburb boundary realignment is outside of the usual criteria of the Geographic Names Committee to assess such changes. Support may be granted where the existing boundary follows a river, creek, shoreline, road, railway or other natural or man-made feature which are usually associated with suburb boundaries. As the proposal does not meet these criteria, special consideration is requested. STATUTORY / LEGAL IMPLICATIONS: • Local Planning Scheme No. 4 • Planning for Bushfire Protection Guidelines POLICY IMPLICATIONS: • Geographic Names Committee Policies and Standards for Geographical

    Naming in Western Australia (Landgate) FINANCIAL IMPLICATIONS: Should a suburb boundary realignment be approved by Landgate, property rates for the affected properties may change. STRATEGIC IMPLICATIONS: Nil SUSTAINABILITY IMPLICATIONS: Nil RISK IMPLICATIONS: Nil

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    CONSULTATION: Public consultation has not been undertaken. Should Council resolve to support the proposal, advertising to surrounding landowners and servicing authorities is required in accordance with Landgate’s requirements for determining suburb boundary realignments. Comments from other Shire Services have been considered in the following section. COMMENT: The proposed boundary realignment has been considered having regard to the Shire’s Local Planning Scheme No. 4 and Landgate’s criteria for the assessment of suburb boundaries. Where consideration is being given to a suburb boundary amendment, Landgate will apply the following assessment criteria:

    “The need to amend a locality boundary will arise when there is an impediment to the efficient delivery of services to an area, the inability to assign a correct street address, further land development or as a result of the construction of a new major road.

    The implementation of such changes will occur if a significant benefit to the community is identified. This includes:

    • the amendment supports the requirements of the WA Police,

    Emergency Service Providers and Australia Post • the amendment alleviates difficulties by the community in gaining

    access to and from the area • the benefits of the proposal to the community as a whole • the size of the area and the proposed boundaries; and • the amendment facilitates correct street addressing requirements as

    included in AS/NZS 4819:2011. Submissions seeking changes for reasons of perceived status or financial benefit shall not be supported”.

    And

    “…consultation with the relevant local government to have the proposal advertised to the wider community will be undertaken. If no objections are lodged during the consultation period, the GNC will proceed to process the proposal…If the GNC deems that the proposal conforms to the naming policies and standards and is in the community’s best interest, it will recommend that the proposal be formally approved. If the GNC deems that the proposal does not conform to these policies, the proposal will be returned to the relevant local government with either a request for further

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    C11 APRIL 2014

    information or advice that the proposal be redesigned so that it might be acceptable for future consideration and approvals’.

    The proposal arises from concerns regarding undelivered mail and emergency service delivery rather than perceived status or financial benefit. However, the need alone does not of itself require the Shire to support the proposal. Council is required to take into consideration a number of criteria to support a boundary realignment. Among these are the provisions of Local Planning Scheme No. 4 and Landgate’s Geographic Names Committee Policies and Standards for Geographical Naming in Western Australia. Where the proposal does not meet Landgate’s criteria, they have been outlined in Table 1 below.

    TABLE 1 Geographic Names Committee Policies and Standards for Geographical Naming in Western Australia Requirement/Clause Assessment/Comment 1. Boundaries shall align with road

    centrelines (major highways, divided carriageways and railways), cadastral information or obvious topographical features such as rivers, shorelines, creeks

    The proposed suburb boundary would follow the rear property boundary of private properties fronting Bilgoman Road and Newman Road, but would not align with road centrelines or obvious topographical features.

    2. Boundaries shall not bisect single lots or land parcels. Exceptions that may be considered by the GNC for endorsement may include large areas such as forest, lakes or National Parks

    Landgate have advised that suburb boundaries should avoid being located along private property boundaries as these are more subject to change than, for example, major pieces of infrastructure or natural features.

    3. The amendment supports the requirements of the WA Police, Emergency Service Providers and Australia Post

    The Manager of Community Safety has advised that the existing suburb alignment is unlikely to impede emergency services, such as fire emergency services, accessing the locality. While WA Police have not been contacted, it is understood their vehicles have GPS systems. Notwithstanding the above, the owner has identified that the delivery of postal services has been compromised by confusion relating to the address of the property. Should Council resolve to advertise the proposal, the opinion of various service providers would be ascertained.

  • 08.04.2014 COUNCIL MEETING UNCONFIRMED MINUTES

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    Local Planning Scheme No. 4 The subject properties are zoned Rural Residential 4 under Local Planning Scheme No. 4, indicating no further subdivision potential. The Local Planning Strategy recommends that existing rural residential and rural small holdings lot sizes be generally maintained in Glen Forrest to reflect the constraints of bushfire hazard, Local Natural Areas, the Middle Helena Catchment and landscape values, and to maintain a rural buffer between town sites. Nonetheless, the possibility of subdivision in the area at some future time cannot be completely excluded. In the event of such future subdivision, the proposed locality boundary would form a consideration for any subdivision proposal. Other Considerations The distance from the subject property by road to the nearest private property in Glen Forrest is at least 2.5 km, which is an unusual situation. The applicant cites the physical disconnection of the subject properties from Glen Forrest as a basis on which the suburb boundary realignment should be endorsed. While Marnie Road reserve could provide a more direct link, the Shire’s Infrastructure Services confirm that Marnie Road is unlikely to be constructed unless significant subdivision/development occurs on properties nearby. As of 1 July 2015, the new local government entity may or may not construct Marnie Road to improve access in a bushfire prone area, thereby removing the current isolation of the subject properties from the Glen Forrest locality. The Draft Ward Boundaries proposed as part of local government reform do not conflict with the proposal. The Shire’s Finance Services has advised that rates may change for those properties affected by any proposed suburb boundary change. Conclusion: While the proposal appears to have some merit, particularly regarding resolving postal service issues, it is unclear as to how the change will achieve significant community benefit. For this reason, it is recommended that Council recommend to Landgate that the proposal not be supported. Alternatively, Council may resolve to advertise the proposal to affected landowners and service providers and reconsider the matter at a future meeting of Council. VOTING REQUIREMENT: Simple majority

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    RECOMMENDATION Moved by: Cr Lavell Seconded by: Cr Pilgrim That Council advises Landgate and the Applicant that it does not support the proposed suburb boundary realignment for the following reason: 1. The proposed suburb boundary realignment does not offer a significant

    benefit to the community and does therefore not meet Landgate’s criteria for suburb boundary realignments.

    LOST 0/11

    COUNCIL DECISION C04.04.14 MOTION Moved by: Cr Daw Seconded by: Cr Bertola

    That Council –

    1. Supports the proposed boundary changes for the purposes of advertising to affected and nearby residents.

    2. On the basis of there being no valid objections received during the advertising process, Council authorises the Director of Statutory Services to forward the Council’s support for the boundary change to the Geographic Names Committee for their final determination.

    CARRIED 11/0 7.37pm Director Statutory Services left the Council Chamber 7.37pm Manager Planning Services left the Council Chamber and did not return

  • 08.04.2014 COUNCIL MEETING UNCONFIRMED MINUTES

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    Attachment 1

    Report 11.1

    1 Page

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    Current suburb boundary alignment of Glen Forrest and Darlington Scale 1:12500

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    Attachment 2

    Report 11.1

    1 Page

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    11.2 Rise Inc. Community Funding – KPI Table

    File Code Cr 1.2 Date of Report 25 March 2014 Location / Address N/A Applicant N/A Author Sally Bravos, Acting Grants Advisor

    Kaye Abel, Manager Community Engagement Senior Employee Kirk Kitchin, Acting Director Community Services Disclosure of Any Interest

    Nil

    SUMMARY: Council resolved at its meeting on November 2013 (C18.11.13) to continue the current 3 year Service Agreement with Rise Inc. at the current level of funding (with annual CPI increases). In the same resolution Council stated that as of 1 July 2014 key performance indicators (KPIs) that meet the objectives of the Strategic Community Plan be included in the service agreement. Council asked that a further report be presented to adopt these KPIs. This report recommends that Council adopts the amended Service Agreement for Rise and endorses the KPIs for the provision of inclusive school holiday programs for young people with disabilities as per the table at ATTACHMENT 3. BACKGROUND: The Shire has five Service Agreements in place being Mundaring & Hills Historical Society (MHHS); Mundaring Sharing (MS); Mundaring Arts Centre (MAC); Katharine Susannah Prichard Foundation (KSP) and Rise (Inc.). Funds provided by the service agreements are used to assist with recurrent costs such as staffing and other general operating expenses. Shire of Mundaring Community Funding Policy states that organisations in receipt of a service agreement “will be required to report regularly against Key Performance Indicators set by the Shire.” In the interest of transparency and appropriate use of ratepayers’ funds, reports against indicators have been provided by these organisations with the exception of Rise Inc. and this anomaly is now being addressed. STATUTORY / LEGAL IMPLICATIONS: Nil POLICY IMPLICATIONS: Nil

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    FINANCIAL IMPLICATIONS: The current funding levels, inclusive of annual indexation, are included in the long term financial plan. STRATEGIC IMPLICATIONS: A thriving and vibrant community. SUSTAINABILITY IMPLICATIONS: The Community Strategic Plan 2013 - 2023 theme of a “Thriving Community” is supported by the delivery of the service agreements’ objectives and key performance indicators. RISK IMPLICATIONS: In addition to decreased levels of significant services to the local community, there is a potential for damage to Shire reputation if service agreements do not remain in place. CONSULTATION: Consultation has taken place with Rise Inc. regarding options for the funding allocation and also regarding the development of the KPI’s for the recommended program. COMMENT: At its meeting on 12 November 2013 Council resolved (C18.11.13):

    Continues to fund the three year Service Agreement with Rise at the current level of funding (with annual CPI increases) ; with amendments to the service agreement as of July 2014 that requires the delivery of key performance indicators that meet objectives of the Strategic Community Plan and that a further report come to Council to adopt these key performance indicators;

    Consultation between Shire officers and Rise Inc. identified a need for the provision of inclusive school holiday programs for young people with disabilities. This service meets objectives of the Strategic Community Plan and is a service Rise Inc. has the capability to provide. As the Shire of Mundaring Community Funding Policy states that organisations in receipt of a service agreement “will be required to report regularly against Key Performance Indicators set by the Shire” a series of KPIs have been developed around the delivery of this program and can be viewed in the table at ATTACHMENT 3. VOTING REQUIREMENT: Absolute majority required

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    7.40pm Director Statutory Services returned to the Council Chamber

    COUNCIL DECISION C05.04.14 RECOMMENDATION Moved by: Cr Jones Seconded by: Cr Lavell That Council commences an amended 3-year Service Agreement with Rise Inc. from 1 July 2014 at the current rate of $66,651.10 per annum (with annual Perth CPI indexation), to provide school holiday programs for young people with disability and that the KPIs listed in Attachment 3 be endorsed. CARRIED 11/0

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    Attachment 3

    Report 11.2

    4 Pages

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    Rise Inc. School Holiday Program for Young People Key Performance Indicators - 2014/2015

    Objective 1. Co-ordinate and implement school holiday programs for young people with disability in the Shire of Mundaring

    Strategy Indicator Target Result Provide activities in each school holiday period

    Activities provided in consultation with young people

    A minimum of two activities per week during school holidays (20 per year)

    Provide a range of activities and programs

    New activities and programs introduced each year

    Minimum of 2 new activities or programs per year

    Provide programs which will promote confidence, social development, physical movement and motor skills

    Feedback from participants

    Minimum of 60% of participants indicated they enjoyed the activity

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    Objective 2. Maximise the promotion of the school holiday program

    Strategy Indicator Target Result Promote school holiday program widely through media such as newspapers, school or other newsletters, radio, magazines, e-business, website

    Promotions produced and distributed

    Promotional material to be released at least once per term

    Work with Shire staff to promote program

    Information provided to Shire staff on details of programs and activities

    Promotions information provided at least once per term

    Program is promoted at relevant youth and community events

    Promotion of program at youth spaces and community events

    Promotions at youth events at least once per term

    Program to respond to emerging trends in the demographic group as required

    Meetings held with key stakeholders and appropriate follow up as required

    Minimum of one meeting held per term

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    Objective 3. Ensure inclusivity and accessibility to the school holiday program

    Strategy Indicator Target Result Provide the option of evening and weekend activities

    Evening and weekend classes introduced

    Minimum of 2 evening or weekend classes or activities held per year

    Maintain a core focus on activities for young people with a disability, while including all young people who are interested

    Invitations not limited to young people with disability alone

    Majority of participants are young people with disability

    Target socially isolated young people with disability for involvement in school holiday programs

    Socially isolated young people are identified and approached

    Minimum one young person per quarter

    Ensure a focus on activities to meet the accessibility and adaptive needs of children and young people with a disability targeted for this program

    Accessibility needs audited and met

    No one is prevented from attendance because of unmet access needs

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    Objective 4. Actively support young people aged 6 to 18 to attend school holiday programs

    Strategy Indicator Target Result Factor transport information and/or costs into event promotional material where applicable

    Transport information appears on event promotion information

    All promotional material includes transport options where appropriate

    Attract volunteers to support holiday programs

    Volunteer recruitment

    Volunteer base maintained/increased

    Provide volunteer training

    Volunteer training

    Minimum of 1 volunteer training programs per year

    Careful consideration of fees charged for activities

    No one is excluded on economic grounds

    Participation of any interested young people

  • 08.04.2014 COUNCIL MEETING AGENDA

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    11.3 Payment between Meetings – January 2014

    File Code FI.RPA Date of Report 17 March 2014 Location/Address N/A Applicant N/A Author Debbie Morgan and Trish Josey, Finance

    Officers Senior Employee Paul O’Connor, Director Corporate Services Disclosure of Any Interest Nil

    SUMMARY: A list of accounts paid from the Municipal Fund or Trust Fund under the Chief Executive Officer’s delegated authority for the month of January 2014 is presented to Council to note. BACKGROUND: Council has delegated to the Chief Executive Officer (CEO) the exercise of its power to make payments from the Shire’s Municipal and Trust Funds. In accordance with Regulation 13 of the Local Government (Financial Management) Regulations, a list of accounts paid is to be presented to Council and be recorded in the minutes of the meeting at which the list was presented. STATUTORY / LEGAL IMPLICATIONS: Regulation 13 of the Local Government (Financial Management) Regulations 1996 states – (1) If the local government has delegated to the CEO the exercise of its power

    to make payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing for each account paid since the last such list was prepared –

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

    (3) A list prepared under sub regulation (1) or (2) is to be –

    (a) presented to council at the next ordinary meeting of the council after the list is prepared; and

    (b) recorded in the minutes of that meeting

  • 08.04.2014 COUNCIL MEETING AGENDA

    C27 APRIL 2014

    POLICY IMPLICATIONS: FI-01 Corporate Purchasing Card FINANCIAL IMPLICATIONS: All payments have been made in accordance with the approved budget and provides for the effective and timely payment of the Shire’s contractors and other creditors. STRATEGIC IMPLICATIONS: Strategic Theme 4: Respected Civic Leadership – Strong civic leadership and governance. SUSTAINABILITY IMPLICATIONS: Expenditure has been incurred in accordance with budget parameters, which have been structured on financial viability and sustainability principles. RISK IMPLICATIONS: In accordance with section 6.8 of the Local Government Act 1995, a local government is not to incur expenditure from its municipal fund for an additional purpose except where the expenditure is authorised by an absolute majority of Council. CONSULTATION: Not applicable COMMENT: Nil

    VOTING REQUIREMENT: Simple Majority Cr Bertola noted the swift payments to the owners of the fire affected properties. COUNCIL DECISION C06.04.14 RECOMMENDATION Moved by: Cr Bertola Seconded by: Cr Pilgrim

    That Council notes the payments made between 1 and 31 January 2014 included as ATTACHMENT 4 and ATTACHMENT 5.

    CARRIED 11/0

  • 08.04.2014 COUNCIL MEETING AGENDA

    C28 APRIL 2014

    Attachment 4

    Report 11.3

    2 Pages

  • 08.04.2014 COUNCIL MEETING AGENDA

    C29 APRIL 2014

    PAYMENTS BETWEEN MEETINGS At the November 1998 Ordinary Meeting of Council, procedures were adopted (R23431 & RP4414) consistent with the Local Government Act 1995 to allow payments between meetings from the Shire’s Municipal Fund and Trust Fund. In compliance with Regulation 13 of the Local Government (Financial Management) Regulations 1996 (as amended) a list of accounts paid since the last such list was prepared is to be presented to the next Ordinary Meeting of Council and included in the minutes of that meeting.

    CERTIFICATION

    The attached schedule of accounts paid is for the period 1 – 31 January 2014 totalling $3,579,183.48 be received by Council covers:

    • Municipal Cheques 109244 - 109297; • Electronic Funds Transfer (Payroll, Purchase Cards, Fleetcare payments etc); and • Trust Fund Vouchers 302149 – 302156

    has been checked and is fully supported by vouchers and invoices which are submitted herewith and which have been duly certified as to the receipt of goods and the rendition of services as to prices, computations, costings, and amounts due for payment. Cheques have been signed in accordance with Council resolution R23120 and Instrument of Delegation - Reference: CE - 1 of the Delegations of Authority Register dated 22 July 1997.

    Under Section 5.46 (3) of the Local Government Act and Regulation 19 of the Local Government (Administration) Regulations, this record of the Exercise of Delegated Authority is registered.

    DIRECTOR CORPORATE SERVICES

  • 08.04.2014 COUNCIL MEETING AGENDA

    C30 APRIL 2014

    Schedule of Accounts: Amounts Total $ $

    MUNICIPAL ACCOUNT

    MUNICIPAL CHEQUE PAYMENTS (Schedule 1 - Page 2) 80,939.03 EFT PAYMENTS (Schedule 2 - Page 26) 2,531,194.62 EFT PAYROLL PAYMENTS (Schedule 2 - Page 26) 858,689.33 NATIONAL AUSTRALIA BANK (NAB PURCHASE CARD) (Schedule 2 – Total - Page 26); and (Schedule 3 – Details - Pages 1-4)

    52,275.79

    FLEETCARE PAYMENTS (Schedule 2 - Page 26) 6,498.75 MOTORCHARGE PAYMENTS (Schedule 2 - Page 26) 916.82 COMMONWEALTH BANK BPOINT FEES (Schedule 2 - Page 26)

    2,420.27

    WESTPAC BANK FEES (Schedule 2 - Page 26) 3,574.38 HP FINANCIAL SERVICES (Schedule 2 - Page 26) 14,453.60 KONICA MINOLTA – EQUIPMENT LEASE 2,696.41 TOTAL MUNICIPAL ACCOUNT 3,553,659.00

    TRUST ACCOUNT (Schedule 3 – Page 26) 25,524.48 RESTRICTED ASSETS ACCOUNT Nil RESERVE ACCOUNT Nil TOTAL ALL SCHEDULES $3,579,183.48

  • 08.04.2014 COUNCIL MEETING AGENDA

    C31 APRIL 2014

    Attachment 5

    Report 11.3

    30 Pages

  • 08.04.2014 COUNCIL MEETING AGENDA

    C63 APRIL 2014

    11.4 Payment between Meetings – February 2014

    File Code FI.RPA Date of Report 17 March 2014 Location/Address N/A Applicant N/A Author Debbie Morgan and Trish Josey, Finance

    Officers Senior Employee Paul O’Connor, Director Corporate Services Disclosure of Any Interest Nil

    SUMMARY: A list of accounts paid from the Municipal Fund or Trust Fund under the Chief Executive Officer’s delegated authority for the month of February 2014 is presented to Council to note. BACKGROUND: Council has delegated to the Chief Executive Officer (CEO) the exercise of its power to make payments from the Shire’s Municipal and Trust Funds. In accordance with Regulation 13 of the Local Government (Financial Management) Regulations, a list of accounts paid is to be presented to Council and be recorded in the minutes of the meeting at which the list was presented. STATUTORY / LEGAL IMPLICATIONS: Regulation 13 of the Local Government (Financial Management) Regulations 1996 states – (1) If the local government has delegated to the CEO the exercise of its power

    to make payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing for each account paid since the last such list was prepared –

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

    (3) A list prepared under sub regulation (1) or (2) is to be –

    (a) presented to council at the next ordinary meeting of the council after the list is prepared; and

    (b) recorded in the minutes of that meeting

  • 08.04.2014 COUNCIL MEETING AGENDA

    C64 APRIL 2014

    POLICY IMPLICATIONS: FI-01 Corporate Purchasing Card FINANCIAL IMPLICATIONS: All payments have been made in accordance with the approved budget and provides for the effective and timely payment of the Shire’s contractors and other creditors. STRATEGIC IMPLICATIONS: Strategic Theme 4: Respected Civic Leadership – Strong civic leadership and governance. SUSTAINABILITY IMPLICATIONS: Expenditure has been incurred in accordance with budget parameters, which have been structured on financial viability and sustainability principles. RISK IMPLICATIONS: In accordance with section 6.8 of the Local Government Act 1995, a local government is not to incur expenditure from its municipal fund for an additional purpose except where the expenditure is authorised by an absolute majority of Council. CONSULTATION: Not applicable COMMENT: Nil

    VOTING REQUIREMENT: Simple Majority COUNCIL DECISION C07.04.14 RECOMMENDATION Moved by: Cr Jones Seconded by: Cr Fox

    That Council notes the payments made between 1 and 28 February 2014 included as ATTACHMENT 6 and ATTACHMENT 7. CARRIED 11/0

  • 08.04.2014 COUNCIL MEETING AGENDA

    C65 APRIL 2014

    Attachment 6

    Report 11.4

    2 Pages

  • 08.04.2014 COUNCIL MEETING AGENDA

    C66 APRIL 2014

    PAYMENTS BETWEEN MEETINGS

    At the November 1998 Ordinary Meeting of Council, procedures were adopted (R23431 & RP4414) consistent with the Local Government Act 1995 to allow payments between meetings from the Shire’s Municipal Fund and Trust Fund. In compliance with Regulation 13 of the Local Government (Financial Management) Regulations 1996 (as amended) a list of accounts paid since the last such list was prepared is to be presented to the next Ordinary Meeting of Council and included in the minutes of that meeting.

    CERTIFICATION

    The attached schedule of accounts paid is for the period 1 – 28 February 2014 totalling $4,295,675.98 be received by Council covers:

    • Municipal Cheques 109298 - 109338; • Electronic Funds Transfer (Payroll, Purchase Cards, Fleetcare payments etc); and • Trust Fund Vouchers 302157 – 302188

    has been checked and is fully supported by vouchers and invoices which are submitted herewith and which have been duly certified as to the receipt of goods and the rendition of services as to prices, computations, costings, and amounts due for payment. Cheques have been signed in accordance with Council resolution R23120 and Instrument of Delegation - Reference: CE - 1 of the Delegations of Authority Register dated 22 July 1997.

    Under Section 5.46 (3) of the Local Government Act and Regulation 19 of the Local Government (Administration) Regulations, this record of the Exercise of Delegated Authority is registered.

    DIRECTOR CORPORATE SERVICES

  • 08.04.2014 COUNCIL MEETING AGENDA

    C67 APRIL 2014

    Schedule of Accounts: Amounts Total $ $

    MUNICIPAL ACCOUNT

    MUNICIPAL CHEQUE PAYMENTS (Schedule 1 - Page 3) 263,914.09 EFT PAYMENTS (Schedule 2 - Page 23) 2,994,060.01 EFT PAYROLL PAYMENTS (Schedule 2 - Page 25) 831,991.94 NATIONAL AUSTRALIA BANK (NAB PURCHASE CARD) (Schedule 2 – Total - Page 25); and (Schedule 3 – Details - Pages 1-5)

    95,047.72

    FLEETCARE PAYMENTS (Schedule 2 - Page 25) 8,586.51 MOTORCHARGE PAYMENTS (Schedule 2 - Page 25) 1,153.02 COMMONWEALTH BANK BPOINT FEES (Schedule 2 - Page 25)

    596.52

    WESTPAC BANK FEES (Schedule 2 - Page 25) 2,354.86 HP FINANCIAL SERVICES (Schedule 2 - Page 25) 13,429.58 KONICA MINOLTA – EQUIPMENT LEASE (Schedule 2 - Page 25)

    2,696.41

    DEPARTMENT OF ATTORNEY GENERAL (Schedule 2 - Page 25)

    179.70

    TOTAL MUNICIPAL ACCOUNT 4,214,010.36

    TRUST ACCOUNT (Schedule 3 – Page 25) 81,665.62 RESTRICTED ASSETS ACCOUNT Nil RESERVE ACCOUNT Nil TOTAL ALL SCHEDULES $4,295,675.98

  • 08.04.2014 COUNCIL MEETING AGENDA

    C68 APRIL 2014

    Attachment 7

    Report 11.4

    31 Pages

  • 08.04.2014 COUNCIL MEETING AGENDA

    C101 APRIL 2014

    12.0 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

    Nil

    13.0 NEW BUSINESS OF AN URGENT NATURE APPROVED BY

    PRESIDING PERSON OR BY DECISION OF MEETING 13.1 Elected Members

    Nil 13.2 Employees Nil 14.0 MATTERS BEHIND CLOSED DOORS Nil 15.0 CLOSING PROCEDURES 15.1 Date, Time and Place of the Next Meeting

    The next Ordinary Council meeting will be held on Tuesday, 22 April 2014 at 6.30pm in the Council Chamber.

    15.2 Closure of the Meeting

    The Presiding Person declared the meeting closed at 7.48pm.

    1.1 Announcement of Visitors 31.2 Record of Attendance/Apologies/Approved Leave of Absence 32.1 Permission to Speak for Members of Public Present 59.1 Disclosure of Financial Interest and Proximity Interests 79.2 Disclosure of Interest Affecting Impartiality 711.1 8-16 (Lot 111), 6 (Lot 50) and 2-4 (Lot 52) Newman Road, Glen Forrest – Suburb Boundary Realignment 811.2 Rise Inc. Community Funding – KPI Table 1811.3 Payment between Meetings – January 2014 2611.4 Payment between Meetings – February 2014 6313.1 Elected Members 10113.2 Employees 10115.1 Date, Time and Place of the Next Meeting 10115.2 Closure of the Meeting 1011.0 Opening Procedures1.1 Announcement of Visitors1.2 Record of Attendance/Apologies/Approved Leave of Absence

    2.0 announcements by presiding person without discussion2.1 Permission to Speak for Members of Public Present

    3.0 recognition and awards4.0 response to previous public questions taken on notice5.0 PUBLIC QUESTION TIME6.0 Applications for Leave of Absence7.0 Confirmation of Minutes of previous meetings8.0 presentations9.0 disclosures of interests9.1 Disclosure of Financial Interest and Proximity Interests9.2 Disclosure of Interest Affecting Impartiality

    10.0 REPORTS OF COMMITTEES11.0 reports of employees11.1 8-16 (Lot 111), 6 (Lot 50) and 2-4 (Lot 52) Newman Road, Glen Forrest – Suburb Boundary Realignment11.2 Rise Inc. Community Funding – KPI Table11.3 Payment between Meetings – January 201411.4 Payment between Meetings – February 2014

    CERTIFICATIONCERTIFICATION12.0 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN13.0 NEW BUSINESS OF AN URGENT NATURE APPROVED BY PRESIDING PERSON OR BY DECISION OF MEETING13.1 Elected Members13.2 Employees

    14.0 MATTERS BEHIND CLOSED DOORS15.0 CLOSING PROCEDURES15.1 Date, Time and Place of the Next Meeting15.2 Closure of the Meeting