City of MANDURAH
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NOTICE OF MEETING ORDINARY COUNCIL
Members are advised that a meeting of the Council will be held in Council Chambers, Civic Building, 83 Mandurah Terrace, Mandurah on: Tuesday 25 September 2018 at 5.30pm
MARK R NEWMAN Chief Executive Officer 19 September 2018
AGENDA:
1. OPENING OF MEETING AND ANNOUNCEMENT OF VISITORS
2. ACKNOWLEDGEMENT OF COUNTRY
3. ATTENDANCE AND APOLOGIES
Councillor Wortley — Leave of Absence
4. IMPORTANT NOTE:
Members of the public are advised that any decisions made at the meeting tonight, can be revoked, pursuant to the Local Government Act 1995. Therefore, members of the public should not rely on any decisions until formal notification in writing by Council has been received.
5. ANSWERS TO QUESTIONS TAKEN ON NOTICE Please refer to Attachment 5.1 COUNCIL AGENDA: TUESDAY, 25 SEPTEMBER 2018 Page 2
6. PUBLIC QUESTION TIME
Public Question time provides an opportunity for members of the public to ask a question of Council. For more information regarding Public Question Time, please telephone 9550 3706 or visit the City's website www.mandurah.wa.gov.au.
7. PUBLIC STATEMENT TIME
Any person or group wishing to make a 2-minute Public Statement to Council regarding a matter concerning local government must first complete an application form. For more information about Public Statement Time, or to obtain an application form, please telephone 9550 3706 or visit the City's website www.mandurah.wa.gov.au.
8. LEAVE OF ABSENCE REQUESTS
9. PETITIONS
10. PRESENTATIONS
11. DEPUTATIONS
Any person or group wishing to make a 5-minute Deputation to Council regarding a matter listed on this agenda for consideration must first complete an application form. For more information about making a deputation, or to obtain an application form, please telephone 9550 3706 or visit the City's website www.mandurah.wa.qov.au.
12. CONFIRMATION OF MINUTES: 12.1 Ordinary Council Meeting: 28 August 2018 (attached).
13. ANNOUNCEMENTS BY THE PRESIDING MEMBER (WITHOUT DISCUSSION)
14. DECLARATIONS OF FINANCIAL, PROXIMITY AND IMPARTIALITY INTERESTS COUNCIL AGENDA: TUESDAY, 25 SEPTEMBER 2018 Page 3
15. QUESTIONS FROM ELECTED MEMBERS (WITHOUT DISCUSSION) 15.1 Questions of which due notice has been given 15.2 Questions of which notice has not been given
16. BUSINESS LEFT OVER FROM PREVIOUS MEETING
17. RECOMMENDATIONS OF COMMITTEES
17.1 Adoption of Recommendations of Audit and Risk Committee Meeting: 10 September 2018 (Blue pages)
Item Page Interests Declared / No Additional Information AR.3/9/18 Occupational Safety and 3 Health 2017-18 Annual Review
AR.4/9/18 City of Mandurah 4 Recreation Centres — Business Improvement Plan AR.5/9/18 Corporate Risks 5 Management Progress and Risk Action Plans
17.2 Adoption of Recommendations of Committee of Council Meeting: 11 September 2018 (Green pages)
Item Page Interests Declared / No Additional Information CC.2/9/18 Approaches to Street 5 Presence and Supporting Vulnerable People including Homelessness CC.3/9/18 Dawesville Community 6 Centre Concept Design CC.4/9/18 Western Investments 7 Variation of Lease CC.5/9/18 Generator Procurement 8 Mandurah Aquatic and Recreation Centre CC.6/9/18 Road Dedication — Avalon 8 Foreshore Reserve 24880 CC.7/9/18 Time Parking Restrictions 9 Deferred to Council Seppings Parade, Additional Information Lakelands CC.8/9/18 Novara Foreshore 10 Proposed Ablution Facility Public Consultation CC.9/9/18 2018/19 Budget of Works 10 Proposed Reallocation of Funds COUNCIL AGENDA: TUESDAY, 25 SEPTEMBER 2018 Page 4
CC.10/9/18 Proposed Bush Fire 11 Purpose and Effect to be
Brigades Amendment Local read Law 2018 CC.11/9/18 Confidential Item: Lease 12 Variation
17.3 Adoption of Recommendations of Public Art Committee of Council Meeting: 17 September 2018 (Grey pages)
Item Page Interests Declared! No Additional Information PA.3/09/18 Confidential: Procurement 4 Public Artwork
17.4 Adoption of Recommendations of Executive Committee Meeting: 18 September 2018 (Pink pages circulated to Elected Members and CEO only)
Item Page Interests Declared! No Additional Information EX.5/9/18 Confidential: Chief 2 Executive Officer Annual Review EX.6/9/18 Confidential: Quarter 4 2 Performance Results for Chief Executive Officer EX.7/9/18 Confidential: Quarter 4 3 Performance Results for Executive Leadership Team EX.8/9/18 Confidential: Salary Bands 3 for Directors / Managers
18. REPORTS (Yellow Pages):
Item Page No 1 Financial Report—August 2018 1 -18 2 MARKYT Community Scorecard 2018 19 -24
19. ADOPTION OF RECOMMENDATIONS NOT WITHDRAWN FOR FURTHER DISCUSSION
20. MOTIONS OF WHICH NOTICE HAS BEEN GIVEN
21. NOTICE OF MOTIONS FOR CONSIDERATION AT THE FOLLOWING MEETING ' COUNCIL AGENDA: TUESDAY, 25 SEPTEMBER 2018 Page 5
22. LATE AND URGENT BUSINESS ITEMS
23. CONFIDENTIAL ITEMS 23.1 Restructure of Loan and Leasing Model
24. CLOSE OF MEETING ATTACHMENT 5.1
RESPONSE TO QUESTIONS TAKEN ON NOTICE AT THE COUNCIL MEETING HELD ON TUEDAY 28 AUGUST 2018
G.4/8/18 ROD GENT: MERRIVALE STREET ROAD RECONSTRUCTION JUNE 2016
Mr Gent presented the following four questions to Council:
1 There was a meeting held on 21 October 2013 at which the independent surveyor Leon Kok, Terry Blanchard, Wido Peppinck and the Hon. Councillor Fred Riebeling attended to discuss the measurements taken at the hydrant in front of 20-21 Merrivale Street, Wannanup, a sketch was also drawn and discussed. Why wasn’t I, Rod Gent, called or advised to attend that meeting to comply with the terms and conditions of the engagement of the independent surveyor (points 3 and 5)?
2 Who advised Hon. Councillor Riebeling to attend this meeting on the 21 October, 2013 and why was he invited to attend?
3 Why wasn’t the hydrant dismantled to make it clear and simple for all to see and measure prior to the roadworks?
4 Why was the hydrant the very last thing to be dismantled/deconstructed during the road reconstruction in June 2016?
The Director Works and Services provides the following responses:
1. Unfortunately Mr Peppinck and Mr Blanchard no longer work for the City of Mandurah and therefore this question is not able to be answered.
2. I am unable to provide an answer to this question.
3. The hydrant is not the property of the City of Mandurah. It is owned and maintained by the Water Corporation. Officers would not tamper with the hydrant.
4. This action is unable to be verified and therefore isn’t able to be answered.
Questions on Notice Page 1 ATTACHMENT 5.1
RESPONSE TO QUESTIONS TAKEN ON NOTICE AT THE COUNCIL MEETING HELD ON TUEDAY 28 AUGUST 2018
G.14/8/18 COUNCILLOR SCHUMACHER: ESTUARY BRIDGE TRAFFIC
Councillor Schumacher asked if there were any traffic flow figures for the Estuary Bridge following completion of the Mandurah Traffic Bridge and whether the ability to allow lane changes on Estuary Bridge was still being considered.
The Director Works and Services provides the following responses:
Contact has been made with Main Roads Western Australia. The City is waiting on information.
Questions on Notice Page 2 ADDITIONAL INFORMATION FROM A/EXECUTIVE MANAGER FINANCE AND GOVERNANCE
AUDIT AND RISK COMMITTEE: 10 SEPTEMBER 2018
AR.3/9/18 OCCUPATIONAL SAFETY AND HEALTH 2017-18 ANNUAL REVIEW
During discussion on this item questions were raised regarding the number of claims in 2016/17 and 2017/18 and the value of compensation attached to them.
An analysis of data for the two years shows the following data: 2016/17 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $- 0 5 10 15 20 25 30 35 40 45
In 2016/17 there were 42 claims and the total compensation, including a forward estimate of future payments, was $1,030,023. Four claims were in excess of $100,000 and accounted for 56% of total claims. The median claim was $1,853 and the average claim was $24,524. The median value is the one which appears in the middle of a set of numbers and is a measure of the centre of the dataset. By comparing the median to the average it is possible to have an idea of the distribution of a dataset. Where the average and the median are far apart, it is an indicator that the bulk of claims are relatively minor.
In 2017/18 there were also 42 claims with a total estimated compensation of $446,547: 2017/18 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $- 0 5 10 15 20 25 30 35 40 45
Additional Information Page 1 ADDITIONAL INFORMATION FROM A/EXECUTIVE MANAGER FINANCE AND GOVERNANCE
In this case, the median claim was $650 and the average $10,656. Although there remains a significant disparity between the two numbers, there is confirmation again that claims tend to be relatively minor with a few outliers with higher values. As with the prior year, the top four claims accounted for 60% of total claims although total claims were well within the City’s original contribution.
These data show the significance of injury severity with respect to financial performance, particularly when the City is required to make additional contributions as a result.
Additional Information Page 2 ADDITIONAL INFORMATION FROM DIRECTOR SUSTAINABLE DEVELOPMENT
COMMITTEE OF COUNCIL: 11 SEPTEMBER 2018
CC.7/9/18 TIME PARKING RESTRICTIONS SEPPINGS PARADE, LAKELANDS (BI) (REPORT 6)
During the discussion that ensued questions relating to periods of operation were responded to by the Manager Statutory Services however, Elected Members requested further information in this regard.
Further discussion with the developer have been undertaken and support was provided for the 30min parking restrictions as detailed to apply from 8:00am to 5:00pm on all days, including public holidays.
The recommendation will read as follows
That Council approve the installation of 6 x 30min time restricted parking bays as set out in Attachment 1 in Seppings Parade, Lakelands to apply from 8:00am to 5:00pm on all days, including public holidays.
Additional Information Page 3
MINUTES OF COUNCIL MEETING
HELD ON
TUESDAY 28 AUGUST 2018 AT 5.30PM
IN COUNCIL CHAMBERS CIVIC CENTRE MANDURAH TERRACE MANDURAH
PRESENT:
MAYOR R WILLIAMS COUNCILLOR C KNIGHT [DEPUTY MAYOR] NORTH WARD COUNCILLOR R WORTLEY NORTH WARD COUNCILLOR P JACKSON NORTH WARD COUNCILLOR D LEE EAST WARD COUNCILLOR L RODGERS EAST WARD COUNCILLOR S JONES EAST WARD HON COUNCILLOR F RIEBELING COASTAL WARD COUNCILLOR T JONES COASTAL WARD COUNCILLOR M DARCY COASTAL WARD COUNCILLOR D SCHUMACHER TOWN WARD COUNCILLOR P ROGERS TOWN WARD COUNCILLOR M ROGERS TOWN WARD
MR M NEWMAN CHIEF EXECUTIVE OFFICER MR A CLAYDON DIRECTOR WORKS & SERVICES MR T FREE DIRECTOR SUSTAINABLE DEVELOPMENT MR G DAVIES EXECUTIVE MANAGER STRATEGY & BUSINESS PERFORMANCE MR D PRATTENT ACTING EXECUTIVE MANAGER FINANCE & GOVERNANCE MR A LUCAS COORDINATOR APPROVALS MRS L SLAYFORD MINUTE OFFICER
OPENING OF MEETING AND ANNOUNCEMENT OF VISITORS [AGENDA ITEM 1]
The Mayor declared the meeting open at 5.30pm.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 2
ACKNOWLEDGEMENT OF COUNTRY [AGENDA ITEM 2]
Mayor Williams acknowledged that the meeting was being held on the traditional land of the Bindjareb people, and paid his respect to their Elders past and present.
APOLOGIES [AGENDA ITEM 3]
Nil.
DISCLAIMER [AGENDA ITEM 4]
The Mayor advised that 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 a Member or Officer, or on the content of any discussion occurring, during the course of the meeting. Persons should be aware that the provisions of the Local Government Act 1995 (Section 5.25(e)) and Council’s Consolidated Local Laws (Section 4.86) establish procedures for revocation or recision of a Council decision. No person should rely on the decisions made by Council until formal advice of the Council decision is received by that person.
The City of Mandurah 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 a Member or Officer, or the content of any discussion occurring, during the course of the Council meeting.
ANSWERS TO QUESTIONS TAKEN ON NOTICE [AGENDA ITEM 5]
Officers provided responses to questions taken on notice at the Committee of Council meeting held on Tuesday, 14 August 2018 and the Strategy Committee meeting held on Tuesday, 21 August 2018.
G.1/8/18 HOME OCCUPATION 176 CLIFTON DOWNS ROAD, HERRON (AL) (REPORT 3) (CC.4/8/18)
In response to Mr and Mrs Rooke’s correspondence dated 10 August 2018 raising queries in relation to the officer report and submissions table, the following comments are made:
1. “The residence that the owner intends to reside in is not a permanent structure nor do we believe there is any approved sewerage disposal (septic tank) as the owner currently resides at a nearby property, we question the owners stated intention.”
Officer comment: The City has issued a building permit for a dwelling, which officers understand will become an ancillary dwelling in the future given the applicants intention to develop a more significant dwelling to the rear of the site at a later date. The dwelling has been assessed for structural and Building Codes of Australia compliance, which includes the availability of a septic system.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 3
The City has granted permission for the use of an effluent disposal system consisting of septic tanks and leach drains.
2. “We accept that customers do no visit the site. Previously, deliveries have been done by dump trucks at various hours of the day including before 7am. It is our view that the amount of raw material needed for this business will still be the same as previously used and that a weekly/fortnightly delivery by one of the owner’s flatbed trucks will not be sufficient. Flatbed trucks are not designed to carry the required raw materials which are usually transported by “tip trucks”.”
Officer comment: The officer recommendation seeks to restrict hours of operation with respect to the operation of commercial vehicles. The applicant has identified that the delivery of materials will be via flatbed truck.
3. “The owner has applied for the approval of two (2) commercial vehicles. There are at least 5 other commercial vehicles on the property which the owner consistently uses. These commercial vehicles are used without any regard to the length of time used, time of day or night used, or the noise created by their use.”
Officer comment: Officers have visited the property on more than one occasion and note the presence of two commercial vehicles (i.e. the two flatbed trucks). The presence of a heavy vehicle (such as a digger, tractor, etc.) could be expected in these locations for the maintenance of larger properties (e.g. fire breaks). Officers have recommended conditions to restrict hours of use, whilst the Environmental Regulations set allowable noise levels.
4. “Evidence to date is contrary to the stated intention. The owner has been working as early as 5am and sometime up to 10.30pm.
Even when working with the forklift in the shed the low frequency noise emission travels far into the neighbourhood. The shed is not soundproofed.
Notwithstanding that the owner knows this application is on foot, he is still operating out of hours and creating noise. A recent example (two weeks ago) is the operation of forklift at 5.30am and an extreme case of very loud consistent high-pitched mechanical squealing at 9:30 pm.
At times this business creates a level of noise that is clearly audible. We are unable to have any windows or doors open when processing is underway.”
Officer comment: Officers recommend restriction on hours of operation, and acknowledges the concerns over the activities alleged. From a compliance perspective, officers can take further action in terms of noise monitoring if the level of dissatisfaction remains. The recommended hours of operation are consistent with the applicant’s requirements.
5. “We do not agree that the manufacture of goods on-site is consistent with LPP12 for the above reasons.
As we understand it, the Planning Services is simply repeating representations made to it without conducting any independent due diligence.”
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 4
Officer comment: Adjoining landowners are well placed to report on what is happening in their communities, officers have conducted site inspections and will continue to do so. Officers have recommended approval subject to conditions which promote consistency with LPP12, whilst in the event of approval alleged breaches can be investigated and approvals / conditions of approval rescinded / altered if needed.
6. “We see nowhere in the zoning that implies that if one owner carries out an activity then it is by default a sanctioned activity for all owners to undertake, without consent.
It is not the presence of the shed that is a concern, it is the activities being conducted in the shed and on the property that is of concern.
There are vehicles on other properties. Whether they are registered or not, in my view, is irrelevant. What is of relevance in this instance is the number of commercial vehicles kept at this property and the discrepancy between the application for approval and the vehicles that are not part of that application. Also, to be considered is the previous use of these commercial vehicles – length of time used, time of day used, and noise created by their use.
We accept that other lots may have storage of materials, however in this instance, it is the delivery of these materials that is of concern. Previously is has been by dump truck at various times of the day including before 7am. Although the owner has proposed to obtain the materials by his own volition, we believe that the amount needed to conduct his business will exceed his vehicles’ capabilities and structure and therefore there will be a return to the previous method of tip truck delivery.
We accept there are other businesses which operate on Clifton Downs Rd. However, we believe that these businesses have been approved by Council and comply with all the rules and regulations which accompany such a business.”
Officer comment: The applicant has identified the delivery method (flatbed truck) and frequency (weekly/fortnightly), officers have visited the property however activities to the contrary haven’t been witnessed. In the event of an approval, an increase in deliveries and alteration in method (i.e. via larger truck) may warrant reassessment to determine the business remains consistent with the scope of a home business and LPP12.
Acknowledging that the owner has undertaken activities without seeking consent, they are now taking steps to rectify alleged breaches.
7. “If this application is approved the owner is required to permanently reside on-site. Adequate and appropriate sewerage and access to water will be needed. The Planning Services has only made comment about the lack of utility services but has made no recommendation about either of these important services and we believe that it should do so and that it should be a condition of approval. This is an environmentally sensitive area so close to the Thrombolites and Ramsar Wetlands.”
Officer comment: If approved, the operator is required to reside on-site within the approved dwelling. The City has granted approval of the use of an effluent disposal system consisting of septic tanks and leach drains. Scheme water is not available, therefore properties are restricted in their water use given access to rain water tanks and bores only.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 5
8. “Planning Services has acknowledged that there a number of vehicles that could be considered either commercial vehicles or heavy machinery. As there is no definition of heavy machinery in the City of Mandurah, Town Planning Scheme No 3 – Appendix 1- Interpretations, and these vehicles are clearly defined as being commercial vehicles and as such should be dealt with accordingly. The application for commercial vehicle parking only applies to two (2) vehicles, the flatbed trucks, and does not include any of the many other commercial vehicles. If the Council approves this application for the 2 flatbed trucks, then it should rule on the other commercial vehicles that are not a part of this application. As the regulations permit the use of a commercial vehicle, it stands to reason that the remaining commercial vehicles must be removed from the property.”
Officer comment: The proposal seeks approval for the parking of 2 flat-bed trucks both used in connection with the proposed home business.
9. “The vehicles are under the minimal of cover. See photos on page 13. We would like to know what constitutes acceptable coverage because from our property the vehicles are entirely visible as the coverage is barely 1/3 of the vehicles’ length. The setback of these vehicles does not provide separation from a noise perspective as it is close to our boundary and the owner uses these trucks on a frequent basis at various times of the day and night.”
Officer comment: Officers recommend restricting the hours of operation to normal hours (i.e. 9am to 5pm) to limit disturbance. Based on the frequency of use identified by the applicant, officers consider these hours to be appropriate. There are opportunities to provide further screening from a visual perspective (i.e. screening material full length of vehicle and/or vegetation).
10. “Previously, these flatbed trucks have been used at all hours of the day and night. It has not been uncommon for the owner to leave late in one of these trucks and return in the early hours of the morning.”
Officer comment: Officers recommend restricting the hours of operation to normal hours (i.e. 9am to 5pm) to limit disturbance. Access to the property outside of these hours represents a breach in condition.
Officers have considered the submissions received and ability for the proposal to operate in accordance with LPP12 subject to compliance with conditions. In the event of alleged breaches, officers can rescind the approval and / or alter conditions of approval. From a noise perspective, should concerns persist officers can set up noise monitoring equipment to ensure compliance with allowable levels set by the Environmental Protection (Noise) Regulations.
G.2/8/18 TENDER T06-2018 (SH/NP) (REPORT 7) (CC.8/8/18)
Councillor Tahlia Jones requested clarification as to the variance between number of tenderers in this item and item CC.7/8/18 and to ascertain how many submissions had been received for this tender previously. The Chief Executive Officer arranged to provide this information to Council.
There is no particular reason why the City received more tenders for general electrical services than pole lighting as both were advertised in the same way. It is possible that numbers of tenders for pole lighting were less because of the more specialised nature of the work and equipment required. MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 6
G.3/8/18 INTEGRATED TRANSPORT PLAN
Following questions raised during the Strategy Committee meeting of 21 August, the following information is provided.
Comparison of costings for construction of footpaths and cycle ways
Response:
Average cost per square metre
• Concrete path $90/m2 • Asphalt path $65/m2
Noting: 1. Costs exclude utility services, traffic management, bulk earthworks 2. Concrete life is 50 years plus 3. Equivalent asphalt life is 15 years and therefore will require a minimum of 3 reseals in comparison to concrete. Cost therefore extends to $110/m2 by comparison.
Information regarding psychological research around cycling and community well- being.
Response:
There are many references that address this matter and are too numerous to list. However, one definitive document is attached which is of note.
From the reference, “Cycling and Health, What’s the Evidence?” the following section is applicable.
“Mental health and well-being
Physical activity is associated with improved subjective well-being, mood and emotions. These effects are seen within all age groups and are independent of socio-economic or health status.
Physical activity can also improve self esteem and can result in positive changes in certain aspects of physical self-perception, such as body image or self-worth. The effect is stronger for those with initially low self-esteem such as mental health patients and those with mild depression. Active individuals also report fewer symptons of anxiety or emotional distress and improved sleep patterns.
Inactive people are more likely to develop clinically defined depression. Physical activity is effective in reducing clinical symptons in those diagnosed with severe, moderate or mild depression and has been shown to be equally effective as traditional treatments such as psychotherapy. Those who maintain physical activity for at least six months report less use of medication and are more likely to recover than those who rely solely on MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 7
medication. There is also strong evidence that physical activity has a positive effect on anxiety with the most notable effects among those who maintain physical activity programmes over several months.”
Additionally, in promoting health and wellbeing, the following short summary will add value to this question:
Pedestrians are everywhere: According to Rice (2013), public transport passengers are pedestrians, car passengers are pedestrians, pedestrians add security, pedestrians add human interest, most business customers are pedestrians, pedestrians and cyclists help health programs, and pedestrians and cyclists are the only truly sustainable transport modes.
In an economic analysis of walking and cycling activity, Ker (2013) identified that active travel [walking instead of driving] had a benefit to the community of between 2.8 and 3.5 times the cost of the network. The benefits are received from reduced health costs, reduced congestion on the road networks and all the related effects. The study didn’t consider the local social and economic benefits that could be gained.
This means if we provide $1 million in path infrastructure we could expect to see over $2.8 million in benefits to the community.
Providing an expanding path network creates direct benefits to the community. Hillsdon and Thorogood (cited in Tolley, 2006) state “From the health promotion point of view, walking is the most important form of physical activity that should be encouraged to improve public health.”
PUBLIC QUESTION TIME [AGENDA ITEM 6] [5.31PM – 5.33PM]
G.4/8/18 ROD GENT: MERRIVALE STREET ROAD RECONSTRUCTION JUNE 2016
Mr Gent presented the following four questions to Council:
1 There was a meeting held on 21 October 2013 at which the independent surveyor Leon Kok, Terry Blanchard, Wido Peppinck and the Hon. Councillor Fred Riebeling attended to discuss the measurements taken at the hydrant in front of 20-21 Merrivale Street, Wannanup, a sketch was also drawn and discussed. Why wasn’t I, Rod Gent, called or advised to attend that meeting to comply with the terms and conditions of the engagement of the independent surveyor (points 3 and 5)?
2 Who advised Hon. Councillor Riebeling to attend this meeting on the 21 October, 2013 and why was he invited to attend?
3 Why wasn’t the hydrant dismantled to make it clear and simple for all to see and measure prior to the roadworks?
4 Why was the hydrant the very last thing to be dismantled/deconstructed during the road reconstruction in June 2016?
Council advised the questions would be taken on notice and passed to officers to provide a response. MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 8
PUBLIC STATEMENT TIME [AGENDA ITEM 7]
G.5/8/18 MR GRAEME PATTEN: COCO DRIVE, FALCON
Mr Patten addressed Council in regard to traffic calming measures undertaken in Coco Drive, Falcon. An overview of the current measures in place where given along with suggestions for further measures residents would like considered for the road.
The Mayor advised he and appropriate officers would meet with Mr Patten to discuss the area of concern.
LEAVE OF ABSENCE REQUESTS [AGENDA ITEM 8]
G.6/8/18 LEAVE OF ABSENCE: DEPUTY MAYOR COUNCILLOR KNIGHT – 12 OCTOBER 2018 – 4 NOVEMBER 2018
MOTION: F Riebeling / Shane Jones
That leave of absence be granted to Deputy Mayor Councillor Knight from 12 October to 4 November, 2018 (inclusive).
CARRIED UNANIMOUSLY: 13/0
PETITIONS [AGENDA ITEM 9]
Nil.
PRESENTATIONS [AGENDA ITEM 10]
G.7/8/18 PRESENTATION: SOCIAL JUSTICE TEAM – MANDURAH CATHOLIC COLLEGE
Five students from Mandurah Catholic College delivered a visual presentation on the work the Social Justice Team has undertaken for this project. The group have engaged various forms of school based consultation and online surveys to ascertain issues important to today’s youth.
Via the consultation, goals of raising awareness of social issues, human rights, inequality, homelessness, global poverty and climate justice have been established. It is envisaged that one different issue will be the focus each year.
G.8/8/18 PRESENTATION: YOUTH LEADERSHIP GROUP – CITY OF MANDURAH
Officers from the City of Mandurah gave an overview of the engagement process undertaken to date as part of the planning for the five year youth strategy being developed. Discussions have been undertaken with TAFE, local schools, community groups together with engagement with young people to ascertain where the City needs to be in the future.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 9
The Youth Leadership Group comprises ten young persons who have assisted and provided input at each level of the planning. Consultation has been facilitated by the Youth Group to ascertain eight main issues. The consultation covered a diverse age, background and ethnicity spectrum of people and will assist in developing the strategy for the next three to four years.
G.9/8/18 PRESENTATION: WASTE TO ENERGY PLANT - RIVERS REGIONAL COUNCIL
Rivers Regional Council Chief Executive Officer, John McNally gave a presentation to the Council on the Waste to Energy Plant due to be constructed and fully operational by 2021. The site for the plant is Kwinana, Western Australia and will be the first incineration plant in Australia, although there are thousands in other parts of the World. The incineration plant is an extremely clean plant with all environmental aspects having been meet, even exceeded.
Councillor Schumacher left the Chamber at 6.14pm, returning at 6.17pm.
The plant will permit removal of waste from the landfill system and also operate as a power station with the energy produced from the incineration process. It is envisaged the plant will produce enough power for approximately 40,000 houses. The power will be sold back to Local Governments in the current agreement to assist in reducing overheads to member Councils.
Councillor Lynn Rodgers left the Chamber at 6.27pm, returning at 6.35pm.
By-products from the plant of ash and residue will also be on-sold for reuse in road base, house bricks and pavers. Landfill will be reduced as the plant will be able to incinerate most forms of waste.
Hon Councillor Riebeling left the Chamber at 6.33pm and returned at 6.34pm.
DEPUTATIONS [AGENDA ITEM 11]
G.10/8/18 PEEL CHAMBER OF COMMERCE AND INDUSTRY: REPORT 4 PEEL CHAMBER OF COMMERCE AND INDUSTRY: SPONSORSHIP
Andrew McKerrell of the Peel Chamber of Commerce and Industry addressed Council in support of the officer recommendation set out in Report 4: Peel Chamber of Commerce and Industry Sponsorship.
Mr McKerrell gave an overview of benefits provided to Peel region businesses to date via the City’s sponsorship. Sponsorship would assist in the delivery of the 2018 Future Proof Peel Business Conference which is a full day conference providing affordable training and essential information to the business community.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 10
CONFIRMATION OF MINUTES [AGENDA ITEM 12]
G.11/8/18 CONFIRMATION OF COUNCIL MINUTES: TUESDAY 24 JULY 2018
MOTION: F Riebeling / D Lee
That the Minutes of Council Meeting held on Tuesday 24 July be confirmed.
CARRIED UNANIMOUSLY: 13/0
G.12/8/18 ANNOUNCEMENTS BY THE PRESIDING MEMBER [AGENDA ITEM 13]
At the invitation of the Mayor:
• Deputy Mayor Councillor Knight reported on the Missing Persons Memorial conducted by Zonta on 3 August, 2018. • Councillor Darcy congratulated the large number of people participating in the tree planting, highlighting how he had been impressed with the number of children actively involved. • Councillor Matt Rogers gave an overview of the Chinese Consular visit to Mandurah with the good weather on the day permitting a pleasant engagement on the waterways and surrounds of the District.
In addition Mayor Williams:
• Congratulated Councillor Lee on his Long and Loyal Service Award presented at the recent WALGA Conference. • Acknowledged the City’s achievements in receiving an Accessibility Award in the Regional City category and Injury Prevention Award. • Presented Craig Waterman of Squared Away with the Local Legend Award for August, in recognition of his contribution to the Mandurah community via the not-for-profit agency which provides practical support for men who are struggling.
G.13/8/18 DECLARATION OF INTERESTS [AGENDA ITEM 14]
• Councillor Tahlia Jones declared an impartiality interest in Minute G.29/8/18 - Hospitality Training Centre - due to her employment with the Department of Primary Industry and Regional Development based in the Peel Development Commission.
• Councillor Tahlia Jones declared an impartiality interest in Minute G.30/8/18 - Peel Chamber of Commerce and Industry Sponsorship - due to her involvement with the Peel Chamber of Commerce and Industry through employment with the Department of Primary Industry and Regional.
• Councillor Tahlia Jones reiterated her assistance, in a professional capacity, in the preparation of the report pertaining to Minute G.27/8/18 - Supporting the Local Economy Through Purchasing. Councillor Tahlia Jones advised this would not prejudice her decision making abilities and she would remain in the Chamber.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 11
QUESTIONS FROM ELECTED MEMBERS [AGENDA ITEM 15]
Questions of which due notice has been given
Nil.
Questions of which notice has not been given
G.14/8/18 COUNCILLOR SCHUMACHER: ESTUARY BRIDGE TRAFFIC
Councillor Schumacher asked if there were any traffic flow figures for the Estuary Bridge following completion of the Mandurah Traffic Bridge and whether the ability to allow lane changes on Estuary Bridge was still being considered.
The Director Works and Services requested to take these questions on notice.
BUSINESS LEFT OVER FROM PREVIOUS MEETING [AGENDA ITEM 16]
Nil.
RECOMMENDATIONS OF COMMITTEES [AGENDA ITEM 17]
NOTE: Council adopted en bloc (moved by Councillor Knight and seconded by Councillor Peter Rogers), the recommendations of the Committee of Council meeting of Tuesday 14 August 2018 with the exception of Items CC.4/8/18, CC.10/8/18 which were dealt with separately.
G.15/8/18 REQUEST TO ADVERTISE ALFRESCO DINING LICENCE - CICERELLOS RESTAURANT – RESERVE 9633 (NO. 73) MANDURAH TERRACE, MANDURAH (LP/RL) (REPORT 1) (CC.2/8/18)
Jetty Holdings Pty Ltd, trading as Cicerellos Restaurant (Cicerellos), has been in operation on the Eastern Foreshore for the past twenty years under a ground lease with the State’s Department of Planning, Lands and Heritage.
Cicerellos currently hold an alfresco licence with the City, and have recently submitted a request for an additional Alfresco Dining Licence for an area of approximately 67 square metres, located adjacent to the current kiosk thus extending the outdoor dining area.
In accordance with S3.58 of the Local Government Act 1995 (LGA) the City engaged an independent valuer to determine the current market value for the proposed area which was assessed at $6,200 per annum (excluding GST). Officers propose an alfresco licence be granted to Jetty Holdings Pty Ltd on similar terms and conditions as their current alfresco licence with an annual rent of $6,200 (exc GST).
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 12
Council is requested to approve the advertising of, and if no submissions received, the disposal of an alfresco dining licence to Jetty Holdings Pty Ltd, trading as Cicerellos Restaurant – Mandurah, over portion of Reserve 9633 (No.73) Mandurah Terrace, Mandurah, for a term of five years with a further five year term option (5+5 years). An annual rent of $6,200 (excluding GST), with a market rent review due at the end of the first term, and Consumer Price Index (CPI) rate applied annually. The licence will also be subject to the approval of the Minister for Lands.
MOTION: C Knight / Peter Rogers
That Council:
1. Approves for the advertisement of, and if no submissions received, the disposal of an alfresco dining licence to Jetty Holdings Pty Ltd, trading as Cicerellos Restaurant – Cicerellos Mandurah, over portion of Reserve 9633 (No.73) Mandurah Terrace, Mandurah, with the following terms and conditions:
1.1 Term of five years with a further five year term option (5+5 years);
1.2 licensed area of approximately 67 square metres;
1.3 Annual rent commencing at $6,200 (excluding GST);
1.4 Commencement date after the approval of the Minister for Lands;
1.5 Market rent review end of the first term, and annual CPIs to apply;
1.6 Subject to the Minister for Lands consent;
2. Acknowledge any submissions will be reported to Council, if no submissions are received the licence will be disposed of to Jetty Holdings Pty Ltd;
3. Acknowledges all legal costs associated with the preparation of the alfresco dining licence are to be borne by the licensee;
4. Authorises the Chief Executive Officer to finalise the conditions of the licence agreement.
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
G.16/8/18 SUBLEASE: WESTMEN INVESTMENTS PTY LTD – RESERVE 48150 (NO. 187) BREAKWATER PARADE, MANDURAH (LP/RL) (REPORT 2) (CC.3/8/18)
Westmen Investments Pty Ltd (Westmen) have held a lease over a 15,323 square metre portion of Lot 22 (No. 187) Breakwater Parade Mandurah since January 2002. In 2003 Westmen constructed workshops and office accommodation over a portion of their lease area to facilitate the sub-letting of units to local business operators offering marine related services to the marina precinct, such as marine maintenance, repairs and chandlery.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 13
Westmen approached the City in June 2018 requesting approval to enter into a new sub- lease, which will offer the service of marine diesel repairs and sales, over Unit 8, 187 Breakwater Parade Mandurah for a proposed term of five years and a three year further term option.
As it is a requirement under the head lease that all subleases expire prior to the expiry of the head lease, this request from Westmen must be modified to align with the head lease expiry date being 31 December 2022. Therefore the sublease is proposed to run for approximately four years with a further term of two years ten months to align with the requirements of the lessee and the sub tenants request for the expiry of the further term to fall in October 2025.
Council is requested to approve the sub-lease between Westmen Investments Pty Ltd and Kevin Robert Mason as the Trustee for Kevin Mason Family Trust, over portion of Reserve 48150, Unit 8, 187 Breakwater Parade Mandurah for a term of four years and four months expiring on the 30 December 2022, any renewal term will be subject to the renewal of a further term of the head lease, subject to the approval of the Minister for Lands.
MOTION: C Knight / Peter Rogers
That Council:
1. Approves the sub-lease between Westmen Investments Pty Ltd and Kevin Robert Mason as the Trustee for Kevin Mason Family Trust over Unit 8, 187 Breakwater Parade, Mandurah with the following terms and conditions;
1.1 Term of approximately four years and four months, expiring on 30 December 2022; 1.2 Expiry date must fall prior to the expiry of the head lease; 1.3 Commencement date on or after the Minister for Lands consent and expiring no later than the 30 December 2022; 1.4 Further term of approximately two years and ten months, final expiry to fall in October 2025 as requested by the sub tenant, and subject to the renewal of the further term of the head-lease; 1.5 Subject to the Minister for Lands consent;
2. Acknowledges all legal costs associated with the preparation of the sub-lease are to be borne by the head-lessee;
3. Acknowledges the City is only consenting to the agreement and not party to the sub-lease.
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
G.17/8/18 HOME OCCUPATION AND COMMERCIAL VEHICLE PARKING: 176 CLIFTON DOWNS RD, HERRON (AL) (REPORT 3) (CC.4/8/18)
Council is requested to consider a home occupation (for the manufacturing of concrete garden statues and décor) and development approval for the parking of commercial vehicles. The subject site is zoned Rural Residential under the Scheme and has a total lot area of approximately 2ha.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 14
The City advertised the proposals separately and received 4 submissions in connection with the home occupation application, and 1 submission in connection with the commercial vehicle application. The commercial vehicles are proposed to be parked approximately 20m from the nearest residential boundary (approximately 80m from the nearest dwelling) and partially screened and roofed. Through relevant conditions and given the large nature of the surrounding lots, officers consider the parking of the vehicles may occur appropriately.
It is recommended that Council approve the proposed home occupation and development approval for commercial vehicle parking, subject to conditions.
Councillor Darcy moved the recommendation with the following amendments which was seconded by Councillor Shane Jones.
1. (c) being modified to add ‘, unless manufactured on the site’. So it reads: “No retail or wholesale sales shall be permitted from the premises or the site, unless manufactured on the site.”
1. (e) being modified so the hours of operation are between 7am and 7pm and add ‘without the prior written consent of the City of Mandurah’. So it reads:
“The hours of operation shall be limited to 7am and 7pm Monday to Saturday and shall not occur at any time on Sundays or public holidays without the prior written consent of the City of Mandurah.”
2. (b) being modified so the hours of operation are between 7am and 7pm and add ‘without the prior written consent of the City of Mandurah’. So it reads:
“The commercial vehicle is only permitted to be operated between the hours of 7am and 7pm Monday to Saturday, including the idling and warming up of the engine. The commercial vehicle shall not be operated on Sundays or public holidays without the prior written consent of the City of Mandurah”
MOTION: M Darcy / Shane Jones
1. That in accordance with Clause 68(2) of Schedule 2 of the Planning and Development (Local Planning Schemes) Regulations 2015 (Deemed Provisions for Local Planning Schemes), that Council grant home business approval for the manufacturing of garden statues and garden décor at 176 Clifton Downs Road, Herron (HOA847) subject to the following conditions:
(a) The proposed business activity shall be conducted within the existing shed and immediately adjacent to the shed as indicated on the stamped approved site plan.
(b) The operator of the home business hereby approved must be a permanent resident of the dwelling.
(c) No retail or wholesale sales shall be permitted from the premises or the site, unless manufactured on site.
(d) Any signage shall be limited to 0.2m2 and must be contained within the property boundary to the satisfaction of the City of Mandurah.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 15
(e) The hours of operation shall be limited to 7:00am to 7:00pm Monday to Saturday and shall not occur at any time on Sundays or public holidays without the prior written consent of the City of Mandurah.
(f) Precautions shall be undertaken to ensure that the proposed operation does not interfere with the amenity of the neighbourhood by reason of noise or otherwise.
(g) The applicant shall ensure that an appropriate appointment system is in place in order to ensure that a maximum of two clients vehicles are parked at the site at any one time.
(h) All wastewater generated from wash down activities must be contained on- site. Phosphorus based products must not be used.
(i) Sound levels created shall not exceed the provisions of the Environmental Protection (Noise) Regulations 1997.
(j) No odours emanating from the premises shall be detectable at any time on adjacent properties.
(k) Current waste disposal arrangements are to remain, however should problems arise, alternative arrangements should be made to the satisfaction of the City of Mandurah.
Advice Note:
Should this home occupation become the subject of notice or complaint, the City of Mandurah may undertake any of the following:
- Ensure that conditions of any approval are being complied with, and should any conditions not be complied with: o require business practices to be altered, or o rescind the approval, and request the business be relocated to a more suitable area within three months.
2. That in accordance with Clause 68(2) of Schedule 2 of the Planning and Development (Local Planning Schemes) Regulations 2015 (Deemed Provisions for Local Planning Schemes), that Council grant development approval for proposed Commercial Vehicle parking at 176 Clifton Downs Road, Herron (DA9033) subject to the following conditions:
(a) The commercial vehicle being restricted to being parked under the existing patio structure as indicated on the stamped approved site plan;
(b) The commercial vehicle is only permitted to be operated between the hours of 7:00am and 7:00pm Monday to Saturday, including the idling and warming up of the engine. The commercial vehicle shall not be operated on Sundays or public holidays without the prior written consent of the City of Mandurah.
(c) No major mechanical work or vehicle servicing is permitted on the subject site without the prior written consent from the City of Mandurah.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 16
(d) In accordance with Clause 5.17.3 of the City of Mandurah’s Town Planning Scheme No. 3, this approval;
(i) is granted to the Duncan Lamb, to whom it is issued (ii) relates to two vehicles (License plates ‘1BPX 850’ and ‘1EDA 112’) (iii) is not transferable to any other persons and does not run with the land in respect of which it is granted.
CARRIED UNANIMOUSLY: 13/0
G.18/8/18 2018/19 COMMUNITY SPORT AND RECREATION FACILITY FUND (CSRFF) SMALL GRANTS ROUND 1 (CJ) (REPORT 4) (CC.5/8/18)
The Community Sport and Recreation Facilities Fund (CSRFF) is a Department of Local Government, Sport and Cultural Industries - Sport and Recreation program that provides financial assistance to community groups and local government authorities to develop basic infrastructure for sport and recreation.
The small grants aim to increase participation in sport and recreation, with an emphasis on physical activity through rational development of sustainable, good quality, well designed and well utilised facilities where the total cost does not exceed $200,000. The application process for submissions involve Local Governments undertaking an initial assessment to ensure proposed projects are well planned, prioritised and of positive benefit to the community.
The City has received three (3) applications from clubs/associations as part of the Community Sport and Recreation Facility Fund (CSRFF) Small Grants – Summer Round and will be submitting one (1) further application on its own behalf. Details of these applications are:
• Mandurah Mustangs Football Club Upgrade, Extension and Redevelopment of the Rushton North Pavilion Changeroom facilities
• City of Mandurah – Northport Reserve Construction of a Toilet and Storage facility
• Halls Head Bowling & Recreation Club Installation of Sports Floodlighting around 4 bowling greens
• South Mandurah Tennis Club Resurfacing of Courts 1-2 and 7-10
Council is requested to support the ratings and priorities of the four (4) 2018/19 Community Sport and Recreation Facility Fund (CSRFF) Small Grants applications submitted and note that an allowance for the City’s contributions towards each project has been listed in the 2018/19 capital budget, subject to the projects being approved by the Department of Local Government, Sport and Cultural Industries - Sport and Recreation.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 17
MOTION: C Knight / Peter Rogers
That Council:
1. Supports the rankings and ratings for the Community Sport & Recreation Facility Fund Small Grant applications from the following clubs / organisations:
• Mandurah Mustangs Football Club Project – Upgrade, Extension and Redevelopment of the Rushton North Pavilion Changeroom facilities Ranking – One Rating – High
• City of Mandurah Project – Construction of a Toilet and Storage facility Ranking – Two Rating - High
• Halls Head Bowling and Recreation Club Project - Installation of sports floodlighting on 4 bowling greens Ranking – Three Rating – Medium/High
• South Mandurah Tennis Club Project - Resurfacing of courts 1-2 and 7-10 Ranking – Four Rating – Medium/High
2. Notes that if any of the following applications are successful, the City will commit the following amounts through the 2018/19 capital budget:
• Mandurah Mustangs Football Club Project – Upgrade, Extension and Redevelopment of the Rushton North Pavilion Changeroom facilities - $65,000
• City of Mandurah Project – Construction of Toilet and Storage facility - $96,513
• Halls Head Bowling and Recreation Club Project - Installation of sports floodlighting on 4 bowling greens - $50,000
• South Mandurah Tennis Club Project - Resurfacing of courts 1-2 and 7-10 - $15,550.50
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
G.19/8/18 MANDURAH AQUATIC & RECREATION CENTRE OPERATIONS (CJ) (REPORT 5) (CC.6/8/18)
At its meeting on 27 March 2018, Council resolved that the Chief Executive Officer present a report on a number of items associated with the operations of the Mandurah Aquatic & Recreation Centre (MARC). MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 18
The key issues raised were in regards to the operating hours for the MARC gymnasium on weekends and whether it could be made accessible afterhours, the food choices available through the facility’s Café and concerns relating to parking.
Council is requested to approve a change to the weekend operating hours at the MARC on a trial basis over the forthcoming summer period and note that a report on the levels of attendance will be presented back to Council upon the conclusion of the trial period. Council is also requested to note that the Café at the MARC is currently in transition with regards to the healthy food options that it provides and that the final stage of the car parking provisions have now been completed and customer safety is being monitored.
MOTION: C Knight / Peter Rogers
That Council:
1. Approves a change to the weekend operating hours at the Mandurah Aquatic & Recreation Centre with the facility to open at 6.30am on Saturdays and Sundays on a trial basis over the summer period from 3 November 2018 to 3 March 2019.
2. Notes that a report on the levels of attendance at the Centre will be presented back to Council upon the conclusion of the trial period to determine whether or not the operating hours on weekends should be changed on a more permanent basis.
3. Notes that the Café at the Mandurah Aquatic and Recreation Centre is currently midway through a transition in the healthy food options that it provides to its customers and that this process is ongoing; and
4. Notes that the third and final stage of the car parking provisions at the Mandurah Aquatic and Recreation Centre has now been completed and customer safety in and around the Centre is currently being monitored.
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
G.20/8/18 TENDER T05-2018 ELECTRICAL SERVICES FOR FACILITIES (SH/NP) (REPORT 6) (CC.7/8/18)
The City of Mandurah invited tenders for Electrical Services for Facilities which covers electrical maintenance, installation and related services for buildings, community facilities, and minor external electrical infrastructure.
As a result of the evaluation of tendered submissions, Council is requested to accept Zalas Corporation Trading as Ballantyne Plumbing and Gas Electrical.
MOTION: C Knight / Peter Rogers
That Council accepts Zalas Corporation Trading as Ballantyne Plumbing, Gas and Electrical as the preferred tenderer for Tender T05-2018 for Electrical Services for Facilities.
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 19
G.21/8/18 TENDER T06-2018 ELECTRICAL SERVICES FOR POLE LIGHTING (SH/NP) (REPORT 7) (CC.8/8/18)
The City of Mandurah invited tenders for Electrical Services for Pole Lighting which includes street lighting, sports lighting and all other pole or bollard lighting.
As a result of the evaluation of tendered submissions, Council is now requested to accept Murray District Electrical as the preferred tenderer.
MOTION: C Knight / Peter Rogers
That Council accepts Murray District Electrical as the preferred tenderer for Tender T06- 2018 for the Electrical Services for Pole Lighting.
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
G.22/8/18 TENDER T08-2018 LAKELAND DISTRICT OPEN SPACE AUTOMATIC IRRIGATION SYSTEM AND ASSOCIATED INFRASTRUCTURE (SH/NP) (REPORT 8) (CC.9/8/18)
The Lakelands District Open Space project requires irrigation of 10ha of green playing surface and soft landscaping areas along with the installation of irrigation pumps and holding tanks.
The City of Mandurah invited tenders for the Lakelands District Open Space Automatic Irrigation System and Associated Infrastructure and as a result of the evaluation of tendered submissions, Council is now requested to accept LD Total as the preferred tenderer.
MOTION: C Knight / Peter Rogers
That Council accepts LD Total as the preferred tenderer for Tender T08-2018 for the Lakelands District Open Space Automatic Irrigation System and Associated Infrastructure.
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
G.23/8/18 PROPOSED CEMETERIES AMENDMENT LOCAL LAW 2018 FINAL ADOPTION (NP/CG) (REPORT 9) (CC.10/8/18)
Following the statutory advertising period, the Cemeteries Amendment Local Law 2018 is ready for adoption where its purpose and effect is:
Purpose: to amend provisions within the City of Mandurah Cemeteries Local Law 2010. Effect: to ensure the City of Mandurah Cemeteries Local Law 2010 is as clear and effective as possible.
Council is requested to resolve to adopt the Cemeteries Amendment Local Law 2018 in its final form.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 20
MOTION: Lynn Rodgers / C Knight
That Council adopt and advertise the City of Mandurah Cemeteries Amendment Local Law 2018.
CARRIED UNANIMOUSLY: 13/0
G.24/8/18 CONFIDENTIAL ITEM: LEASE VARIATION (CJ) (CC.11/8/18)
Confidential discussion ensued regarding this issue.
MOTION: C Knight / Peter Rogers
1 That Council adopts the course of action agreed.
2 That this motion remains confidential.
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
NOTE: Council adopted en bloc (moved by Councillor Shane Jones and seconded by Councillor Lee), the recommendation of the Strategy Committee meeting of Tuesday 21 August 2018 with the exception of Items S.4/8/18, which were dealt with separately.
G.25/8/18 INTEGRATED TRANSPORT PLAN - WALKABILITY AND CYCLE PLANS 2017 (TD/FK) (REPORT 1) (S.3/8/18)
The City of Mandurah has identified the need for an Integrated Transport Plan (ITP) to guide the development of transport infrastructure across the municipality, ensuring a high standard transport network is developed and maintained and can accommodate the accessibility requirements of a growing City.
As an integral part of the City’s ITP, plans for walking and cycling have been prepared to help identify opportunities and provide strategic direction in the provision of walking and cycling infrastructure.
The objective is to promote and encourage the local community to walk or cycle giving rise to the following benefits:
• Healthy living and reduction in injuries • Reducing traffic and emissions • Improving community engagement and quality of life • Improving safety and security • Appreciating the extensive biodiversity and landform diversity in the municipality.
The Walkability Plan identifies and prioritises paths focusing on safe access and connection to key activity attractors, thereby improving the level of service of the path network. An additional 500 new paths totalling 95.2 kilometres have been identified as being required over time to complement the existing network.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 21
The Cycle Plan identifies and prioritises cycle paths to focus on developing a multi-tiered cycling network that connects key activity attractors and provides safe access. The Cycle Plan has identified 14.01 km of cycle paths that can be built or upgraded over time to create a multi- tiered cycling network to link the City’s activity attractors and tourism attractors.
The Plans are intended to see Mandurah being recognised as a ‘Place to Walk’ and a ‘Place to Cycle’ which will result in improvements across community safety, health and pedestrian/cyclist moveability and thus contribute to a vibrant and connected community.
Council is requested to adopt the Walkability Plan, Cycle Plan and associated policy.
MOTION: Shane Jones / D Lee
That Council:
1. Adopts the ‘City of Mandurah Cycle Plan’.
2. Adopts the ‘City of Mandurah Walkability Plan’.
3. Adopts the amended Policy Walkability - Footpaths and Shared Paths POL-RDS 03.
4. Recognises that the Cycle Plan and Walkability Plan 2017 are integral parts of the Integrated Transport Plan which will ultimately include the following components:
• Public transport • Private transport • Cycle transport (cycle ways) • Pedestrian access (footpaths and trails) • Marine transport • Electric vehicle transport • Parking.
5. Give further consideration of prioritisation to older areas that are footpath deficient.
6. Design an engagement process for the community in terms of their participation, knowledge and feedback.
CARRIED UNANIMOUSLY: 13/0 (This item was adopted en bloc)
G.26/8/18 SUPPORTING THE LOCAL ECONOMY THROUGH PURCHASING (DP/NP) (REPORT 2) (S.4/8/18)
The findings of research into the effect which organisations have if they direct purchasing spending into their local economy, strongly indicates that the activity has a significant benefit. This is expressed both in terms of the effects of direct spend to a local business and the indirect impact which it has on other commercial activities and employment in the City.
A focus on tenders deviates from the fact that the majority of purchasing activity takes place below tender thresholds. Apart from a Council Policy which allows for a modest price preference for Mandurah and Peel Region based businesses when purchasing, the City has no effective internal policies on local purchasing which staff can use as a guide under the tender threshold. MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 22
In developing a long term plan which addresses such issues as building the capacity of local businesses and increasing our engagement with local organisations, it is apparent that there are some immediate actions which can be taken and that will have a positive effect on local businesses and the local economy. Council is requested to approve an amended POL-CPM 01 Buy Local Regional Price Preference Policy and note the actions being taken internally to improve the City’s local purchasing footprint.
Recommendation from the Strategy Committee
That Council:
1 Approves the attached amended Policy POL-CPM 01 Buy Local Procurement.
2 Notes the work being undertaken to introduce the first stage of a local purchasing protocol.
3 Requests that a report be provided when audits to assess the effect of these changes have been completed.
4. Policy POL-CPM 01 Buy Local Procurement is amended to remove the second dot point under point 5
Following the Strategy Committee held on 21 August, additional information was circulated in the agenda which set out proposed changes to the amended policy. As such, the revised policy reflecting these changes was included in the agenda, along with the following alternative recommendation:
Alternative Recommendation set out in the Additional Information:
That Council:
1. Approves the attached amended Policy POL-CPM 01 Buy Local Procurement.
2. Notes the work being undertaken to introduce the first stage of a local purchasing protocol.
3. Requests that a report be provided when audits to assess the effect of these changes have been completed.
Due to the requirement for advertising of the policy amendment Councillor Tahlia Jones moved an alternate recommendation which was seconded by Councillor R Wortley.
MOTION: Tahlia Jones / R Wortley
That Council:
1. Approves the attached amended Policy POL-CPM 01 Buy Local Procurement for advertising.
2. Notes the work being undertaken to introduce the first stage of a local purchasing protocol.
3. Requests that a report be provided when audits to assess the effect of these changes have been completed.
CARRIED UNANIMOUSLY: 13/0 MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 23
REPORTS [AGENDA ITEM 18]
G.27/8/18 FINANCIAL REPORT JULY 2018 (PB) (REPORT 1)
Hon. Councillor Riebeling moved the report recommendation which was seconded by Councillor Peter Rogers. Elected Members requested further expanded comments be included in future reports in relation to the City Centre Activation project. The Director Sustainable Development advised further information would be included commencing next month.
MOTION: F Riebeling / Peter Rogers
That Council:
1. Receives the Financial Report for July 2018.
2. Receives the Schedule of Accounts for the following amounts: Total Municipal Fund $ 10,067,738.10 Total Trust Fund $ 17,762.10 $ 10,085,500.20
CARRIED UNANIMOUSLY: 13/0
G.28/8/18 COUNCIL REPRESENTATION ON MANDURAH AND PEEL TOURISM ORGANISATION (MN) (REPORT 2)
Council is currently represented by Councillor David Schumacher on the Board of Mandurah and Peel Tourism Organisation (Inc). The appointment was made at the Special Council meeting held on 31 October 2017. Councillor Schumacher has indicated that he wishes to resign from this appointment due to work commitments.
Council is requested to accept Councillor Schumacher’s resignation and to appoint a new Elected Member to be Council’s delegate to the Mandurah and Peel Tourism Organisation (MAPTO).
Mayor Williams and Councillor Wortley nominated for the vacancy. Councillor Wortley withdrew his nomination prior to a ballot being conducted.
Councillor Schumacher moved the report recommendation for Mayor Williams to be the delegate with an additional point 3 which was seconded by Councillor Wortley.
3 That Council requires the Constitution of the Mandurah and Peel Tourism Organisation include a clause that the City of Mandurah has one representative on the Board.
MOTION: D Schumacher / R Wortley
That Council
1 Accepts Councillor David Schumacher’s resignation from the Mandurah and Peel Tourism Organisation Board.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 24
2 Approves of Mayor Rhys Williams as its new delegate to the Mandurah and Peel Tourism Organisation Board.
3 Requires the Constitution of the Mandurah and Peel Tourism Organisation include a clause that the City of Mandurah has one representative on the Board.
CARRIED WITH ABSOLUTE MAJORITY: 13/0
Having declared an interest in the following two items Councifior Tahlia Jones absented herself from the Chamber at 7.05pm.
G.29/8/18 PEEL HOSPITALITY INSTITUTE (TF) (REPORT 3)
Council is requested to consider the support in principle for the development of a Peel Hospitality Institute, by way of funding up to $40,000 for the development of a business case to attract both State and Federal Government funding support for the proposal.
The Peel Hospitality Institute would be designed to build capacity to ensure ongoing supply of skilled workers for restaurants, bars, cafés and tourism outlets.
MOTION: Lynn Rodgers / D Schumacher
That Council:
1 Advises the Peel Development Commission that the City is prepared to be the proponent and champion for the Peel Hospitality Institute project.
2. Authorises a contribution of up to $40,000 for the preparation of Business Case for the project, to be funded from the Chief Executive Officer's Project Budget.
CARRIED WITH ABSOLUTE MAJORITY: 12/0
G.30/8/18 PEEL CHAMBER OF COMMERCE AND INDUSTRY SPONSORSHIP (TF) (REPORT 4)
In June 2015, Council resolved to sponsor the Peel Chamber of Commerce and Industry's Business Membership Agreement for one year, at a cost of $12,000. Council further resolved to consider continuing the sponsorship partnership, subject to sponsorship agreement and key performance indicator conditions being met to the City's satisfaction.
The sponsorship agreement between Peel CCI and CCI WA provided subsidised membership of both the state and regional Chamber, giving Peel small businesses access to CCI WA's extensive business services, including employee relations and occupational health and safety (OH&S) services. The combined membership offer was made available to CCI members with nil to 30 employees that have a head office in the Peel Region. MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 25
In 2016 and again in 2017, Council resolved to continue the City’s sponsorship of the Business Membership Agreement, on a year-by-year basis, at an annual cost of $12,000.
Following the receipt of a ‘Platinum Partnership Proposal’ from Peel CCI in May 2017, Council agreed to provide total funding of $35,500 to Peel CCI in 2017/18. This funding incorporated Business Membership Agreement funding, Alcoa Peel Business Excellence Awards sponsorship, 2017 ‘Future Proof’ Business Conference sponsorship and Platinum membership.
Council is requested to approve the allocation of $30,500 per year for three years (2018/19 – 2020/21), comprised as follows:
• Business Membership Agreement $12,000 • Platinum Membership $ 3,500 • Discretionary Funds $15,000
Council is also requested to approve one-off business development funding to Peel CCI of $30,000 in 2018/19, to help ensure the Chamber’s financial sustainability and the growth of its business community.
MOTION: Shane Jones / F Riebeling
That Council:
1. Approves annual funding of $30,500 for three years (2018/19 – 2020/21) to the Peel Chamber of Commerce and Industry, comprised as follows:
1.1 Business Membership Agreement $12,000 1.2 Platinum Membership $ 3,500 1.3 Discretionary Funds $15,000
2. Provides one-off funding of $30,000 through 2018/19 budget to the Peel Chamber of Commerce and Industry to allow the Chamber to develop its business model with the aim of ensuring its financial sustainability.
3. Endorses an agreement between the City of Mandurah and Peel Chamber of Commerce and Industry negotiated by the Chief Executive Officer to ensure the provision contained in Clause 2 above.
CARRIED UNANIMOUSLY: 12/0
Councillor Tahlia Jones re-entered the Chamber at 7.09pm.
G.31/8/18 CRAB FEST NAMING RIGHTS (GD/JPB) (REPORT 5)
In 2018 a review of the Crab Fest event was undertaken. One of the recommendations of that review was that the City went out to the market in relation to the TV media partnership and the potential future of naming rights partnership.
Invites to propose a pitch were sent to all commercial TV stations where three organisations accepted being Channel Seven (7) Perth, Channel Nine (9) Perth and Channel Ten (10) Perth. MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 26
An evaluation of the proposed pitches was undertaken and as a result Council is requested select Channel 7 as the preferred partner for Crab Fest Naming Rights and Media Sponsorship.
MOTION: D Schumacher / R Wortley
That Council:
1 Accepts Channel Seven (7) Perth as the preferred partner for Crab Fest Naming Rights and Media Sponsorship for a period of three years.
2 Authorises the Chief Executive Officer to finalise the incoming sponsorship agreement from the accepted partner.
3 Notes the promotions opportunity through a feature show similar to “Better Homes and Gardens” during the term of the agreement.
CARRIED UNANIMOUSLY: 13/0
MOTIONS OF WHICH NOTICE HAS BEEN GIVEN [AGENDA ITEM 20]
G.32/8/18 HON COUNCILLOR RIEBELING: SUPPORT FOR PERMANENT EMPLOYMENT
The reasons for this Motion are that the benefits to the area of permanent full time employment over short term contract labour are significant, in terms of economic security.
Notice of Motion
That Council continues to support permanent positions for its employees and encourages all large employers in our Region to do the same.
Hon Councillor Riebeling moved the motion which was seconded by Councillor Wortley. Discussion ensued as to impacts the motion may have for the City of Mandurah. The Chief Executive Officer responded to all concerns. Councillor Lynn Rodgers foreshadowed her intention to move an alternate recommendation requesting to defer the motion for a report from officers to be presented to Council.
Hon. Councillor Riebeling moved an amendment to the motion which was supported by the seconder, Councillor Wortley.
MOTION: F Riebeling / R Wortley
That Council continues to support a preference for permanent positions for its employees and encourages all large employers in our Region to do the same.
CARRIED: 12/1 FOR: Mayor Williams, Hon Councillor Riebeling, Councillors D Lee, R Wortley, P Jackson, M Darcy, C Knight, D Schumacher, Lynn Rodgers, Matt Rogers, Peter Rogers, Shane Jones AGAINST: Councillor Tahlia Jones.
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 27
G.33/8/18 HON COUNCILLOR RIEBELING: LAKELANDS TRAIN STATION
It is important that the position of Council is understood on this issue. The Council is not the responsible level of government for public transport, but continues to lobby other tiers of government on behalf of its community.
Hon Councillor Riebeling moved the motion which was seconded by Councillor Darcy. Discussion ensued as to a publication issued to residents in Lakelands by the Member for Canning suggestion that Council was against the train station. The Chief Executive Officer confirmed the decision for a train station to be located at Lakelands was included in the Transport Priority Plan endorsed by Council some 12 years ago and has been reaffirmed ever since. The mayor advised he would be corresponding with the Member for Canning regarding this matter.
MOTION: F Riebeling / M Darcy
That Council:
1. Reaffirm its stance that a future train station at Lakelands should be part of the planning for the Perth to Mandurah rail network, and notes that a Commonwealth funded business case is currently being undertaken in relation to this project.
2. Continue to advocate for more adequate provision of public transport across the Mandurah Region to cater for our growing population, including an emphasis on services in Mandurah’s southern corridor and connections through to Pinjarra.
CARRIED UNANIMOUSLY: 12/1 FOR: Mayor Williams, Hon Councillor Riebeling, Councillors Knight, Jackson, Matt Rogers, Peter Rogers, Lynn Rodgers, D Lee, D Schumacher, R Wortley, M Darcy, Shane Jones AGAINST: Councillor Tahlia Jones
NOTICE OF MOTIONS FOR CONSIDERATION AT THE FOLLOWING MEETING [AGENDA ITEM 21]
Nil.
LATE AND URGENT BUSINESS ITEMS [AGENDA ITEM 22]
Nil.
CONFIDENTIAL ITEMS [AGENDA ITEM 23]
RESOLVED: D Lee / F Riebeling
That the meeting proceeds with closed doors at 7.31pm in accordance with Section 5.23(2)(e) of the Local Government Act 1995,to allow for the confidential discussion of an item containing information of a commercial value.
CARRIED UNANIMOUSLY: 13/0
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 28
Members of the media, non-senior employees and persons in the gallery left the meeting at this point. The Manager Sport, Recreation and Events, Coordinator Recreation Services and Minute Officer remained with Senior Officers.
THE MEETING PROCEEDED WITH CLOSED DOORS AT 7.31PM
G.34/8/18 SUSPENSION OF CITY’S STANDING ORDERS 8.5.1 AND 8.6.1
RESOLVED: Shane Jones / D Lee
That the City’s Standing Orders 8.5.1 and 8.6.1 be suspended at 7.31pm in order to facilitate debate.
CARRIED UNANIMOUSLY: 13/0
G.35/8/18 CONFIDENTIAL PRESENTATION
A visual presentation on the community involvement undertaken by the organisation was delivered.
G.36/8/18 REINSTATE CITY’S STANDING ORDERS 8.5.1 AND 8.6.1
RESOLVED: F Riebeling / Matt Rogers
That the City’s Standing Orders 8.5.1 and 8.6.1 be reinstated at 7.58pm.
CARRIED UNANIMOUSLY: 13/0
G.37/8/18 CONFIDENTIAL ITEM: RESTRUCTURE OF LOAN AND LEASE MODEL (CJ) (REPORT 1)
Confidential discussion ensued regarding this issue.
MOTION: R Williams / D Schumacher
1 That Council adopts the course of action agreed.
CARRIED UNANIMOUSLY: 13/0
G.38/8/18
MOTION: Lynn Rodgers / C Knight
That the meeting proceeds with open doors.
CARRIED UNANIMOUSLY: 13/0
MINUTES OF COUNCIL MEETING: TUESDAY 28 AUGUST 2018 PAGE 29
THE MEETING PROCEEDED WITH OPEN DOORS AT 8.03PM
G.39/8/18
MOTION: Lynn Rodgers / F Riebeling
That Council endorses the resolutions taken with closed doors.
CARRIED UNANIMOUSLY: 13/0
CLOSE OF MEETING [AGENDA ITEM 24]
There being no further business, the Mayor declared the meeting closed at 8.03pm.
CONFIRMED ……………………………………………….. (MAYOR)
MINUTES OF
AUDIT AND RISK COMMITTEE MEETING
HELD ON
Monday 10 September 2018 5.30 pm
IN COUNCIL CHAMBERS - 83 MANDURAH TERRACE MANDURAH
PRESENT:
MAYOR R WILLIAMS HON COUNCILOR F RIEBELING [CHAIRMAN] COASTAL WARD COUNCILLOR T JONES COASTAL WARD COUNCILLOR R WORTLEY NORTH WARD COUNCILLOR P ROGERS TOWN WARD COUNCILLOR P JACKSON NORTH WARD MR I ILSLEY EXTERNAL REPRESENTATIVE
OFFICERS IN ATTENDANCE:
MR M NEWMAN CHIEF EXECUTIVE OFFICER MR G DAVIES EXECUTIVE MANAGER STRATEGY & BUSINESS PERFORMANCE MR D PRATTENT ACTING EXECUTIVE MANAGER FINANCE & GOVERNANCE MR R KING MANAGER HUMAN RESOURCES & ORGANISATIONAL DEVELOPMENT MS P LADLOW OCCUPATIONAL SAFETY & HEALTH SPECIALIST MR C JOHNSON MANAGER SPORT, RECREATION & EVENTS MR A TIMMS ACTING COORDINATOR RECREATION CENTRES MRS J NIE EXECUTIVE ASSISTANT
MINUTES OF AUDIT AND RISK COMMITTEE MEETING OF 10 SEPTEMBER 2018 Page 2
OPENING OF MEETING [AGENDA ITEM 1]
The Chairperson declared the meeting open at 5.31 pm.
ATTENDANCE AND APOLOGIES [AGENDA ITEM 2]
An apology was received from Councillor Darren Lee. Councillor Peter Jackson attended the meeting as deputy member.
RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE [AGENDA ITEM 3]
Nil.
PRESENTATIONS AND ANNOUNCEMENTS BY CHAIRPERSON [AGENDA ITEM 4]
Nil.
CONFIRMATION OF MINUTES [AGENDA ITEM 5]
AR.1/9/18 CONFIRMATION OF MINUTES
RESOLVED: T Jones / R Williams
That the Minutes of the Audit and Risk Committee meeting of Monday 14 May 2018 be confirmed.
CARRIED UNANIMOUSLY: 7/0
DECLARATIONS OF FINANCIAL, PROXIMITY AND IMPARTIALITY INTERESTS [AGENDA ITEM 6]
Hon Cr Riebeling noted that that he was the Chair of the Rivers Regional Council. The CEO advised that as Hon Cr Riebeling was the Council’s representative of the Rivers Regional Council, no conflict of interest exists.
BUSINESS LEFT OVER FROM PREVIOUS MEETING [AGENDA ITEM 7]
Nil.
SUSPENSION OF STANDING ORDERS [AGENDA ITEM 8]
AR.2/9/18 SUSPENSION OF CITY’S STANDING ORDERS 8.5.1 AND 8.6.1
RESOLVED: T Jones / P Rogers
That the City’s Standing Orders 8.5.1 and 8.6.1 be suspended at 5.34pm in order to facilitate debate.
CARRIED UNANIMOUSLY: 7/0 MINUTES OF AUDIT AND RISK COMMITTEE MEETING OF 10 SEPTEMBER 2018 Page 3
ITEMS FROM OFFICERS [AGENDA ITEM 9]
AR.3/9/18 OCCUPATIONAL SAFETY AND HEALTH 2017-18 ANNUAL REVIEW (RK/PL) REPORT 1
In March 2016, the Audit & Risk Committee endorsed the City’s Strategic 3 Year Occupational Safety & Health (OSH) Plan. The Committee was also updated on the City’s current Occupational Safety and Health performance at that time and has received regular updates on the City’s OSH performance since then.
2017-2018 has seen a continued focus on improving our occupational health and safety systems and culture. Council is requested to note the progress being made in implementing the 3 Year OSH Plan and the imperatives made to address the management of workplace injury. Council is also requested to note the City’s current OSH performance.
The Occupational Safety & Health Specialist gave a visual presentation on this item.
Discussion was focused on Lost Time Injuries (LTI’s), trends in data and the current number of workers compensation claims. The Executive Manager Strategy and Business Performance clarified that the rise in claims is partially due to the increased level of awareness of the need to report injuries and incidents.
The Acting Executive Manager Finance and Governance will provide some further analysis on the spread of claims by financial value.
The Manager Human Resources and Organisational Development confirmed that the next 3 year OSH Plan will be presented to this committee by the end of the year, most probably in November.
The positive improvement in the reduction of LTI’s was acknowledged and the overall improvement in safety culture in the workplace.
RESOLVED TO RECOMMEND: T Jones / R Wortley
That Council
Notes the progress made in implementing the 3 Year OSH Plan and also the progress being made to address the management of workplace injury.
Notes the City’s OSH performance for the 2017/18 financial year.
CARRIED UNANIMOUSLY: 7/0
AR.4/9/18 CITY OF MANDURAH RECREATION CENTRES – BUSINESS IMPROVEMENT PLAN (CJ) REPORT 2
The City of Mandurah manages two (2) community recreation centres under a single business model – Mandurah Aquatic & Recreation Centre and the Halls Head Recreation Centre.
Prior to the commencement of the of the MARC Redevelopment project, the City undertook considerable operational planning to ensure both the successful delivery of the project and the projected business performance once the facility was fully operational.
Following the completion of the MARC Redevelopment in May 2017, City officers identified a number of new initiatives aimed at improving the financial and operational performance of the MINUTES OF AUDIT AND RISK COMMITTEE MEETING OF 10 SEPTEMBER 2018 Page 4 facilities as the business continues to evolve. These projects were consolidated into the City of Mandurah Recreation Centres 2 Year Business Improvement Plan (2017/18 – 2018/19).
The Manager Sport, Recreation & Events gave a visual presentation on this item.
General discussion was held around the changes made to the Halls Head Recreation Centre and the effect on staffing levels. The Manager Sport, Recreation & Events outlined the new operating practices and clarified a query from Cr Tahlia Jones on the amount, if any, of negative feedback received from members of the centre in relation to the recent changes, which has been minimal. Incentives have been issued by staff in order to minimise the impact on members who utilise the Halls Head facility.
RESOLVED TO RECOMMEND: P Jackson / R Wortley
That Council:
1. Notes the performance of the Recreation Centres business during the 2017/18 financial year.
2. Notes the City’s progress against the City of Mandurah Recreation Centres 2 Year Business Improvement Plan (2017/18 – 2018/19).
3. Notes that City officers will report annually to Council on the achievements of the City’s Recreation Centres against key performance indicators and the outcomes of the business improvement initiatives through the annual Business Planning process.
CARRIED UNANIMOUSLY: 7/0
AR.5/9/18 CORPORATE RISKS MANAGEMENT PROGRESS AND RISK ACTION PLANS (JF) REPORT 3
This report presents an update on the management of the City’s Corporate Risks. This follows on from the progress report provided to Council in March.
To date, 23 Corporate Risks are being managed using Promapp (the City’s Risk Management software) and are supported by completed Risk Action Plans. Work is underway to develop risk action plans for the risks associated with our waste collection and disposal activities.
Discussion was held around the Elected Members input into the current corporate risks. The Executive Manager Strategy and Business Performance clarified that a discussion on current and future corporate risks will be presented at a future committee meeting. At this time, Elected Members will have the opportunity to provide input to the corporate risk identification process, rate the risks and decide if the identified corporate risks are kept as a corporate risk or can be managed at the operational level. It is planned to hold an open session with Elected Members to focus specifically on the list of corporate risks and the level of risk appetite for each risk.
Mayor Williams added that some of the treatments on risks appear quite superficial and has some concern that the risk register could drive strategy. The Manager Human Resources and Organisational Development responded by advising that identifying the list of corporate risks is the first step in the process. There is more visibility on risks than previously was the case and a quarterly review of treatment processes will ensure that the list of corporate risks is kept relevant. The Chief Executive Officer added that we are quite early in our risk management journey.
Cr Tahlia Jones queried if the Promapp system used was standalone or if it integrates with our other systems. The Executive Manager Strategy and Business Performance confirmed that Promapp is
MINUTES OF AUDIT AND RISK COMMITTEE MEETING OF 10 SEPTEMBER 2018 Page 5 a standalone system however it does have the ability to load projects for risk evaluation and this will be persued. Promapp enables performance data to be drawn from the system on the management of all risk categories including projects. The City is looking to have risk treatment plans in place for all major projects, particularly those above a yet to be determined financial threshold i.e. $2M.
RESOLVED TO RECOMMEND: P Rogers / R Wortley
That Council:
1. Notes the current risk profile for the City’s Corporate Risks;
2. Notes the risk action plans for the City’s Corporate Risks;
3. Notes that further reports on newly identified Corporate Risks will be provided to the Audit and Risk Committee in the coming months.
CARRIED UNANIMOUSLY: 7/0
REPORTS FROM AUDITORS [AGENDA ITEM 10]
Nil.
LATE AND URGENT BUSINESS ITEMS [AGENDA ITEM 11]
Nil.
QUESTIONS AND ISSUES FROM COMMITTEE MEMBERS [AGENDA ITEM 12]
Questions of which due notice has been given
Nil
Questions of which notice has not been given
Nil
AR.6/9/18 RESUMPTION OF CITY’S STANDING ORDERS 8.5.1 AND 8.6.1
RESOLVED: T Jones / R Wortley
That the City’s Standing Orders 8.5.1 and 8.6.1 be resumed at 6.46pm.
CARRIED UNANIMOUSLY: 7/0
CLOSE OF MEETING [AGENDA ITEM 13]
MINUTES OF AUDIT AND RISK COMMITTEE MEETING OF 10 SEPTEMBER 2018 Page 6 There being no further business, the Chairperson declared the meeting closed at 6.47pm.
CONFIRMED: ……………………………………………………………….[CHAIRPERSON]
MINUTES OF
COMMITTEE OF COUNCIL MEETING
HELD ON
Tuesday 11 September 2018
AT 5.30 PM
IN COUNCIL CHAMBERS - 83 MANDURAH TERRACE MANDURAH
PRESENT:
COUNCILLOR D LEE [CHAIRMAN] EAST WARD MAYOR R WILLIAMS COUNCILLOR C KNIGHT NORTH WARD COUNCILLOR R WORTLEY NORTH WARD COUNCILLOR P JACKSON NORTH WARD COUNCILLOR L RODGERS EAST WARD HON COUNCILLOR F RIEBELING COASTAL WARD COUNCILLOR T JONES COASTAL WARD COUNCILLOR M DARCY COASTAL WARD COUNCILLOR P ROGERS TOWN WARD COUNCILLOR M ROGERS TOWN WARD
OFFICERS IN ATTENDANCE:
MR M NEWMAN CHIEF EXECUTIVE OFFICER MR A CLAYDON DIRECTOR WORKS & SERVICES MR T FREE DIRECTOR SUSTAINABLE DEVELOPMENT MR G DAVIES EXECUTIVE MANAGER STRATEGY & BUSINESS PERFORMANCE MR D PRATTENT ACTING EXECUTIVE MANAGER FINANCE & GOVERNANCE MR T HARTLAND MANAGER COMMUNITY DEVELOPMENT MR B INGLE MANAGER STATUTORY SEVICES MRS L SLAYFORD MINUTE OFFICER
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 2
OPENING OF MEETING AND ANNOUNCEMENT OF VISITORS [AGENDA ITEM 1]
The Chairman declared the meeting open at 5.32pm ACKNOWLEDGING AND WELCOMING Mr George Pascot form the Mandurah Environmental Advisory Group.
APOLOGIES / LEAVE OF ABSENCE [AGENDA ITEM 2]
Apologies were received from Councillors D Schumacher and S Jones.
DISCLAIMER [AGENDA ITEM 3]
The purpose of this Committee Meeting is to discuss and make recommendations to Council about items appearing on the agenda and other matters for which the Committee is responsible. The Committee has no power to make any decisions which are binding on the Council or the City of Mandurah unless specific delegation of authority has been granted by Council.
No person should rely on or act on the basis of any advice or information provided by a Member or Officer, or on the content of any discussion occurring, during the course of the meeting. The City of Mandurah 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 advice or information provided by a Member or Officer, or the content of any discussion occurring, during the course of the Committee meeting.
RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE [AGENDA ITEM 4]
Nil. / Officers provided answers to questions taken on notice at the Committee of Council meeting of DD MONTH YEAR (Insert date of last meeting / meeting at which questions were taken on notice)
PUBLIC QUESTION TIME [AGENDA ITEM 5]
Nil.
PRESENTATIONS AND ANNOUNCEMENTS BY CHAIRMAN [AGENDA ITEM 6]
Nil.
DEPUTATIONS [AGENDA ITEM 7]
Nil.
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 3
CONFIRMATION OF MINUTES [AGENDA ITEM 8]
CC.1/9/18 CONFIRMATION OF MINUTES
RESOLVED: R Wortley / C Knight
That the Minutes of the Committee of Council meeting of Tuesday 14 August 2018 be confirmed.
CARRIED UNANIMOUSLY: 11/0
DECLARATION OF INTERESTS [AGENDA ITEM 9]
Nil.
QUESTIONS FROM ELECTED MEMBERS WITHOUT DISCUSSION [AGENDA ITEM 10]
Questions of which due notice has been given
Nil.
Questions of which notice has not been given
Nil.
BUSINESS LEFT OVER FROM PREVIOUS MEETING [AGENDA ITEM 11]
Nil.
REPORTS [AGENDA ITEM 12]
CC.2/9/18 APPROACHES TO STREET PRESENCE AND SUPPORTING VULNERABLE PEOPLE INCLUDING HOMELESSNESS (TH) (REPORT 1)
Mandurah’s transformation from a small coastal town to a thriving City has led to an increase in some social issues. In central Mandurah this currently includes a noticeable street presence of vulnerable people, with related general vagrancy around the City Centre in part linked to a probable increase in homelessness.
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 4
The City is focused on improving the City Centre through activation, business development, improved infrastructure and improvements in safety and security. In seeking to improve safety and security, the City and WA Police recognise that there are some people within the City Centre who are in need of support across a range of issues include inadequate housing, mental health issues and addiction. There is a deficiency in Mandurah of outreach services for these people. In trying to resolve criminal and antisocial issues, it is clear an enforcement alone approach will not be successful.
This report provides an update of some of the local approaches to this increase and gives an overview of City efforts currently occurring. There is an outline of recommended support needed to enable the City to take action, while facilitating, partnering or just championing ongoing community led sector collaboration and efficiencies. There will be an ongoing need in the short term for a focus on this issue, including high level advocacy of both the state and federal governments for their financial support and assistance in capital works and service provision. The City has an important role in defining the issues at a local level, researching trends, gaps and raising awareness of support needed. The City must also actively work with the community sector to build collaboration and capacity, ensuring appropriate support for their future aspirations.
Outlined within this report are some interim considerations for City owned facilities that may enable increased support for groups providing direct services to vulnerable people. There is an overview of a potential co-located Community Support Hub, designed to cater for direct services to vulnerable people into the future. The report recommends further considerations of this hub, including developing a business case outlining possible suitable locations, operating models and partner agencies.
Through community sector engagement and services mapping, a gap has been identified in the provision of outreach services to vulnerable people in central Mandurah. While some outreach does occur it is not sufficient to meet need and as such it is recommended Council financially supports a trial outreach program to support vulnerable street present people.
Report Recommendation
That Council:
1. Supports the relocation of the Peel Soup Kitchen from their existing service location in a hired facility within the Sutton Street Hall, Mandurah to a leased facility known as Tuart Avenue, Mandurah within a City owned co-located facility.
2. Supports Officers to negotiate with Anglicare WA regarding their existing 1+1 year licence of the Tuart Avenue, Mandurah facility, with a view to rationalising the existing adjacent Mandurah Family and Community Centre and allowing Anglicare WA additional office space.
3. Notes the likely need for the provision of a Community Support Hub facility in central Mandurah in the future and supports Officers to develop a business case identifying suitable locations, operating models and partner agencies; with findings to be presented to Council for further consideration.
4. Approves the establishment of a trial ‘vulnerable and street present persons outreach support project’ with the following considerations:
4.1 Project to be delivered over 12 months;
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 5
4.2 Key Performance Indicators will be as follows;
i. Establishment of a dedicated outreach response for on the ground contact with homeless and street present people, broadly in central Mandurah. ii. Establishment of a referral process including as a minimum to crisis accommodation, health services (including mental health) and drug and alcohol support. iii. Development of a service agreement with the City. iv. Providing contact statistics regularly, taking an evidence based approach. v. Ongoing attendance at the Homelessness and Street Presence Network.
(a) Notes the project, to take place between January and December 2019, is estimated to cost $50,000 and will be funded as follows:
i. $25,000 from 2018/19 redirected from within the community projects budget ii. $25,000 to be listed for consideration in the draft 2019/20 budget.
5. Notes the establishment of the Homelessness and Street Present Network Group and supports its ongoing function, as follows:
“Broadly on legitimately homeless people who are unable to find a regular roof over their heads; especially youth who may be intermittently homeless, however also street present people and negative behaviours especially in the City Centre. Creating a collaborative overarching framework for the group to add communication and resource delivery, with a clear focus on the client.”
6. Supports City Officers in developing in partnership with the Homelessness and Street Present Network Group, a strategy to maximise resources and encourage partnerships across the community services sector, forming a more collaborative approach and notes that this will be brought back to Council for their consideration.
Mayor Williams moved an alternate recommendation which was seconded by Hon Councillor Riebeling.
RESOLVED TO RECOMMEND: R Williams / F Riebeling
That Council:
1. Establish a working group to consider street presence and homelessness in the District.
2. Appoint Mayor Williams, Councillors C Knight, L Rodgers, Shane Jones and relevant officers to the working group.
3. Defer this item to the working group for consideration.
4. Receive a future report from the working group on this item.
CARRIED UNANIMOUSLY: 11/0
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 6
CC.3/9/18 DAWESVILLE COMMUNITY CENTRE CONCEPT DESIGN (TH) (REPORT 2)
Council has identified the need for a Community Centre in Dawesville to service the expanding southern corridor of Mandurah within its 10 year Capital Plan and as a priority project within the City’s Social Infrastructure Plan. As a result a comprehensive community consultation process was undertaken in 2017/18 and the City appointed consultant architect McKay Urban Design to assist with the consultation and develop a concept plan and indicative cost estimate.
The site will be located on 0.2 of a hectare of land owned by the City arising from a developer contribution agreement, on Dandaragan Drive, Florida. This will be adjacent to a proposed retail development in the precinct centre, owned by Coles and is well positioned being central to the broader Dawesville community.
An estimated project timeline was endorsed by Council at its June 2017 meeting (as part of the Social Infrastructure Plan 4 yearly review) for delivery, subject to funding and identified need, between 2019/20 to 2021/22. The project will only be realised with a funding combination of external grants (state/federal) and within the City’s capital infrastructure annual budgets. It is recommended Council approve the concept plan, note the indicative costs and support Officers in securing funding as a priority project.
Hon Councillor Riebeling moved the report recommendation which was seconded by Councillor Tahlia Jones. Discussion ensued as to consideration for future expansion of the facility and external project funding. The Chief Executive Officer and Manager Community Development provided responses to questions raised.
RESOLVED TO RECOMMEND: F Riebeling / Tahlia Jones
That Council:
1. Endorses the proposed ‘Dawesville Community Centre Concept Plan’, noting that broad community engagement was undertaken to inform this.
2. Notes the concept estimate total cost of $4,590,000 including building, grounds and contingencies and that the project will be funded through a combination of state, federal and local government funding mixes.
3. Notes that project delivery is subject to grant funding and other approvals, with a proposed commencement timeframe being between 2019/20 and 2021/22 as previously approved by Council within its revised Social Infrastructure Plan.
4. Supports officers to pursue funding opportunities.
CARRIED UNANIMOUSLY: 11/0
CC.4/9/18 VARIATION OF LEASE – WESTMEN INVESTMENTS PTY LTD (LP/RL) (REPORT 3)
Westmen Investments Pty Ltd (Westmen) currently hold a lease over 187 Breakwater Parade Mandurah, for the purpose of boatlifting and relevant marine related activities. The lease allows for the subletting of portions of the lease area, and over the years Westmen have held various sublease agreements relating to marine operations. MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 7
The current lease commenced in 2001 and is due for expiry in December 2022, with an option of a further term of 21 years. A condition of the lease states that no sub lease can be granted past the expiry date of the head lease. As the expiry date is now only four years away, and a standard commercial tenancy is five years, this is impacting on Westmen’s ability to attract tenancies due to the lack of long term tenure on offer.
Officers consider it appropriate to offer the lessee an early option to exercise the further term which is available in the head lease. This will ensure a term of 21 years is made available now, rather than waiting until December 2022 and gives security until final expiry being December 2042.
Council is requested to approve a variation to the head lease, which allows the lessee the option to exercise early renewal from the 31 October 2018, allowing the further term to take effect.
RESOLVED TO RECOMMEND: Lynn Rodgers / Matt Rogers
That Council:
1. Approves a variation of the current lease held by Westmen Investments Pty Ltd over portion of Reserve 48150, 187 Breakwater Parade Mandurah as follows:
1.1 The further term can be exercised by the lessee from the 31 October 2018;
1.2 Subject to the approval of the Minster for Lands.
CARRIED UNANIMOUSLY: 11/0
CC.5/9/18 GENERATOR PROCUREMENT MANDURAH AQUATIC AND RECREATION CENTRE (BI) (REPORT 4)
To support the City’s preparedness in disaster recovery, investigations have been undertaken to procure a City owned generator to allow guaranteed power supply in emergencies to the City’s designated evacuation centres. The primary evacuation centre is the Mandurah Aquatic and Recreation Centre (MARC).
Through this investigation an opportunity has been identified to procure a larger generator for the MARC which will not only provide business continuity improvements but also allow the shaving of peak load power that will see a significant reduction in power costs in the medium to long term.
Council is recommended to support the budgeting for the installation and procurement of a suitably sized generator as part of the 2019/20 budget, with the system to be in place prior to 1 October 2019 to maximise energy savings.
Councillor Knight moved the report recommendation with the inclusion of point 3 wich was seconded by Hon Councillor Riebeling:
3. Request officers prepare for a workshop to discuss future energy options for the City of Mandurah. MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 8
RESOLVED TO RECOMMEND: C Knight / F Riebeling
That Council:
1. Consider the purchasing of a 700kVa+ generator permanently installed to service the operation of the Mandurah Aquatic and Recreation Centre as part of the 2019/20 budget process.
2. Seek to have the procurement and installation in place by 1 October 2019 to maximise savings associated with load shedding and capacity charges.
3. Request officers prepare for a workshop to discuss future energy options for the City of Mandurah.
CARRIED UNANIMOUSLY: 11/0
CC.6/9/18 ROAD DEDICATION – AVALON FORESHORE RESERVE 24880 (VK/LP) (REPORT 5)
As part of the Port Bouvard Northport Outline Development Plan and subsequent subdivision, an extension of Avalon Parade, Wannanup through the Avalon Foreshore (Reserve 24880) was approved and completed in 2001. However the formal dedication of the road land as road reserve under the Land Administration Act 1997 was not completed. As this section of Avalon Parade is a fully constructed public road, with service infrastructure, the current land tenure requires amendment.
Officers have completed the process required by the Department of Planning, Lands & Heritage (DPLH) to progress the dedication, including survey and consultation requirements, and a plan identifying the extent of the road land to be excised from the reserve has been drafted.
Council is, therefore, requested to seek approval from the Minister for Lands, for the dedication of an approximate 5,153 square metre portion of Reserve 24880 Avalon Parade, Wannanup as road, pursuant to Section 56 of the Land Administration Act 1997; and to indemnify the Minister for Lands against any claims for compensation and costs in respect to the land.
RESOLVED TO RECOMMEND: F Riebeling / Tahlia Jones
That Council:
1. Approves the excision of an approximate 5,153 square metre portion of land from Reserve 24880 Avalon Parade, Wannanup, pursuant to Section 51 of the Land Administration Act 1997, for the purpose of road reserve;
2. Requests the Minister for Lands to approve the dedication of an approximate 5,153 square metre portion of Reserve 24880, Avalon Parade Wannanup as road reserve pursuant to Section 56 of the Land Administration Act 1997;
3. Indemnifies the Minister for Lands against any claims for compensation and costs in respect of the road land.
CARRIED UNANIMOUSLY: 11/0 MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 9
CC.7/9/18 TIME PARKING RESTRICTIONS SEPPINGS PARADE, LAKELANDS (BI) (REPORT 6)
The continued development of the Lakelands Town Centre has identified a number of opportunities to improve traffic management and parking within the area. These actions are progressing in consultation with the developer and Shopping Centre Management.
Council approval is required to implement a request for the installation of 30 minute time parking restrictions on Seppings Parade, Lakelands in accordance with plan located in Attachment 1. The plan creates 6 x 30 minute time parking bays to support short term stops accessing retail premises in close proximity to the shopping precinct.
Report Recommendation
That Council approve the installation of 6 x 30minute time parking bays as set out in Attachment 1 in Seppings Parade, Lakelands.
Councillor Knight moved the recommendation which was seconded by Councillor Wortley. During the discussion that ensued questions relating to periods of operation were responded to by the Manager Statutory Services. Elected Members requested further information in this regard. Councillors Knight and Wortley agreed to amend the recommendation to support the request for further information.
RESOLVED TO RECOMMEND: C Knight / R Wortley
That this item be deferred to the Council meeting of 25 September, 2018 for further information to be supplied by officers.
CARRIED UNANIMOUSLY: 11/0
CC.8/9/18 NOVARA FORESHORE PROPOSED ABLUTION FACILITY PUBLIC CONSULTATION (SH) (REPORT 7)
The existing ablution facility in Reserve 25414 (Owen Avenue, Falcon) is in poor condition and requires refurbishment. When the project is considered in conjunction with the Council endorsed Novara Foreshore Master Plan, it is thought that upgrading the existing ablution facility in its current location may not provide the best outcomes for the community and visitors to the foreshore reserve and boat ramp.
Recognising the need for a facility to be located in a position to service the popular boat ramp, playground and recreation space, and to support the City’s continued investment in the redevelopment of the Novara Foreshore, three location options for an ablution facility have been proposed.
The three options were provided to residents for their comment and selection of their preferred location. The outcome was that the majority of respondents preferred the location shown as Option 1, ie located on the foreshore reserve and close to the water’s edge.
It is recommended that Council approve Option 1 as the location for the proposed ablution facility at Novara Foreshore.
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 10
RESOLVED TO RECOMMEND: Peter Rogers / M Darcy
That Council:
1. Approves Option 1 as the preferred location for the proposed new Novara Foreshore Toilet Facility as shown in Sketch Proposal for Public Toilet Location – Novara Foreshore, Falcon (Attachment 1)
2. Authorises Officers to progress the detailed design of a new ablution facility in Reserve 46069 (Novara Foreshore Reserve).
CARRIED UNANIMOUSLY: 11/0
CC.9/9/18 2018/19 BUDGET OF WORKS PROPOSED REALLOCATION OF FUNDS (TD/AC) (REPORT 8)
The commencement of the 2018/19 budget of works is well underway.
A review of the projects planned for construction has resulted in an opportunity to implement some amendments that will result in better community outcomes. To achieve this, reallocation of funds from some previously approved projects is requested.
The proposed reallocation of funds is proposed as follows:
Road Construction
From: 1. Quail Road $150,000 Proponent constructed the works themselves 2. Birchley Road $369,497 Project not required
To: Coodanup Drive (Stage 3)
Path Construction
From: Old Coast Road $280,000
To: 1. Mistral Street (Merlin Street to Philante Street) 2. Nerine Street (Andante Street to Mistral Street)
Council is requested to approve the reallocation of current funding in accordance with the above details in order to recognise a change in priority, the opportunity to realise construction efficiencies and to achieve better community outcomes.
RESOLVED TO RECOMMEND: Lynn Rodgers / R Wortley
That Council:
1. Endorse the proposal to reconstruct and upgrade Coodanup Drive in 2018/2019 utilising reallocated funds in conjunction with the approved 2018/2019 funding allocation.
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 11
2. Approve the reallocation of the Quail Road project funds of $150,000 to Coodanup Drive in the 2018/2019 budget.
3. Approve the reallocation of the Birchley Road project funds of $369,497 to Coodanup Drive in the 2018/2019 budget.
4. Endorse the proposal to construct new shared paths in Mistral Street and Nerine Street, Falcon in 2018/2019 utilising reallocated funds from the 2018/2019 budget.
5. Approve the reallocation of the Old Coast Road path project funds of $280,000 to: 5.1 Mistral Street ($220,000) in the 2018/2019 budget. 5.2 Nerine Street ($60,000) in the 2018/2019 budget.
CARRIED ABSOLUTELY: 11/0
CC.10/9/18 PROPOSED BUSH FIRE BRIGADES AMENDMENT LOCAL LAW 2018 (SL/MG) (REPORT 9)
A review of the City’s Bush Fire Brigades Local Law 2010 (copy shown at Attachment 2) is now due. The review has identified the need for a small number of minor amendments and also the opportunity to streamline processes outlined within the local law.
As a legal requirement, all local laws are to have a purpose and effect where the following is proposed for the Bush Fire Brigades Amendment Local Law 2018:
PURPOSE: to amend provisions within the City of Mandurah Bush Fire Brigades Local Law 2010. EFFECT: to ensure the City of Mandurah Bush Fire Brigades Local Law 2010 is as clear, concise and effective as possible.
Council is requested to adopt the proposed Bush Fires Brigades Amendment Local Law 2018 for advertising.
RESOLVED TO RECOMMEND: C Knight / R Wortley
That Council:
1 Adopt the proposed City of Mandurah Bush Fires Brigades Amendment Local Law 2018 for advertising.
2 Note that any public and Ministerial responses will be reported to Council for consideration prior to the making of the local law and publication in the Government Gazette.
CARRIED ABSOLUTELY: 11/0
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 12
LATE AND URGENT BUSINESS ITEMS [AGENDA ITEM 14]
Nil.
CONFIDENTIAL ITEMS [AGENDA ITEM 15]
RESOLVED: Tahlia Jones / F Riebeling
That the meeting proceeds with closed doors at 5.56pm in accordance with Section 5.23(2)(e) of the Local Government Act 1995, for discussion of a confidential item containing commercially sensitive information.
CARRIED UNANIMOUSLY: 11/0
Members of the media, non-senior employees and persons in the gallery left the meeting at this point. The Manager Planning and Land Management and Minute Officer remained with Senior Officers.
THE MEETING PROCEEDED WITH CLOSED DOORS AT 5.56PM.
CC.11/9/18 CONFIDENTIAL ITEM: LEASE VARIATION (BD/LP) (CONFIDENTIAL REPORT 1)
Confidential discussion ensued regarding this issue.
RESOLVED TO RECOMMEND: R Wortley / F Riebeling
1 That Council adopts the course of action agreed.
2 That this motion remains confidential until final expiration or termination of the lease.
CARRIED UNANIMOUSLY: 11/0
CC.12/9/18
MOTION: C Knight / Matt Rogers
That the meeting proceeds with open doors.
CARRIED UNANIMOUSLY: 11/0
THE MEETING PROCEEDED WITH OPEN DOORS AT 5.58PM
MINUTES OF THE COMMITTEE OF COUNCIL MEETING OF 11 SEPTEMBER 2018 PAGE 13
CC.13/9/18
MOTION: Peter Rogers / Lynn Rodgers
That Council endorses the resolutions taken with closed doors.
CARRIED UNANIMOUSLY: 11/0
CLOSE OF MEETING [AGENDA ITEM 16]
There being no further business, the Chairman declared the meeting closed at 5.59pm.
CONFIRMED: ……………………………………………………………….[CHAIRMAN]
MINUTES OF
PUBLIC ART COMMITTEE
HELD ON
TUESDAY 17 SEPTEMBER 2018
AT 5.30 PM
IN COUNCIL CHAMBERS - 83 MANDURAH TERRACE MANDURAH
PRESENT:
DEPUTY MAYOR C KNIGHT (CHAIR) NORTH WARD MAYOR R WILLIAMS COUNCILLOR M ROGERS TOWN WARD
ELECTED MEMBER OBSERVING:
NIL
OFFICERS IN ATTENDANCE:
MR T FREE DIRECTOR SUSTAINABLE DEVELOPMENT MR D PRATTENT ACTING EXECUTIVE MANAGER FINANCE & GOVERNANCE MS N PULFORD MANAGER GOVERNANCE AND TENDERS MS E ARNOLD ARTS STRATEGY OFFICER MS V LAWRENCE TENDERS AND CONTRACTS OFFICER MRS D BUTTER EXECUTIVE ASSISTANT, SUSTAINABLE DEVELOPMENT (MINUTE OFFICER)
MINUTES OF PUBLIC ART COMMITTEE: MONDAY 17 SEPTEMBER 2018 PAGE 2
OPENING OF MEETING [AGENDA ITEM 1]
The Chair declared the meeting opened at 5:45pm
ATTENDANCE AND APOLOGIES [AGENDA ITEM 2]
Councillors Lynn Rodgers and Darren Lee (Committee Members)
ANSWERS TO QUESTIONS TAKEN ON NOTICE [AGENDA ITEM 4]
Nil
PUBLIC QUESTION TIME [AGENDA ITEM 5]
Nil
PRESENTATIONS AND ANNOUNCEMENTS BY CHAIR [AGENDA ITEM 6]
Nil
DEPUTATIONS [AGENDA ITEM 7]
Nil
CONFIRMATION OF MINUTES [AGENDA ITEM 8]
PA.1/09/18 CONFIRMATION OF MINUTES: TUESDAY 20 FEBRUARY 2018
RESOLVED: M Rogers / R Williams
That the Minutes of the Public Art Committee held on Tuesday 20 February 2018 be confirmed.
CARRIED UNANIMOUSLY: 3/0
DECLARATIONS OF FINANCIAL, PROXIMITY AND IMPARTIALITY INTERESTS [AGENDA ITEM 9]
Nil MINUTES OF PUBLIC ART COMMITTEE: MONDAY 17 SEPTEMBER 2018 PAGE 3
QUESTIONS FROM ELECTED MEMBERS WITHOUT DISCUSSION [AGENDA ITEM 10]
Questions of which due notice has been given
Nil
Questions of which notice has not been given
Nil
BUSINESS LEFT OVER FROM PREVIOUS MEETING [AGENDA ITEM 11]
Nil
REPORTS [AGENDA ITEM 12]
Nil
LATE AND URGENT BUSINESS ITEMS [AGENDA ITEM 13]
Nil
CONFIDENTIAL REPORTS (AGENDA ITEM 14)
RESOLVED: M Rogers / R Williams
The meeting proceeded behind closed doors at 5.48pm in accordance with Section 5.23(2)(c) of the Local Government Act 1995, to allow for the confidential discussion of an item relating to contract negotiations.
CARRIED UNANIMOUSLY: 3/0
The Manager Governance and Tenders, Art Strategy Officer, Tenders and Contracts Officer and Executive Assistant for Sustainable Development remained in the Chamber with Senior Officers.
THE MEETING PROCEEDED WITH CLOSED DOORS AT 5.48PM
At this juncture of the meeting, it was suggested that Standing Orders 8.5.1 and 8.6.1 be suspended in order to facilitate debate.
MINUTES OF PUBLIC ART COMMITTEE: MONDAY 17 SEPTEMBER 2018 PAGE 4
PA.2/09/18 SUSPENSION OF STANDING ORDERS
RESOLVED: M Rogers / R Williams
That Standing Orders 8.5.1 and 8.6.1 that place limitations on the number and duration of speeches be suspended at 5.48pm.
CARRIED UNANIMOUSLY: 3/0
PA.3/09/18 PROCUREMENT - MANDURAH BRIDGE PUBLIC ARTWORK (REPORT 1) (EA / NP)
Confidential discussion ensued regarding this item.
RESOLVED TO RECOMMEND: M Rogers / R Williams
That Council:
1. Adopts the course of action agreed.
2. Keeps this report and recommendation confidential until a contract is entered into with the successful artist(s).
CARRIED UNANIMOUSLY: 3/0
PA.4/09/18 RESUMPTION OF STANDING ORDER
RESOLVED: M Rogers / R Williams
That Standing Orders 8.5.1 and 8.6.1 that place limitations on the number and duration of speeches be resumed at 6.28pm
CARRIED UNANIMOUSLY: 3/0
PA.5/09/18
RESOLVED: M Rogers / R Williams
That the meeting proceeds with open doors.
CARRIED UNANIMOUSLY: 3/0
THE MEETING PROCEEDED WITH OPEN DOORS AT 6.04PM
MINUTES OF PUBLIC ART COMMITTEE: MONDAY 17 SEPTEMBER 2018 PAGE 5
PA.6/09/18
RESOLVED: M Rogers / R Williams
That Council endorses the resolutions taken with closed doors.
CARRIED UNANIMOUSLY: 3/0
CLOSE OF MEETING [AGENDA ITEM 11]
There being no further business, the Chairperson declared the meeting closed at 6.05pm .
CONFIRMED: ……………………………………………………………….[CHAIRPERSON] Report from Chief Executive Officer To Council Meeting of 25 September 2018.
1 SUBJECT: Financial Report August 2018 CONTACT OFFICER/S: David Prattent/ Paul Bates AUTHOR: Paul Bates
Summary
The Financial Report for August 2018 together with associated commentaries, notes on investments, balance sheet information and the schedule of accounts are presented for Elected Members’ consideration.
Disclosure of Interest
Nil
Previous Relevant Documentation
• SP.3/7/18 02/07/2018 2018/19 Budget Adoption
Comment
Financial Summary
2018/19 YTD YTD YTD Current 2018/19 Actuals Budget Variance Budget Forecast Operating Summary '000's '000s '000s '000s '000s
Operating Revenue 94,593 92,782 -1,811 110,317 110,895
Operating expenditure Direct Labour 7,528 7,829 301 51,565 51,584 Administration of Administration Expenses -1,243 -1,739 -496 -10,440 -10,440 Operating Costs 7,448 9,724 2,276 54,207 54,300 Total Operating expenditure 13,732 15,813 2,081 95,331 95,444
Operating (surplus)/ deficit before depreciation -80,860 -76,968 3,892 -14,986 -15,451 Depreciation 5,220 5,217 -2 31,317 31,317
Operating (surplus)/ deficit -75,641 -71,751 3,890 16,331 15,867 Other Inflows Capital Revenue 25,055 25,055 Surplus (deficit) brought forward 5,268 5,068 Other outflows Capital Expenditure 2,816 3,047 231 39,576 39,576 Repayment of debt 236 236 0 5,052 5,052 Transfer to reserve 1,100 1,100 Profit Sale 165 165 Total outflows 45,893 45,893 (Surplus)/ Deficit 527 263
Report 1 Page 1 Report from Chief Executive Officer To Council Meeting of 25 September 2018.
Key Operating Activities
The Financial report outlines 12 key areas which are important to an understanding of how the City is performing throughout the year. These areas account for 93.72% of the operating budget for the City of Mandurah. Table 1.1 below outlines the key areas YTD position for the month of July.
Table 1.1 YTD YTD YTD YTD Actuals Budget Variance Variance Forecast Expenditure 000s 000s 000 s % 000s
City Centre Activation 20 134 114 85% 835 City Events 136 161 24 15% 2,084 City Works 2,201 2,316 114 5% 14,206 Citybuild 2,066 2,611 544 21% 16,436 Cityparks 3,237 3,851 614 16% 24,099 Cultural Development 134 190 56 29% 1,177 Economic Development 531 664 133 20% 2,779 Environmental Services 360 365 4 1% 2,273 HHCRC 184 185 0 0% 1,084 Libraries & Learning 773 780 7 1% 4,689 MARC 1,096 1,115 19 2% 7,081 Waste Management 2,037 2,177 140 6% 13,085
Expenditure Total 12,776 14,547 1,771 12% 89,829
Income City Events -47 -1 46 -5439% -432 City Works -318 -562 -244 43% -3,371 Citybuild -430 -477 -46 10% -2,506 Cityparks -174 -227 -52 23% -1,361 Cultural Development -9 -16 -7 43% -135 Economic Development -12 -13 0 3% -76 Environmental Services 0 -34 -34 100% -202 HHCRC -61 -66 -4 7% -383 Libraries & Learning -41 -62 -21 34% -373 MARC -640 -648 -8 1% -4,651 Waste Management -11,700 -11,155 546 -5% -13,945
Income Total -13,434 -13,259 175 -1% -27,436
City Centre Activation
The City Centre Activation team are actively planning projects and developments. This area will continue to be underspent until some key projects are underway, however, the forecast expenditure remains the same as Adopted Budget.
Economic Development
Economic Development expenditure is tracking on budget with slight underspend forecast.
Report 1 Page 2 Report from Chief Executive Officer To Council Meeting of 25 September 2018.
City Events
The City Events team are currently tracking on budget. No major City events projects were started or conducted in the month of August. Planned projects include:
• City Centre Waterfront project - consultation fees. Aboriginal Heritage approvals, Coastal and structural engineering , Destination skate and recreation precinct and custom Adventure play elements, Local themes and content for design, signage, investigations and audits
• Night patrol 21 week summer trial
• Business-led major event activations Mandurah Tce (Oct-March; 6 events; at least 50% business contribution )
• Alfresco Business Partnership Trials. Mandurah Tce (3 locations) materials, hire and promotion. Businesses contribute 50-66% of costs.
• Business collaborations Activation Programs in 3x anchor sites (Mataya Courtyard markets and Night events; Smart Street Mall 3-8pm; Tuckey's Lane markets)
• Evaluation of Activation Projects
Environmental Services
Environmental Services are tracking within budget parameters. The current underspend is due to projects still in planning phase.
Recreation Centres
The MARC is operating within the current budget. Overall the operating expenditure is slightly under expected levels with no individual business area currently exhibiting any variance issues. Operating revenue is slightly lower by 1.3%. This is within acceptable variance parameters.
The Halls Head Recreation Centres operating expenditure is tracking on budget.
Libraries
The Libraries and Learning operating budget is currently tracking within budget parameters. The labour expenditure for Mandurah & Lakelands library are slightly overspent by 9% and 22%. This is due to increase in sick leave for staff that needs to be covered to ensure service delivery. There has also been an increase in development and overhead salary costs within the library team that was not allowed for. The impact of this is been investigated and an allowance will need to be included at Budget review.
Works and Services
The Cityworks, Citybuild and Cityparks expenditure is tracking on budget with a slight year-to-date underspend.
Waste Management
The Waste Management operating expenditure is within 6% of year-to-date budget.
Report 1 Page 3 Report from Chief Executive Officer To Council Meeting of 25 September 2018.
Capital Projects
The carryover projects have progressed during August with several projects progressing to completion.
The table below shows current forecast by asset class with asset class year-to-date under/ overspend
YTD YTD Annual Actuals Budget Budget Forecast Job Type 000s 000s 000s 000s CMT 000s 1631 - Land 2 0 0 0 10 1632 - Buildings 584 1,495 9,121 9,121 2,090 1634 - Bridges 77 255 1,095 1,095 127 1635 - Parks 321 799 5,021 5,021 476 1636 - Roads 1,512 1,684 9,598 9,598 1,722 1637 - Drainage 2 127 1,341 1,341 69 1639 - Coastal & Estuary 34 225 2,359 2,359 0 1640 - Equipment 113 50 357 357 46 1641 - Machinery 218 683 4,025 4,025 775 1643 - Other Infrastructure 0 63 535 535 124 1644 - Eastern Foreshore Seawall 32 55 323 323 -76 1646 - Lakelands DOS 25 1,160 5,801 5,801 535 Total 2,919 6,596 39,576 39,576 5,899
Key Capital Projects
2018/19 Actuals Budget Project Comment $’000 $’000 Lakelands District Project status: Earthworks of oval nearing completion. Road and 616 5,800 Open Space civil works to be completed mid-October. Port Bouvard Surf 67 1,600 Project status: Report to Council in October to award contract. Life Saving Club Project status: Stage 1 complete and tender process for stage 2 Falcon Bay seawall 34 700 commenced with contract proposed to be awarded in November Waste Management Project status: Walking floor installation scheduled to commence 805 805 Centre walking end of September and finish end of October. floor Project status: Stage 3 works in front of Cinema is 80% complete Mandjar Square 400 1,068 and Stage 4 in front of MPAC works to commence following APS games. Project status: Civil works complete and inspection of pavement Gibson Street 296 796 complete and awaiting results. Street lighting and power poles Upgrade work still to be scheduled. Dower St Project status: Relocation of services in progress. Civil works to 673 710 Intersection be done in 2019-20. Project status: Project design complete and works scheduled to Casuarina Drive 0 531 commence late October
Report 1 Page 4 Report from Chief Executive Officer To Council Meeting of 25 September 2018.
Balance Sheet information: 31 August 2018 31 August 2017 General Debtors Debtors $ 553,218 $ 977,021 Other Debtors* $ 1,045,734 $ 936,635 Total $ 1,598,951 $ 1,913,656
*Includes Grants & Contributions, Marina & ATO.
Rates Debtors – All** $ 44,434,230 $ 70,643,579 Deferred Pensioner Rates $ (1,276,306) $ (1,132,030) Net rates collectible $ 43,154,923 $ 69,511,549 * Debtor value includes rubbish collection, ESL charges & debt recovery legal costs.
The 2018/19 rates notices were issued on the 20 July 2018. The rates were due for payment, or instalment election, on the 24 August 2018.
Creditors* $ $7,903 $ 3,943,2273
*Creditor values vary from month to month depending on the timing of weekly invoice payment processes.
Bank Accounts
City’s Current account $ 15,120,210 $ 18,100,436 Bonds & Deposits $ 274,370 $ 302,126 Visitors Centre $ 27,557 $ 26,814 Marina $ 26,609 $ 31,115 Total $ 15,448,746 $ 18,460,491
Schedule of accounts
A detailed schedule of accounts paid for the month has been placed in the Councillors’ lounge for information and a copy will be entered into the minutes of this meeting. A summary of payments made for the month is:
Total Municipal Fund $ 28,105,693.33 Total Trust Fund $ 14,319.05 $ 28,120,012.38
Payments from Municipal fund to creditors were higher than normal due investment of $18 million of surplus funds from the annual property rates income. Total of usual payments to creditors and payroll are $ 6,566,188 and $ 3,344,873 respectively except for payments (Inc. GST) made to:
• National Australia Bank $ 6,000,000 Investment Term Deposit – 16/08/2018 • National Australia Bank $ 6,000,000 Investment Term Deposit – 22/08/2018 • Bankwest $ 6,000,000 Investment Term Deposit – 28/08/2018 • BM & RV Water $ 194,194 Seawall Repairs Fairbridge Rd
Report 1 Page 5 Report from Chief Executive Officer To Council Meeting of 25 September 2018.
Cash Holdings
Monthly Bonds & Return Rating Allocation Total Fund Muni Fund Reserves Deposits (annualised rate)
% $ $ $ $ % 000 000 000 000 % Investment Type: Fixed Term Bankwest AA- 10.84% 9,223 6,000 84 3,139 2.63% Bendigo & Adelaide Bank A- 1.17% 993 - - 993 2.65% Westpac AA- 28.80% 24,509 11,614 3,273 9,621 2.48% NAB AA- 23.15% 19,699 12,000 - 7,699 2.65% ANZ AA- 0.03% 28 28 - - 1.80%
At Call WA Treasury Corporation AA+ 0.30% 256 - - 256 1.45% Westpac AA- 35.72% 30,398 30,396 2 - 0.76% Total investments 100.00% 85,106 60,038 3,359 21,708 1.92%
Earned to Annual Forecast to 31-Aug-18 Budget 30-Jun-19 Interest earned Reserve 87,825 750,000 750,000 Municipal and other funds: Municipal investments 90,153 555,000 555,000 Other interest (note 1) 28,700 200,000 200,000 Subtotal - muni & other funds 118,853 755,000 755,000 Total 206,678 1,505,000 1,505,000
Notes:
(1) Other interest includes trading bank accounts, bonds & deposits, deferred rates.
Unbudgeted capital expenditure
The CCTV Optic Fibre Network project is delivering increased capacity within the City’s current CCTV communications system to allow expansion. To date the project has extended the network to the southern end of the eastern foreshore reserve. Continuation of the optic fibre cable to the Mandurah Bridge will enable the following initiatives into the future:
• ‘Smart Cities’ Infrastructure (Smart lighting, distress systems, public broadcast audio, Internet of Things, etc.) for the CBD and foreshore redevelopment. • CCTV connectivity on the bridge, skate park, Hall Park, western foreshore and War Memorial. • Proactive monitoring and administration of the lighting controller within the Traffic Bridge. • Economic Development pedestrian analytics. • Rangers and Museum network contingency and redundancy. • Internet and network accessibility for the upcoming APES games. • General network infrastructure availability (corporate and public WIFI, etc.) for events, facilities and devices such as irrigation or lighting controllers.
Report 1 Page 6 Report from Chief Executive Officer To Council Meeting of 25 September 2018.
Having successfully installed six CCTVs cameras in Mandurah Terrace, Keith Holmes Reserve, Pinjarra Road and Smart Street Mall, together with the trenching through the eastern foreshore reserve, an opportunity exists to acquit further grant funding with minimal investment by the City. Extension of the optic fibre network to the Mandurah Bridge can be achieved by bringing the optic fibre through Mandurah Terrace to connect into the bridge at Pinjarra Road. Construction will require open trenching down the eastern-side of Mandurah Terrace, and businesses will receive prior notification through a visit by City Officers. Impacts to local businesses and traffic will be kept to a minimum during the installation works, which should be complete in less than two weeks. It is recommended that Council allocate an additional $40,000 in order to complete the federal and state government grant-assisted project, to match the $35,000 remaining from the grant funding.
Carryover Capital Projects
In 2017/18 the total capital budget was $39.0 million. In June Financial report the estimated underspending on Capital was reported. As the end of year accounting has been an update on that can now be provided. Please find below an update of the underspend on the Capital program.
2017/18 Capital Expenditure $,000's Capital Budget 39,008 2017/18 Actuals 24,894
2017/18 Actual vs Budget Variance 14,114 less 2017/18 Carryover projects 10,030
Underspend on Capital projects 4,084
The underspending relates to projects which are funded from a mix of grants, loans and reserves with the balance being funded from current year’s cash flow. In some cases, projects have been re-budgeted and the funding associated with them has been carried forward to 2018/19. The portion of the underspending attributable to City funds is approximately $2.0 million.
At the time of the 2018/19 budget preparation, an assessment is made on the end of year performance of capital works. Projects that are expected to commence prior to 30 June but not finished by that date have a budget provision allowed for the continuation of works.
Once the 2017/18 performance can be measured accurately, these carry over projects are reviewed and the costs and associated revenues are accounted for in the correct financial year. This review details what the financial requirement is for each outstanding project in the 2018/19 financial year.
The difference between the expected remaining costs to complete the project and the associated revenues is covered by any brought forward loans or a brought forward surplus from the 2017/18 financial year. A 2017/18 surplus is generated in part by the underspending of capital projects during that year.
After reviewing the 2017/18 Capital projects the funds required to complete the remaining 2017/2018 projects is $10,030,055. This is a slight reduction on the 2018/19 Adopted budget figure of $10,148,176. Table 1.1 outlines the funding components of those Capital Projects by Asset Class.
Report 1 Page 7 Report from Chief Executive Officer To Council Meeting of 25 September 2018.
Table 1.1 Funding
Revised CoM brought External CoM Capital Budget forward Funding Funding surplus 1632 - Buildings 4,923,967 1,735,503 2,396,046 792,418 1634 - Bridges 946,646 0 585,011 361,635 1635 - Parks 464,840 0 367,206 97,634 1636 - Roads 1,289,217 300,000 667,631 321,586 1637 - Drainage 130,413 0 0 130,413 1639 - Waterways 736,410 168,750 0 567,660 1640 - Equipment 151,340 0 151,340 0 1641 - Plant 676,718 173,953 0 502,765 1643 - Other Infrastructure 380,946 0 0 380,946 1644 - Eastern Foreshore Wall 329,558 0 329,558 0 10,030,055 2,378,206 4,496,792 3,155,057 Grand Total 10,148,176 Budget (118,121) Net adjustment
Attachment 2 outlines the Capital projects that were in the 2017/18 Capital budget but are expected to be completed in 2018/19. Significant work has been undertaken to reduce the level of carryover projects each year, however some projects are delayed due to unforeseen circumstances. In the 2018/19 a comprehensive analysis and reporting process has been implemented to identify these unforeseen circumstances. This will enable projects to be managed before the end of financial year so that capital allocations are not left unspent.
Request to write off a debt
In February 2018 Council approved the termination of the ground lease with the Mandurah Marina Dive Centre over a portion of Reserve 46854 Fathom Turn from 31 December 2017. Although the lessee was unable to proceed with their intended commercial building, it was also agreed that ground rent from 1 September 2017 to 31 December 2017 should be paid. The amount outstanding is $3,457.64.
Recently, the lessee approached the City to explain that he has encountered significant financial problems which have led to the closure of the business. At the same time he is faced with considerable debt and is asking the City whether or not it would consider waiving this outstanding amount.
Taking into account the fact that the land was not used for the period in question, and the possible collection costs involved, it is recommended that this debt be written off.
Statutory Environment
Local Government Act 1995 Section 6.4 Financial Report Local Government (Financial Management) Regulations 1996 Part 4 Financial Reports
Policy Implications
Nil
Economic Implications
Nil
Report 1 Page 8 Report from Chief Executive Officer To Council Meeting of 25 September 2018.
Strategic Implications
The following strategy from the City of Mandurah Strategic Community Plan 2017 – 2037 is Relevant to this report: Organisational Excellence: • Deliver excellent governance and financial management.
NOTE:
• Refer Attachment 1 Financial Schedule Attachment 2 Carryover & Capital Projects Review
RECOMMENDATION
That Council:
1. Receives the Financial Report for August 2018.
2. Receives the Schedule of Accounts for the following amounts: Total Municipal Fund $ 28,105,693.33 Total Trust Fund $ 14,319.05 $ 28,120,012.38
3. Approves unbudgeted capital expenditure of up to $40,000 to enable completion of the current stage of the CCTV Optic Fibre Network.*
4. Approves the proposed 2018/19 carryover projects from the 2017/18 financial year, noting that the City’s contribution of $3,155,057 is to be funded from brought forward surplus.*
5. Approves the write-off of $3,457.64 in respect of Mandurah Marina Dive Centre.
*ABSOLUTE MAJORITY
Report 1 Page 9 City of Mandurah Attachment 1 2018/2019 Financial Report
City of Mandurah Operating Revenue August 2018
YTD YTD Annual YTD Actuals Budgets Forecast Budget Variance YTD Operating Revenue 000s 000s 000s 000s 000 s Budget % Chief Executive Officer Chief Executive Officer 0 -8 -47 -47 8 98% Economic Development -12 -13 -76 -76 0 3% Chief Executive Officer Total -12 -20 -123 -123 8 39%
Director Sustainable Development 1 Building Services -284 -316 -1,193 -1,193 32 10% Community Development -26 -17 -102 -102 -9 -53% CommunitySafety -65 -2 -10 -10 -64 -3831% Cultural Development -9 -16 -135 -135 7 43% 2 Emergency Management 0 -12 -73 -73 12 100% 3 Environmental Health -155 -179 -325 -325 24 14% Environmental Services 0 -5 -27 -27 5 100% Land Administration -5 -3 -18 -18 -2 -79% Manager Libraries & Learning -41 -42 -253 -253 1 3% Planning -41 -47 -284 -284 6 13% 4 Ranger Services -90 -122 -963 -963 32 26% Seniors and Community Centre -52 -50 -372 -372 -2 -3% Statutory Services 0 0 -2 -2 0 100% Youth Development -19 -15 -88 -88 -5 -33% Director Sustainable Development Total -789 -827 -3,844 -3,844 37 5%
Director Works & Services Asset Management 0 0 -2 -2 0 21% 5 Chalets -100 -125 -750 -750 25 20% City Works -6 -4 -25 -25 -1 -32% Citybuild -425 -254 -1,166 -1,166 -172 -68% Cityfleet -9 -7 -42 -42 -2 -32% Cityparks -174 -147 -884 -884 -27 -18% Design Services -1 -2 -10 -10 1 35% Director Works & Services -1 0 -2 -2 -1 -235% General Operations 0 0 -1 -1 0 100% Landscaping Services -1 -1 -3 -3 0 -6% Marina & Waterways -1,556 -1,482 -2,444 -2,444 -74 -5% Project Management -1 -1 -6 -6 0 34% Survey Services -2 -1 -7 -7 0 -41% Technical Services Manager -8 -16 -95 -95 8 50% Waste Management -11,700 -11,765 -13,051 -13,051 -64 -1% Director Works & Services Total -13,983 -13,804 -18,488 -18,488 -938 -7%
Executive Manager Finance & Governance Financial Accounting -1 0 -1 -1 -1 -290% Financial Services -655 -640 -3,535 -3,535 -15 3 -2% Legal Governance & Tenders -2 -4 -26 -26 61% Rates Section -78,336 -77,423 -78,916 -78,338 -913 -1% Executive Manager Finance & Governance Total -78,994 -78,068 -82,479 -81,900 -926 -1%
Executive Manager Strategy & BP City Events -47 -1 -432 -432 -46 -5439% Customer Service -8 -7 -45 -45 0 -5% Elected Members 0 0 -1 -1 0 -1% HHCRC -61 -66 -383 -383 4 7% Human Resources 0 0 0 0 0 0% MARC -640 -648 -4,651 -4,651 8 1% Organisational Development 0 -6 -39 -39 6 94% Records Management 0 0 -1 -1 0 -77% 6 Recreation Services -23 -42 -222 -222 19 45% Strategy & Business Performance 0 0 0 0 0 0% Systems & Technology -1 -1 -6 -6 0 12% Visitor Centre -30 -34 -87 -87 4 11% Executive Manager Strategy & BP Total -811 -806 -5,867 -5,867 -6 -1%
Total -94,593 -93,541 -110,895 -110,317 -1,811 -2% Report 1 Page 11 City of Mandurah Attachment 1 2018/2019 Financial Report
City of Mandurah Labour August 2018
YTD YTD Annual YTD Actuals Budgets Forecast Budget Variance YTD Labour 000s 000s 000s 000s 000 s Budget % Chief Executive Officer Chief Executive Officer 72 64 424 424 8 13% Economic Development 78 80 527 527 -1 -2% Chief Executive Officer Total 150 143 951 951 7 5%
Director Sustainable Development Building Services 142 151 1,010 1,010 -9 -6% City Centre Activation 14 59 386 386 -45 -76% Community Development 75 94 624 624 -19 -20% 7 CommunitySafety 46 36 238 238 10 29% Cultural Development 61 57 353 353 3 6% Director People & Communities 8 46 308 308 -38 -82% Director Sustainable Development 38 45 300 300 -7 -17% Emergency Management 17 19 125 125 -2 -10% Environmental Health 128 151 1,000 1,000 -23 -15% Environmental Services 109 115 764 764 -6 -5% Land Administration 57 63 418 418 -5 -9% Manager Community & Social Development 31 28 185 185 3 11% 8 Manager Libraries & Learning 314 261 1,733 1,733 54 21% Planning 109 116 763 763 -6 -6% Ranger Services 207 213 1,407 1,407 -6 -3% Seniors and Community Centre 54 60 402 402 -6 -11% Statutory Services 30 32 215 215 -3 -8% Youth Development 79 87 570 570 -8 -9% Director Sustainable Development Total 1,518 1,632 10,803 10,803 -114 -7%
Director Works & Services Asset Management 87 90 589 589 -3 -3% Chalets 0 1 4 4 -1 -100% City Works 434 428 2,845 2,845 7 2% Citybuild 272 290 1,909 1,913 -18 -6% Cityfleet 68 77 510 510 -9 -11% Cityparks 1,018 1,203 7,954 7,974 -185 -15% Design Services 57 62 413 413 -5 -8% Development Services 56 76 492 492 -20 -26% Director Works & Services 66 70 462 462 -3 -5% General Operations 106 105 698 698 1 1% Infrastructure Manager 28 34 226 226 -6 -17% Landscaping Services 58 68 453 453 -10 -15% Marina & Waterways 123 134 917 917 -11 -8% Project Management 42 45 304 304 -3 -6% Survey Services 49 52 342 342 -2 -5% Technical Services Manager 36 31 204 204 5 18% Waste Management 32 35 229 229 -3 -8% Director Works & Services Total 2,534 2,800 18,550 18,574 -266 -10%
Executive Manager Finance & Governance Financial Accounting 96 108 720 720 -12 -11% Financial Services 31 31 205 205 0 -1% Legal Governance & Tenders 81 85 570 570 -5 -5% Management Accounting 55 54 356 356 1 2% Rates Section 76 71 471 471 6 8%
Executive Manager Finance & Governance Total 339 349 2,321 2,321 -10 -3%
Executive Manager Strategy & BP City Events 50 68 449 449 -18 -26% Customer Service 123 129 863 863 -7 -5% Elected Members 52 51 336 336 1 2% HHCRC 89 90 545 545 -1 -1% Human Resources 70 68 449 449 2 3% Manager Recreation Services 11 12 83 83 -2 -13% MARC 691 667 4,457 4,457 24 4% Marketing & Communications 121 111 738 738 10 9% Organisational Development 105 122 804 804 -16 -14% Records Management 58 63 419 419 -5 -8% Recreation Services 95 114 759 759 -19 -17% Strategy & Business Performance 71 75 540 496 -4 -5% Systems & Technology 164 201 1,337 1,337 -37 -18% Visitor Centre 51 49 325 325 2 4% Executive Manager Strategy & BP Total 1,751 1,820 12,102 12,058 -69 -4%
Total 6,304 6,759 44,824 44,804 -454 -7%
Report 1 Page 12 City of Mandurah Attachment 1 2018/2019 Financial Report
City of Mandurah Other Employee Costs August 2018
YTD YTD Annual YTD Actuals Budgets Forecast Budget Variance YTD Other Employee Costs 000s 000s 000s 000s 000 s Budget % Chief Executive Officer Chief Executive Officer 10 10 66 66 0 -1% Economic Development 13 16 104 104 -3 -18% Chief Executive Officer Total 24 27 170 170 -3 -11%
Director Sustainable Development Building Services 32 33 186 186 -1 -3% City Centre Activation 3 7 48 48 -4 -58% Community Development 17 15 77 77 2 13% CommunitySafety 5 5 29 29 1 16% Cultural Development 6 4 23 23 2 57% Director People & Communities 3 7 47 47 -5 -63% Director Sustainable Development 6 10 64 64 -4 -36% Emergency Management 3 4 26 26 -1 -29% Environmental Health 27 26 152 152 1 4% Environmental Services 23 21 135 135 2 9% Land Administration 10 11 70 70 -1 -6% Manager Community & Social Development 5 8 44 44 -3 -34% Manager Libraries & Learning 44 42 264 264 2 5% Planning 18 21 132 132 -3 -12% Ranger Services 35 31 196 196 4 14% Seniors and Community Centre 8 10 63 63 -2 -19% Statutory Services 6 8 49 49 -2 -25% Youth Development 13 11 67 67 2 21% Director Sustainable Development Total 263 271 1,672 1,672 -8 -3%
Director Works & Services Asset Management 14 16 104 104 -2 -11% City Works 65 76 488 488 -11 -15% Citybuild 29 32 205 205 -3 -9% Cityfleet 12 15 95 95 -3 -18% Cityparks 125 130 832 832 -5 -4% Design Services 11 10 64 64 0 5% Development Services 7 9 59 59 -2 -23% Director Works & Services 11 15 94 94 -3 -24% General Operations 21 23 146 146 -2 -8% Infrastructure Manager 8 7 44 44 1 22% Landscaping Services 14 13 85 85 0 4% Marina & Waterways 18 19 123 123 -2 -9% Project Management 7 9 55 55 -2 -19% Survey Services 10 9 59 59 1 12% Technical Services Manager 8 10 60 60 -1 -13% Waste Management 5 6 38 38 -1 -14% Director Works & Services Total 400 400 2,551 2,551 0 0%
Executive Manager Finance & Governance Financial Accounting 14 16 101 101 -1 -9% Financial Services 4 7 43 43 -3 -43% Legal Governance & Tenders 13 18 114 114 -5 -27% Management Accounting 8 8 52 52 -1 -6% Rates Section 10 10 65 65 0 1% Executive Manager Finance & Governance Total 49 58 375 375 -10 -17%
Executive Manager Strategy & BP City Events 9 10 64 64 -1 -10% Customer Service 20 20 126 126 0 1% Elected Members 12 13 81 81 -1 -11% HHCRC 8 8 55 55 -1 -10% Human Resources 16 28 172 172 -11 -41% Manager Recreation Services 3 3 16 16 0 8% 9 MARC 95 79 505 505 17 21% Marketing & Communications 15 15 96 96 0 3% Organisational Development 20 29 181 181 -9 -32% Records Management 9 10 63 63 0 -5% Recreation Services 17 19 120 120 -2 -9% Strategy & Business Performance 10 11 70 70 -1 -7% Systems & Technology 31 36 231 231 -6 -15% Visitor Centre 6 7 44 44 -1 -20% Executive Manager Strategy & BP Total 270 287 1,825 1,825 -16 -6%
Total 1,006 1,044 6,604 6,604 -38 -4%
Report 1 Page 13 City of Mandurah Attachment 1 2018/2019 Financial Report
City of Mandurah Other Operating Costs August 2018
YTD YTD Annual YTD Actuals Budgets Forecast Budget Variance YTD Budget Other Operating Costs 000s 000s 000s 000s CMT 000s 000 s % Chief Executive Officer Chief Executive Officer 12 49 297 297 11 -38 -76% Economic Development 379 508 1,783 1,783 1 -129 -25% Chief Executive Officer Total 390 557 2,079 2,079 12 -167 -30%
Director Sustainable Development Building Services 14 16 65 65 0 -2 -11% City Centre Activation 2 67 400 400 14 -64 -97% Community Development 28 75 441 441 3 -47 -63% CommunitySafety 13 22 149 149 23 -9 -43% Cultural Development 68 124 770 770 110 -56 -45% Director People & Communities 1 31 189 189 1 -30 -96% Director Sustainable Development 4 5 32 32 10 -1 -16% Emergency Management 32 36 228 228 2 -4 -11% Environmental Health 56 80 382 382 97 -24 -30% Environmental Services 139 140 838 838 43 0 0% Land Administration 4 10 61 61 4 -6 -62% Manager Community & Social Development 4 3 12 12 0 1 19% Manager Libraries & Learning 145 208 1,071 1,071 55 -62 -30% Planning 7 10 61 61 5 -3 -31% Ranger Services 50 57 344 344 12 -7 -12% Seniors and Community Centre 28 43 260 260 17 -15 -35% Statutory Services 0 1 5 5 0 0 -46% Youth Development 29 31 187 187 10 -2 -6% Director Sustainable Development Total 625 959 5,496 5,496 408 -334 -35%
Director Works & Services Asset Management 13 25 149 149 4 -12 -48% Chalets 71 136 669 694 17 -65 -48% City Works 322 453 2,722 2,722 116 -131 -29% Citybuild 783 1,338 8,621 8,597 257 -555 -41% Cityfleet 271 293 1,760 1,760 6 -22 -8% Cityparks 550 1,054 6,327 6,042 560 -504 -48% Design Services 4 12 70 70 0 -7 -64% Development Services 9 24 145 145 1 -15 -64% Director Works & Services 7 13 75 75 7 -6 -45% General Operations 8 24 146 146 8 -17 -68% Infrastructure Manager 8 12 96 96 7 -4 -32% Landscaping Services 20 22 239 239 85 -2 -9% 10 Marina & Waterways 315 230 2,500 2,690 48 85 37% Project Management 13 11 66 66 8 2 19% Survey Services 33 31 139 139 0 2 7% Technical Services Manager 35 36 166 166 13 -1 -2% Waste Management 1,927 2,063 12,384 12,384 385 -137 -7% Director Works & Services Total 4,391 5,778 36,274 36,180 1,523 -1,388 -24%
Executive Manager Finance & Governance Elections 0 0 0 0 0 0 0% Financial Accounting 33 32 194 194 0 1 3% Financial Services 4 36 217 217 0 -32 -89% Legal Governance & Tenders 17 88 525 525 3 -71 -81% Management Accounting 0 1 3 3 0 0 -75% 11 Rates Section 310 140 837 837 14 170 122%
Executive Manager Finance & Governance Total 364 296 1,776 1,776 17 68 23%
Executive Manager Strategy & BP City Events 11 16 1,171 1,171 23 -5 -33% Customer Service 9 14 84 84 31 -5 -34% Elected Members 408 409 879 879 19 -1 0% HHCRC 35 33 163 163 2 2 5% Human Resources 21 12 71 71 0 9 77% Manager Recreation Services 0 2 10 10 7 -1 -86% MARC 131 185 1,017 1,017 12 -54 -29% Marketing & Communications 53 77 461 461 90 -24 -31% Organisational Development 16 43 260 260 2 -27 -63% Records Management 16 27 160 160 104 -10 -38% Recreation Services 50 95 566 566 6 -46 -48% Strategy & Business Performance 15 12 73 73 0 3 21% Systems & Technology 705 792 2,674 2,674 118 -87 -11% Visitor Centre 8 13 48 48 1 -4 -36% Executive Manager Strategy & BP Total 1,479 1,730 7,639 7,639 413 -251 -15%
Total 7,249 9,321 53,269 53,175 2,374 -2,072 -22%
Report 1 Page 14 City of Mandurah Attachment 1 2018/2019 Financial Report
Type Note Directorate Business Unit Variance Comment
Building revenue in slight lower then expected, however the activity within the team is still strong considering the economic environment. Revision at Operating Revenue 1 Sustainable Development Building Services 31,854 10% budget review may be required. 2 Emergency Management 12,162 100% Timing difference with Grant funding not been received. 3 Environmental Health 24,292 14% Timing difference with CLAG funding not yet been received.
Timing difference for fire prevention fees & Charges. Activity in relation to 4 Ranger Services 31,785 26% this revenue will progress through October and November.
Revenue for Chalets is slightly under budget due to decreased occupancy during the July School Holidays. The Chalets have recently gone from 3.5 star 5 Works & Services Chalets 25,329 20% rating to 4 star and this will help to make up for decrease in July & August
6 Strategy & Business Performance Recreation Services 18,709 45% Reduction in kid sport reimbursement offset with decreased expenditure. Operating Labour 7 Sustainable Development CommunitySafety 10,320 29% New Domestic Violence grant expenditure incurred Increase in hours at Mandurah Library due to sick leave and annual leave cover. Labour costs have increased due development & overhead salary costs. Will continued to be monitored to reduce expenditure to be be inline 8 Manager Libraries & Learning 53,531 21% with Bugeted FTE levels Training & Conference costs are timing issues which will correct over the 12 Other Employee Costs 9 Strategy & Business Performance MARC 16,505 21% months. Reactive reparative erosion control work from storm damage in August. Overall coastal erosion expenditure for 2018/19 expected to remain within Other Operating Costs 10 Works & Services Marina & Waterways 48,393 8527% budget allocation
11 Finance & Governance Rates Section 13,866 17045% Concession costs increased with Access Housing Concession rate changes
Report 1 Page 15 ATTACHMENT 2 CAPITAL ACCOUNTS Funding Adopted Budget 2018/19 Funding Revised Budget 2018/19 Adopted CoM Revised CoM Budget CoM Description External CoM General External Budget Capital Budget Capital CoM Variance Variance Funding Revenue Funding Funding Funding 1632 ‐ Buildings Mandurah Family & Community Centre 20,000 ‐ ‐ 20,000 155,000 ‐ 150,000 5,000 135,000 (15,000) Ocean Road Reserve ‐ Sports Grnd Lights 50,000 ‐ 50,000 ‐ 320,000 ‐ 50,000 270,000 270,000 270,000 Cicerellos‐Dome Boardwalk Renewal 102,717 ‐ 100,000 2,717 20,000 ‐ ‐ 20,000 (82,717) 17,283 SL Peelwood Parade Reserve 285,000 ‐ 150,000 135,000 293,050 150,000 130,000 13,050 8,050 (121,950) WMC Install Walking Floor Main Shed 804,552 ‐ 804,552 ‐ 804,552 ‐ 804,552 ‐ ‐ ‐ Port Bouvard Surl Life Saving Club 1,600,000 1,400,000 100,000 100,000 1,565,425 1,350,000 150,000 65,425 (34,575) (34,575) MPAC ‐ Lift Instalation 130,000 ‐ ‐ 130,000 128,330 97,000 31,330 ‐ (1,670) (130,000) SCC Storeroom and Kitchenette 150,000 100,000 ‐ 50,000 147,896 100,000 ‐ 47,896 (2,104) (2,104) Bortolo Reserve Sports Lighting 195,001 ‐ 195,000 1 188,870 ‐ 188,870 ‐ (6,131) (1) MARC/Waste Transfer Station ‐ Solar Plan Phase 5 360,000 ‐ 360,000 ‐ 360,993 ‐ 360,993 ‐ 993 ‐ Owen Ave Ablution 40,000 ‐ 40,000 ‐ 41,489 ‐ 40,000 1,489 1,489 1,489 Mandurah Foreshore Boardwalk Renewal 494,655 ‐ 490,000 4,655 447,597 ‐ 447,597 ‐ (47,058) (4,655) Seascapes Village POS Boardwalk 48,241 ‐ ‐ 48,241 42,704 ‐ 42,704 0 (5,537) (48,241) Operations Centre Transportable 55,000 ‐ ‐ 55,000 56,739 ‐ ‐ 56,739 1,739 1,739 WMC ‐ Waste Handstand Upgrade 67,420 ‐ ‐ 67,420 67,420 ‐ ‐ 67,420 ‐ ‐ Museum Courtroom Interpretation Project 55,000 ‐ ‐ 55,000 52,941 ‐ ‐ 52,941 (2,059) (2,059) Bypass lane to new weighbridge at WTS 35,000 ‐ ‐ 35,000 35,000 ‐ ‐ 35,000 ‐ ‐ MARC Systems Intergration 150,000 ‐ ‐ 150,000 150,000 ‐ ‐ 150,000 ‐ ‐ Mandurah Family & CC Playgound 50,000 50,000 ‐ ‐ 38,503 38,503 ‐ ‐ (11,497) ‐ RS ‐ MARC Redevelopment Stage 2 ‐ ‐ ‐ 7,458 ‐ ‐ 7,458 7,458 7,458
4,692,586 1,550,000 2,289,552 853,034 4,923,967 1,735,503 2,396,046 792,418 231,381 (60,616)
1634 ‐ Bridges Old Mandurah Bridge 500,000 ‐ 500,000 ‐ 495,484 ‐ 495,484 ‐ (4,516) ‐ Mandurah Ocean Marina Footbridge 196,972 ‐ ‐ 196,972 196,972 ‐ 89,527 107,445 ‐ (89,527) New Bridge boardwalk extension stairway 254,190 ‐ ‐ 254,190 254,190 ‐ ‐ 254,190 ‐ ‐
951,162 ‐ 500,000 451,162 946,646 ‐ 585,011 361,635 (4,516) (89,527)
Report 1 Page 16 ATTACHMENT 2 CAPITAL ACCOUNTS Funding Adopted Budget 2018/19 Funding Revised Budget 2018/19 Adopted CoM Revised CoM Budget CoM Description External CoM General External Budget Capital Budget Capital CoM Variance Variance Funding Revenue Funding Funding Funding 1635 ‐ Parks Falcon Bay Foreshore development Stage 1 290,000 ‐ 290,000 ‐ 234,064 ‐ 234,064 ‐ (55,936) ‐ Novara Foreshore Stage 2 100,000 ‐ 100,000 ‐ 49,280 ‐ 49,280 ‐ (50,720) ‐ Orion Rd Reserve Improvements 40,000 ‐ 40,000 ‐ 39,933 ‐ ‐ 39,933 (67) 39,933 Southern Operations ‐ Storage Shed 15,000 ‐ ‐ 15,000 10,919 ‐ ‐ 10,919 (4,081) (4,081) Watersun Drive toddler playground 5,000 ‐ 5,000 ‐ 23,862 ‐ 23,862 ‐ 18,862 ‐ Tickner Park Exercise Equipment 30,000 ‐ 30,000 ‐ 5,747 ‐ ‐ 5,747 (24,253) 5,747 Coote Reserve BMX Track 60,000 ‐ 60,000 ‐ 60,000 ‐ 60,000 ‐ ‐ ‐ Pinjarra rd Landscaping 40,000 40,000 ‐ ‐ 28,882 ‐ ‐ 28,882 (11,118) 28,882 Mandurah Road Central Park 3,863 ‐ ‐ 3,863 3,863 3,863 Parks & Reserves Signage 8,290 ‐ ‐ 8,290 8,290 8,290 580,000 40,000 525,000 15,000 464,840 ‐ 367,206 97,634 (115,160) 82,634
1636 ‐ Roads NEW Dower St ‐ Reconstruct/Widen 264,693 100,000 164,693 ‐ 207,016 ‐ 150,841 56,175 (57,677) 56,175 Dower St ‐ Pinjarra Rd Intersection 710,294 300,000 400,000 10,294 685,583 300,000 385,583 ‐ (24,711) (10,294) Gibson St 38,569 ‐ 38,569 ‐ 36,082 ‐ 36,082 ‐ (2,487) ‐ Glencoe Parade Stage 3 150,000 ‐ ‐ 150,000 31,524 ‐ ‐ 31,524 (118,476) (118,476) TM Pinjarra Rd/ Randell St 50,000 ‐ ‐ 50,000 47,499 ‐ 14,001 33,498 (2,501) (16,502) CP Mandurah Marina 221,197 ‐ 200,000 21,197 161,120 ‐ 75,438 85,682 (60,077) 64,485 SP Ramp to Marina Boadwalk 25,000 ‐ ‐ 25,000 25,292 ‐ ‐ 25,292 292 292 SP Kooljack St 45,500 ‐ ‐ 45,500 45,540 ‐ ‐ 45,540 40 40 SP Sievewright Street 35,000 ‐ ‐ 35,000 28,875 ‐ ‐ 28,875 (6,125) (6,125) Sutton Street finalise new road link 15,000 ‐ ‐ 15,000 15,000 15,000 Lakes Rd Lighting, verges surface work 5,686 ‐ 5,686 ‐ 5,686 ‐
1,540,253 400,000 803,262 336,991 1,289,217 300,000 667,631 321,586 (251,036) (15,405)
1637 ‐ Drainage DR Wamba Place 130,414 ‐ ‐ 130,414 130,413 ‐ ‐ 130,413 (1) (1)
130,414 ‐ ‐ 130,414 130,413 ‐ ‐ 130,413 (1) (1)
Report 1 Page 17 ATTACHMENT 2 CAPITAL ACCOUNTS Funding Adopted Budget 2018/19 Funding Revised Budget 2018/19 Adopted CoM Revised CoM Budget CoM Description External CoM General External Budget Capital Budget Capital CoM Variance Variance Funding Revenue Funding Funding Funding 1639 ‐ Waterways C&E ‐ Falcon Bay Seawall 188,662 ‐ ‐ 188,662 188,662 ‐ ‐ 188,662 ‐ ‐ Marina Floating Public Jetty 232,874 52,097 116,653 64,124 232,874 168,750 ‐ 64,124 ‐ ‐ Dredging Novara Boat Ramp 160,000 ‐ ‐ 160,000 159,765 ‐ ‐ 159,765 (235) (235) Dredging Dawesville Boat Ramp 160,000 ‐ ‐ 160,000 155,109 ‐ ‐ 155,109 (4,891) (4,891) 741,536 52,097 116,653 572,786 736,410 168,750 ‐ 567,660 (5,126) (5,126)
1640 ‐ Equipment CCTV Infrastrcuture 208,000 ‐ 208,000 ‐ 151,340 ‐ 151,340 ‐ (56,660) ‐ 208,000 ‐ 208,000 ‐ 151,340 ‐ 151,340 ‐ (56,660) ‐
1641 ‐ Plant Holden Colorado Ute 40,700 16,827 ‐ 23,873 ‐ ‐ ‐ (40,700) (23,873) HINO 300 716 MEDIUM CREW CAB 91,510 28,905 ‐ 62,605 87,590 28,905 ‐ 58,685 (3,920) (3,920) HINO 300 716 MEDIUM CREW CAB 91,510 28,261 ‐ 63,249 85,640 28,261 ‐ 57,379 (5,870) (5,870) JOHN DEERE 4WD 85HP CAB TRACTOR 87,415 12,755 ‐ 74,660 38,748 12,755 ‐ 25,993 (48,667) (48,667) TORO RAKE‐O‐VAC DEBRIS SWEEPER 41,310 ‐ ‐ 41,310 ‐ ‐ ‐ (41,310) (41,310) KUBOTA F3690 72' OUTFRONT MOWER 35,700 7,899 ‐ 27,801 26,336 7,899 ‐ 18,437 (9,364) (9,364) KUBOTA F3690 72' OUTFRONT MOWER 36,000 7,899 ‐ 28,101 26,337 7,899 ‐ 18,438 (9,663) (9,663) KUBOTA F3690 60' OUTFRONT MOWER 35,700 7,779 ‐ 27,921 25,937 7,779 ‐ 18,158 (9,763) (9,763) 5T EXCAVATOR 95,000 30,057 ‐ 64,943 88,000 30,057 ‐ 57,943 (7,000) (7,000) 12T TAG TRAILER 45,000 8,910 ‐ 36,090 42,000 8,910 ‐ 33,090 (3,000) (3,000) HINO 500 1024 MEDIUM SINGLE CAB 241,130 41,488 ‐ 199,642 241,130 199,642 Trailer Flat Top 3m x 2m ‐ 2001kg to 4500kg 15,000 ‐ ‐ 15,000 15,000 15,000 ‐ ‐ ‐ 599,845 149,292 ‐ 450,553 676,718 173,953 ‐ 502,765 76,873 52,212
1643 ‐ Other Infrastructure Tims Thicket Septage Ponds upgrade 380,946 ‐ ‐ 380,946 380,946 ‐ ‐ 380,946 ‐ ‐
380,946 ‐ ‐ 380,946 380,946 ‐ ‐ 380,946 ‐ ‐
1644 ‐ Eastern Foreshore Wall Site Preparation/Fill/Bund 323,435 ‐ 323,435 ‐ 329,558 ‐ 329,558 ‐ 6,123 ‐ 323,435 ‐ 323,435 ‐ 329,558 ‐ 329,558 ‐ 6,123 ‐
Grand Total 10,148,177 2,191,389 4,765,902 3,190,886 10,030,055 2,378,206 4,496,792 3,155,057 (118,122) (35,829)
Report 1 Page 18 Report from Chief Executive Officer to Council Meeting of 25 September 2018
2 SUBJECT: MARKYT® Community Scorecard 2018 CONTACT OFFICER/S: Graeme Davies AUTHOR: Thamali Wickremanayake
Summary
In April 2018, the City engaged an external consultant – CATALYSE to administer a MARKYT® Community Scorecard to evaluate community priorities and measure Council’s performance against key indicators in the Strategic Community Plan.
This is the 8th Survey undertaken for the City of Mandurah. Surveys were previously undertaken in 2003, 2004, 2005, 2008, 2010, 2011 and 2015. The 2018 survey has delivered the best ever results.
The purpose of this report is to provide a summary of 2018 MARKYT® Community Scorecard results, and to set out how these results will be used in other studies and the City’s future decision making.
Council is requested to acknowledge the 2018 MARKYT® Community Scorecard Report and approve the public release of the report.
Disclosure of Interest
N/A
Previous Relevant Documentation
S.1/7/18 17 July 2018 2018 MARKYT® Community Scorecard results presented to Strategy Committee by CATALYSE
Background
In previous years, the surveys conducted have been telephone based Community Perceptions Surveys run by CATALYSE in partnership with Edith Cowan University. This year, in response to social changes, the City adopted a MARKYT ® accredited, multi-channel approach for data collection. Invitations were sent out to 4,000 randomly selected households - 2,000 by mail and 2,000 by email. The survey was promoted via the City’s communication channels, including the website, newsletters and social media, and 725 responses were received in total. The final dataset has been weighted by age and gender to match the ABS Census population profile.
The MARKYT® Community Scorecard aims to provide feedback on how the City is performing across a range of areas, and it also allows the City to compare its performance against other Councils in Western Australia, other similar regional Councils and its own historical performance over time as well.
Previous Community Perceptions Survey results helped inform the City’s Strategic Community Plans. The results of the 2018 survey will be utilised to improve the City’s service delivery and as input to the long term visioning process. The results will also inform the Strategic Community Plan desktop review, which will be undertaken later this year.
The results were presented to the Strategy Committee in July by CATALYSE.
Comment
In April, the City of Mandurah administered a MARKYT® Community Scorecard to evaluate community priorities and measure Council’s performance against key indicators in the Strategic Community Plan. The survey included; • 41 questions on services and facilities the City provides in partnership with State Government, private organisations and people in the local community;
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• two open ended questions on what community values most about their local area and what areas they would like the City to focus on improving; and • 11 other questions measuring community sentiment.
The City’s results were benchmarked against 27 other WA Local Governments including nine other regional councils. WA councils that have completed an accredited study with CATALYSE ® within the past two years have been considered as participating Councils in this study. These include;
• City of Armadale • City of Nedlands • City of Canning • City of Rockingham • City of Cockburn • City of Subiaco • City of Fremantle • City of Wanneroo • City of Kwinana • City of Albany • Town of Mosman Park • City of Busselton • Shire of Peppermint Grove • Shire of Chittering • City of South Perth • Merredin Shire Council • City of Vincent • Shire of York • City of Belmont • City of Bunbury • Town of Claremont • Shire of Capel • Town of East Fremantle • Shire of Irwin • Shire of Kalamunda • Shire of Wyndham East Kimberley • City of Melville
Overall, the City of Mandurah continues to be a strong performer as a place to live and a governing organisation.
The report found that residents love Mandurah’s location, especially its proximity to the ocean and waterways. They also highly value the area’s parks, open spaces and natural environment followed by its relaxed lifestyle, cleanliness and friendly community. The community was asked, “As a place to live, what do you value most about your local area?” and the results are shown in the following graph as a percentage;
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Base: All respondents who provided a valid response, excluded ‘no response’ (n = 649) Chart shows responses mentioned spontaneously by 5% or more respondents. – MARKYT Community Scorecard © May 2018 by CATALYSE –
The City has been ranked #1 among regional councils and also placed in the top 33% among all WA Councils benchmarked, in the following areas;
• Governing organisation • Festivals, events, art and cultural activities • Value for money • Planning and building approvals • Council’s leadership • Management of parking • Consultation • Footpaths and cycleways • Informed • Conservation and environment • Customer service • Coastal and estuary management • City centre development • Weekly rubbish collections • Seniors facilities, services and care • Fortnightly recycling collections • Disability access
Overall performance ratings have remained steady or improved for most services and facilities measured (29 of 33 measures with historical comparisons). When compared to other local governments (via the industry standards measure) the City of Mandurah is performing above average or on par with all but 5 measures which are shown below.
The community was asked, “How would you rate performance in the following areas (and the areas to be rated were listed out)?”, and the Benchmark Matrix TM below shows the City’s performance in individual service areas relative to the MARKYT® Industry Standards based on the responses received. Areas to celebrate are those in the top right quadrant while areas in the bottom left quadrant require focus.
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Base: All respondents, excludes unsure and no response. Service areas are included when MARKYT Industry Standards are available. Light grey text indicates benchmark is not available – MARKYT Community Scorecard © May 2018 by CATALYSE –
Detailed below is the City of Mandurah’s Community Priorities Window. This graph maps community priorities against community perception on how the City is performing in these areas. The community was asked, “How would you rate performance in the following areas?” and “Which areas would you most like the City of Mandurah to focus on improving”. The results are shown in the following graph.
Most services are located in windows A and B, which indicates that they are high performing areas, receiving average ratings between okay and excellent.
Perceived strengths include • weekly rubbish collections, • fortnightly recycling collections, and • festivals, events, art and cultural activities.
Areas the community would like Council to prioritise include (windows F and G - high community priority, average perceived performance); • safety and security, including managing graffiti, vandalism and anti-social behaviour, • access to employment opportunities, • traffic management, • economic development, and • how the City Centre is being developed.
Other areas to address include youth services and facilities and access to education and training opportunities (window C – low community priority, average perceived performance).
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Base: All respondents, excludes no response (n = 725) – MARKYT Community Scorecard © May 2018 by CATALYSE –
Consultation
For the survey, invitations were sent out to 4,000 randomly selected households - 2,000 by mail and 2,000 by email. The survey was promoted via the City’s communication channels, including the website, newsletters and social media, and 725 responses were received in total.
Statutory Environment
N/A
Policy Implications
N/A
Risk Implications
Failing to publish scorecard outcomes would result in failing to close the loop after community consultation which may have a negative impact on future community responses
Failing to respond to the community’s needs as voiced during consultation may result in loss of community confidence in the process and the City’s credibility as an organisation that listens to its community
Economic Implications
The project cost the City a total of $16,102 excluding GST. This includes professional fees, printing and postage, additional benchmarking and additional presentations.
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Strategic Implications
The following Objectives from the City of Mandurah Strategic Community Plan 2017 – 2037 are relevant to this report:
Identity: • Encourage active community participation and engagement.
Organisational Excellence: • Listen to and engage with our community. • Ensure the City has the capacity and capability to deliver appropriate services and facilities.
Conclusion
Overall, the City of Mandurah continues to be a strong performer: • As a place to live, the performance index score is 80 out of 100, 1 index point above the MARKYT® Industry Standard and an increase of 12 index points since 2015. • As a governing organisation, the performance index score is 65; 6 index points above the MARKYT ® Industry Standard and up 6 points from the 2015 survey.
The City of Mandurah has perceived strengths in weekly rubbish and fortnightly recycling collections and festivals, events, art and cultural activities.
Compared to previous studies, performance ratings have remained steady or improved for most services and facilities measured. Relative to the MARKYT® Industry Standards the City of Mandurah is performing above average or on par with all but 5 of the 41 indicators measuring City’s performance on service delivery and provision of facilities.
In accordance with the report’s findings it is recommended that the City continues to focus on the following five key priorities: 1. Safety, security and anti-social behaviour – even though the control of graffiti, vandalism and anti- social behaviour scores continue to improve. 2. Access to employment opportunities – of all the measures (33 in total) with historical comparisons, performance scores for access to employment and education and training opportunities have decreased the most over recent studies. 3. Economic development – residents identify a need to attract more business and investment in Mandurah. 4. Development of the City Centre – performance has been steadily increasing over the last three surveys in this area, however, residents would like further improvement in this area. 5. Traffic management in and surrounding the City centre.
RECOMMENDATION
That Council
1. Acknowledges the 2018 MARKYT® Community Scorecard Report previously presented to Elected Members at the July Strategy Committee Meeting, and
2. Acknowledges the public release of the 2018 MARKYT® Community Scorecard Report.
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