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Council Agenda July 2019

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Council Agenda July 2019 AMENDED VERSION Shire of Quairading Ordinary Council Meeting Agenda 25th July 2019 Notice of Meeting 25th July 2019 Dear Councillors, The next Ordinary Meeting of Council will be held in the Council Chambers, 10 Jennaberring Road, Quairading, WA on Thursday, 25th July 2019 commencing at 2 pm. Yours faithfully, GRAEME FARDON Chief Executive Officer Disclaimer Members of the public should note that in any discussion regarding any planning or other application that any statement or intimation of approval made by any member or officer of the Shire of Quairading during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Quairading. No action should be taken on any item discussed at a Council meeting prior to written advice on the resolution of the Council being received. Any plans or documents contained in this document may be subject to copyright law provisions (Copyright Act 1968, as amended) and the express permission of the copyright owner(s) should be sought prior to the reproduction. Table of Contents ITEM 1 OPENING & ANNOUNCEMENTS 5 5 ITEM 2 ATTENDANCE AND APOLOGIES 5 New Bookmark 5 ITEM 3 PUBLIC QUESTION TIME 5 ITEM 4 DEPUTATIONS / PRESENTATIONS / SUBMISSIONS / PETITIONS 5 ITEM 5 APPLICATIONS FOR LEAVE OF ABSENCE 6 ITEM 6 DECLARATIONS OF INTEREST 6 ITEM 7 CONFIRMATION OF MINUTES AND BUSINESS ARISING 6 7.1 Confirmation of Minutes – 27th June 2019 6 7.2 Business Arising 32 ITEM 8 MATTERS FOR CONSIDERATION – BUILDING AND TOWN PLANNING 32 8.1 Proposed Oversize Shed – Lot 288 (54) Murphy St, Quairading 40 ITEM 9 MATTERS FOR CONSIDERATION – FINANCE & AUDIT 40 9.1 Accounts for Payment – June 2019 9.2 Financial Information–Statements of Income and Expenditure for the Period Ending – 30th June 48 2019 78 9.3 Adoption of the 2019/2020 Statutory Budget 119 ITEM 10 MATTERS FOR CONSIDERATION – GOVERNANCE & ADMINISTRATION 119 10.1 WALGA – Annual General Meeting: Executive and Member Motions 141 10.2 Miss Indiana Squiers - Sponsorship Request 144 ITEM 11 MATTERS FOR CONSIDERATION – HEALTH AND BUILDING 145 ITEM 12 MATTERS FOR CONSIDERATION – WORKS 146 ITEM 13 URGENT COUNCILLORS’ BUSINESS 147 ITEM 14 CONFIDENTIAL BUSINESS – AS PER LOCAL GOVERNMENT ACT S5.23 (2) 147 14.1 Sale of Land due to Non Payment of Rates (Confidential Item) 14.2 Chief Executive Officer’s Annual Performance Review – Consultant’s Report to Council ( 148 Confidential Item) 149 14.3 Medical Practice Agreement (Confidential Item) 150 ITEM 15 NEXT MEETING DATE 150 ITEM 16 CLOSURE Page 4 of 149 SHIRE OF QUAIRADING ITEM 1 OPENING & ANNOUNCEMENTS The Shire President opened the Meeting at _______ pm. “Before we start our Meeting, I would like to acknowledge that we are meeting on Noongar / Ballardong land and we pay respect to the original custodians…past, present and future and welcome you all here today for this Meeting”. ITEM 2 ATTENDANCE AND APOLOGIES Councillors Cr B McGuinness Deputy Shire President/Chairperson Cr Cr PD Smith Cr LR Brown Cr JN Haythornthwaite Cr J McRae Cr TJ Stacey Council Officers Mr GA Fardon Chief Executive Officer Mr N Gilfellon Executive Manager of Corporate Services Mr RM Bleakley IPR/Strategic Projects Officer Ms MA Lee-Curtis A/Executive Officer Observers/Visitor Apologies Leave of Absence Previously Granted Cr WMF Davies Shire President Mr A Rourke Executive Manager of Works & Services ITEM 3 PUBLIC QUESTION TIME ITEM 4 DEPUTATIONS / PRESENTATIONS / SUBMISSIONS / PETITIONS Nil. ITEM 5 APPLICATIONS FOR LEAVE OF ABSENCE Nil. Page 5 of 149 ITEM 6 DECLARATIONS OF INTEREST Councillors to use pro forma declaration of interest handed to Chief Executive Officer prior to meeting or verbal declaration of interest. • Declarations of Financial Interest – Local Government Act 1995 Section 5.60a • Declarations of Proximity Interest – Local Government Act 1995 Section 5.60b • Declarations of Impartiality Interest – Administration Regulations 1996 Section 34c. ITEM 7 CONFIRMATION OF MINUTES AND BUSINESS ARISING 7.1 Confirmation of Minutes – 27th June 2019 Recommendation That the Minutes of the Ordinary Meeting of Council held on the 27th June 2019 be confirmed as a true and accurate record of the meeting. (Attached) 7.2 Business Arising Page 6 of 149 SHIRE OF QUAIRADING The Ordinary Council Minutes of Meeting held on Thursday 27th June 2019 commencing at 2.00 pm. ITEM 1 OPENING & ANNOUNCEMENTS The Shire President opened the Meeting at 2.00 pm. “Before we start our Meeting, I would like to acknowledge that we are meeting on Noongar Ballardong land and we pay respect to the original custodians…past, present and future and welcome you all here today for this Meeting”. One (1) Minute’s Silence was observed for the Passing of local residents: The Late Mrs Betty Hudson, who was the inaugural ‘Citizen of the Year’ in 1986, and The Late Mr Roy Rogers, who was a Foundation Committee Member and Treasurer of the Quairading Frail and Aged Lodge Advisory Committee. ITEM 2 ATTENDANCE AND APOLOGIES Councillors Cr WMF Davies Shire President Cr B McGuinness Deputy Shire President Cr LR Brown Cr JN Haythornthwaite Cr J McRae Cr TJ Stacey Council Officers Mr GA Fardon Chief Executive Officer Mr NL Gilfellon Executive Manager of Corporate Services Mr A Rourke Executive Manager of Works & Services Mr RM Bleakley IPR/SPO Officer Ms MA Lee-Curtis A/Executive Officer (to 2.52 pm) Observers/Visitor Ms Jill Hayes (2.00 pm to 2.49 pm, 3.53 pm to 3.56 pm) Mr John Haythornthwaite (2.00 pm to 2.49 pm, 3.53 pm to 3.56 pm) Mr Terry Kean (to 2.16 pm) Mr George Jason (to 2.16 pm) Mr Peter York (to 2.16 pm) Apologies Nil Leave of Absence Previously Granted Cr PD Smith Page 7 of 149 ITEM 3 PUBLIC QUESTION TIME Mr Terry Kean Question 1 Mr Kean enquired about the delay in approving the PTA Land (ex Valley Ford site) for community use, with planting of fruit and olive trees. Response 1 The Shire President responded that the Approval for Council to utilize the PTA land had just been granted with the amended Lease Plan having come through in the past week or so. Cr Davies also commented that Council must carry out Due Diligence and Public Consultation on the preferred future use of the Site. The CEO confirmed that the Lease matters had just been finalised with the PTA and that Community Consultation was continuing. Mr Fardon commented that with the impending demolition of the Railway Barracks, this will open up a further area of land that can be utilized at the western end of the leased area adjoining Centenarian Corner. Mr Peter York Comment 1 Mr York stated that he had 100 mixed fruit trees that needed to be planted, but due to the lengthy delay, he will plant them on his property. With regard to the proposed playground, Mr York had recently visited the UK and had taken photos of play equipment for the Committee to look at. Photographs were provided to Council Staff. Response 1 The CEO advised that a draft concept had been developed with a nature play concept to be presented to the community for feedback. Once the Concept is finalised, Council will be applying for Lottery West and Building Better Regions funding for the project. The CEO thanked Mr York for the photographs and his observations. Mr George Jason Question 1 Mr Jason queried whether a playground was needed in the town, as most tourists are ‘grey nomads’, and there aren’t a lot of young children in the town to take advantage of the concept. Response 1 The CEO advised that positive feedback had provided from young families in the District and also those travelling through the area supportive of a Playground and Rest Area with Ablutions. Mr John Haythornthwaite Question 1 Mr Haythornthwaite queried the ‘Extract of OCM Minutes December 2014’ on Page 145 of the OCM Agenda which included Personal / Confidential information and queried in particular, the length of time before it can be published. Response 1 The CEO responded that the Minutes of the December 2014 Ordinary Council Meeting were Public Record after the Confirmation of the Minutes. Page 8 of 149 Question 2 Mr Haythornthwaite queried Item 10.1 ‘Proposed Road Closure – Weir Road’ on Page 152 of the OCM Agenda, that according to his records, which goes ‘way back’, this was not a gazetted road. Response 2 The CEO responded that the area is a gazetted road reserve on the south side of the York – Merredin Road, and that the Crossing was never a lawful railway crossing according to the PTA. This matter will be dealt with by Council later in the Meeting. There being no further questions, Messrs Terry Kean, Peter York, George Jason left the meeting at 2.16 pm. Page 9 of 149 ITEM 4 DEPUTATIONS / PRESENTATIONS / SUBMISSIONS / PETITIONS Nil. ITEM 5 APPLICATIONS FOR LEAVE OF ABSENCE 5.1 Application for Leave of Absence Nil. ITEM 6 DECLARATIONS OF INTEREST Councillors to use pro forma declaration of interest handed to Chief Executive Officer prior to meeting or verbal declaration of interest. Declarations of Financial Interest – Local Government Act 1995 Section 5.60a Declarations of Proximity Interest – Local Government Act 1995 Section 5.60b Declarations of Impartiality Interest – Administration Regulations 1996 Section 34c. Cr Lyall Brown verbally declared an Impartiality Interest in Item 9.3 - Audit and Risk Committee Meeting Minutes – 11th June 2019 - AR25-18/19 – President of the Quairading Football Club. Page 10 of 149 ITEM 7 CONFIRMATION OF MINUTES AND BUSINESS ARISING 7.1 Confirmation of Minutes – 30th May 2019 OFFICER RECOMMENDATION RESOLUTION: 201-18/19 MOVED Cr Stacey SECONDED Cr McRae That the Minutes of the Ordinary Meeting of Council held on the 30th May 2019 be confirmed as a true and accurate record of the meeting.
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