SHIRE OF CARNARVON AGENDA PAPERS ORDINARY COUNCIL MEETING 15 DECEMBER 2015
NOTICE OF ORDINARY COUNCIL MEETING
The next Ordinary Meeting of the Shire of Carnarvon Council will be held on Tuesday 15 December 2015 in the Shire Council Chambers, Stuart Street Carnarvon, commencing at 8.30am.
Ian D’Arcy CHIEF EXECUTIVE OFFICER
SHIRE OF CARNARVON DISCLAIMER
No responsibility whatsoever is implied or accepted by the Shire of Carnarvon for any act, omission or statement or intimation occurring during Council/Committee Meetings or during formal/informal conversations with Staff or Councillors. The Shire of Carnarvon disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during Council/Committee Meetings or discussions. Any person or legal entity who acts or fails to act in reliance upon any statement does so at that person's or legal entity's own risk.
In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or limitation of approval made by a member or officer of the Shire of Carnarvon during the course of any meeting is not intended to be and is not taken as notice of approval from the Shire of Carnarvon. The Shire of Carnarvon warns that anyone who has an application lodged with the Shire of Carnarvon must obtain and only should rely on WRITTEN CONFIRMATION of the outcome of the application, and any conditions attaching to the decision made by the Shire of Carnarvon in respect of the application.
Ian D’Arcy CHIEF EXECUTIVE OFFICER
2
AGENDA
1.0 ATTENDANCES & APOLOGIES
2.0 PUBLIC QUESTION TIME
3.0 DECLARATIONS OF INTEREST
4.0 QUESTIONS OF WHICH DUE NOTICE HAS BEEN GIVEN
5.0 CONFIRMATION OF MINUTES
6.0 PRESENTATIONS, PETITIONS AND MEMORIALS
7.0 ANNOUNCEMENTS BY THE PRESIDENT WITHOUT DISCUSSION
8.0 DEPARTMENTAL REPORTS
8.1 GOVERNANCE
8.1.1 Actions Performed Under Delegated Authority ...... 1 8.1.2 Appointment to GDC Board ...... 7 8.1.3 Implementation of Fee – Abandoned Trolleys ...... 9 8.1.4 HMAS Sydney Memorial – Pioneer Park ...... 13 8.1.5 Lock Hospitals – Working Group ...... 19 8.1.6 Gascoyne Tourism Strategy Implementation – Funding Request ...... 23 8.1.7 Carnarvon Fascine Revitalisation Project – Concept Design Amendment ...... 32 8.1.8 Award of RFT 05/2015 – Executive Dwelling ...... 36
8.2 CORPORATE & COMMUNITY SERVICES
8.2.1 Accounts for Payment – November 2015 ...... 39 8.2.2 Management Report – November 2015 ...... 41 8.2.3 Investments – November 2015 ...... 44 8.2.4 Credit Card Policy Amendment ...... 46 8.2.5 Betta Nutrition – Request to Change Land Use Code ...... 48 8.2.6 Request for Waive of Fees – FOCUS ...... 50 8.2.7 Request for Waive of Fees – Community Concert ...... 52
Full Council Agenda – 15 December 2015 2015 8.3 DEVELOPMENT SERVICES
8.3.1 Grouped House – Carnarvon Christian School ...... 54 8.3.2 Proposed Prohibited Burning Period – Shire of Carnarvon ...... 64
8.4 INFRASTRUCTURE SERVICES
No Report
9.0 MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN
10.0 URGENT BUSINESS APPROVED BY THE PRESIDING MEMBER OR BY A DECISION OF THE COUNCIL
11.0 DATE OF NEXT MEETING
The next meeting of Council will be held on Tuesday 27th January 2015 commencing at 8.30am.
12.0 MATTERS FOR WHICH MEETING TO BE CLOSED TO MEMBERS OF THE PUBLIC
12.1 Non Payment of Rates – Baiyungu Aboriginal Corporation (Under Separate Cover)
13.0 CLOSURE
Full Council Agenda – 15 December 2015 2015 8.1.1 ACTIONS PERFORMED UNDER DELEGATED AUTHORITY FOR THE MONTHS OF NOVEMBER/DECEMBER 2015 AND COUNCIL MEETING STATUS REPORT
File No: AO3403 Date of Meeting: 15 December 2015 Location/Address: 3 Francis Street, Carnarvon Name of Applicant: Shire of Carnarvon Name of Owner: Shire of Carnarvon Author/s: Ian D’Arcy, Chief Executive Officer Declaration of Interest: Nil Voting Requirements: Simple Majority
Summary of Item: To report back to Council on the Council Meeting Status Report and actions performed under delegated authority for the months of November/December 2015.
Description of Proposal: As above.
Background: To increase transparency this report has been prepared for Council and includes all actions performed under delegated authority for –
- Development Approvals issued - Building Permits issued; - Health Approvals issued; - One off delegations to the Chief Executive Officer; - Affixing of Common Seal
Consultation: Nil
Statutory Environment: Local Government Act 1995 - Section 9.49A Planning & Development Act 2005 – Part 10 Div. 2 TPS No. 10 – Section 2.4 Shire of Carnarvon Local Government Act Local Laws S.29 Health Act 1991 – S.107; Health Act 1911, Part VI Health (Public Buildings) Regulations 1992
Relevant Plans and Policy: Nil
Financial Implications: There are no financial implications.
Risk Assessment: Reporting requirement only.
Ordinary Council Meeting 15 December 20151 1
Community & Strategic Objectives:
Outcome 5.2 A high standard of governance and accountability.
5.2.1 Maintain a high standard of corporate planning and reporting.
5.2.2 Ensure compliance with all relevant legislation and regulations.
Comment: The following tables outline the action performed within the organization relative to delegated authority for the months of July/August 2015 and are submitted to Council for information.
COMMON SEAL
Date Affixed Documentation
19.11.15 RFDS Lease – Transmitter Site Carnarvon Airport 25.11.15 Lions Club – Lease – Building No. 133 Carnarvon Airport 27.11.15 Airservices Australia – Deed of Lease of Additional Premises – Carnarvon Airport 01.12.15 Consultancy Agreement – Main Street Public Art – Alexander Planning Consultants
Environmental Health Exercise of delegations for period 1 November 2015 to 30 November 2015 Onsite waste-water management Health Act 1991, s.107 Health (Apparatus for treatment of sewage and disposal of effluent and liquid waste) Regulations 1974 Date of Decision Ref. Decision details Persons affected decision Applicant: Warren Permission to interfere with apparatus Schmidt, Gascoyne 16/11/15 HOS15/025 (replace leach drains) – 9 (Lot 85) Fleming Plumbing Solutions St, East Carnarvon Owner: Ricky Andreoli
Applicant: Warren Permission to interfere with apparatus Schmidt, Gascoyne 19/11/15 HOS15/026 (replace leach drains) – 5 Orr St (Lot 875), Plumbing Solutions South Carnarvon Owner: Department of Housing
COUNCIL MEETING STATUS REPORT The following Status Report is for Council information only.
Ordinary Council Meeting 15 December 20152 2 COUNCIL MEETING STATUS REPORT
SHIRE OF CARNARVON STATUS REPORT 2015/2016 As at December 2015
MINUTE DETAIL RESPONSIBLE STATUS ANTICIPATED REF OFFICER COMPLETION DATE 3/7/15 Arrangements for Council and the Carnarvon Community to Commemorate the 75th Rob Paull Referred to August Meeting Ongoing Anniversary of the Sinking of HMAS Sydney II and Kriegsmarine Kormoran Working Group Formed 7/7/15 Request for New Lease – Carnarvon Golf Club – Reserve 31811 John Nuttall Letter to Golf Club – awaiting January 2016 confirmation 23/7/15 Request for Upgrading an Existing Restricted Access Route (RAV) Mike Hudson Policy to be prepared November 2015 Renee Lathwell 7/8/15 CSRFF Small Grant Application – Carnarvon Pistol Association Greg Rose Matter to be followed up with Ongoing John Nuttall Pistol Club 3/9/15 Carnarvon Judo Hall – Request to Change Name Ian D’Arcy Advice from Landgate that Ongoing Dannielle name has been changed and recorded. Sign to be ordered for Hall. 14/9/15 Request to Modify Lease Area – Carnarvon space & Technology Museum Lot 1 Mahoney John Nuttall Lease agreed and awaiting December 2015 execution. 22/9/15 Closure of Portion of Margaret Row for Disposal to Adjacent Land Owner – Lot 16 Marius Shepherd Actioned – Application sent to Ongoing Dept of Lands 23/9/15 TPS No. 10 – Amendment 71 Marius Shepherd Documentation sent to WAPC Ongoing for endorsement.
Ordinary Council Meeting 15 December 20153 3 24/9/15 Review and Adoption of Council Policy D001 – Mobile Trading Dane Wallace Policy updated as per Council Ongoing resolution. Public notice and web-site blurb drafted and sent to Leilani and Mel with a copy of the Policy. Submitter advised of adoption of policy via email. 16/10/15. 25/9/15 LEMC Meeting Minutes 10 June 2015 – Debrief on Tropical Cyclone Ian D’Arcy Yet to be addressed Ongoing (CEO to liaise with Federal and State re funding a purpose building Evacuation Centre) 26/9/15 Adoption of Shire of Carnarvon Recovery Plan 2015 for Community Consultation Mark Chadwick Public comment yet to be Ongoing Mike Barnes finalised 28/9/15 Formal Support to Present a Review of Southern Boundary of Federal Proposal to Develop Cr Fullarton Correspondence sent to Ongoing Northern Australia Ian D’Arcy Federal Minister for Resources & Energy requesting a review. 3/10/15 2015 Christmas & New Year Stand Down Ian D’Arcy Staff have been advised and Ongoing local public notice to be given. 10/10/15 2016 Ordinary Council Meetings and Committee Meetings Ian D’Arcy Local public notice of 2016 November/December Meeting dates to be given in 2015 the Midwest Times 11/10/15 Gascoyne Regional Tourism Strategy Implementation – Request for Funding Ian D’Arcy Letter Sent to GDC Ongoing – pending requesting further information response from GDC as per Council resolution 24/10/15 Unauthorised Land Use on Lot 308 Coral Bay Marius Shepherd Correspondence sent to the Ongoing Ian D’Arcy Landowner & Department of Lands. No Development Application was submitted by the Council Deadline. Legal action to commence. 6/11/15 Carnarvon Fascine Revitalisation Project – Concept Design Amendment Ian Matter referred back to Refer to Agenda Item working group for further 8.1.7 - 15 December discussion re additional 2015 parking bays and motorcycle bays. 11/11/15 Creation of Lease Policy John/Kelly Agreed at November Council Completed Meeting. 13/11/15 Proposed Lease to Playgroup John/Kelly With solicitors for preparation February 2016
15/11/15 Request Variation to Fees & Charges Aquatic Centre John Finalised Completed
Ordinary Council Meeting 15 December 20154 4 16/11/15 Transportable Office Youth Services Mark Finalised – building Completed application received and sent to contract certifier for assessment as SoC cannot process its own building appllications. 17/11/15 Reinstatement of Planning & Building Fees for Buildings & Structures Mark Finalised – fees reinstated Completed and collected as per Council decision, stakeholders advised. 18/11/15 Local Recovery Coordinator Mark Finalised – first Local Completed Recovery Coordination Group meeting scheduled for 4 December 2015. 20/11/15 Endorsement of Executive Summary – Carnarvon Airport PCN Assessment Report Mike Report modified and sent to Completed the DoT. 24/11/15 Variation to Prohibited Burning Period Mark Report to be brought back to 15 December 2015 Council meeting 15 December 2015 26/11/15 Proposed Engagement – Work for the Dole Program Ian Pending meeting with Max 24 December 2015 27/11/15 Solutions to execute agreement
Ordinary Council Meeting 15 December 20155 5 OFFICER’S RECOMMENDATION
That Council –
1. Accept the report outlining the actions performed under delegated authority for the months of November/December 2015. 2. Accept the Council Meeting Status Report as detailed in the Report.
Ordinary Council Meeting 15 December 20156 6 8.1.2 NOMINATION OF COUNCIL REPRESENTATION – GASCOYNE DEVELOPMENT COMMISSION
File No: 2C0101 Date of Meeting: 15 December 2015 Location/Address: N/A Name of Applicant: Gascoyne Development Commission Name of Owner: N/A Author/s: Ian D’Arcy, Chief Executive Officer Declaration of Interest: Nil Voting Requirements: Simple Majority Previous Report: 27 May 2014
Summary of Item: For Council to consider nomination of Shire representation to the Gascoyne Development Commission (GDC) Board for a term of up to 3 years.
Description of Proposal: Correspondence for the GDC requests the nomination two Councillors for consideration by the Minister for Regional Development, the Hon Terry Redman, MLA on the Gascoyne Development Commission (GDC) Board for a term of up to 3 years.
Background: At the Ordinary Meeting of Council held on 27th May 2014, Council resolved –
“That Council, in relation to appointment of two representatives on the Gascoyne Development Commission Board, nominate Cr Nelson and Cr March, and seek favourable consideration for at least one appointment by the Hon. Minister for Regional Development.”
Subsequently, Cr March’s appointment was endorsed by the Minister for Regional Development on 19 December 2015 for the balance of the 3 year term, expiring on 30 June 2017.
On 2 November 2015, Cr March tendered his resignation to the Minister, advising that he could no longer serve on the GDC Board due to time constraints as a result of the expansion of his business and involvement in junior sports. As a result, Council no longer has representation on the Board.
In light of this occurrence, Council has now received correspondence from the CEO of the GDC dated 18 November 2015, requesting nomination of two Council representatives to sit on the GDC Board for a period of up to 3 years with the term to expire in 2019. A copy of this correspondence is provided at Schedule 8.1.2(a).
The Booklet is also provided that details the objectives and function of the GDC Board, together with the roles and responsibilities of Board members is offered at Schedule 8.1.2(b).
Consultation: Nil.
Statutory Environment: The nominations have been called pursuant to section 12(1)(a) of the Development Commissions Act (1993).
Ordinary Council Meeting 15 December 20157 7 Relevant Plans and Policy: Nil
Financial Implications: Nil
Risk Assessment: There is no risk to Council as this item relates to the appointment of a representative to the GDC Board only.
Community & Strategic Objectives:
Outcome 5.1 A well engaged and informed community.
5.1.1 Improve community awareness of Council's strategies, facilities and services.
5.1.2 Develop appropriate community consultation and communication strategies to enhance the decision-making process.
5.1.3 Develop processes to facilitate improved communication with all other stakeholders.
Comment: As outlined in the information booklet the primary function of the GDC is to develop and broaden the economic base of the Region through facilitation and co-ordination of opportunities, including business investment and growth, improved provision of services and infrastructure, and increase area promotion to enhance the profile of the Gascoyne.
Accordingly, the GDC’s purpose and function aligns with the Shire’s charter to foster economic growth for the district, and is reliant on the co-operation with key stakeholders, such as the Council, to achieve quality outcomes for the betterment of the local and regional community. In light of this, and given the Carnarvon is designated as a Regional Centre, it is appropriate and of benefit to both parties for the Shire to occupy at least one seat on the GDC Board.
OFFICER’S RECOMMENDATION
That Council, in relation to appointment of two representatives on the Gascoyne Development Commission Board, nominate Cr…………………. and Cr ………………., and seek favourable consideration for at least one appointment by the Hon. Minister for Regional Development.
Ordinary Council Meeting 15 December 20158 8 8.1.3 IMPLEMENTATION OF NEW COLLECTION FEE – IMPOUNDMENT OF ABANDONED SHOPPING TROLLEYS
File No: 4E0631 Date of Meeting: 15 December 2015 Location/Address: Shire of Carnarvon Name of Applicant: Shire of Carnarvon Name of Owner: Shire of Carnarvon Author/s: Dannielle Hill, Senior Executive Officer Declaration of Interest: Nil Voting Requirements: Absolute Majority Previous Report: N/A
Summary of Item: To seek Council endorsement to introduce a fee as part of Council’s 2015/2016 Fees and Charges for the collection and impoundment of abandoned trolleys that are located on or within any public land and thoroughfares within the Shire of Carnarvon.
Description of Proposal: This report relates to the introduction of an impounding fee for abandoned trolleys in public places and thoroughfares. This fee to be payable by the trolley owner prior to release of the impounded trolley/s.
Background: It is a common occurrence nationwide that an unacceptable number of shopping trolleys are abandoned, or left unattended in public places such as streets and public car parks. In Carnarvon’s instance many of these trolleys are also being pushed into the Fascine, thus requiring Shire staff to retrieve the trolleys at some risk. Not only do the abandoned trolleys pose a potential danger to residents, visitors and property, but they also diminish the quality of the environment and can become a visual blight for the general public.
As part of the review of Council’s Local Law relating to “Activities in Thoroughfares and Public Places” the draft document proposes introduction of “Division 2 - Shopping Trolleys” to give Council the powers necessary to enforce the management and impounding of abandoned shopping trolleys. The penalty for leaving a shopping trolley in public place other than the trolley bay - $125. This review is presently being undertaken by Council with the draft Local Laws yet to be sent to the Department of Local Government for approval, however, the process will take some time to complete.
Notably, the WA Local Government Association, in 2005, set up a working party specifically to address the issue of the abandonment of shopping trolleys, with the following conclusions -
• That locking or deposit mechanisms should be installed onto trolleys to prevent and deter their abandonment by customers. (The cost of installing these mechanisms is recoverable within an 18- month period according to WALGA research. The owners’ insurance premiums should also decrease as a result of reduced numbers in claims, as trolleys are being better managed). • Specific legislative powers should be introduced at a State Government level to allow local governments to manage the enforcement of abandoned shopping trolleys, without the need to resort to subsidiary legislation. • Legislative amendments should allow for trolleys to be impounded without notice. • Education programs should be conducted in abandoned shopping trolley “hot spots” to inform the public of the implications that abandoned trolleys have to public safety.
This working group has continued to lobby the State Government without success.
The matter has also been discussed at State level with the WA Local Government Association having
Ordinary Council Meeting 15 December 20159 9 recently signed an MOU with the Keep Australia Beautiful Council in an endeavor to manage abandoned shopping trolleys, including recovering costs occurred from collecting/storing trolleys and liaising with retail chains to change public behavior. However, this is yet to be realized in Carnarvon.
In light of the above, this report seeks Council’s consideration to an interim arrangement of providing a service for collection of shopping trolleys given the ongoing issues arising from abandoned trolleys, particularly in the CBD and along the Fascine foreshore.
Consultation: The Executive Manager Infrastructure Services has approached the local Manager of Woolworths on two separate occasions to address the matter of abandoned shopping trolleys and installing locking or deposit mechanisms. The response conveyed was that the Shire needs to raise its concerns with Woolworths head office.
Statutory Environment: The Local Government Act, 1995 affords Council the power to remove and impound shopping trolleys under the definition of non-perishable goods and Sections 3.39 and 3.42, outlined below:
3.39. Power to remove and impound
(1) An employee authorised by a local government for the purpose may remove and impound any goods that are involved in a contravention that can lead to impounding.
(2) A person may use reasonable force to exercise the power given by subsection (1).
3.42. Impounded non-perishable goods
(1) When any non-perishable goods have been removed and impounded under section 3.39 the local government is required to either — (a) institute a prosecution against the alleged offender; or (b) give the alleged offender notice that the goods may be collected from a place specified during such hours as are specified.
(2) If after 7 days after the goods were removed, a local government has been unable to give the alleged offender a notice under subsection (1)(b) because it has been unable, after making reasonable efforts to do so, to find the alleged offender, the local government is to be taken to have given that notice.
Additionally, the Council can introduce a fee or charge pursuant to Section 6.16 of the Local Government Act, 1995, which states:
6.16. Imposition of fees and charges
(1) A local government may impose* and recover a fee or charge for any goods or service it provides or proposes to provide, other than a service for which a service charge is imposed.
* Absolute majority required.
(2) A fee or charge may be imposed for the following — (a) providing the use of, or allowing admission to, any property or facility wholly or partly owned, controlled, managed or maintained by the local government; (b) supplying a service or carrying out work at the request of a person; (c) subject to section 5.94, providing information from local government records;
Ordinary Council Meeting 15 December 201510 10 (d) receiving an application for approval, granting an approval, making an inspection and issuing a licence, permit, authorisation or certificate; (e) supplying goods; (f) such other service as may be prescribed.
(3) Fees and charges are to be imposed when adopting the annual budget but may be — (a) imposed* during a financial year; and (b) amended* from time to time during a financial year.
* Absolute majority required.
6.17. Setting level of fees and charges
(1) In determining the amount of a fee or charge for a service or for goods a local government is required to take into consideration the following factors — (a) the cost to the local government of providing the service or goods; and (b) the importance of the service or goods to the community; and (c) the price at which the service or goods could be provided by an alternative provider.
Enforcement of penalties for the abandonment of trolleys can also be undertaken pursuant to: Litter Act 1979 – Section 5: Interpretation Litter Act 1979 – Section 23: Littering
Relevant Plans and Policy: No relevant policy.
Financial Implications: A proposed fee of $125 (incl. GST), if implemented, would cover administrative costs, removal of the trolleys (which includes the Fascine waterway), and transporting of such to the Depot for storage and collection.
Risk Assessment: The ongoing issue of abandoned shopping trolleys not only presents a visual amenity issue, but also represents a real risk to the general public where abandoned shopping trolleys often block pedestrian access paths and car parking bays, as well often invisible obstacle within the Fascine, and to office staff required to retrieve abandoned trolley’s from the Fascine waters where the trolleys can prove difficult to locate and access.
Community & Strategic Objectives:
Outcome 2.1 Improved physical quality of the built environment.
2.5.3 Maintain and develop roads, verges, footpaths and other infrastructure to a consistently high standard.
Comment: This is a profound problem statewide, and although the retailers are aware of the abandoned trolleys left in the Main Street on footpaths and in the drainage swale, and other areas including Brockman Park, Van Dongen Park and along and in the Fascine, there seems to be very little attempt by the owners to collect the trolleys within an acceptable time frame, with some trolleys remaining in most locations over-night and well into the next day, and in some instances for days at a time.
Ordinary Council Meeting 15 December 201511 11 To illustrate this point the following photographs show a typical situation where these trolleys were not removed, and remained in these locations well into the next day.
While it is important to maintain good relations with shopping centre management and retailers, it is also imperative the Shire address the abandoned shopping trolley issue sooner rather than later, given their impact on the visual amenity of the town centre is increasing, together with an escalating risk to the general community and staff, as previously outlined in the Risk Assessment section of this report.
Therefore, it is strongly promoted Council take a pro-active stance on introducing a fee for the impoundment and collection of abandoned trolleys left on public land. This impoundment by Shire staff (mainly Shire Rangers) will serve as a positive step forward in not only clearing the streets and public thoroughfares of the abandoned trolleys, but act as a deterrent, and send an important message to the retailers that this issue will no longer be tolerated by Council.
It is anticipated and hoped that with the introduction of a $125 collection fee, retailers will be more pro- active in attending to their own collection of trolleys in a more suitable time frame, resulting in a significant reduction in the presence of the trolleys in and around the Carnarvon town centre.
OFFICER’S RECOMMENDATION
That Council:
1. In accordance with Section 6.16 (3) Local Government Act (1995), create a new item in the 2015/16 Schedule of Fees and Charges titled ‘Shopping Trolley Collection Fee’ of $125 (incl. GST) for the return of each impounded trolley, and proceed to advertise the new fee as required by the legislation;
2. Write to the owners of the Carnarvon Central Shopping Centre, Woolworths Supermarket and IGA Shopping Centre informing them:
a) Of the new ‘Shopping Trolley Collection Fee’ for abandoned shopping trolleys on public land; b) That the collection by Shire staff (primarily Shire Rangers) of shopping trolleys left abandoned on public land will take effect from 1st January 2016; c) That following impoundment of an abandoned shopping trolley, a notice will be served within seven (7) days advising of availability to collect the trolley, upon payment of the prescribed fee of $125 (incl. GST) for each shopping trolley.
(Absolute Majority required)
Ordinary Council Meeting 15 December 201512 12 8.1.4 PROPOSED LOCATION FOR HMAS SYDNEY II & HSK KORMORAN MEMORIAL RESERVE – PIONEER PARK
File No: 3C0414 Date of Meeting: 15 December 2015 Location/Address: Reserve 6938 Name of Applicant: Shire of Carnarvon Name of Owner: Shire of Carnarvon (Management Authority) Author/s: Dannielle Hill, Senior Executive Officer Declaration of Interest: Nil Voting Requirements: Simple Majority Previous Report: Nil
Summary of Item: This report relates to deliberations by the Working Group on the placement of the HMAS Sydney II memorial plaques, with a proposal for establishment of a memorial park for the HMAS Sydney at the existing Pioneer Park on Olivia Terrace, and proceed with preparation of a conceptual design of proposed HMAS Sydney Memorial Park for the purpose of sourcing external funding for the project.
Following further discussions with the Shire President it is recommended the Council seek public comment on two options for the location being the Fascine hob wall or Pioneer Park.
Description of Proposal: This proposal involves a dedicated memorial in honour of the 645 sailors lost during the sinking of HMAS Sydney, and the selection of a suitable site.
One suggested location is placement of the sailor plaques on the Fascine side the existing hob wall and the other location being Pioneer Park (Reserve 6938) adjacent to the Fascine foreshore and bordered by Olivia Terrace, Forrest and Baston Streets, Carnarvon as illustrated in the aerial photo below.
Pioneer Park
The existing Pioneer Park has a designated purpose of ‘Public Utility’ under an existing Reserve Management (Vesting) Order granted to the Shire. Should Council support this location for the HMAS Sydney plaques, it may wish to amend the Vesting Order to include ‘Memorial ‘, which would then make the designated purpose of the Reserve more conducive to enable the erection of a memorial on the site.
Ordinary Council Meeting 15 December 201513 13 Background: As per Council resolution FC 3/8/15, the HMAS Sydney & HSK Kormoran Commemorative Working Group was formed for the purpose of coordinating the 75th Anniversary of the event incorporating a commemoration ceremony and memorial. This includes the removal and relocation of the existing plaques from HMAS Sydney II Memorial Drive to the Fascine wall and/or other parts of the foreshore area.
With the 75th Anniversary only 11 months away, being the 19th November 2016, it was felt that action needed to be taken immediately in regard to the plaques currently located along HMAS Sydney II Memorial Drive, in order that they can be cleaned in readiness for relocation to a more appropriate site. This prompted a report to Council on the 17th October 2015, where it was resolved in part by Council to……“Agree to removal of the sailor plaques located along Sydney II Memorial Avenue to be cleaned and securely stored at the Shire of Carnarvon Depot in readiness for relocation to the Fascine foreshore area, with the final location yet to be determined.”
The removal of the plaques by members of the Working Group has commenced with the cleaning being undertaken by the Carnarvon RSL members and the plaques securely stored at their premises in Stuart Street. The plaques will remain in storage until such time as a new location and memorial has been determined and constructed.
On 2nd December 2015 the second meeting of the Work Group was convened to consider the new location for the plaques and form a recommendation for Council. This meeting also included input from Jim and Emily Alexander, who are architects responsible for having designed the Fascine foreshore landscape, and also designed and project managed a number of War Memorials for other Local Governments, including the Shires of Harvey and East Pilbara.
Arising from the Working Group deliberations, this report has been prepared to obtain Council’s position on the preferred location of the existing sailor plaques, based on the suitability of the Fascine hob wall and the Pioneer Park reserve. From the working groups discussions this reserve is a more interactive memorial site to depict the history of the HMAS Sydney II and HSK Kormoran.
The photos below show the existing development in Pioneer Park, that includes small playground equipment and water supply infrastructure.
Consultation: As mentioned, this proposal has been discussed with the Working Group, which includes representation from the Shire and Returned Services League (RSL) local branch. Input from Alexander Architects has also been entertained.
Ordinary Council Meeting 15 December 201514 14 Statutory Environment: Nil.
Relevant Plans and Policy: In relation to Pioneer Park, the Carnarvon Heritage Municipal Inventory recognizes this site. This proposal involves a dedicated memorial in honour of the 645 sailors lost during the sinking of HMAS Sydney, and the selection of a suitable site.
One suggested location is placement of the sailor plaques on the Fascine side the existing hob wall and the other location being Pioneer Park (Reserve 6938) adjacent to the Fascine foreshore and bordered by Olivia Terrace, Forrest and Baston Streets, Carnarvon as illustrated in the aerial photo above.
Under Category 4, the Municipal Inventory (MI) states –
With the Heritage value listed as 4 in the MI, Pioneer Park, although historically significant, has no restrictions when considering works in the Park. (Refer Schedule 8.1.4).
Financial Implications: It is suggested this project will require external funding in the order of $200,000 – $250,000 inclusive of the memorial works and the commemorative events. To this end, the Working Group have sought expressions of interest from various community groups and organisations with a favourable response having been received for both monetary and in kind donations. However, should Council seek to establish a dedicated memorial, a conceptual design will need to be prepared to underpin the funding applications. With this in mind, and given the pressing time line to complete this project, an amount of $25,000 is required to fund a concept plan by engaging a consultant with the knowledge and design skills particular to memorial sites.
Therefore, should Council proceed with a dedicated memorial the funding required for concept design and budgeting can be derived from ‘COA 0011 – Contractors/Consultancies’ in the current 2015/2016 Budget, which has a remaining allocation of $79,000.
Risk Assessment: There are no significant risks associated with this proposal. However, Council will need to ensure that any commemoration is sensitively undertaken recognising the relatively short period of time to initiate the necessary arrangements and erection of monuments.
Community & Strategic Objectives:
Outcome 1.1 Increased tourism within the region
1.1.7 Promote and support festivals, events and attractions that add value to the District’s economy.
Ordinary Council Meeting 15 December 201515 15 Outcome 3.1 Carnarvon is a proud community and is a desirable place to live, invest and visit.
3.1.4 Encourage locals to talk Carnarvon up not down to promote a sense of community pride.
3.1.5 Provide opportunities for community participation to promote a sense of belonging.
3.1.6 Encourage and advocate for all to defend Carnarvon and promote positive stories.
Outcome 3.6 Events and activities fostering community ownership.
3.6.1 Identify new community events and encourage cultural diversity.
Outcome 4.2 Greater recognition of local aboriginal and multicultural heritage.
4.2.1 Promote the appreciation, interpretation and conservation of heritage across the community.
Comment: At the meeting of the Working Group held on 2 December 2015 Jim and Emily Alexander discussed and offered advice to the Group regarding possible designs for a new memorial and placement of plaques along the Fascine foreshore. Mr Alexander provided an honest opinion that the placement of the plaques along the Fascine hob wall would not be a suitable outcome for the following reasons –
1. The plaques would take away the amenity of what the Fascine is used for – fun, passive recreation and social interaction; 2. The placing of the 645 plaques along the wall is not reflective of the ‘mate ship’ during historic battles of War, and could be construed as disrespectful with remnants of fish scales and bait periodically and inadvertently flicked on to individual plaques; 3. A service to commemorate the 645 sailors lost would be difficult to conduct, due to the separation and placement of the plaques along the wall, and the distance involved being some 8000 plus metres; 4. A memorial site should be all encompassing and draw people in to pay their respects – this cannot occur if along the Fascine hob wall. 5. To place the plaques along the Fascine hob wall would not have the effect that Council is wanting to achieve and that is of a ‘memorial’.
Fascine Hob Wall
Ordinary Council Meeting 15 December 201516 16 In light of these comments the Working Group’s focus shifted to alternative sites. As a result Pioneer Park was acknowledged as a possible memorial site that could include a memorial wall/s and some interpretive signage in relation to both the HMAS Sydney and HSK Kormoran. The park could then be used as a meeting place for reflection and as a family area whereby visitors and residents can be educated on the significance of this historic event.
It was also acknowledged by the Working Group that this location:
Lends itself to a view overlooking the water, which is a significant factor when planning a memorial for this purpose, Will enable the memorial to be centralised and have the plaques grouped together as a symbol of ‘mate ship’ in honour of the 645 sailors lost during the battle; Will be able to accommodate the existing remembrance information of the HMAS Sydney, currently located to the rear of the Cenotaph in Stuart Street, which commemorates those lost during World War I and II, and also the Vietnam campaign. The small brick wall located at the rear of the Cenotaph containing the names of those sailors lost on HMAS Sydney II, which is not befitting as a memorial, can be removed – refer to photo below.
HMAS Sydney Remembrance Wall to be removed
With the 75th Anniversary falling on the 19th November 2016, the Working Group are aware of the limited time available, and therefore a Council determination of a location of the HMAS Sydney memorial at either the Fascine hob wall or at Pioneer Park is needed, together with endorsement to fund preparation of a concept plan, if required, to progress this project.
In consideration of this, and following further discussions with the Shire President in regard to the considerable community interest in this proposal, it is recommended Council advertise seeking community comment on the two locations:
1. The Fascine hob wall, with the plaques of the fallen sailors of the HMAS Sydney II being placed at approximate 1.0 meter intervals on the western side, and for the full length of the wall to establish a memorial walk.
2. The Pioneer Park reserve, where a HMAS Sydney II memorial, incorporating the existing sailor plaques and recognition of the fallen sailors from the HKS Kormoran as well as interpretive signage, could be integrated into a park land setting.
Given the time constraints, it is suggested the public advertising be conducted over four week period using Council’s website and social media.
Ordinary Council Meeting 15 December 201517 17 OFFICER RECOMMENDATION
That Council call for community comment over a four week period on the following selected locations to accommodate a HMAS Sydney II memorial, with the results of the consultation to be presented back to Council for its consideration:
1. Fascine Hob Wall, with the plaques of the fallen sailors of the HMAS Sydney II being placed at approximate 1.0 metre intervals on the western side, and for the full length of the wall to establish a memorial walk.
2. Pioneer Park (Reserve 6938), where a HMAS Sydney II Memorial, incorporating the existing sailor plaques and recognition of the fallen sailors from the HSK Kormoran, could be integrated into a park land setting.
Ordinary Council Meeting 15 December 201518 18 8.1.5 PROPOSED LOCK HOSPITALS ADVISORY WORKING GROUP – ESTABLISHMENT OF
File No: 4H0601 Date of Meeting: 15th December 2015 Location/Address: Shire of Carnarvon Name of Applicant: Shire of Carnarvon Name of Owner: N/A Author/s: Dannielle Hill, Snr Executive Officer Declaration of Interest: Nil Voting Requirements: Simple Majority Previous Report: Nil
Summary of Item: This report addresses the request for Council to establish a Working Group, at the request of Mr Bob Dorey and Ms Kathleen Musulin and associates, to progress a memorial project in commemoration of the history of the Lock Hospitals that were situated on Bernier and Dorre Islands.
Description of Proposal: To establish a working group to investigate a possible small memorial/healing place/interpretive signage to be erected in Carnarvon as a commemoration to the history of both the Lock Hospitals and the Aboriginal residents who were relocated to the islands (Bernier and Dorre ) due to ill health.
Background: The Lock Hospitals were located on Bernier and Dorre Islands and commenced taking in Aboriginal patients in 1905 who were treated for various illnesses including leprosy, tuberculosis and venereal disease. It has been estimated that about a third of the patients admitted to the lock hospitals died on the islands. The hospitals were closed in 1918 with the patients being transferred to Port Hedland.
In 1986, the Lock Hospitals were registered as protected areas under Australia’s Aboriginal Heritage Act. The islands’ cultural heritage significance was also recognised with their inclusion on the Register of the National Estate in 1987. Aboriginal communities, particularly the people of Carnarvon, are keen to identify and protect gravesites on Bernier and Dorre Islands. They have established memorials on the islands for those that suffered and perished on the islands.
The Lock Hospitals are also registered on the Shire of Carnarvon Municipal Heritage Inventory, Schedule 8.1.5(b), with the hospitals listed as highly valued due to their social, cultural and spiritual importance. The Islands also form part of the Nature Reserve listed in the Shark Bay World Heritage Area.
Ordinary Council Meeting 15 December 201519 19 Lock Hospital under Construction Lock Hospital Ruins
The Shire President and CEO met with Mr Dorey, Ms Musulin and Ms Melissa Sweet on the 9th October 2015 in regard to erecting a small memorial and healing space in Carnarvon in memory of the Lock Hospitals which were established on Bernier and Dorre Islands in 1905. Arising from this meeting, it has been requested that Council establish a Working Group to discuss the proposed concept, and provide some ideas and locations on the proposal memorial/healing place. A copy of this request is attached at Schedule 8.1.5(a).
During discussions, it was also suggested that external funding be sought to assist with the erection of a small memorial, with the Council being the auspicing body in seeking grant funding from various health funding bodies and the Indigenous Advisory Committee. Funding requirements for the proposed memorial will need to be determined once a final concept plan has been accepted, based on consultation with both Council through the Working Group and the local Aboriginal community.
Consultation: As mentioned, initial consultation has occurred with Mr Bob Dorey, Ms Kathleen Musulin and Ms Melissa Sweet (Journalist, Book Author, Health Writer).
Statutory Environment: The appointment of a ‘Working Group’ must ensure it does not constitute a Committee of Council pursuant to section 5.8 of the Local Government Act 1995. In this regard, the Working Group would be responsible for, and limited to, suggesting and investigating ideas, as well as formulating a concept proposal, that would be presented to Council for its consideration and determination.
Relevant Plans and Policy: The Shire of Carnarvon Municipal Heritage Inventory lists the Lock Hospitals – refer to Schedule 8.1.5(b).
Financial Implications: The establishment of a Work Group does not present any financial implication. However, the Council may want to consider an allocation of funding in the next financial year to assist in implementing a memorial/healing place or interpretive signage.
Risk Assessment: There are no significant risks associated with this proposal. However, Council will need to ensure that any commemoration is sensitively undertaken to initiate the necessary arrangements and erection of monuments/interpretive signage.
Ordinary Council Meeting 15 December 201520 20
Community & Strategic Objectives:
Outcome 3.1 Carnarvon is a proud community and is a desirable place to live, invest and visit.
3.1.4 Encourage locals to talk Carnarvon up not down to promote a sense of community pride.
3.1.5 Provide opportunities for community participation to promote a sense of belonging.
3.1.6 Encourage and advocate for all to defend Carnarvon and promote positive stories.
Outcome 3.6 Events and activities fostering community ownership.
3.6.1 Identify new community events and encourage cultural diversity.
Outcome 4.2 Greater recognition of local aboriginal and multicultural heritage.
4.2.1 Promote the appreciation, interpretation and conservation of heritage across the community.
Outcome 5.2 A high standard of governance and accountability.
5.2.1 Maintain a high standard of corporate planning and reporting.
Comment: The Lock Hospitals are considered to be of significant heritage importance to not only the Shire of Carnarvon, but the local Aboriginals. There is currently no acknowledgement of the hospitals or the Aboriginals who perished on the islands in any form in Carnarvon, and therefore the establishment of a small memorial and healing place would not only acknowledge the history of the hospitals, but also assist in the healing process.
For the process to commence, discussion will need to take place between the local Aboriginals and community stakeholders, including the Shire of Carnarvon, hence the establishment of a Working Group to discuss possible options for a small memorial/healing place and interpretive signage is recommended.
OFFICER’S RECOMMENDATION
That Council:
1. Establish the ‘Lock Hospitals Advisory Working Group” with the following purpose:
‘Lock Hospitals Advisory Working Group’ has been formed to provide advice to the Shire on the preparation of a draft Concept Plan as directed in the following terms of reference. The primary function of the Working Group is to address -
Planning, preparation and funding (from various sources) of the development of a memorial/healing place/interpretive signage within the town for the Council’s consideration; Encouraging the local business and community support and benefit for the memorial; and Offer a diverse range of views and perspectives on behalf of representative organizations or groups.
Ordinary Council Meeting 15 December 201521 21
2. Nominate two Councillors (one as Chairperson) as Council representatives on the Working Group referred to in 1. above:
Cr (Chairperson) ……………………………………………..; Cr…………………………………………………..
3. Invite Mr Bob Dorey, Ms Kathleen Musulin and Ms Melissa Sweet as representatives to sit on the Working Group.
4. Grant authority to the Working Group to co-opt other persons or organisations that it believes may have a constructive contribution to the proposed memorial.
5. Request the Chief Executive Officer report to Council on a regular basis, the ‘Working Group’ outcomes on the preparation of a concept plan of the Lock Hospitals Memorial/healing place/interpretive signage, and where necessary, seek Council’s consent to undertake specific actions.
Ordinary Council Meeting 15 December 201522 22 8.1.6 GASCOYNE REGIONAL TOURISM STRATEGY IMPLEMENTATION – REQUEST FOR FUNDING – GASCOYNE DEVELOPMENT COMMISSION
File No: 3CO419 Date of Meeting: 15 December 2015 Location/Address: Whole of the Gascoyne Region Name of Applicant: Gascoyne Development Commission Name of Owner: N/A Author/s: Ian D’Arcy – Chief Executive Officer Declaration of Interest: Nil Voting Requirements: Simple majority Previous Meeting Date: 25 November 2014 and 27 October 2015
Summary of Item: As previously reported, the Council is in receipt of further correspondence from the Gascoyne Development Commission (GDC) who are seeking a financial contribution from Council as a contribution to employment of a Regional Tourism Officer for an 18 month period. The purpose of this position is to deliver on the objectives of the Gascoyne Regional Tourism Strategy that have been endorsed by the GDC Board.
This report relates to the funding request, previously considered by Council in relation to this matter, and additional information provided by the GDC, including the Gascoyne Regional Tourism Strategy.
Description of Proposal: This proposal relates to a request from the GDC for Council to contribute $10,000 to support funding of a Regional Tourism Officer. The purpose of the Regional Tourism Officer is to deliver on the objectives of the Gascoyne Regional Tourism Strategy recently endorsed by the GDC Board.
A copy of the GDC’s request for funding is provided at Schedule 8.1.6(a).
Background: As previously outlined, the GDC has prepared and adopted a tourism strategy for the Gascoyne Region in 2014.
In summary this Strategy focuses on achieving the following key strategic objectives, as extracted from the document:
“1. Improve the rates of visitor satisfaction by 20% from baseline (2015) over three years across all levels of the industry through leading the implementation of collaborative regional initiatives.
2. Grow the regional value of the tourism industry by $20m over 5 years by targeting industry cohesiveness, access, infrastructure and higher yielding markets.
3. Increase the number of accredited tourism products and services available in the region by 20% and commence 15 new tourism products over the next five years by providing support to industry operators to build their individual and collective capacity.”
The document also states:
“ In order to implement these strategic priorities, an industry-led model for the Gascoyne tourism industry has been developed. Formation of a Gascoyne Tourism Board consisting of limited numbers to oversee, lead strategy implementation is recommended. It is also suggested a number of sub- committees and working groups are generated by the Board to address strategic priorities.
Ordinary Council Meeting 15 December 201523 23 The Working Groups will bring in appropriate stakeholders and expertise as required to progress issues. They will also use the leveraging and influencing powers of key agencies and bodies to promote, advocate and stimulate investment and funding for initiatives. The Working Groups that could be formed at the discretion of the proposed Gascoyne Tourism Board may include:
1. Cruise Ship Committee 2. Marketing and Events Working Group 3. Tourism Excellence Working Group 4. Cultural Connections Working Group 5. Inland Pathways Working Group
The recruitment of a role (a Tourism Development Officer) that supports regional tourism development is recommended to build relationships and facilitate, coordinate and help implement actions of the Board and Working Groups.
The Strategy highlights a wide range of products and initiatives aimed at growing and developing the industry into the future. Not all of these projects and initiatives can be achieved at once. Key project to be considered ‘Quick Wins’ include:
1. Establish a Regional Tourism Board and Regional Development Role 2. Regional ‘Value of Tourism/Advocacy for Tourism Campaign to build business and community sentiment towards tourism 3. Establish suitable berthing facilities for cruise ships in Exmouth
The key objective in developing this strategy was the identification of priority ‘flagship’ projects that would add significant value to the region’s tourism industry.
Priority ‘Flagship’ Tourism Projects
Short Term
Establish Gascoyne Tourism Board and Regional Tourism Development Role Regional Value of Tourism/Advocacy for Tourism Campaign Regional marketing opportunities and positioning, supported by reliable data Establish suitable berthing facilities for cruise ships in Exmouth Grow existing markets and development higher yield market segments Enhancement of caravan and camping infrastructure across the region Improve air access to and across the region Development Mt Augustus Tourist Park Develop Regional Heritage and Cultural Trails Develop new and innovative events and continue to grow and build the capacity of existing events that are unique to the Gascoyne region.
Medium Term
Develop and improve visitor interpretive quality and standards Develop a suite of cross-regional packages and visitor experiences Renew and rejuvenate products and experiences across the region.
Long Term
The Ningaloo Coast Road and Gascoyne Junction to Paraburdoo road infrastructure Land assembly of Ningaloo coastal tourism nodes for eco retreat developments
Ordinary Council Meeting 15 December 201524 24
In addition there are a range of initiatives linked to regional training, packaging of products at a regional level, sharing of information and data, and support for Aboriginal tourism products. These and other innovative themes will be used to build the scale, scope, diversity and coherence of the regional tourism industry. ”
More specific to the GDC’s request that forms the basis of this report, the Regional Tourism Strategy (on Pg. 18 and 19) details the recommended management structure as follows:
“The Success of this Strategy relies on its delivery. Participation and support for implementation activities is required from all levels of the industry- from those operating tours and managing visitor centres through to State and Federal Government agencies.
The Regional model we seek to establish is industry driven and involves two new key roles within the Gascoyne tourism industry:
1. The Gascoyne Tourism Board the regional peak leadership group that is industry led, and has membership held by industry representatives. Board size is important and should be limited in numbers for effectiveness. 2. A Senior Tourism Development Officer position that reports to the Gascoyne Tourism Board and has the responsibility for co-ordination and communication relating to Tourism Strategy programs, sub-committees, links to National Landscape initiatives, relationship and partnership management with all stakeholders.
Formation of the Tourism Board will initially be coordinated by the Gascoyne Development Commission. The main funding source identified for this initiative is the Royalty for Regions program.
The Board provides overall governance, strategic direction and impetus for action. It is proposed that working groups and sub-committees of the Board drive the implementation of many (but not all) strategic priorities. They will draw on industry expertise in particular areas and bring in other strategic partners who are critical to the successful implementation of actions. The role of the working groups and committees will firstly define and map actions that need to be achieved and then source the financial and technical resources (with support as required from the “Leverage and Influencers” group) to drive the implementation of the strategy. The formation of working groups and/or sub-committees is something that is anticipated to evolve as the strategy is implemented with the specific nature of these groups being determined at a local level as required.”
The Council considered, at its November 2014 meeting, the initial request of $5,000 per year, over two years, for the employment of the Senior Tourism Officer position. In consideration of the concerns outlined below, the Council did not support the GDC’s request.
Concerns There was no delegated representation from the Shire on the designated ‘steering committee’, when preparing the draft Gascoyne Regional Tourism Strategy for the GDC. There was inadequate consultation with the Shire and no opportunity for Council to input into the document throughout the preparation process. The proposed structure of Gascoyne Regional Tourism Board appeared to consist of industry representatives, and exclude the four Local Governments within the Gascoyne Region. There was inadequate reference in the Strategy to Coral Bay as a key ‘tourist node’, and little reference to other tourism initiatives and opportunities in relation to the Shire of Carnarvon. There was no opportunity for Council to review the Strategy document prior to adoption by the GDC Board.
Subsequently, the GDC changed the make-up of the Regional Tourism Board to incorporate Local
Ordinary Council Meeting 15 December 201525 25 Government representation, and some 12 months on, has again requested a financial contribution of $10,000 toward employment of a Tourism Development Officer for a period of 18 months.
The Council again considered this matter at its meeting on 27 October 2015, where it reiterated it is not prepared to contribute funding for employment of a Regional Tourism Development Officer until sufficient information and explanation is forthcoming on:
a) The Head of Power and form of membership that is to be applied for the Gascoyne Regional Tourism Board; b) How regional tourism initiatives will be implemented in an effective and collaborative manner across industry stakeholders, in accordance with the five (5) year implementation plan; c) How existing and recurrent funding will be sourced to effectively deliver actions listed in the Gascoyne Regional Tourism Strategy, including sustained employment for the Tourism Development Officer beyond a period of eighteen (18) months, to facilitate real outcomes in line with the five (5) year implementation plan.
Subsequently, all Councillors received an email from the GDC on Saturday 21 November 2015 that included a letter (refer to Schedule 8.1.6(b)) affording an understanding of the composition of the Regional Tourism Board as a formally constituted body under the auspice of the GDC. This email included a copy of the Gascoyne Regional Tourism Strategy, which again, can be provided to individual Councillors on request.
Following this email, a public petition of 159 signatures, facilitated by the Carnarvon Chamber of Commerce and Industry (CCCI), was tabled by Cr Eddie Smith at the Council meeting on 24 November 2015.
This petition, which has since been clarified by the CCCI as a letter of support, seeks to promote the Regional Tourism Strategy document and promotes the Council to pay the requested funding for employment of the Regional Tourism Development Officer.
A copy of this document is provided at Schedule 8.1.6(c).
Given the above background the Shire President informed the Council the petition (letter of support) would not be considered at that time, but rather, would form part of this report to Council.
To aid in addressing the CCCI document, the CEO emailed the following request to the Acting President of the CCCI on the 24 November 2015:
To assist me in preparing a report to Council on this matter, inclusive of the CCCI petition, it would be appreciated if you can confirm if the CCCI:
1. Made a point of verifying with those people who signed the petition if they had read and understood the Gascoyne Regional Tourism Strategy document, and possibly read the last Council Meeting minutes and understood the Council resolution on this matter?
2. Committee has reviewed/critiqued the Gascoyne Regional Tourism Strategy on behalf of its members, and if so, what the Chamber’s view is regarding:
a) The Gascoyne Regional Tourism Strategy document, particularly in relation to the Shire of Carnarvon?
b) The level of contribution and commitment by the CCCI and its members in assisting with implementation of the Strategy actions, particularly given the statement in the petition……. “Making Business Sustainable – Stimulating Economic Growth & Development – Tourism” ?
A copy of the CCCI’s response is provided at Schedule 8.1.6(d) for the Council’s information.
Ordinary Council Meeting 15 December 201526 26 Furthermore, a staff member phoned eleven people who signed the letter of support requesting confirmation they had read the Regional Tourism Strategy and Council minutes pertaining to this matter. In response, ten indicated they had signed the document without any knowledge of the matter. The eleventh person confirmed they had glanced over the document, but had not read it in detail.
Consultation: There has been limited written and verbal communication between Shire and GDC staff regarding the initial funding request. However, subsequent to these communications, Cr March (Council’s member on the GDC Board) has had an involvement with the Gascoyne Regional Tourism Board and may wish to comment further on this matter.
Statutory Environment: Nil.
Relevant Plans and Policy: Nil.
Financial Implications: There is no specific funding allocated in the 2015/16 budget to accommodate the current request, although funding of $10,000 can be taken from the Community Growth Fund allocation COA 02J2.
Risk Assessment: Refer to Comment Section below.
Community & Strategic Objectives:
Outcome 1.1 Increased tourism within the region
1.1.1 Promote and support local and regional tourism initiatives.
1.1.2 Facilitate the opportunities and funding options for niche tourism products and experiences.
1.1.5 Identify and further develop new tourism attractions and facilities.
1.1.7 Promote and support festivals, events and attractions that add value to the District’s economy.
Comment: Whilst a regional tourism approach is supported, it is viewed the GDC Regional Tourism Strategy document is lacking, and in some ways unrealistic. This is based on the following observations and concerns:
a) The document clearly advocates an industry lead approach, however, it is clear the GDC has moved to implement a different model contrary to the Regional Strategy recommendation. From the email received from the Acting CEO of the GDC, the new Tourism Board mainly consists of members from GDC Board, which includes representation from the four Local Governments and other members from the GDC. While it is accepted the GDC and Local Governments should be well represented, as both will be integral in funding and/or implementation of many key initiatives, there is an apparent lack of balanced tourism industry representation from across the region.
For example, there is no industry representation for Coral Bay, which is disappointing and concerning, as Coral Bay’s economy is singularly underpinned by tourism, and considerable interest has recently been expressed by the State Government in working with Council on fostering and managing its growth as an iconic tourism node of state significance.
Ordinary Council Meeting 15 December 201527 27
Similarly, it would appear logical and beneficial for the Regional Tourism Board to have industry representation from businesses with broad tourist interests and investment in the region, as well as representation from Regional Development Australia (RDA), to assist in forging greater ties to and knowledge of Commonwealth programs, resources and funding.
Furthermore, an independent Chair from outside of the region who has considerable tourism expertise and experience would also be of great benefit in ensuring a holistic and unbiased approach to fostering regional collaboration, which is paramount to the successful delivery of regional tourism outcomes.
Therefore, it is viewed that both the Strategy and the Board’s constitution (which has not been viewed) needs to align and reflect balanced representation, which does not appear to be the current situation. b) The Regional Tourism Strategy Implementation Plan outlines an array of initiatives to be delivered in an immediate, short, medium and long term period over a total of 5 years – refer to Page 69. These assigned timeframes and the stated actions in the Implementation Plan appear extremely optimistic and largely idealistic for one Tourism Development Officer to administer, when this position is likely to be charged with the following responsibilities:
Delivering administrative support to the Tourism Board and the numerous committees/advisory groups outlined in the Strategy, or as determined by the Board; Fostering meaningful collaboration across most (if not all) industry businesses and relevant government agencies, and where possible forging partnerships to deliver outcomes; Offering a central point of contact for receiving and disseminating pertinent information on regional tourism matters to key stakeholders; Offering support and advice to individual tourism businesses; Preparing business cases, identifying funding opportunities, and securing necessary funding through public grants and private sector investment, where possible; Representing the Board and liaising with or lobbying key industry organisations and government agencies at a broader tourism scale; Assist in obtaining necessary statutory approvals that for many projects can be quite involved; In many instances, project manage successfully funded initiatives, projects and regional events.
At present, there is concern at an officer level that the current document places a sense of urgency on delivery of outcomes, without acknowledging in a realistic manner:
The magnitude of achieving a regional tourism approach and the volume of time to be invested in this regard; The effort required to achieve ‘buy in’ and commitment from stated partners and key stakeholders; The reliance on contribution funding, and in most instances, external grant funding which is competitive, difficult to attract and often requires foundation planning to underpin the funding application; The level of organisation, planning and coordination required to achieve quality outcomes.
It is noted the current GDC funding (including the Local Government contributions) will only sustain the Tourism Officer position for 18 months, and given it has already taken some 12 months to establish the Tourism Board, it is difficult to see how the initiatives outlined in the Immediate and Short Term periods (which only spans 2 years) alone, can be achieved. Further, the budget allocation
Ordinary Council Meeting 15 December 201528 28 for this position, understood to be for 18 months, is questionable as there does not appear to be a consistent semblance of allocated funding over the 2015/16 year (12 months) and 2016/17 year (6 months) assigned to the role, and many of the allocations (office space and stationary, hosting expenses, and audit) from an officer perspective requires clarification.
Therefore, in consideration of the above comments and the extensive list of projects in the Implementation Plan, it is viewed the Strategy document should be reviewed on delivering outcomes within a more realistic timeframe. In this context, it is suggested the document should place a stronger emphasis on a small number priority initiatives and projects (three or four) over the first 18 months that achieves regional collaboration, forges partnerships across key stakeholders, and delivers broad tangible benefit across the region. This will then underpin and instill value in the Board and the Tourism Officer position to attract recurrent funding from both the private and public sector to progress many of the other listed projects over the longer term. c) More specific to the Shire of Carnarvon, the Gascoyne Regional Tourism Strategy and associated Implementation Plan lists:
New and renewed local product opportunities (Pages 65 and 66). This section outlines a range of initiatives across the region, but only details one tourism initiative for Coral Bay, being the Baiyungu Track development. It should be noted the recently endorsed Structure Plan for Coral Bay promotes a number of sites for tourist development or redevelopment, including three resort sites, a third holiday park, and multiple ‘formalised’ holiday homes, together with additional retail development and support infrastructure to foster tourism growth. Conversely, the Exmouth listing (Page 66) details a “New Commercial Caravan Park” and “Encourage new hotel/resort investment in Exmouth”. These Exmouth tourism initiatives are no different from those planned for Coral Bay, which suggests the Strategy document has not been prepared in a consistent and holistic manner. This is further illustrated by camping being listed for both Exmouth and Shark Bay, but not Carnarvon or Upper Gascoyne. Nature based camping is prominent and fundamental to tourism across the region, with camping popular at the Blowholes, Bush Bay, and Gladstone as well as Quobba, Gnaraloo, Warroora and Cardabia pastoral stations in this Shire.
Therefore, it is concluded this section of the Strategy should be revisited to ensure a more holistic capture of the tourism initiatives and facilities across the region, particularly as this document will be used for guiding the promotion of regional tourism, and importantly, securing funding to develop, redevelop, expand or enhance facilities and initiatives that are integral to growing tourism in the region.
The Shire being responsible for:
- “fast tracking proposed recommendations within the Coral Bay Settlement Plan” (Page 71). It is suggested this statement has been prepared without consideration for the Council’s priorities and resource capacity, not dis-similar to the recent GDC pipeline submission for Coral Bay that was lodged without the consent of Council, yet lists the Shire as the proponent. Whilst Council may be willing to accept responsibility for the pipeline project in this instance, there is concern the Tourism Board, guided by the Strategy, could again commit the Shire to funding and other resources without proper consultation and formal endorsement, contrary to the provisions of the Local Government Act, 1995.
- The exploration/investigation of developing “new products and experiences on Whitlock Island in Carnarvon. First steps will include undertaking a scoping study and quantify infrastructure needs to support delivery.” (Page 73). This is also not quite correct, as the Shire’s adopted Babbage/Whitlock Island Structure Plan promotes tourism development on both Babbage and Whitlock Islands, with the initial focus being a nine hole golf course and
Ordinary Council Meeting 15 December 201529 29 a new RV Park on Babbage Island. This is not articulated in the document, but should be to assist in qualifying for future funding.
The Tourism Board being responsible for ”improved access to, through and within the region” where the Strategy details “advocacy and support for improving road access between Gnaraloo and Coral Bay.” (Page 74). This action is referenced back to earlier commentary (Page 43) in the Regional Tourism Strategy, which promotes development of the coastal road to avoid visitors having to “back track” in the interest of encouraging broader visitation in the region. Whilst not specifically stated, it is interpreted the document is promoting construction of a 2wd trafficable road along the Ningaloo coast. However, this has not been the Shire’s position based on previous discussions by Council with some key stakeholders. Primarily, these discussions have centered on establishing a manageable 4wd ‘wilderness track’ for those more adventurous travelers.
The Gascoyne Tourism Board being responsible in facilitating, along with specific Government Agencies, land assembly for strategic tourism development sites (Page 70), but does not recognise the Local Government’s role and responsibilities in the planning and decision making that relates to proper and orderly land use;
A Tourism Excellence Working Group being charged with the responsibility to elevate existing Visitor Centres to become “Centres of Tourism Excellence focused on continuous improvement and formalization of service standards across each centre. Visitor Centres coordinating the training of staff, undertaking regional training and exchange programs” (Page 76). Whilst this initiative is supported in principle, the document again fails to recognise the Shire as the owner of the Carnarvon Visitor Centre. Concern is raised that the Tourism Board, or the subsidiary Working Group, guided by the Strategy, could proceed to commit and/or direct the Carnarvon Visitor Centre without proper consultation with, and consent from, the Shire contrary to the provisions of the Local Government Act, 1995.
In conclusion, it is assessed the Gascoyne Regional Tourism Strategy is not a ‘complete’ document in that it does not adequately represent Shire of Carnarvon interests. This is largely due to a lack of opportunity to consult and have input into this document during its preparation. Therefore, should the Council move to honor the request of the GDC for contribution to funding the Tourism Development Officer position, it is recommended that such gesture should be conditional on the Regional Tourism Strategy being reviewed over the next 18 months, with opportunity for all key stakeholders to have input into document.
As for the ‘letters of support’ from the CCCI for the GDC Gascoyne Regional Tourism Strategy, it is suggested the Council only need note this submission.
OFFICER’S RECOMMENDATION That Council:
1. Advise the Gascoyne Development Commission (GDC):
a) It is prepared to financially contribute $10,000 to fund employment of a Regional Tourism Development Officer for a period of 18 months, with these funds to be taken from the Community Growth Fund allocation COA 02J2;
b) It may not commit any further funding toward future employment of the Regional Tourism Development Officer beyond the initial 18 month period, nor participate in other regional initiatives administered by the Gascoyne Development Commission, if;
i. This Shire is not appropriately and respectfully consulted on all matters pertinent to its
Ordinary Council Meeting 15 December 201530 30 purpose and function (core business), as prescribed under the Local Government Act, 1995;
ii. The Gascoyne Regional Strategy is not reviewed, to reflect:
- A more holistic document that as best as possible captures all tourism initiatives and development opportunities from across the region, including improved recognition of Coral Bay as an iconic tourism node of state significance.
- A more realistic and achievable timeframe for implementation is set that initially places a stronger emphasis on a small number priority initiatives, and projects (three or four) over the first 18 months in the effort of achieving regional collaboration, forging partnerships across key stakeholders, and delivering broad tangible benefit for the Gascoyne region as a whole.
c) Gascoyne Tourism Board membership should be reviewed to constitute a more balanced and equitable representation, inclusive of the tourism industry broadly. In this context it is respectfully suggested the Tourism Board consist of:
An independent chair from outside the Gascoyne Region, with expertise and experience in the tourism Industry; Three (3) industry representatives with broad tourist interests and investment in the region who are not Local Government elected members or appointed GDC Board members; Four (4) current GDC Board representatives, desirable one from each Local Government represented on GDC Board; A representative from the Department of Parks and Wildlife; A representative from Regional Development Australia; A Regional Tourism Development Officer (ex-officio).
2. Note the letters of support from the Carnarvon Chamber of Commerce and Industry for the GDC Gascoyne Regional Tourism Strategy, and the payment of funding by the Shire as a contribution toward employment of a Regional Tourism Development Officer.
Ordinary Council Meeting 15 December 201531 31 8.1.7 CARNARVON FASCINE REVITILISATION PROJECT – AMENDMENT TO ROBINSON STREET CONCEPT DESIGN
File No: 4A0134.09 Date of Meeting: 15 December 2015 Location/Address: Robinson Street – Carnarvon CBD Name of Applicant: N/A Name of Owner: Shire of Carnarvon Author/s: Ian D’Arcy – Chief Executive Officer Declaration of Interest: Nil Voting Requirements: Simple Majority Previous Report: 29 July 2014 and 24 November 2015
Summary of Item: This report seeks Council consideration to amending the concept design for Robinson Street in relation to the current and endorsed parking configuration.
Description of Proposal: This proposal has been prepared to insight discussion and a determination by Council in regard to proposed:
1. Retention of all, or most, of the existing angle car parking in Robinson (Main) Street area of the town centre; 2. Additional two (2) car parking bays through a re-orientation from parallel to angled parking in front of the ANZ Bank; 3. Removal of the black wheel stops from the angle car parking bays, and potential replacement with black plastic bollards (trial bollards in front of Carnarvon Toy World);
For ease of reference, the Robinson Street Concept Plan endorsed by Council in 2014 is provided as Schedule 8.1.7(a), while a plan showing amendment to the car parking configuration considered by Council at the November 2015 ordinary meeting is included as Schedule 8.1.7(b).
Background: Council considered and discussed amendment to the concept design and parking configuration at its last meeting on the 24 November 2015.
As a result of the Council discussion, the following motion was moved, but not passed by a majority vote.
FC 6/11/15 COUNCIL RESOLUTION Cr Brandenburg/Cr B Smith
That Council:
1. Endorse amendments to the existing Concept Plan for the Main (Robinson) Street, by:
a) Retaining the existing angle parking configuration where marked (A) on the Amended Plan, as shown in Schedule 8.1.3(ii) to this report with addition of 4 motorcycle bays. b) Removing all black wheel stops from the angle parking bays and as a substitution install two (2) yellow rumble strips (general dimensions of 500mm [L] x 100mm [W] x 15mm [H]) in the same location as the existing black wheel stops.
Ordinary Council Meeting 15 December 201532 32 2. Provision of 5 angled parking bays in front of the ANZ Bank, with a time limit of 30 minutes parking being imposed and signposted.
3. Note the Public Art and Entry Statement plan, as shown in Schedule 8.1.3(i), and the remaining process to be followed for this component of the project under the guidance of the appointed Art Consultant, as outlined in the Background Section of this report.
LOST F3/A4
In light of the above motion being lost, the matter has subsequently been referred back to the Fascine Completion Working Group for further review and recommendation to Council. This report now presents the Working Groups recommendations, as outlined below, to progress the Main Street works:
That Council endorse amendments to the existing Concept Plan for the Main (Robinson) Street, by:
a) Retaining the existing angle parking configuration in the Main (Robinson) Street with addition of four (4) motorcycle bays, two (2) at either end and to each side of Robinson Street. b) Removing all black wheel stops from the angle parking bays from the ‘commerical’ sides of the Main Street, and as a substitution trial two (2) yellow rumble strips in the same location as the existing black wheel stops on couple of bays in front of Toyworld, with the results to be referred back to the Working Group and determined by the CEO.
As for the re-orientation the parking in front of the ANZ Bank for parallel to angled with the intent of realising an additional two (2) parking bays, this proposal was not supported by the Working Group given the loss of lawn area, and preference expressed by the Art Consultant to retain this area for art work. Similarly, there was no appetite by the Working Group to support roped barriers along the edge of the boardwalks within the centre drainage swale.
Consultation: The endorsed Concept Plan, as presented in Schedule 8.1.7(a), was prepared in response to community consultation involving the Main Street and Fascine Foreshore in 2014. Since then, there has been no formal public consultation process, other than regular information updates on progressing the works and individual liaison between Councillors, business owners and members of the community.
However, there has been regular discussions on progression of works and design amendments with the designated Working Group and Council.
Statutory Environment: As previously reported, the Council is required to manage and deliver this project in accordance with Local Government Act, 1995 (Act) and subsidiary legislation. Specifically, this report is presented to Council with due regard to Section 5.8 of the Act.
Relevant Plans and Policy: As mentioned above, this matter refers to the endorsed Robinson Street Concept Plan as provided in Schedule 8.1.7(a).
Financial Implications: There is a Shire budget allocation this financial year of $100,000 (COA 0114) to continue the enhancement works for the Main Street that includes the proposed works outlined in this report. At the time of writing the committed expenditure to date is $45,000.
Ordinary Council Meeting 15 December 201533 33 Risk Assessment: The following commentary on risk was previous presented to Council in relation to this matter:
Angled Car Parking The change in re-orientating some of the car parking from angled from parallel on the endorsed Concept Plan is largely in response to safety concerns raised by some members of the community, with previous reports of vehicles reversing into each other. Therefore, retention of the existing angled parking may continue to present a risk to the Shire, although it is acknowledged:
The primary responsibility rests with the driver when reserving a vehicle is to ensure the maneuvering area is clear; The retention of existing angle parking will result in there being no loss of car parking bays, a key request of many of the shop owners in the Main Street; There has been no incidents/accidents reported to the Shire since the current Concept Plan for the Main Street was endorsed.
Black Wheel Stops A more significant risk to the Shire and community is the existing black wheel stops installed across the front of the angled parking bays. These wheel stops have proven to be trip hazard, when the intent of revitalising the Main Street was to achieve a relatively seamless streetscape. Whilst it can similarly be argued that people need to be mindful and watchful of where they walk, the main issue of the black wheel stops is that they are difficult to see, particularly at night time, and for this reason there retention is likely to present a continued risk to people’s wellbeing and safety, and present an ongoing liability issue for the Shire.
Community & Strategic Objectives:
Outcome 1.1 Increased tourism within the region
1.1.9 Streetscape and Town Centre enhancement.
Outcome 2.5 Improved physical quality of the built environment.
2.5.1 Develop and maintain township streetscapes, parks, gardens and open spaces in accordance with aspirations of the community.
2.5.3 Maintain and develop roads, verges, footpaths and other infrastructure to a consistently high standard.
Comment: In reflection of the discussion by Council at its November 2015 meeting, some of the proposed amendments were immediately dismissed by the Working Group, with the main emphasis remaining on car parking.
As reflected in the background section above, the Working Group discussed and supported the retention of angled parking bays, where possible, and accounting for future installation of public art works, dismissed the notion of angled parking in front of the ANZ Bank. As for the black wheel stops, the view was more mixed, with some members expressing opinion yellow rumble strips will prove ineffective and unsightly, while others stated the existing wheel stops are a common parking barrier used extensively around Australia and overseas without significant issue.
Ordinary Council Meeting 15 December 201534 34 Following this discussion it was agreed the yellow rumble strips should be trialed in a couple of bays, along with a some other bays being merely line marked with no form of physical barrier at all. It was recommended the black wheel stops be removed from the ‘commerical’ sides of the Main Street altogether.
WORKING GROUP’S RECOMMENDATION That Council endorse amendments to the existing Concept Plan for the Main (Robinson) Street, by:
a) Retaining the existing angle parking configuration in the Main (Robinson) Street with addition of four (4) motorcycle bays, two (2) at either end and on each side of Robinson Street.
b) Removing all black wheel stops in the angle parking bays from the ‘commerical’ sides of the Main Street, and as a substitution trial two (2) yellow rumble strips in the same location as the existing black wheel stops on couple of bays in front of Toyworld, with the results to be referred back to the Working Group and determined by the CEO.
Ordinary Council Meeting 15 December 201535 35 8.1.8 AWARD OF TENDER RFT 05/2015 – CONSTRUCTION OF EXECUTIVE STYLE DWELLING– LOT 819 YARDI QUAYS, NORTHWATER CARNARVON
File No 2F0315.05 Date of Meeting 15 December 2015 Location/Address Lot 819 Yardi Quays, Northwater Estate, Carnarvon Name of Applicant Shire of Carnarvon Name of Owner Shire of Carnarvon Author/s Kelly D’Arcy, Manager Governance Declaration of Interest: Nil Date of Previous Report 28 April 2015
SUMMARY This report seeks to inform Council of the award of the Request for Tender “(RFT 05/2015) - Construction of Executive Style Dwelling” under delegated authority.
BACKGROUND Council at the 28 April 2015 Ordinary Council Meeting resolve to initiate a Request for Tender (RFT) to construct an executive style dwelling at Lot 819 Yardi Quays, Northwater, shown in Figure 1 below.
Figure 1 – Lot 819 Northwater Estate - Stage 2
Location of
new Executive
House
Council also resolved to delegate authority to the Chief Executive Officer to perform the evaluation of tender submissions, and award a contract within the allocated budget to a successful building company.
The tender process was conducted over a five week period through the month of October, with only two submissions being received from local builders. The submissions were subsequently evaluated by staff, consisting of the Executive Manger Corporate Services, Manager Governance and Principal Building Surveyor, with only one of the tenders deemed to be compliant. A copy of the confidential evaluation report can be provided to Councillors on request.
Ordinary Council Meeting 15 December 201536 36
Following the evaluation, the CEO undertook to negotiate with the preferred tenderer to determine where cost savings could be achieved without compromising to the design, function or aesthetics of the proposed dwelling. With acceptance of some modifications to the design and specifications to yield a modest savings, the CEO proceeded to award the tender to A K Waters t/a Northern Aspect Construction with in the allocated budget for the project.
STATUTORY ENVIRONMENT Regulation 14 (2a) of the Local Government (Functions and General) Regulations 1996 states:
14. Publicly inviting tenders, requirements for
(2a) "If a Local Government - (a) is required to invite a Tender; or (b) not being required to invite a Tender, decides to invite a Tender.
The Local Government must, before Tenders are publicly invited, determine in writing the criteria for deciding which Tender should be accepted."
Additionally, Section 5.42 of the Local Government Act, 1995 empowers Council to delegate its authority to the Chief Executive Officer.
POLICY IMPLICATIONS Nil
FINANCIAL IMPLICATIONS The construction of a new CEO house is provided for in the existing budget under COA 2974 – Job 0517, with these funds being grant moneys secured through the Royalties for Regions Country Local Government Fund and Council’s own resources.
STRATEGIC IMPLICATIONS
Outcome 3.1 Carnarvon is a proud community and is a desirable place to live, invest and visit.
3.1.1 Develop and implement an investment attraction strategy, in partnership with stakeholders to increase awareness of Carnarvon as a desirable place to invest.
Outcome 5.2 A high standard of governance and accountability.
5.2.1 Maintain a high standard of corporate planning and reporting.
5.2.2 Ensure compliance with all relevant legislation and regulations.
Outcome 5.6 Best practice human resource management practices
5.6.1 Ensure staff is provided with adequate training and resources in order to perform their duties.
VOTING REQUIREMENTS Simple Majority
Ordinary Council Meeting 15 December 201537 37
COMMENT The intention of this report is to close out the tender process by reporting to Council the actions of the CEO in awarding RFT05/2015 under delegated authority for construction of a new executive residence.
It is expected finalisation of the contract will occur before Christmas, and commencement of building works by Northern Aspect Construction will commence in February 2016, to be completed by December 2016.
OFFICER’S RECOMMENDATION
That Council pursuant to Section 5.42 of the Local Government Act, 1995 note the award of Request for Tender RFT 05/2015 for construction of executive class dwelling at Lot 819 Yardi Quays, Northwater Estate to A K Waters t/a Northern Aspect Construction performed under delegated authority to the CEO.
Ordinary Council Meeting 15 December 201538 38 8.2.1 ACCOUNTS FOR PAYMENT NOVEMBER 2015
File No: 2F0504 Date of Meeting: 15th December 2015 Location/Address: Shire of Carnarvon Name of Applicant: Shire of Carnarvon Name of Owner: Shire of Carnarvon Author/s: Nadine Brown, Creditors Officer Declaration of Interest: Nil Voting Requirements: Simple Majority
Summary of Item: To present the listing of accounts paid from the Municipal Fund and Trust Fund in accordance with the requirements of the Local Government (Financial Management) Regulations 1996.
Description of Proposal: N/A
Background: Council delegated to CEO the exercise of its power under Financial Management Regulation 12 to make payments from Municipal Fund and Trust Fund.
Consultation: Nil
Statutory Environment: Local Government Act 1995 – Section 5.42 Local Government (Financial Management) Regulations 1996 – Regulations 12 and 13
Relevant Plans and Policy: All accounts are paid as per the Shire of Carnarvon’s 2015/16 Budget.
Financial Implications: Ongoing management of Council funds by providing Council with sufficient information to monitor and review payments made.
Community & Strategic Objectives:
Outcome 5.2 A high standard of governance and accountability.
Maintain a high standard of corporate planning and reporting.
Ensure compliance with all relevant legislation and regulations.
Develop and implement audit and risk management processes.
Develop an understanding of the roles and responsibilities of elected members.
Implement ongoing professional development of best practice governance for elected
Ordinary Council Meeting 15 December 201539 39 members and staff.
Outcome 5.4 Long-term financial viability.
Continue to comply with national financial reporting frameworks.
Maintain a high standard of financial management.
Comment: Accounts paid to 30th November 2015 are listed at Schedule No. 8.2.1 (a)
OFFICER’S RECOMMENDATION That Council
a) Receive the list of payments totalling $1,838,055.24 as presented for the month of November 2015 incorporating
BD1576 To BD1586 Bank Direct $ 41,373.71 45890 To 45924 Muni $ 508,721.28 7185 To 7202 Trust $ 5,698.72 EFT17639 To EFT 17906 Muni $ 1,282,261.53
Totalling $1,838,055.24 be endorsed by Council. b) Note Sundry Creditors as at 30th November 2015 totalling $4,654,63.80
Ordinary Council Meeting 15 December 201540 40 8.2.2 FINANCIAL ACTIVITY STATEMENT AND BUDGET VARIATIONS – 30 NOVEMBER 2015
File No: 2F0513 Date of Meeting: 15th December 2015 Location/Address: Shire of Carnarvon Name of Applicant: Shire of Carnarvon Name of Owner: Shire of Carnarvon Author/s: Sa Toomalatai, Manager Finance Declaration of Interest: Nil Voting Requirements: Officer Recommendation 1 ‐ Simple Majority Officer Recommendation 2 ‐ Absolute Majority
Summary of Item:
In accordance with regulation 34 ofe th Local Government (Financial Management) Regulations, the Shire Administration is required to prepare a monthly Statement of Financial Activity for approval by Council.
Description of Proposal: N/A
Background: The Statement of Financial Activity was introduced by the Department of Local Government from 1 July 2005. This change was implemented to provide elected members with a better idea of operating and capital revenues and expenditures. It was also intended to link operating results with balance sheet items, and reconcile with the end of month balances.
Consultation: Nil
Statutory Environment: Local Government (Financial Management) Regulation 33A(3) and 34 (1).
33A. Review of budget (3) A council is to consider a review submitted to it and is to determine* whether or not to adopt the review, any parts of the review or any recommendations made in the review.
*Absolute majority required.
34. Financial activity statement required each month (Act s. 6.4) (1A) In this regulation — committed assets means revenue unspent but set aside under the annual budget for a specific purpose. (1) A local government is to prepare each month a statement of financial activity reporting on the revenue and expenditure, as set out in the annual budget under regulation 22(1)(d), fort tha month in the following detail — (a) annual budget estimates, taking into account any expenditure incurred for an additional purpose under section 6.8(1)(b) or (c); and (b) budget estimates to the end of the month to which the statement relates; and (c) actual amounts of expenditure, revenue and income to the end of the month to which the statement relates; and
Ordinary Council Meeting 15 December 201541 41 (d) material variances between the comparable amounts referred to in paragraphs (b) and (c); and (e) the net current assets at the end of the month to which the statement relates. (2) Each statement of financial activity is to be accompanied by documents containing — (a) an explanation of the composition of the net current assets of the month to which the statement relates, less committed assets and restricted assets; and (b) an explanation of each of the material variances referred to in subregulation (1)(d); and (c) such other supporting information as is considered relevant by the local government. (3) The information in a statement of financial activity may be shown — (a) according to nature and type classification; or (b) by program; or (c) by business unit. (4) A statement of financial activity, and the accompanying documents referred to in sub regulation (2), are to be — (a) presented at an ordinary meeting of the council within 2 months after the end of the month to which the statement relates; and (b) recorded in the minutes of the meeting at which it is presented. (5) Each financial year, a local government is to adopt a percentage or value, calculated in accordance with the AAS, to be used in statements of financial activity for reporting material variances.
Relevant Plans and Policy: Nil
Financial Implications: Refer to Officer recommendation in relation to budget variations (increases and decreases).
Risk Assessment: Council would be contravening the Local Government act should these statements not be submitted.
Community & Strategic Objectives:
Outcome 5.2 A high standard of governance and accountability.
Maintain a high standard of corporate planning and reporting.
Ensure compliance with all relevant legislation and regulations.
Develop and implement audit and risk management processes.
Develop an understanding of the roles and responsibilities of elected members.
Implement ongoing professional development of best practice governance for elected members and staff.
Ordinary Council Meeting 15 December 201542 42 Outcome 5.4 Long‐term financial viability.
Continue to comply with national financial reporting frameworks.
Maintain a high standard of financial management.
Comment: Attached as Schedule 8.2.2, for consideration, is the completed Statement of Financial Activity for the period ended 30 November 2015.
In accordance with the Local Government (Financial Management) Regulations, a report must be compiled on variances greater than the percentage agreed by Council which is currently plus (+) or minus (‐) of 10%, or $10,000, whichever is the higher.
Additionally, as mentioned in the background above, there is a need to undertake some budget variations for this period end.
The items listed for Council’s consideration are made up funded projects where the income anticipated to be received is to be offset by the delivery of services as agreed to in the terms of the project outcomes.
Further detail with regards to the budget variations are outlined in the Officer Recommendation 2.
OFFICER’S RECOMMENDATION 1 That Council, in accordance with Regulation 34 of the Local Government (Financial Management) Regulations 1996 receives the Statement of Financial Activity for the period ended 30 November 2015.
OFFICER’S RECOMMENDATION 2 That Council, in accordance with Regulation 33A(3) of the Local Government (Financial Management) Regulations 1996, adopt the following budget review and variations for the period 30 November 2015, as listed below.
Budget COA Description Comment Variation
BUDGET INCREASE TO REFLECT TOTAL EXPENDITURE AMOUNT FOR REGIONAL WASTE PROJECT FUNDED BY THE WEST AUSTRALIAN WASTE 06D2 CONSULTANCIES 76,000 AUTHORITY (WAWA). THIS EXPENSE IS OFFSET BY INCOME RECEIVED AT COA 105F40 BUDGET INCREASE TO REFLECT ANTICIPATED FUNDING TO BE RECEIVED 05F4 GRANT INCOME ‐76,000 FROM WAWA FOR REGIONAL WASTE PROJECT. OFFSET BY EXPENDITURE AT COA 106D20 BUDGET INCREASE TO REFLECT DELIVERY OF SERVICES AS PART OF DISABILITY AWARENESS WEEK (DAW) FUNDED BY GRANT INCOME RECEIVED FROM THE 3572 FESTIVAL AND EVENTS 500 DISABILITY SERVICES COMMISSION. THIS EXPENSE IS OFFSET BY INCOME RECEIVED AT COA 160430
BUDGET INCREASE TO REFLECT INCOME RECEIVED FROM DISABILITY 6043 PROJECT INCOME (GRANT) ‐500 SERVICES COMMISSION FOR THE DELIVERY OF SERVICES AS PART OF DISABILITY AWARENESS WEEK. OFFSET BY EXPENDITURE AT COA 135720
BUDGET VARIATION TOTAL 0
Absolute Majority required
Ordinary Council Meeting 15 December 201543 43 8.2.3 INVESTMENTS AS AT 30 NOVEMBER 2015
File No: 2F0502 Date of Meeting: 15th November 2015 Location/Address: Shire of Carnarvon Name of Applicant: Shire of Carnarvon Name of Owner: Shire of Carnarvon Author/s: Sa Toomalatai, Finance Manager Declaration of Interest: Nil Voting Requirements: Simple Majority
Summary of Item: To seek Council’s endorsement of surplus funds invested to 30 November 2015
Description of Proposal: N/A
Background: Nil
Consultation: Takes place with Financial institutes prior to renewal of investments
Statutory Environment: Section 6.14 of the Local Government Act 1995 grants Council the power to invest surplus funds.
Relevant Plans and Policy: The investment report is produced in accordance with Council’s investment policy.
Financial Implications: Nil
Risk Assessment: No risk identified
Community & Strategic Objectives:
Outcome 5.2 A high standard of governance and accountability.
Maintain a high standard of corporate planning and reporting.
Ensure compliance with all relevant legislation and regulations.
Develop and implement audit and risk management processes.
Develop an understanding of the roles and responsibilities of elected members.
Implement ongoing professional development of best practice governance for elected members and staff.
Ordinary Council Meeting 15 December 201544 44 Comment: The attached monthly report on investments (Schedule No. 8.2.3) has been compiled in accordance with the reporting framework included as part of Council’s investment policy.
OFFICER’S RECOMMENDATION
That Council;
Receive the investments report as at 30 November 2015.
Ordinary Council Meeting 15 December 201545 45 8.2.4 AMENDMENT TO COUNCIL POLICY C007 – CORPORATE CREDIT CARD POLICY
File No: Date of Meeting: 15 December 2015 Location/Address: N/A Name of Applicant: Shire of Carnarvon Name of Owner: Shire of Carnarvon Author/s: John Nuttall, Executive Manager Corporate Services Declaration of Interest: Nil Previous Report: 25th August 2015 Voting Requirements: Simple Majority
Summary of Item: This report seeks Council’s endorsement to amending Council Policy C007– Corporate Credit Card Policy as a result of a review of the internal policies governing the use of Corporate Credit Cards.
Description of Proposal: This proposal involves amending Policy C007 by listing individual card limits for various officers who hold Corporate Credit Cards within the organisation. The new policy can be found at Schedule 8.2.4. The proposed amendments have been highlighted in red, and can be found in item 10 of the policy.
Background: A review of the credit card limits across the organization, along with a need to tighten the regulation and use of Corporate Credit Cards, has shown the need for standard card limits across the organisation.
Consultation: There has been internal consultation amongst appropriate officers.
Statutory Environment: Council’s role in determining the Local Government’s Policies is defined in Section 2.7(2)(b) of the Local Government Act (1995).
Relevant Plans and Policy: All current Council purchasing Policies and procedures.
Financial Implications: There is a need to have a tight control of spending on Corporate Credit Cards. The changes to this policy are aimed at reducing financial risk.
Risk Assessment: There is no perceived risk by endorsing the recommended changes to Policy C007, as presented in Schedule 8.2., appended to this report.
Community & Strategic Objectives:
Outcome 5.2 A high standard of governance and accountability.
Maintain a high standard of corporate planning and reporting.
Ensure compliance with all relevant legislation and regulations.
Ordinary Council Meeting 15 December 201546 46 Develop and implement audit and risk management processes.
Outcome 5.3 Improved business performance and quality of service delivery.
Monitor and review business processes, structures and policies to improve performance and service delivery.
Comment: This matter relates to a change within existing Policy C007 in order to allow the introduction of clear card limits across the organisation.
OFFICER RECOMMENDATION
That Council endorse amendment to ‘Policy C007 – Corporate Credit Card Policy’, as presented in Schedule 8.2.4 of this report.
Ordinary Council Meeting 15 December 201547 47 8.2.5 BETA NUTRITION – REQUEST TO CHANGE LAND USE CODE
Assessment No: A3821 – Lot 3000 Date of Meeting: 15 December 2015 Location/Address: N/A Name of Applicant: Beta Nutrition Ltd, 29 Cunningham Street, Ardross Name of Owner: Shire of Carnarvon Author/s: John Nuttall, Executive Manager Corporate Services Declaration of Interest: Nil Voting Requirements: Simple Majority
Summary of Item: This item deals with a request from Beta Nutrition Ltd to change the current land classification relating to their Shire Rates, from UV Mining to UV Intensive Horticulture.
Description of Proposal: Beta Nutrition Ltd have advised the Shire that their business is cultivation of algae and Artemia (brine shrimp), and that they are currently in the research and development phase of their business. The area they are using (A3821 – Lot 3000) is currently zoned UV Mining, as it forms part of the land operated by Rio Tinto. Beta Nutrition Ltd have leased a portion of land from Rio Tinto to undertake the business operation as mentioned above. Beta Nutrition Ltd request the Council determine that their business operation is not consistent with UV Mining, but is akin to UV Intensive Horticulture. Accordingly they invite Council to change the land use code against their property to reflect the business operation. Correspondence from Beta Nutrition can be found at Schedule 8.2.5
Background: Lot 3000 has been rated for some time UV Mining. After correspondence from Beta Nutrition Ltd regarding the Land Use code it was determined appropriate to request Council to review the coding for this property in light of the business venture being undertaken there, which seems to resemble Intensive Horticulture far more than Mining.
Consultation: Nil
Statutory Environment: Local Government Act 1995 6.39. Rate record (1) As soon as practicable after a local government has resolved to impose rates in a financial year it is to ensure that a record is compiled, at the time and in the form and manner prescribed, for that financial year of — (a) all rateable land in its district; and (b) all land in its district on which a service charge is imposed.
(2) A local government — (a) is required, from time to time, to amend a rate record for the current financial year to ensure that the information contained in the record is current and correct and that the record is in accordance with this Act; and (b) may amend the rate record for the 5 years preceding the current financial year.
Relevant Plans and Policy: Policy C008 deals with rates charging and rates recovery, but does not assist in relation to this decision.
Ordinary Council Meeting 15 December 201548 48 Financial Implications: There will be a change (reduction) to the amount of rates owed by Beta Nutrition Ltd if the amendment of Land Use code is granted, but there will be no major financial impact upon the Shire.
Risk Assessment: There is no risk observed in relation to this item.
Community & Strategic Objectives:
Outcome 5.2 A high standard of governance and accountability.
Maintain a high standard of corporate planning and reporting.
Ensure compliance with all relevant legislation and regulations.
Develop and implement audit and risk management processes.
Outcome 5.3 Improved business performance and quality of service delivery.
Monitor and review business processes, structures and policies to improve performance and service delivery.
Comment: It seems that the type of business being undertaken by Beta Nutrition Ltd at Lot 3000 is more akin to horticulture than mining. That being the case it would seem appropriate that the Land Use code be changed from UV mining to UV horticulture. It is important however that this (and similar) sites are monitored regarding the type of business use being undertaken. This is because the area is zoned for mining, and the company at any time could revert back to that type of activity on the land. Taking all of the information we have received into account, therefore, it is recommended that Council agree to change the Land Use code from UV Mining, to UV Intensive Horticulture, and allow for a reassessment of the rates on the property accordingly.
OFFICER RECOMMENDATION
That Council, in accordance with Local Government Act 1995, section 6.39(2)(a), change the Land Use code relating to A3821 – Lot 3000, from UV Mining to UV Intensive Horticulture.
Ordinary Council Meeting 15 December 201549 49 8.2.6 REQUESTS TO WAIVE FEES - FOCUS
File No: Date of Meeting: 15 December 2015 Location/Address: N/A Name of Applicants: FOCUS Name of Owner: N/A Author/s: John Nuttall, Executive Manager Corporate Services Declaration of Interest: Nil Voting Requirements: Absolute Majority Previous Report: Nil
Summary of Item: This report relates to a request from FOCUS (Friends of Citizens Under Stress) to waive fees which have been incurred by them. Correspondence to request the fee waiver has been received from the organisation.
Description of Proposal: This request comes from FOCUS, who run the second hand shop on Robinson Street. Their request, covered in two letters (Schedule 8.2.6a and Schedule 8.2.6b) is that the Shire considers waiving the cost for their bin collection. The store currently has three (3) bins collected. The suggestion by the operators of the store is that they are required to get rid of large amounts of items which are left with them and they are unable to sell.
Background: From the letter copied at Schedule 8.2.6b there has been a previous attempt by this organisation to arrange for their rubbish to be collected without charge. The officer preparing this report is not aware how that request was previously dealt with. It is important to note that the organisation pay in total $1254 per year for their rubbish collection. They also pay the ESL levy of $68. They do not pay any other rates or charges to the Shire.
Consultation: Nil
Statutory Environment: The payment of fees is required pursuant to provisions of the Local Government Act, 1995. Specifically, Section 6.2(b) of the Act affords Council the ability to waive payments as outlined below:
6.12. Power to defer, grant discounts, waive or write off debts (1) Subject to subsection (2) and any other written law, a local government may — (a) when adopting the annual budget, grant* a discount or other incentive for the early payment of any amount of money; or (b) waive or grant concessions in relation to any amount of money; or (c) write off any amount of money, which is owed to the local government. * Absolute majority required. (2) Subsection (1)(a) and (b) do not apply to an amount of money owing in respect of rates and service charges.
Ordinary Council Meeting 15 December 201550 50 (3) The grant of a concession under subsection (1)(b) may be subject to any conditions determined by the local government. (4) Regulations may prescribe circumstances in which a local government is not to exercise a power under subsection (1) or regulate the exercise of that power.
Relevant Plans and Policy: At present the Council does not have a policy in relation to the waiving of fees.
Financial Implications: There will be implications for the budget should this request be granted. The cost of collection of waste is determined on the number of bins to be collected. Not only would there be a minor effect caused by agreeing to the request by FOCUS, but it would also open Council to similar type requests from a number of not-for-profit groups to try to make a similar request to Council. As indicated earlier, it is also important for Council to be aware of the total paid by FOCUS to the Shire for services. That total amounts to $1322 per year.
Risk Assessment: There is a great risk that waiving the fees in this instance will mean that other community groups make similar requests in the future regarding Shire fees and charges. Whilst the group is undoubtedly important to the community there is already support provided to them by way of nil Shire rates.
Community & Strategic Objectives:
Outcome 5.4 Long-term financial viability.
Continue to comply with national financial reporting frameworks.
Maintain a high standard of financial management.
Implement long term financial planning.
Comment: This type of request is always a difficult one to judge. As the organisation are providing an important service to the community of Carnarvon their request must be given due consideration. However, given the support that the organisation already receive by way of nil rates, and the fact that there is a cost of rubbish collection which must be covered, the recommendation of officers in this case is that the fees should not be waived.
OFFICER’S RECOMMENDATION
That Council refuse the request by FOCUS to waive the fees for collecting bins from their premises.
Ordinary Council Meeting 15 December 201551 51 8.2.7 REQUESTS TO WAIVE FEES - CARNARVON COMMUNITY CONCERT
File No: Date of Meeting: 15 December 2015 Location/Address: N/A Name of Applicants: Carnarvon Community Concerts Name of Owner: N/A Author/s: John Nuttall, Executive Manager Corporate Services Declaration of Interest: Nil Voting Requirements: Absolute Majority Previous Report: Nil
Summary of Item: This report relates to a request from the manager of Carnarvon Community Concerts to waive fees which have been incurred by them. Correspondence to request the fee waiver has been received from the organisation.
Description of Proposal: The request comes from Gavin Griffiths the manager of Carnarvon Community Concerts. Their request is for retrospective waiver of the fee to use the kitchen at the Festival Grounds. This kitchen facility was used by them to prepare food to serve at the Community Concert they held on 19th November 2015. The letter (Schedule 8.2.7) requests the Shire waive $110.11, although this must be a typing error as the fee is actually $111.10.
Background: This is the first contact that the author of this item is aware of between the organisation and the Shire. The correspondence received does not indicate what type of organisation they are (eg. Incorporated, charitable), but suggests that hey provide a free concert for the community.
Consultation: Nil
Statutory Environment: The payment of fees is required pursuant to provisions of the Local Government Act, 1995. Specifically, Section 6.2(b) of the Act affords Council the ability to waive payments as outlined below:
6.12. Power to defer, grant discounts, waive or write off debts (1) Subject to subsection (2) and any other written law, a local government may — (a) when adopting the annual budget, grant* a discount or other incentive for the early payment of any amount of money; or (b) waive or grant concessions in relation to any amount of money; or (c) write off any amount of money, which is owed to the local government. * Absolute majority required. (2) Subsection (1)(a) and (b) do not apply to an amount of money owing in respect of rates and service charges. (3) The grant of a concession under subsection (1)(b) may be subject to any conditions determined by the local government.
Ordinary Council Meeting 15 December 201552 52 (4) Regulations may prescribe circumstances in which a local government is not to exercise a power under subsection (1) or regulate the exercise of that power.
Relevant Plans and Policy: At present the Council does not have a policy in relation to the waiving of fees.
Financial Implications: There is a minimal impact in the sum requested to be waived for use of the facilities, in the sum of $111.10.
Risk Assessment: There is a great risk that waiving the fees in this instances will mean that other community groups make similar requests in the future regarding Shire fees and charges. Whilst the group may be important to the community there are other options open for funding such as through the Community Growth Fund which will be available early in the new year.
Community & Strategic Objectives:
Outcome 5.4 Long-term financial viability.
Continue to comply with national financial reporting frameworks.
Maintain a high standard of financial management.
Implement long term financial planning.
Comment: There is no information provided regarding the status of this organisation in relation to whether they are a charitable or incorporated group. They have obviously raised funds via the support of a number of local businesses offering sponsorship. Whilst the amount requested to be waived is not large, there are many other organisations who make use of the facilities. There is a risk that those other groups will seek similar concession if this request is granted.
OFFICER’S RECOMMENDATION
That Council refuse the request by Carnarvon Community Concerts for the wavier of the fee for hiring the Festival Grounds kitchen in November 2015.
Ordinary Council Meeting 15 December 201553 53 8.3.1 APPLICATION FOR RESTROSPECTIVE DEVELOPMENT APPROVAL FOR TWO GROUPED DWELLINGS AND VARIATIONS TO THE RESIDENTIAL DESIGN CODES ON LOT 562 BABBAGE ISLAND ROAD (CARNARVON CHRISTIAN SCHOOL)
File No: A3476 P54/15 Date of Meeting: 15 December 2015 Location/Address: Lot 562 on P160981 (30) Babbage Island Road, Morgantown Name of Applicant: Dowling Giudici and Associates. Name of Owner: Carnarvon Christian Parent Controlled School Association Inc. Author/s: Marius Shepherd, Manager Planning Declaration of Interest: Nil Voting Requirements: Officer Recommendation 1 - Simple Majority; Officer Recommendation 2 – Absolute Majority Previous Report: Nil
Summary of Item: The Shire has received an application seeking retrospective development approval in terms of Town Planning Scheme No. 10 (TPS No. 10) for grouped dwellings, as well as for variations to State Planning Policy 3.1 - Residential Design Codes (the R-Codes). The application also requests that the penalty fee for retrospective approval be waived. Since an objection was lodged by a neighbour the application requires decision of Council. The report recommends approval of the application subject to conditions.
Description of Proposal: Application is made for the retrospective development approval of two grouped dwellings (teacher’s accommodation) on Lot 362 Babbage Island Road, the site of the Carnarvon Christian School. Figure 1 below shows the location of the site, whilst Figure 2 shows the location of the dwelling units on the site:
Carnarvon Christian School
Babbage Island Morgantown Road
Gwoonwardu Mia Aquatic Centre Brockman
Figure 1 – Locality Plan (Source: Landgate TM Data on Intramaps)
Ordinary Council Meeting 15 December 201554 54
Figure 2 – Locality on site (Source: Applicant)
Furthermore, retrospective planning approval is sought for variations to the Residential Design Codes (R- Codes) as follows:
Site Works (fill – 5.3.7 - C7.3, pg. 30). Retaining Wall within the setback area (5.3.8 - C8.1, pg. 31) Overlooking/Visual Privacy – Major openings in a wall with a floor level more than 0.5m above natural ground level (5.4.1 - C1.1, pg. 32) Overshadowing – Roof addition causing increased overshadowing of the neighbour’s rear patio (5.4.2, pg. 33). Reduced setback – as a result of the raised ground level, a greater setback is required (4.5m) than what has been constructed (2m) (5.4.1 – C1.1, pg. 32)
The development consists of two identical semi-detached two bedroom dwelling units. Figure 3 shows the floor plan of the units:
Figure 3 – Floor Plan
Ordinary Council Meeting 15 December 201555 55
Background: Over the years, the School has applied for various development approvals and subsequent building permits to construct parts of the school, such as classrooms, assembly halls, offices and teachers accommodation. In 2011, the School applied for and obtained development approval of four (4) grouped dwellings as teacher’s accommodation. This approval was not acted upon and lapsed in 2013.
In 2014, the School enquired about the need for Development Approval to construct a single dwelling, and was informed by the Planning Officer that Development Approval was not required for a single dwelling. A second enquiry and same response was made again later that year.
An application for a building permit (B15/008) was lodged (4/2/2015) and determined (11/2/2015) for construction. The building plans showed grouped dwellings consisting of two (2) units with a butterfly style roof. Based on previous discussions relating to the advice which was given regarding a single dwelling not requiring development approval, and not properly scrutinising the submitted plans for two units, an oversight occurred (it was wrongfully assumed the proposal was still for a single unit) and incorrect advice was given by a planning officer to the Shire Building Surveyor that Development Approval was not necessary for the two units.
Unfortunately, the mistake was repeated when a follow-up building application (B15/055) was lodged (1/7/2015) and determined (14/7/2015). A revised roof arrangement was proposed amending the butterfly roof to a pitched roof. These plans were less clear about showing two units in a single building. Comment again was that the development was permitted, based on the prior comment. No contours were shown on the plans, and there was no indication that the natural ground level would be altered. As a result, the planning officer (still assuming it was a single dwelling) determined that it was compliant with the R-Codes and therefore did not require development approval. This determination would have been correct had the proposed development been for a single dwelling and the natural ground level not been raised by more than 0.5m.
Subsequently, a complaint from the neighbour at Lot 183 was forwarded to a Councillor after the roof construction began. The Councillor requested that staff investigate the approvals and the Building Surveyor and Planning Officer found that:
1. Site filling and retaining of filled material of more than 0.5m above natural ground level had occurred in order to carry out the development. This filling was done without building and planning approval. 2. There were two units in the one building, which is classed as a grouped dwelling that should have obtained Development Approval. 3. The building (even if a single dwelling) did not comply with all aspects of the R-Codes, and thus variation was required in order for the development to be approved.
The officers contacted the School and requested retrospective approval be sought for the development.
Application was made and subsequently advertised to the neighbours for a period of at least 14 days pursuant to the R-Codes.
Consultation: Consultation was carried out in the following format: Notification published on the Public Notices section of the Shire of Carnarvon Website Notice posted at the Shire of Carnarvon Offices. Notice forwarded by post to the owners of 4 properties surrounding the site.
The submission period ran from 2 to 17 November 2015. One objection was received from Mr. Nayar, owner of Lot 183 (HN 11) Carroll Way, Morgantown (see Schedule 8.3.1(b) attached). Mr. Nayar’s objection
Ordinary Council Meeting 15 December 201556 56 and concerns are presented verbatim in the Schedule of Submissions, but in summary he raises:
1. Overlooking/Visual Privacy concerns 2. Overshadowing concern 3. Bush Fire Danger concern 4. Stormwater runoff concern during cyclone events
Meetings were held with both the owner and the objector to ensure clear understanding of the issues raised.
Internal consultation took place within the Development Service Directorate.
Statutory Environment: Planning and Development Act, 2005 Under this Act, the Local Authority has the power to make local planning schemes that help control development. The deemed provisions under Schedule 2 of the Planning and Development (Local Planning Schemes) Regulations 2015 (Part 7 – Clause 60) outlines the need for Development Approval for works and use of land. Section 26 of the Act provides for State Planning Policy to be developed by the Western Australian Planning Commission (WAPC) which led to the R-Codes.
Town Planning Scheme No. 10 (TPS No. 10) Under TPS No. 10 the subject property is zoned “Residential Development”. Under this zoning, ‘Grouped Dwellings’ are considered an “AA use” (Table 1 – pg. 15) which means that the Council may, at its discretion, permit the use/development.
Local Government Act, 1995 Council is able to waive Local Government fees and charges pursuant to Section 6.2(b) of the Local Government Act (1995).
Relevant Plans and Policy: State Planning Policy 3.1 – Residential Design Codes The R-Codes provides a comprehensive basis for the control of residential development throughout Western Australia and provides the appropriate design considerations. It includes policy for setbacks, overshadowing and overlooking and establishment of retaining walls on lot boundaries. The R-Codes gives deemed-to-comply provisions which serves as standards for residential development that, if met, is considered compliant and need no further approval. Alternatively, design principles are given to guide decision-making in those cases where the standards could not be met. These variations are subject to development approval at Council’s discretion and must be advertised for a minimum period of 14 days.
Financial Implications: At present, there are no financial implications besides the loss of potential revenue if waiving the penalty fee of $294. However, it should be noted that refusal of the retrospective approval or unfavourable approval conditions could potentially bring about appeals to the State Administrative Tribunal, which would require legal services.
Risk Assessment: There is a minor risk that the development, if left unchecked, could have some unfavourable outcomes. The recommended conditions will curb such outcomes and ensure a well presented and properly managed development in accordance with proper and orderly planning considerations.
Community & Strategic Objectives: Determination of the application will comply with the following outcome of the Carnarvon Strategic Community Plan 2011:
Ordinary Council Meeting 15 December 201557 57 Outcome 5.2 A high standard of governance and accountability.
5.2.2 Ensure compliance with all relevant legislation and regulations.
Comment: Grouped Dwellings The property is zoned “Residential Development” and expectedly ‘Grouped Dwelling’ is a use permissible at the discretion of Council. It is also reasonable to expect teacher’s accommodation on a school site, to provide a variety of housing options to teachers. Grouped dwellings were also previously approved by Council on the property.
Site Works The R-Codes states in Clause 5.3.7 (C7.3, pg. 30) that all excavation or filling behind a street setback line and within 1m of a lot boundary should preferably be not more than 0.5m above the natural ground level at the lot boundary. Retaining walls higher than 0.5m are generally considered visually prominent and should be set back as if they were buildings. As a design principle however, it requires that development considers and responds to the natural features of the site and requires minimal excavation/fill. Where excavation/fill is necessary, all finished levels respecting the natural ground level at the lot boundary of the site and as viewed from the street.
Given the limited room available for the dwelling units and the fairly steep natural slope of the site, there was little choice but to level the site, necessitating a reasonable amount of fill. This is not at all visible from the street and the resulting retaining wall is also screened from the neighbours by a solid fence.
Retaining Wall Retaining walls are supposed to result in land which can be effectively used for the benefit of residents and should not detrimentally affect adjoining properties. Unfortunately, in this case there was little choice and the retaining wall was constructed without prior approvals. It is considered best practice to remedy the issue by mitigating the impact as far as possible, as opposed to very costly demolition works. As a result, conditions are recommended to improve the development by minimising overlooking further.
Overlooking/Privacy As a result of the raised ground level by 0.9m to 1.0m, overlooking and privacy concerns were understandably raised. A site inspection discovered, however that the only neighbour potentially affected by overlooking was Lot 183 (who objected to the development citing overlooking and privacy as a concern) has already fully covered and enclosed his outdoor living area on this side of the property (see Figure 6). No reasonable privacy issues were found during the site inspection. Regardless, possible overlooking and privacy concern shall be further avoided by installing screens on the development, covering all of the major openings on the eastern wall. Such a screen is likely to protrude from the building somewhat, causing the effective boundary setback to be 1m.
Figure 4 shows and extract from the R-Codes addressing overlooking deemed-to-comply provisions. Note that it requires a building with a floor level above 0.5m to have its bedrooms set back 4.5m OR that is provided with permanent screening to restrict views (C1.1 ii):
Ordinary Council Meeting 15 December 201558 58
Figure 4 – Extract from the R-Codes Clause 5.4.1 Visual Privacy
Overshadowing The R-Codes addresses overshadowing in Clause 5.4.2 and Figure 11. Clause 5.4.2 (C2.1, pg. 33) states:
“Notwithstanding the lot boundary setbacks in clause 5.1.3, development in climatic zones 4, 5 and 6 of the State shall be so designed that its shadow cast at midday, 21 June onto any other adjoining property does not exceed the following limits:
• on adjoining properties coded R30 to R40 inclusive – 35 per cent of the site area”
Carnarvon, being in climatic zone 3 (see Figure 5 below) is therefore exempted from this provision. Clause 5.4.2 (C2.2, pg. 33) then states:
“Where a development site shares its southern boundary with a lot, and that lot is bound to the north by another lot(s), the limit of shading for the development site set out in clause 5.4.2 C2.1 shall be reduced proportionate to the percentage of the affected property’s northern boundary that the development site abuts”
The neighbouring residential properties that may be affected by overshadowing, are located to the east of the subject property, and this provision does therefore not apply either.
Ordinary Council Meeting 15 December 201559 59
Figure 5 – Western Australia Climatic Zones (Source Australian Building Codes Board – 2014)
However, reading the R-Codes Explanatory Notes (Clause 7.2 Solar access for adjoining sites, pg. 65 onwards) it becomes apparent that overshadowing should be considered in general regardless. The R- Codes and its notes state that overshadowing should be calculated at midday, 21 June and gives Carnarvon’s sun angle for that date as 42 degrees (pg. 67). That means that the longest shadow cast by the development will be 3.33m to the south. Even if this shadow was cast to the east, it would have encroached on the neighbours by only 1.33m, which is considered insignificant.
Furthermore, the closest neighbour, who has objected to the development citing overshadowing as a concern, has fully covered and enclosed this side of his property already, as visible in Figure 6 below. It is also noted that the photos were taken at 3 pm on Friday 4 December 2015, and shadows from the development have barely reached the fence. Admittedly, winter shadows are quite longer, but it seems reasonable to accept that shadows will only encroach onto the neighbour in the very late afternoon.
Ordinary Council Meeting 15 December 201560 60
Figure 6 - The neighbour has fully covered and enclosed his outdoor living area facing the development already.
Bush Fire Danger Section 33 (1) of the Bush Fire Act 1954 states:
“Subject to subsection (2) a local government at any time, and from time to time, may, … as a measure for preventing the outbreak of a bush fire, or for preventing the spread or extension of a bush fire which may occur, give notice in writing to an owner or occupier of land situate within the district of the local government or shall give notice to all owners or occupiers of land in its district by (subsection 2 – posting it to him) in the area requiring him or them as the case may be within a time specified in the notice to … clear upon the land fire-breaks in such manner, at such places, of such dimensions, and to such number, and whether in parallel or otherwise, as the local government may and is hereby empowered to determine and as are specified in the notice, and thereafter to maintain the fire-breaks clear of inflammable matter.
This means that the local government determines the dimensions of the firebreaks necessary to “prevent the outbreak of a bush fire”. The objective of this Act is indeed to “make better provision for diminishing the dangers resulting from bush fires, for the prevention, control and extinguishment of bush fires”.
The Shire of Carnarvon has issued such a firebreak notice recently, in which it generically requires all properties in the town site larger than 2000m² to have a 3m wide trafficable firebreak around its boundaries. If taken literally, this would mean that all properties, even those in the CBD, would require a firebreak regardless of the vegetation or other fuel causing a fire hazard present. It therefore follows that a certain amount of interpretation and common sense is required to understand that this notice is not intended to be taken literally across the board.
In this instance, the development, although on a property larger than 2000m², is surrounded by cleared land (see Figure 7 below). There is no “bush” around that would cause a firebreak to be necessary. Ironically, the objector’s main concern (the site works that raised the natural ground level causing perceived overlooking and overshadowing) cleared the area of vegetation greatly reducing bush fire danger. Regular fire safety precautions outlined in the Building Code would apply as if in a developed urban area. It is recommended however that the site be kept clean and free of any fuel presenting a fire hazard.
Figure 7 – The area around the development has been cleared of vegetation and presents no immediate bush fire danger.
Ordinary Council Meeting 15 December 201561 61 Stormwater runoff The objector raised concern that, during a cyclone event, the development my cause excessive runoff and inundate his property. The likelihood of stormwater runoff from the development being significantly more than before is questioned because it used to be a significant slope towards the objector whereas now the land has been levelled. It is also very difficult to calculate the increase in runoff from a building set back from the boundary at various distances. Regardless, it is considered reasonable to require additional works be done to limit runoff, such as guttering. It is recommended that the owner submit a surface water drainage plan to the satisfaction of the local authority.
Penalty fee The applicant has respectfully requested that the penalty fee for a development already commenced at the time of lodging application, be waived given that he was led to believe he could commence to develop by Shire officers. The penalty fee is twice the usual application fee, in addition to the application fee. In this instance, the application fee is $147 and the penalty fee is twice that, being $294.
Regrettably, it is true that incorrect advice given by Shire officers caused the development to commence without development approval being given first. It is therefore recommended that the penalty fee of $294 be waived.
OFFICER’S RECOMMENDATION 1
That Council, pursuant to Clause 68.2 of the Planning and Development (Local Planning Schemes) Regulations 2015 Schedule 2, grant retrospective development approval for two grouped dwelling with reduced eastern boundary setback of 1m, on Lot 562 on P160981 (HN 30) Babbage Island Road Morgantown subject to the following conditions:
1. All development is to be in accordance with the approved Development Plans dated 15 December 2015 attached in Schedule 8.3.1(a), including any amendments placed thereon by the Shire of Carnarvon and except as may be modified by the following conditions or with the prior written approval of the Shire of Carnarvon. An endorsed copy of these plans shall form part of the approval granted and shall not be modified or altered without the prior written approval of the Local Government.
2. The applicant shall lodge with the Local Authority: a. A written undertaking that the dwelling units will be used for staff accommodation only; b. A modified site development plan denoting inclusion of: i. The rear and side boundary setback dimensions and the calculated area for each rear courtyard; ii. An enclosed, lockable storage area accessible from outside the dwelling, with a minimum dimension of 1.5m with an internal area of at least 4m², for each grouped dwelling iii. Provision of adequate pick-up areas for rubbish bins which are conveniently located, accessible to residents and fully screened from view from any street; iv. Adequate clothes-drying areas screened from view from any street; and vi. An endorsed copy of this plan shall form part of this approval; c. A surface water drainage plan, prepared to Local Authority specifications. An endorsed copy of this plan shall form part of this approval.
3. Prior to occupancy of any Dwelling Unit the following works are to be completed to the satisfaction of the Local Authority: i. The curtilage of each dwelling and the perimeter of the ‘Grouped Dwelling’ site being suitably landscaped. ii. Suitable guttering and any other necessary works be installed to keep stormwater on site and avoid inundation of neighbouring properties;
Ordinary Council Meeting 15 December 201562 62 iii. Permanent screening installed along the length of the eastern side of the dwelling units to the satisfaction of the Local Authority to avoid any overlooking onto neighbouring properties; and iv. The roof painted with a non-glare finish to reduce discomfort to the neighbours.
4. The site shall be kept clean and tidy and free of all combustible materials and vegetation so as to prevent the outbreak and spread of fire.
OFFICER’S RECOMMENDATION 2 That Council pursuant to Section 6.2(b) of the Local Government Act (1995) waive the penalty fee of $294 for a development already commenced when applying for Development Approval.
(Absolute majority required)
Ordinary Council Meeting 15 December 201563 63 8.3.2 PROPOSED PROHIBITED BURNING PERIOD - SHIRE OF CARNARVON
File No: Date of Meeting: 15 December 2015 Location/Address: Whole of Shire Name of Applicant: Shire of Carnarvon Name of Owner: N/A Author/s: Mark Chadwick, Executive Manager Development Services Declaration of Interest: N/A Voting Requirements: Simple Majority Previous Report: 24 November 2015
Summary of Item: At the ordinary Council meeting on 24th November Council resolved to;
FC 24/11/15 PROCEDURAL MOTION
Cr Brandenburg/Cr Nelson
That this matter lay on the table until the December 2015 Ordinary Meeting of Council to enable further discussion with key stakeholders through elected Members, regarding implications that may occur as a result of the proposed restrictions.
CARRIED F7/A0
This report is therefore presented as it aligns with the Council motion above and offers an alternative officers recommendation to request the Minister vary a prohibited burning time within the Carnarvon District.
Description of Proposal: It is proposed to make a request to the Minister to gazette a prohibited burning time for the district from 1st December until 1st March inclusive each year.
Background: In the previous report presented to Council the Officer Recommendation read as follows:
That Council under section 17 (7) of the Bush Fires Act 1954 resolves to;
1. Adopt a variation to the prohibited burning period for the Shire of Carnarvon from 30th November 2015 to 29th February 2016, following consultation with the Department of Parks and Wildlife; and 2. Notify the Department of Fire and Emergency Services and adjoining local governments (Shire of Shark Bay, Shire of Exmouth, Shire of Upper Gascoyne and Shire Ashburton) of the variation to the Gazetted prohibited burning period.
This recommendation is based on Section 7 of the Bush Fires Act 1954 where a prohibited burning time is defined as follows; “prohibited burning times means the times of the year during which it is declared by the Minister under section 17 to be unlawful to set fire to the bush within a zone of the State and, in relation to any land in such a zone —
Ordinary Council Meeting 15 December 201564 64 (a) includes any extension of those times made, or any further times imposed, under that section in respect of the whole of that zone or in respect of the part of that zone, or the district or part of a district, in which that land is situated; but (b) does not include any period by which those times are reduced, or for which those times are suspended, under that section in respect of the whole of that zone or in respect of the part of that zone, or the district or part of a district, in which that land is situated or in respect of that land in particular;”
The Shire of Carnarvon has advertised prohibited burning time as; “any day when the Fire Danger reaches Very High, Severe, Exteme, Catstrophic or when a Total Fire Ban has been declared.
Total fire bans have to date been declared for specific dates within Carnarvon, Shark bay during January and February 2015.
Consultation: In preparing this report consultation has occurred with the CEO, Shire President, Community Emergency Services Manager and the Superintendent, DFES Midwest Gascoyne Regional Office. Feedback received from the Superintendent, Midwest Gascoyne, DFES is supportive of a prohibited burning time for the Carnarvon District.
Statutory Environment: The Bush Fire Act 1954 under Section 17, Prohibited burning times may be declared by Minister, describes the procedures for varying burning periods as follows;
(7) Subject to subsection (7B), in any year in which a local government considers that seasonal conditions warrant a variation of the prohibited burning times in its district the local government may, after consultation with an authorised CALM Act officer if forest land is situated in the district, vary the prohibited burning times in respect of that year in the district or a part of the district by — (a) shortening, extending, suspending or reimposing a period of prohibited burning times; or (b) imposing a further period of prohibited burning times.
(7B) A variation of prohibited burning times shall not be made under subsection (7) if that variation would have the effect of shortening or suspending those prohibited burning times by, or for, more than 14 successive days.
(8) Where, under subsection (7), a local government makes a variation to the prohibited burning times in respect of its district or a part of its district the following provisions shall apply — (a) the local government — (i) shall, by the quickest means available to it and not later than 2 days before the first day affected by the variation, give notice of the variation to any local government whose district adjoins that district; (ii) shall, by the quickest means available to it, give particulars of the variation to the FES Commissioner and to any Government department or instrumentality which has land in that district under its care, control and management and which has requested the local government to notify it of all variations made from time to time by the local government under this section or section 18; (iii) shall, as soon as is practicable publish particulars of the variation in that district; (b) the Minister, on the recommendation of the FES Commissioner, may give notice in writing to the local government directing it — (i) to rescind the variation; or (ii) to modify the variation in such manner as is specified in the notice; (c) on receipt of a notice given under paragraph (b) the local government shall forthwith — (i) rescind or modify the variation as directed in the notice; and
Ordinary Council Meeting 15 December 201565 65 (ii) publish in that district notice of the rescission or particulars of the modification, as the case may require.
Relevant Plans and Policy: A search of the State Law Publisher website within the Government Gazettes reveals that a firebreak notice and total fire bans have been imposed for Shire of Carnarvon but nothing in relation to prohibited or restricted burning times. It is considered appropriate that restricted and prohibited burning times are published in the Government Gazette.
Carnarvon 1st November to 30th April Very High to Catastrophic, Total Fire Ban declared.
A search of other local government burning times reveals the following;
Local Government Restricted Burning Time Prohibited Burning Time Murchison 1st October to 31st October 1st November to 31st March East Pilbara 1st January to 30th December Nil Exmouth 1 October to 30 April Nil Shark Bay 1 October to 14 December 15 December to 31 March 1 April to 30 April Wyndham-East Kimberley 1st April—14th January Nil (Gazetted townsite, irrigation areas and remainder) Upper Gascoyne 1st October—30th April Nil Ashburton 1January—31 December Nil Broome 1st April—31ST December Nil Derby-West Kimberley 1st April—14th January Nil
A full copy of the restricted and prohibited burning times across the state as supplied by DFES, are attached with this agenda item in schedule 8.3.2
Financial Implications: There are no significant financial implications with notifying and publishing the proposed prohibited burning period notice.
Risk Assessment: There is a risk should the Shire not have a prohibited burning time that insufficient preventative controls and subsequent penalties apply should any person set fire to bush during potentially dangerous fire conditions. The DFES Superintendent for the Midwest Gascoyne District has already advised the Shire to assess the risks associated with the current conditions and it would be responsible to follow this advice and vary the prohibited burning period to account for the level of risk.
Community & Strategic Objectives: The matter before Council directly relates to the outcome as expressed in the Carnarvon Strategic Community Plan 2011:
Outcome 3.8 Improved community health, safety and wellbeing Key Partners 3.8.1 Support and assist fire and other emergency service organisations FESA, Various in the preparation for, and delivery of, emergency operations agencies
Comment: As the DFES Superintendent has already advised the Shire to assess the risks associated with the current conditions it would be responsible to follow this advice, and vary the prohibited burning time from 1st December to 1st March each year to account for the level of fire risk during the fire season.
Ordinary Council Meeting 15 December 201566 66
Subsequent to the previous agenda report advice has been received that the Shire of Carnarvon does not have a declared prohibited burning time, but rather prohibition is based on fire danger index and total fire ban declarations made by DFES. Consequently, an alternative recommendation is offered for the Council’s consideration. This alternative recommendation reflects the needs of Planation owners that may need to burn whilst conditions are still favorable up until end of November and from the month of March onwards. It is observed that requests for burning are being received whilst there are significant bush fires within the district posing serious risks to pastoral properties and associated resources deployed to combat them. One of the critical reasons for having a prohibited burning time is to ensure there is sufficient prevention and protection resources available should a permitted burn get away. Clearly when resources are already stretched attending to other fires it would appear irresponsible to consider allowing permits to burn at a time resources are depleted and weather conditions can quickly change from being favorable to dangerous due to unpredictable wind changes and variations in temperature.
OFFICER’S RECOMMENDATION That Council under section 17 (7) of the Bush Fires Act 1954 resolves to:
1. Request the Minister to declare a prohibited burning time for the Shire of Carnarvon from 1 December to 1 March each year, following consultation with the Department of Parks and Wildlife; and
2. Notify the Department of Fire and Emergency Services and adjoining local governments (Shire of Shark Bay, Shire of Exmouth, Shire of Upper Gascoyne and Shire Ashburton) of the Gazetted prohibited burning period when approved by the Minister.
Ordinary Council Meeting 15 December 201567 67
SHIRE OF
CARNARVON
AGENDA ORDINARY COUNCIL MEETING 15 DECEMBER 2015
SCHEDULES
Gascoyne Development Commission
Information Booklet For
Prospective Board Members
May 2014
Contents
Contents ...... 1 1 Gascoyne Development Commission ...... 2 1.1 Establishment ...... 2 1.2 Functions ...... 2 2 Board of Management ...... 4 2.1 Membership ...... 4 2.2 Appointments ...... 4 2.3 Role ...... 4 2.4 Board Meeting Frequency and Location ...... 5 2.5 Board Members Roles and Responsibilities ...... 5 3 Strategic Directions ...... 6 3.1 Strategic Directions ...... 6
1
1 Gascoyne Development Commission
1.1 Establishment
In December 1992, the then Minister for Regional Development, Hendy Cowan invited the four Shire Presidents of the Gascoyne Region and an Interim Director (public servant) to form an Interim Board of the Gascoyne Development Commission.
The Executive Council approved the establishment of the Gascoyne Development Commission as a State Government Department in accordance with Section 21 of the Public Service Act. The Commission commenced operations on 1 January 1993 from the Carnarvon Office. The Exmouth Office opened later that year in May 1993.
In February 1993, the then Deputy Premier and Minister for Commerce and Trade confirmed the status of the Interim Board. At this time the Commission comprised the Interim Director and three officers.
With the proclamation of the Regional Development Commissions Act 1993 on 7 April 1994, the then Deputy Premier, Hon Hendy Cowan MLA, announced the membership of the inaugural Management Board. The Board comprised the Director by virtue of office and six other members appointed by the Minister. The Act prescribed that:
1/3 of members be nominated by Local Government; 1/3 of members be appointed at the Minister’s discretion; and 1/3 of members reside in the Region and are nominated from the community.
The Minister appointed the Chairman and Deputy Chairman from amongst the members.
In 1997/98 the number of Board members was increased to nine plus the Director as ex officio.
In 2001 the status of State Government Department was revoked and the Commission is now a statutory authority.
1.2 Functions
The objects of the Commission as defined under the Regional Development Commissions Act 1993 are to:
Maximise job creation and improve career opportunities in the Region;
2
Develop and broaden the economic base of the Region; Identify infrastructure services to promote economic and social development within the Region; Provide information and advice to promote business development within the Region; Seek to ensure that the general standard of government services and access to those services in the Region is comparable to that which applies in the metropolitan area; and Generally take steps to encourage, promote, facilitate and monitor the economic development in the Region.
For the purposes of achieving these objects the Commission is to:
Promote the Region; Facilitate co-ordination between relevant statutory bodies and State government agencies; Co-operate with representatives of industry and commerce, employer and employee organisations, education and training institutions and other sections of the community within the Region; Identify the opportunities for investment in the Region and encourage that investment; and Identify the infrastructure needs of the Region, and encourage the provision of that infrastructure in the Region.
The Commission must achieve these objects in co-operation with:
Departments of the public service of the state and commonwealth, and other agencies, instrumentalities and statutory bodies of the State and Federal Government; and Local Government, in order to promote equitable delivery of services within the Region.
3
2 Board of Management
2.1 Membership
The Commission Board of Management comprises nine members appointed by the Minister for Regional Development including:
Three members representing Local Government; Three members representing community; and Three members as Ministerial appointments.
The Chief Executive Officer is also a member of the Board by virtue of their office.
2.2 Appointments
The Minister appoints Board members from nominations received for vacant positions. The Minister appoints the Chairman and Deputy Chairman from amongst the Board members. The Cabinet of the WA Government ratifies Board appointments.
Board members are appointed for a period of up to three years. Board members can renominate on expiry of their term of appointment but can only serve on the Board for a maximum six years concurrently.
2.3 Role
The Board is the governing body of a Commission with authority, in the name of the Commission, to perform its functions. In essence, the Board is responsible for developing policies and positions on the strategic direction of the Commission and on any other matter that impacts on the Commission’s achievement of its regional development objectives.
The Chief Executive Officer is responsible for implementing Board’s decisions and for the day-to-day-operation of the Commission’s administrative function and its staff.
The primary activities of the Board are to:
Set the overall strategic direction and goals for the Commission; Provide guidance on specific projects and initiatives; Formulate Commission policy; Review progress at regular intervals to ensure established goals are being achieved; 4
Monitor Commission expenditure; Promote economic development; Represent the Commission at relevant meetings and functions; Provide a conduit between the Commission and the community; and Facilitate co-operation between organisations in the Region.
2.4 Board Meeting Frequency and Location
The Board determines the date and time of its meetings. Currently, the Commission convenes meetings every two months with a total of six Board meetings per year. Meetings are rotated around the Region.
2.5 Board Members Roles and Responsibilities
The collective role of the Board is to:
Set corporate direction and goals; Oversee the plans of the Commission to achieve its goals; and Review progress at regular intervals.
Members are required to attend all Board meetings and are expected to participate on committees/advisory groups and attend official functions as a representative of the Commission.
Members are required to familiarise themselves with the Commission and with members’ legal and statutory obligations. They must take reasonable steps to keep informed about the business of the Board and be able to make conscientious and informed decisions.
Members must be able to work constructively and co-operatively with other Board members and with the Chief Executive Officer.
A major role for the Board is the consideration of applications under the Royalties for Regions funding program and the development and implementation of the Gascoyne Regional Blueprint.
5
3 Strategic Directions
3.1 Strategic Directions
The Gascoyne Development Commission website on www.gdc.wa.gov.au provides information on the commission, its projects and the Gascoyne region itself.
Two key documents available on the website:
Gascoyne Development Commission Strategic Plan 2010-2020
Describes the role and directions of the Commission over the next ten years
Gascoyne Regional Development Plan 2010-2020
This Plan was released in February 2010 and provides both key priorities and major projects for the Gascoyne over the next ten years. The plan has been agreed to by the four Gascoyne local governments and the Gascoyne Development Commission.
6
Schedule 8.1.4
Schedule 8.1.6(a)
Schedule 8.1.6(b)
Schedule 8.1.6(d)
Schedule 8.1.7(a)
Schedule 8.1.7(b)
Schedule 8.2.1 (b) CORPORATE CREDIT CARD EXPENDITURE - PAYMENT REFERENCE BD 1578
I. D'ARCY CORPORATE CREDIT CARD EXPENSES Description PHOTOSHOP MONTHLY SUBSCRIPTION FEES - V. TONGA 10.24 PHOTOSHOP MONTHLY SUBSCRIPTION FEES - M. SHEPHERD 10.24 PHOTOSHOP MONTHLY SUBSCRIPTION FEES - MANAGER SPECIAL PROJECTS 10.24 30.72
R. PAULL CORPORATE CREDIT CARD EXPENSES Description REGISTRATION FEE FOR 69TH WA STATE EH CONFERENCE ATTENDED BY DANE 940.00 WALLACE ACCOMMODATION WHILST ATTENDING 69TH WA STATE EH CONFERENCE 975.84 ATTENDED BY DANE WALLACE 1,915.84
M. GOFF CORPORATE CREDIT CARD EXPENSES Description SUPPLIES PURCHASED FOR SALE AT CINEMA KIOSK 84.00 RIDER FOR WAIFS CONCERT 126.42 RIDER FOR WAIFS CONCERT 59.00 OCCASIONAL LIQUOR LICENCE FOR LIVE SHOW 107.00 WEBSITE MONTHLY SUBSCRIPTION FEES 29.02 405.44
B. HUDSON CORPORATE CREDIT CARD EXPENSES Description FOOD SUPPLIES FOR KIDS BREAKFAST/LUNCH 20.00 FOOD SUPPLIES FOR KIDS BREAKFAST/LUNCH 26.70 MILK & FEMININE HYGIENE SUPPLIES 13.99 SCHOOL LUNCHES FOR STUDENTS FOR EDUCATION PROGRAM 10.95 SUPPLIES FOR EDUCATION PROGRAM INCLUDING HEADPHONES, MILK, 16.00 CONTAINERS, DVD SUPPLIES FOR EDUCATION PROGRAM INCLUDING HEADPHONES, MILK, 15.00 CONTAINERS, DVD LUNCH SUPPLIES FOR EDUCATION PROGRAM 22.26 CAMP ITEMS INCLUDING DEODERANT, DISHWASHING LIQUID, APPLES 29.17 SUPPLIES FOR AFTER SCHOOL PROGRAM - CUPCAKE SUPPLIES 22.20 BEACH TOWELS FOR CAMP TRIPS x2 30.00 DISCO LIGHTS FOR YOUTH PARTY 59.80 STATIONERY PURCHASED FOR STEPPING STONE PROGRAM 35.00 301.07
TOTAL PAYMENT TO CORPORATE CREDIT CARD ACCOUNT $2,653.07 Schedule 8.2.2
SHIRE OF CARNARVON
MONTHLY FINANCIAL REPORT
For the Period Ended 30 November 2015
LOCAL GOVERNMENT ACT 1995 LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996
TABLE OF CONTENTS
Compilation Report
Monthly Summary Information
Statement of Financial Activity by Program
Statement of Financial Activity By Nature or Type
Statement of Capital Acquisitions and Capital Funding
Statement of Budget Amendments
Note 1 Significant Accounting Policies
Note 2 Explanation of Material Variances
Note 3 Net Current Funding Position
Note 4 Cash and Investments
Note 5 Budget Amendments
Note 6 Receivables
Note 7 Cash Backed Reserves
Note 8 Capital Disposals
Note 9 Rating Information
Note 10 Information on Borrowings
Note 11 Grants and Contributions
Note 12 Trust Shire of Carnarvon Compilation Report For the Period Ended 30 November 2015
Report Purpose This report is prepared to meet the requirements of Local Government (Financial Management) Regulations 1996, Regulation 34 .
Overview Summary reports and graphical progressive graphs are provided on page 3, 4 and 5. No matters of significance are noted.
Statement of Financial Activity by reporting program Is presented on page 6 and shows a surplus as at 30 November 2015 of $6,176,295.
Note: The Statements and accompanying notes are prepared based on all transactions recorded at the time of preparation and may vary.
Preparation Prepared by: Sa Toomalatai Reviewed by: John Nuttall Date prepared: 8/12/2015
2 Shire of Carnarvon Monthly Summary Information For the Period Ended 30 November 2015
Liquidity Over the Year (Refer Note 3) Cash and Cash Equivalents 12,000 2013‐14 as at period end 10,000 2014‐15 Unrestricted$ 4,759,485 2015‐16 Restricted$ 10,149,613 8,000 $ 14,909,098 Amount $ ( '000s) ( $ Amount 6,000 Receivables 4,000 Rates$ 1,346,522 Other$ 1,049,793 2,000 $ 2,396,315
0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Rates Receivable (Refer Note 6) Accounts Receivable Ageing (non‐ rates) 3,000 (Refer Note 6) 2,500 Month 2014‐15 90+Days 19% 2,000 04 Month 2015‐16 $('000s) 1,500 60 Days 4% 1,000 Current Amount 49% 500
0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 30 Days 28%
Comments
This information is to be read in conjunction with the accompanying Financial Statements and notes.
3 Shire of Carnarvon Monthly Summary Information For the Period Ended 30 November 2015
Year To Date Reserve Balance to End of Year Estimate (Refer Note 7)
Emergency Response Reserve Asset Replacement Reserve Land and Infrastructure Development Reserve Actual YTD Closing Balance Unspent Grants and Contributions Reserve Blowholes Reserve Amended Budget Closing Balance OTC/NASA Reserve Flood Mitigation Reserve Fascine Dredging Reserve Town Planning Scheme Reserve Surge/Fascine Wall Reserve Coral Bay Tip Reserve Airport Reserve I.T. Replacement Reserve Civic Centre Reserve Staff Housing Reserve Property Infrastructure Reserve Waste Disposal Reserve Plant Reserve Leave Reserve $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000
Comments
This information is to be read in conjunction with the accompanying Financial Statements and notes.
4 Shire of Carnarvon Monthly Summary Information For the Period Ended 30 November 2015
Revenues Budget Operating Revenues ‐v‐ Actual (Refer Note 2) Budget Capital Revenue ‐v‐ Actual (Refer Note 2) 8,000 3,000
Budget 2015‐16 7,000 Budget 2015‐16 2,500 Actual 2015‐16 6,000 Actual 2015‐16 2,000 '000s)
5,000 ( '000s)
$ ( 1,500
$ 4,000 1,000 Amount 3,000 Amount 500 2,000
1,000 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 0 ‐500 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Month ending Month ending
Expenditure Budget Operating Expenses ‐v‐ YTD Actual (Refer Note 2) Budget Capital Expenses ‐v‐ Actual (Refer Note 2) 2,500 3,500 Budget 2015‐16 Budget 2015‐16 3,000 Actual 2015‐16 2,000 Actual 2015‐16 2,500
'000s) 1,500
(
'000s)
$ (
2,000 $
1,000
Amount 1,500 Amount
1,000 500
500 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Month ending Month ending
Comments
This information is to be read in conjunction with the accompanying Financial Statements and notes.
5 STATEMENT OF FINANCIAL ACTIVITY (Statutory Reporting Program) For the Period Ended 30 November 2015
Amended YTD YTD Var. $ Var. % Amended Annual Budget Actual (b)‐(a) (b)‐(a)/(a) Var. Note Budget (a) (b) Operating Revenues $$$$% Governance 04 134,885 110,210 198,989 88,779 80.55% General Purpose Funding ‐ Rates 9 4,456,354 4,456,354 4,462,912 6,558 0.15% General Purpose Funding ‐ Other 03 2,735,927 1,328,221 1,300,256 (27,965) (2.11%) Law, Order and Public Safety 05 610,519 442,370 157,175 (285,195) (64.47%) Health 07 48,771 29,056 23,262 (5,794) (19.94%) Education and Welfare 06 739,726 210,693 265,315 54,622 25.93% Housing 09 91,480 38,115 32,008 (6,107) (16.02%) Community Amenities 10 1,830,500 1,486,629 1,568,869 82,240 5.53% Recreation and Culture 11 302,626 154,437 132,944 (21,493) (13.92%) Transport 12 1,268,669 721,751 544,459 (177,292) (24.56%) Economic Services 13 694,500 293,710 235,637 (58,073) (19.77%) Other Property and Services 14 583,749 560,224 2,434 (557,790) (99.57%) Total Operating Revenue 13,497,706 9,831,770 8,924,259 (907,511) Operating Expense Governance 04 (1,437,362) (580,838) (793,220) (212,382) (36.56%) General Purpose Funding 03 (220,352) (82,025) (61,908) 20,117 24.53% Law, Order and Public Safety 05 (1,161,751) (628,096) (342,316) 285,780 45.50% Health 07 (761,198) (322,141) (274,125) 48,016 14.91% Education and Welfare 06 (1,603,057) (665,997) (390,485) 275,512 41.37% Housing 09 (151,602) (72,120) (49,962) 22,158 30.72% Community Amenities 10 (2,456,253) (1,062,593) (829,974) 232,619 21.89% Recreation and Culture 11 (5,878,901) (2,093,401) (1,282,910) 810,491 38.72% Transport 12 (8,508,214) (4,256,019) (863,490) 3,392,529 79.71% Economic Services 13 (1,378,394) (549,160) (465,827) 83,333 15.17% Other Property and Services 14 (127,377) (134,972) (287,015) (152,043) (112.65%) Total Operating Expenditure (23,684,461) (10,447,362) (5,641,231) 4,806,131
Funding Balance Adjustments Add back Depreciation 08 6,341,023 2,642,090 ‐ (2,642,090) (100.00%) Adjust (Profit)/Loss on Asset Disposal 8 (546,999) (546,999) (548,436) (1,437) 0.26% Adjust Provisions and Accruals 000 0 Net Cash from Operations (4,392,730) 1,479,499 2,734,592 1,255,093
Capital Revenues Grants, Subsidies and Contributions 27 11 3,139,048 0 173,811 173,811 Proceeds from Disposal of Assets 8 780,000 780,000 780,000 0 0.00% Total Capital Revenues 3,919,048 780,000 953,811 173,811 Capital Expenses Land Held for Resale 000 0 Land and Buildings 13 (4,817,663) (931,625) (1,435,069) (503,444) (54.04%) Office Furniture & Eqipment 13 (34,500) (34,500) (16,702) 17,798 51.59% Plant and Equipment 13 (11,000) (11,000) (13,310) (2,310) (21.00%) Infrastructure Assets ‐ Roads 13 (1,608,154) (762,052) (19,098) 742,954 97.49% Infrastructure Assets ‐ Footpaths 13 (91,360) 0 (685) (685) Infrastructure Assets ‐ Bridges 13 0 0 0 0 Infrastructure Assets ‐ Drainage 13 (60,000) (40,000) 0 40,000 100.00% Infrastructure Assets ‐ Parks & Ovals 13 0 0 0 0 Infrastructure Assets ‐ Levee Systems 13 0 0 0 0 Infrastructure Assets ‐ Airport 13 (3,800,000) (633,332) (1,200) 632,132 99.81% Infrastructure Assets ‐ Carparks 13 (6,000) 0 0 0 Infrastructure Assets ‐ Other Infrasrtucture 13 (567,337) (182,390) (153,618) 28,772 15.78% Infrastructure Assets ‐ Landfill 13 0 0 0 0 Total Capital Expenditure (10,996,014) (2,594,899) (1,639,682) 955,217
Net Cash from Capital Activities (7,076,966) (1,814,899) (685,871) 1,129,028
Financing Proceeds from New Debentures 550,000 0 0 0 Self‐Supporting Loan Principal 000 0 Transfer from Reserves 73 7 8,747,057 249,000 0 (249,000) (100.00%) Advances to Community Groups 000 0 Repayment of Debentures 14101 10 (510,682) 371,289 (235,324) (606,613) 163.38% Transfer to Reserves 72 7 (2,515,981) (867,210) (839,146) 28,064 3.24% Net Cash from Financing Activities 6,270,394 (246,921) (1,074,470) (827,549)
Net Operations, Capital and Financing (5,199,302) (582,321) 974,252 1,556,573
Opening Funding Surplus(Deficit) 3 5,202,043 5,202,043 5,202,043 0 0.00%
Closing Funding Surplus(Deficit) 3 2,741 4,619,722 6,176,295 1,556,573
Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold. Refer to Note 2 for an explanation of the reasons for the variance.
This statement is to be read in conjunction with the accompanying Financial Statements and notes.
6 STATEMENT OF FINANCIAL ACTIVITY (By Nature or Type) For the Period Ended 30 November 2015
Amended YTD YTD Var. $ Var. % Amended Annual Budget Actual (b)‐(a) (b)‐(a)/(a) Var. Note Budget (a) (b) Operating Revenues $$$$% Rates 9 4,636,354 4,618,411 4,654,912 36,501 0.79% Operating Grants, Subsidies and 0 Contributions 11 4,519,021 2,364,883 2,065,765 (299,118) (12.65%) Fees and Charges 2,995,300 1,891,641 1,969,485 77,844 4.12% Service Charges 000 0 Interest Earnings 363,301 159,500 129,397 (30,103) (18.87%) Other Revenue 436,731 250,336 104,700 (145,636) (58.18%) Profit on Disposal of Assets 8 546,999 546,999 0 Total Operating Revenue 13,497,706 9,831,770 8,924,259 (360,512) Operating Expense Employee Costs (7,538,399) (3,001,860) (2,609,807) 392,053 13.06% Materials and Contracts (8,084,014) (3,788,729) (2,171,359) 1,617,370 42.69% Utility Charges (767,834) (320,069) (318,873) 1,196 0.37% Depreciation on Non‐Current Assets (6,341,023) (2,642,090) 0 2,642,090 100.00% Interest Expenses 04 (54,075) (23,161) (20,728) 2,433 10.51% Insurance Expenses (488,679) (480,651) (370,074) 110,577 23.01% Other Expenditure (410,437) (190,802) (150,389) 40,413 21.18% Loss on Disposal of Assets 8 000 Total Operating Expenditure (23,684,461) (10,447,362) (5,641,231) 4,806,131
Funding Balance Adjustments Add back Depreciation 6,341,023 2,642,090 0 (2,642,090) (100.00%) Adjust (Profit)/Loss on Asset Disposal 8 (546,998) (546,999) (548,436) (1,437) 0.26% Adjust Provisions and Accruals 000 0 Net Cash from Operations (4,392,730) 1,479,499 2,734,592 1,802,092
Capital Revenues Grants, Subsidies and Contributions 11 3,139,048 0 173,811 173,811 Proceeds from Disposal of Assets 8 780,000 780,000 780,000 0 0.00% Total Capital Revenues 3,919,048 780,000 953,811 173,811 Capital Expenses Land Held for Resale 000 0 Land and Buildings 13 (4,817,663) (931,625) (1,435,069) (503,444) (54.04%) Office Furniture & Eqipment 13 (34,500) (34,500) (16,702) Plant and Equipment 13 (11,000) (11,000) (13,310) Infrastructure Assets ‐ Roads 13 (1,608,154) (762,052) (19,098) Infrastructure Assets ‐ Footpaths 13 (91,360) 0 (685) Infrastructure Assets ‐ Bridges 13 0 0 0 Infrastructure Assets ‐ Drainage 13 (60,000) (40,000) 0 40,000 100.00% Infrastructure Assets ‐ Parks & Ovals 13 0 0 0 0 Infrastructure Assets ‐ Levee Systems 13 0 0 0 0 Infrastructure Assets ‐ Airport 13 (3,800,000) (633,332) (1,200) 632,132 99.81% Infrastructure Assets ‐ Carparks 13 (6,000) 0 0 0 Infrastructure Assets ‐ Other Infrasrtucture 13 (567,337) (182,390) (153,618) 28,772 15.78% Infrastructure Assets ‐ Landfill 13 0 0 0 0 Total Capital Expenditure (10,996,014) (2,594,899) (1,639,682) 197,460
Net Cash from Capital Activities (7,076,966) (1,814,899) (685,871) 371,271
Financing Transfer From Reserves 7 8,747,057 249,000 0 Proceeds from New Debentures 550,000 0 0 0 Self‐Supporting Loan Principal 000 0
Repayment of Debentures 10 (510,682) 371,289 (235,324) (606,613) 163.38% Transfer to Reserves 7 (2,515,981) (867,210) (839,146) 28,064 3.24% Net Cash from Financing Activities 6,270,394 (246,921) (1,074,470) (578,549)
Net Operations, Capital and Financing (5,199,302) (582,321) 974,252 1,594,815
Opening Funding Surplus(Deficit) 3 5,202,043 5,202,043 5,202,043 0 0.00%
Closing Funding Surplus(Deficit) 3 2,741 4,619,722 6,176,295 1,594,815
Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold. Refer to Note 2 for an explanation of the reasons for the variance.
This statement is to be read in conjunction with the accompanying Financial Statements and notes.
7 STATEMENT OF CAPITAL ACQUSITIONS AND CAPITAL FUNDING For the Period Ended 30 November 2015
YTD 30 11 2015
YTD Actual New YTD Actual (Renewal Amended YTD Amended Annual Capital Acquisitions Note /Upgrade Expenditure) YTD Actual Total Budget Budget Variance (a) (b) (c) = (a)+(b) (d) (d) ‐ (c) $$ $$$$ Land and Buildings 13 1,435,069 0 1,435,069 931,625 4,817,663 503,444 Office Furniture & Eqipment 13 16,702 0 16,702 34,500 34,500 (17,798) Plant and Equipment 13 13,310 0 13,310 11,000 11,000 2,310 Infrastructure Assets ‐ Roads 13 19,098 0 19,098 762,052 1,608,154 (742,954) Infrastructure Assets ‐ Footpaths 13 685 0 685 0 91,360 685 Infrastructure Assets ‐ Bridges 13 00 0000 Infrastructure Assets ‐ Drainage 13 0 0 0 40,000 60,000 (40,000) Infrastructure Assets ‐ Parks & Ovals 13 00 0000 Infrastructure Assets ‐ Levee Systems 13 00 0000 Infrastructure Assets ‐ Airport 13 1,200 0 1,200 633,332 3,800,000 (632,132) Infrastructure Assets ‐ Carparks 13 0 0 0 0 6,000 0 Infrastructure Assets ‐ Other Infrasrtucture 13 153,618 0 153,618 182,390 567,337 (28,772) Infrastructure Assets ‐ L04 13 0 0 0 0 0 0
Capital Expenditure Totals 1,639,682 0 1,639,682 2,594,899 10,996,014 (955,217)
Comments and graphs
8 SHIRE OF CARNARVON STATEMENT OF BUDGET AMENDMENTS (Statutory Reporting Program) For the Period Ended 30 November 2015
Adopted Budget Amended YTD Amendments Amended Annual Budget Adopted Budget (Note 5) Budget (a) Operating Revenues $$$$ Governance 134,885 0 134,885 110,210 General Purpose Funding 7,192,281 0 7,192,281 5,784,575 Law, Order and Public Safety 579,339 31,180 610,519 442,370 Health 37,907 10,864 48,771 29,056 Education and Welfare 739,726 0 739,726 210,693 Housing 91,480 0 91,480 38,115 Community Amenities 1,780,500 50,000 1,830,500 1,486,629 Recreation and Culture 302,626 0 302,626 154,437 Transport 1,268,669 0 1,268,669 721,751 Economic Services 694,500 0 694,500 293,710 Other Property and Services 570,749 13,000 583,749 560,224 Total Operating Revenue 13,392,662 105,044 13,497,706 9,831,770 Operating Expense Governance (1,393,320) (44,042) (1,437,362) (580,838) 04 (220,352) 0 (220,352) (82,025) Law, Order and Public Safety (1,064,854) (96,897) (1,161,751) (628,096) Health (750,334) (10,864) (761,198) (322,141) Education and Welfare (1,597,634) (5,423) (1,603,057) (665,997) Housing (151,602) 0 (151,602) (72,120) Community Amenities (2,490,274) 34,021 (2,456,253) (1,062,593) Recreation and Culture (5,970,901) 92,000 (5,878,901) (2,093,401) Transport (8,492,735) (15,479) (8,508,214) (4,256,019) Economic Services (1,353,394) (25,000) (1,378,394) (549,160) Other Property and Services (117,377) (10,000) (127,377) (134,972) Total Operating Expenditure (23,602,777) (81,684) (23,684,461) (10,447,362)
Funding Balance Adjustments Add back Depreciation 6,341,023 6,341,023 528,418 Adjust (Profit)/Loss on Asset Disposal (546,999) (546,999) 0 Adjust Provisions and Accruals 000 Net Cash from Operations (4,416,090) 23,360 (4,392,730) (87,174)
Capital Revenues Grants, Subsidies and Contributions 3,139,048 0 3,139,048 0 Proceeds from Disposal of Assets 780,000 0 780,000 0 Proceeds from Sale of Investments 000 0 Total Capital Revenues 3,919,048 0 3,919,048 0 Capital Expenses Land Held for Resale 000 Land and Buildings (4,719,663) (98,000) (4,817,663) (931,625) Office Furniture & Eqipment (34,500) 0 (34,500) (34,500) Plant and Equipment (11,000) 0 (11,000) (11,000) Infrastructure Assets ‐ Roads (1,608,154) 0 (1,608,154) (762,052) Infrastructure Assets ‐ Footpaths (100,000) 8,640 (91,360) 0 Infrastructure Assets ‐ Bridges 0 0 00 Infrastructure Assets ‐ Drainage (60,000) 0 (60,000) (40,000) Infrastructure Assets ‐ Parks & Ovals 0 0 00 Infrastructure Assets ‐ Levee Systems 0 0 00 Infrastructure Assets ‐ Airport (3,800,000) 0 (3,800,000) (633,332) Infrastructure Assets ‐ Carparks (6,000) 0 (6,000) 0 Infrastructure Assets ‐ Other Infrasrtucture (335,337) (232,000) (567,337) (182,390) Infrastructure Assets ‐ Landfill 0 0 00 Total Capital Expenditure (10,674,654) (321,360) (10,996,014) (2,594,899)
Net Cash from Capital Activities (6,755,606) (321,360) (7,076,966) (2,594,899)
Financing Proceeds from New Debentures 550,000 550,000 0
Self‐Supporting Loan Principal 000 Transfer from Reserves 8,449,057 298,000 8,747,057 0 Purchase of Investments 000 Advances to Community Groups 000 Repayment of Debentures (510,682) (510,682) (79,955) Transfer to Reserves (2,515,981) (2,515,981) (75,420) Net Cash from Financing Activities 5,972,394 298,000 6,270,394 (155,375)
Net Operations, Capital and Financing (5,199,302) 0 (5,199,302) (2,837,448)
Opening Funding Surplus(Deficit) 5,202,043 0 5,202,043 5,202,043
Closing Funding Surplus(Deficit) 2,741 0 2,741 2,364,595
Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold.
9 SHIRE OF CARNARVON NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
1. SIGNIFICANT ACCOUNTING POLICIES
(a) Basis of Accounting This statement comprises a special purpose financial report which has been prepared in accordance with Australian Accounting Standards (as they apply to local governments and not‐for‐profit entities), Australian Accounting Interpretations, other authoritative pronouncements of the Australian Accounting Standards Board, the Local Government Act 1995 and accompanying regulations. Material accounting policies which have been adopted in the preparation of this statement are presented below and have been consistently applied unless stated otherwise.
Except for cash flow and rate setting information, the report has also been prepared on the accrual basis and is based on historical costs, modified, where applicable, by the measurement at fair value of selected non‐current assets, financial assets and liabilities.
Critical Accounting Estimates The preparation of a financial report in conformity with Australian Accounting Standards requires management to make judgements, estimates and assumptions that effect the application of policies and 04
The estimates and associated assumptions are based on historical experience and various other factors that are believed to be reasonable under the circumstances; the results of which form the basis of making the judgements about carrying values of assets and liabilities that are not readily apparent from other sources. Actual results may differ from these estimates.
(b) The Local Government Reporting Entity All Funds through which the Council controls resources to carry on its functions have been included in this statement.
In the process of reporting on the local government as a single unit, all transactions and balances between those funds (for example, loans and transfers between Funds) have been eliminated.
All monies held in the Trust Fund are excluded from the statement, but a separate statement of those monies appears at Note 12.
(c) Rounding Off Figures All figures shown in this statement are rounded to the nearest dollar.
(d) Rates, Grants, Donations and Other Contributions Rates, grants, donations and other contributions are recognised as revenues when the local government obtains control over the assets comprising the contributions. Control over assets acquired from rates is obtained at the commencement of the rating period or, where earlier, upon receipt of the rates.
(e) Goods and Services Tax Revenues, expenses and assets are recognised net of the amount of GST, except where the amount of GST incurred is not recoverable from the Australian Taxation Office (ATO).
Receivables and payables are stated inclusive of GST receivable or payable. The net amount of GST recoverable from, or payable to, the ATO is included with receivables or payables in the statement of financial position.
Cash flows are presented on a gross basis. The GST components of cash flows arising from investing or financing activities which are recoverable from, or payable to, the ATO are presented as operating cash flows.
10 SHIRE OF CARNARVON NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(f) Cash and Cash Equivalents Cash and cash equivalents include cash on hand, cash at bank, deposits available on demand with banks and other short term highly liquid investments that are readily convertible to known amounts of cash and which are subject to an insignificant risk of changes in value and bank overdrafts.
Bank overdrafts are reported as short term borrowings in current liabilities in the statement of financial position.
(g) Trade and Other Receivables Trade and other receivables include amounts due from ratepayers for unpaid rates and service charges and other amounts due from third parties for goods sold and services performed in the ordinary course of business.
Receivables expected to be collected within 12 months of the end of the reporting period are classified as current assets. All other receivables are classified as non‐current assets.
Collectability of trade and other receivables is reviewed on an ongoing basis. Debts that are known to be uncollectible are written off when identified. An allowance for doubtful debts is raised when there is objective evidence that they will not be collectible.
(h) Inventories General Inventories are measured at the lower of cost and net realisable value.
Net realisable value is the estimated selling price in the ordinary course of business less the estimated costs of completion and the estimated costs necessary to make the sale.
Land Held for Resale Land held for development and sale is valued at the lower of cost and net realisable value. Cost includes the cost of acquisition, development, borrowing costs and holding costs until completion of development. Finance costs and holding charges incurred after development is completed are expensed.
Gains and losses are recognised in profit or loss at the time of signing an unconditional contract of sale if significant risks and rewards, and effective control over the land, are passed on to the buyer at this point.
Land held for sale is classified as current except where it is held as non‐current based on Council’s intentions to release for sale.
(i) Fixed Assets All assets are initially recognised at cost. Cost is determined as the fair value of the assets given as consideration plus costs incidental to the acquisition. For assets acquired at no cost or for nominal consideration, cost is determined as fair value at the date of acquisition. The cost of non‐current assets constructed by the local government includes the cost of all materials used in the construction, direct labour on the project and an appropriate proportion of variable and fixed overhead.
Certain asset classes may be revalued on a regular basis such that the carrying values are not materially different from fair value. Assets carried at fair value are to be revalued with sufficient regularity to ensure the carrying amount does not differ materially from that determined using fair value at reporting date.
11 SHIRE OF CARNARVON NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(j) Depreciation of Non‐Current Assets All non‐current assets having a limited useful life are systematically depreciated over their useful lives in a manner which reflects the consumption of the future economic benefits embodied in those assets.
Depreciation is recognised on a straight‐line basis, using rates which are reviewed each reporting period. Major depreciation rates and periods are:
Buildings 25 to 50 years Construction other than Buildings (Public Facilities) 5 to 50 years Furniture and Equipment 4 to 10 years Plant and Equipment 5 to 15 years Heritage Assets 25 to 50 years Roads 25 years Footpaths 50 years Sewerage Piping 75 years Water Supply Piping and Drainage Systems 75 years
(k) Trade and Other Payables Trade and other payables represent liabilities for goods and services provided to the Council prior to the end of the financial year that are unpaid and arise when the Council becomes obliged to make future payments in respect of the purchase of these goods and services. The amounts are unsecured, are recognised as a current liability and are normally paid within 30 days of recognition.
(l) Employee Benefits The provisions for employee benefits relates to amounts expected to be paid for long service leave, annual leave, wages and salaries and are calculated as follows:
(i) Wages, Salaries, Annual Leave and Long Service Leave (Short‐term Benefits) The provision for employees’ benefits to wages, salaries, annual leave and long service leave expected to be settled within 12 months represents the amount the Shire has a present obligation to pay resulting from employees services provided to balance date. The provision has been calculated at nominal amounts based on remuneration rates the Shire expects to pay and includes related on‐costs. (ii) Annual Leave and Long Service Leave (Long‐term Benefits) The liability for long service leave is recognised in the provision for employee benefits and measured as the present value of expected future payments to be made in respect of services provided by employees up to the reporting date using the project unit credit method. Consideration is given to expected future wage and salary levels, experience of employee departures and periods of service. Expected future payments are discounted using market yields at the reporting date on national government bonds with terms to maturity and currency that match as closely as possible, the estimated future cash outflows. Where the Shire does not have the unconditional right to defer settlement beyond 12 months, the liability is recognised as a current liability.
12 SHIRE OF CARNARVON NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(m) Interest‐bearing Loans and Borrowings All loans and borrowings are initially recognised at the fair value of the consideration received less directly attributable transaction costs.
After initial recognition, interest‐bearing loans and borrowings are subsequently measured at amortised cost using the effective interest method. Fees paid on the establishment of loan facilities that are yield related are included as part of the carrying amount of the loans and borrowings.
Borrowings are classified as current liabilities unless the Council has an unconditional right to defer settlement of the liability for at least 12 months after the balance sheet date.
Borrowing Costs Borrowing costs are recognised as an expense when incurred except where they are directly attributable to the acquisition, construction or production of a qualifying asset. Where this is the case, they are capitalised as part of the cost of the particular asset.
(n) Provisions Provisions are recognised when: The council has a present legal or constructive obligation as a result of past events; it is more likely than not that an outflow of resources will be required to settle the obligation; and the amount has been reliably estimated. Provisions are not recognised for future operating losses.
Where there are a number of similar obligations, the likelihood that an outflow will be required in settlement is determined by considering the class of obligations as a whole. A provision is recognised even if the likelihood of an outflow with respect to any one of item included in the same class of obligations may be small.
(o) Current and Non‐Current Classification In the determination of whether an asset or liability is current or non‐current, consideration is given to the time when each asset or liability is expected to be settled. The asset or liability is classified as current if it is expected to be settled within the next 12 months, being the Council's operational cycle. In the case of liabilities where Council does not have the unconditional right to defer settlement beyond 12 months, such as vested long service leave, the liability is classified as current even if not expected to be settled within the next 12 months. Inventories held for trading are classified as current even if not expected to be realised in the next 12 months except for land held for resale where it is held as non current based on Council's intentions to release for sale.
13 SHIRE OF CARNARVON NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(p) Nature or Type Classifications
Rates All rates levied under the Local Government Act 1995. Includes general, differential, specific area rates, minimum rates, interim rates, back rates, ex‐gratia rates, less discounts offered. Exclude administration fees, interest on instalments, interest on arrears and service charges.
Operating Grants, Subsidies and Contributions Refer to all amounts received as grants, subsidies and contributions that are not non‐operating grants.
Non‐Operating Grants, Subsidies and Contributions Amounts received specifically for the acquisition, construction of new or the upgrading of non‐current assets paid to a local government, irrespective of whether these amounts are received as capital grants, subsidies, contributions or donations.
Profit on Asset Disposal Profit on the disposal of assets including gains on the disposal of long term investments. Losses are disclosed under the expenditure classifications.
Fees and Charges Revenues (other than service charges) from the use of facilities and charges made for local government services, sewerage rates, rentals, hire charges, fee for service, photocopying charges, licences, sale of goods or information, fines, penalties and administration fees. Local governments may wish to disclose more detail such as rubbish collection fees, rental of property, fines and penalties, other fees and charges.
Service Charges Service charges imposed under Division 6 of Part 6 of the Local Government Act 1995. Regulation 54 of the Local Government (Financial Management) Regulations 1996 identifies the These are television and radio broadcasting, underground electricity and neighbourhood surveillance services. Exclude rubbish removal charges. Interest and other items of a similar nature received from bank and investment accounts, interest on rate instalments, interest on rate arrears and interest on debtors.
Interest Earnings Interest and other items of a similar nature received from bank and investment accounts, interest on rate instalments, interest on rate arrears and interest on debtors.
Other Revenue / Income Other revenue, which can not be classified under the above headings, includes dividends, discounts, rebates etc.
Employee Costs All costs associate with the employment of person such as salaries, wages, allowances, benefits such as vehicle and housing, superannuation, employment expenses, removal expenses, relocation expenses, worker's compensation insurance, training costs, conferences, safety expenses, medical examinations, fringe benefit tax, etc.
Materials and Contracts All expenditures on materials, supplies and contracts not classified under other headings. These include supply of goods and materials, legal expenses, consultancy, maintenance agreements, communication expenses, advertising expenses, membership, periodicals, publications, hire expenses, rental, leases, postage and freight etc. Local governments may wish to disclose more detail such as contract services, consultancy, information technology, rental or lease expenditures.
Utilities (Gas, Electricity, Water, etc.) Expenditures made to the respective agencies for the provision of power, gas or water. Exclude expenditures incurred for the reinstatement of roadwork on behalf of these agencies.
14 SHIRE OF CARNARVON NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(q) Nature or Type Classifications (Continued)
Insurance All insurance other than worker's compensation and health benefit insurance included as a cost of employment.
Loss on asset disposal Loss on the disposal of fixed assets.
Depreciation on non‐current assets Depreciation expense raised on all classes of assets.
Interest expenses Interest and other costs of finance paid, including costs of finance for loan debentures, overdraft accommodation and refinancing expenses.
Other expenditure Statutory fees, taxes, provision for bad debts, member's fees or levies including WA Fire Brigade Levy and State taxes. Donations and subsidies made to community groups.
(r) Statement of Objectives
Council has adopted a 'Plan for the future' comprising a Strategic Community Plan and Corporate Business Plan to provide the long term community vision, aspirations and objectives.
Based upon feedback received from the community the vision of the Shire is: "A wonderful place to live, work, invest and visit with the community working together to achieve shared objectives"
The Strategic Community Plan defines the key objectives of the Shire as: "Economic: A strong, resilient and balanced economy. Environment: Our unique natural and built environment is protected and enhanced. Social: Our community enjoys a high quality of life. Civic Leadership: A collaborative and engaged community."
(s) Reporting Programs
Council operations as disclosed in this statement encompass the following service orientated activities/programs:
GOVERNANCE Expenses associated with provision of services to members of council and elections. Also included are costs associated with computer operations, corporate accounting, corporate records and asset management. Costs reported as administrative expenses are redistributed in accordance with the principle of activity based costing (ABC).
GENERAL PURPOSE FUNDING Rates and associated revenues, general purpose government grants, interest revenue and other miscellaneous revenues such as commission on Police Licensing. The costs associated with raising the above mentioned revenues, eg. Valuation expenses, debt collection and overheads.
LAW, ORDER, PUBLIC SAFETY Enforcement of Local Laws, fire prevention, animal control and provision of ranger services.
HEALTH Health inspection services, food quality control, mosquito control and contributions towards provision of medical health services.
15 SHIRE OF CARNARVON NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(s) Reporting Programs (Continued)
HOUSING Provision and maintenance of rented housing accommodation for pensioners and employees.
COMMUNITY AMENITIES Sanitation, sewerage, stormwater drainage, protection of the environment, public conveniences, cemeteries and town planning.
RECREATION AND CULTURE Parks, gardens and recreation reserves, library services, television and radio re‐broadcasting, swimming facilities, walk trails, youth recreation, Visitor Centre, boat ramps, foreshore and Civic Centre.
TRANSPORT Construction and maintenance of roads, footpaths, drainage works, parking facilities, traffic control, depot operations, plant purchase, marine facilities and cleaning of streets.
ECONOMIC SERVICES Tourism, community development, pest control, building services, caravan parks and private works.
OTHER PROPERTY & SERVICES Plant works, plant overheads and stock of materials.
16 STATEMENT OF BUDGET AMENDMENTS (Statutory Reporting Program) For the Period Ended 30 November 2015
Note 2: EXPLANATION OF MATERIAL VARIANCES
Timing/ Reporting Program Var. $Var. % Var. Permanent Explanation of Variance Operating Revenues $% Variance due to Year to Date Budget Profiling and unbudgetted Lease income for advertising signage and temporary sub licence fee for Coral Governance 88,779 80.55% Timing Bay fuel facility General Purpose Funding ‐ Rates 6,558 0.15% General Purpose Funding ‐ Other (27,965) (2.11%) Budget profiling issue with anticipated WANDRRA funds for cyclone Law, Order and Public Safety (285,195) (64.47%) Timing Olwyn expenses Health (5,794) (19.94%) Variance due to Year to Date Budget Profiling ‐ IAS funding yet to be Education and Welfare 54,622 25.93% Timing received Housing (6,107) (16.02%) Community Amenities 82,240 5.53% Variance due to Year to Date Budget Profiling, grant monies not yet Recreation and Culture (21,493) (13.92%) Timing received Variance due to Year to Date Budget Profiling ‐ anticipated funds from Main Roads for cyclone Olwyn expenses and timing issue with income Transport (177,292) (24.56%) Timing from landing fees at airport. Timing issue with receipt of November income for Visitors Centre Economic Services (58,073) (19.77%) Timing booking sales Other Property and Services (557,790) (99.57%) Timing Variance due to Year to Date Budget Profiling
Operating Expense Governance (212,382) (36.56%) Timing ABC allocation profile issue General Purpose Funding 20,117 24.53% Timing ABC allocation profile issue Variance due to Year to Date Budget Profiling ‐ less than anticipated Law, Order and Public Safety 285,780 45.50% Timing expenditure for cyclone Olwyn Health 48,016 14.91% Timing Variance due to Year to Date Budget Profiling Education and Welfare 275,512 41.37% Timing Variance due to Year to Date Budget Profiling Housing 22,158 30.72% Timing Depreciation yet to be applied for 15/16 financial year Community Amenities 232,619 21.89% Timing Variance due to Year to Date Budget Profiling Depreciation yet to be applied for 15/16 financial year and year to date Recreation and Culture 810,491 38.72% Timing profiling issue Depreciation yet to be applied for 15/16 financial year and year to date Transport 3,392,529 79.71% Timing profiling issue Variance due to Year to Date Budget Profiling and ABC allocation Economic Services 83,333 15.17% Timing profile issue
Other Property and Services (152,043) (112.65%) Timing Variance due to journal of insurance expenses needs to be completed.
Capital Revenues
Grants, Subsidies and Contributions 173,811 Timing Variance due to Year to Date Budget Profiling Proceeds from Disposal of Assets 0 0.00%
Capital Expenses Land and Buildings (503,444) (54.04%) Timing Variance due to Year to Date Budget Profiling Office Furniture & Eqipment 17,798 51.59% Plant and Equipment (2,310) (21.00%) Infrastructure Assets ‐ Roads 742,954 97.49% Infrastructure Assets ‐ Footpaths (685) Infrastructure Assets ‐ Bridges 0 Infrastructure Assets ‐ Drainage 40,000 100.00% Timing Variance due to Year to Date Budget Profiling Infrastructure Assets ‐ Parks & Ovals 0 Infrastructure Assets ‐ Levee Systems 0 Infrastructure Assets ‐ Airport 632,132 99.81% Timing Variance due to Year to Date Budget Profiling Infrastructure Assets ‐ Carparks 0 Infrastructure Assets ‐ Other Infrasrtucture 28,772 15.78% Timing Variance due to Year to Date Budget Profiling Infrastructure Assets ‐ Landfill 0
Financing Loan Principal (606,613) 163.38%
17 NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
Note 3: NET CURRENT FUNDING POSITION Positive=Surplus (Negative=Deficit)
YTD 30 Nov YTD 30 Nov Note 2015 30th June 2015 2014 $$ $ Current Assets Cash Unrestricted 4 4,759,485 5,636,675 3,002,800 Cash Restricted 4 10,149,613 9,310,466 10,470,175 Receivables ‐ Rates 6 1,346,522 6,217 1,108,031 Receivables ‐Other 6 1,049,793 1,069,004 2,497,420 Inventories 116,132 95,862 83,290
17,421,545 16,118,224 17,161,716
Less: Current Liabilities Payables (559,855) (1,618,369) (611,974) Provisions (1,223,238) (1,223,238) (1,349,634) (1,783,094) (2,841,607) (1,961,608) 04 Less: Cash Reserves 7 (10,149,610) (1,873,668) (10,470,175) Less: Provisions 1,223,238 1,223,238 1,349,634
Net Current Funding Position 6,712,079 12,626,187 6,079,567
Note 3 ‐ Liquidity Over the Year 12,000 2014‐15 10,000 2015‐16 2013‐14 8,000
6,000
Amount Amount $ ( '000s) 4,000
2,000
0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Comments ‐ Net Current Funding Position
18 Shire of Carnarvon NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
Note 4: CASH AND INVESTMENTS
Interest Unrestricted Restricted Trust Total Institution Maturity Rate $ $ $ Amount $ Date (a) Cash Deposits Cash 10,720,164.22 10,720,164 ANZ / WATC At Call Cash At Hand 4,759,485.11 4,759,485 ANZ At Call Investments ‐570,551.58 (570,552) ANZ At Call 2 TRUST FUND CASH AT BANK 188,752.06 188,752 ANZ On Hand
Total 4,759,485 10,149,613 188,752 15,097,850
Comments/Notes ‐ Investments
19 NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
Note 5: BUDGET AMENDMENTS Amendments to original budget since budget adoption. Surplus/(Deficit)
GL Job Account Account Decrease in Code Code Description Classification Original Budget Available Cash Current Budget $$$ 02J2 COMMUNITY GROWTH FUND ‐ GENERAL $121,006.00 ‐$25,000.00 $96,006.00 3112 0505 CIVIC CENTRE‐BUILD MAINT $293,111.00 ‐$82,000.00 $211,111.00 3434 G024 LAND & BUILDINGS LIBRARY/ART GALLERY $221,950.00 $98,000.00 $319,950.00 3800 R014 OTHER INFASTRUCTURE $335,337.00 $232,000.00 $567,337.00 45B2 ECONOMIC DEVELOPMENT STRATEGIC PLANNING $0.00 $25,000.00 $25,000.00 3485 TRANS FROM LAND & INFRASTRUCTURE DEVELOPMENT ‐$200,000.00 ‐$298,000.00 ‐$498,000.00 7531 FROM LAND & INFRASTRUCTURE DEVELOPMENT $200,000.00 $298,000.00 $498,000.00 4142 OTHER $0.00 $50,000.00 $50,000.00 0732 FIRE PREVENTION/FIGHTING $5,653.00 $65,197.00 $70,850.00 6182 086 OTHER YOUTH PROJECTS $0.00 $5,423.00 $5,423.00 2983 REIMBURSEMENTS $0.00 ‐$50,000.00 ‐$50,000.00 11D2 ESL ‐ SES $21,920.00 $31,700.00 $53,620.00 1203 ESL OPERATING GRANT ‐ SES ‐$21,365.00 ‐$31,180.00 ‐$52,545.00 1823 GRANTS (MOSQUITO FUNDING) ‐$4,107.00 ‐$10,864.00 ‐$14,971.00 1822 0228 MOSQUITO/VERMIN CONTROL $24,599.00 $10,864.00 $35,463.00 1863 SEPTIC TANK APPLICAT FEE ‐$1,000.00 $1,000.00 $0.00 1783 ONSITE SEWAGE TREATMENT APPROVALS ‐$4,000.00 ‐$1,000.00 ‐$5,000.00 4102 4100 EMPLOYMENT COSTS $188,484.00 ‐$34,521.00 $153,963.00 2382 EMPLOYEE COSTS $97,866.00 ‐$34,521.00 $63,345.00 0252 EMPLOYEE COSTS $1,475,314.00 $69,042.00 $1,544,356.00 2992 0482 PUBLIC CONVENIENCES $175,521.40 $500.00 $176,021.40 3332 0597 GASCOYNE GAMES CONTRIBUTI $20,000.00 ‐$10,000.00 $10,000.00 4632 PRIVATE WORKS/REINSTATEME $10,000.00 $10,000.00 $20,000.00 4683 PRIVATE WORKS/REINSTATEMENTS ‐$14,000.00 ‐$13,000.00 ‐$27,000.00 3850 9004 FOOTPATH/CYCLEWAY CONST. $100,000.00 ‐$8,640.00 $91,360.00
3,046,289 298,000 3,344,289
20 NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015 Note 6: RECEIVABLES
Receivables ‐ Rates Receivable YTD 30 Nov 2015 30 June 2015 Receivables ‐ General Current 30 Days 60 Days 90+Days $$$ $ $ $ Receivables ‐ General 146,207 82,349 11,980 56,354 Opening Arrears Previous Years 259,568 214,777 Levied this year 4,462,912 4,105,474 Total Receivables General Outstanding 296,889 Less Collections to date (3,375,957) (5,484,959) Equals Current Outstanding 1,346,522 259,568 Amounts shown above include GST (where applicable)
Net Rates Collectable 1,346,522 259,568 Note 6 ‐ Accounts Receivable (non‐rates) % Collected 71.49% 126.96%
Note 6 ‐ Rates Receivable 90+Days 3,000 19% 2014‐15 2,500 2015‐16
2,000 60 Days $('000s) 1,500 4% Current 1,000 49% Amount
500
0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 30 Days 28%
Comments/Notes ‐ Receivables Rates Comments/Notes ‐ Receivables General
21 NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
Note 7: Cash Backed Reserve
2015‐16 Amended Amended Amended Amended Budget Actual Budget Actual Budget Actual Budget Interest Interest Transfers In Transfers In Transfers Out Transfers Out Transfer out Closing Actual YTD Closing Name Opening Balance Earned Earned (+) (+) (‐) (‐) Reference Balance Balance $ $$$$ $ $ $ $ Leave Reserve 131,417 5,180 1,671 0 0 0 0 136,597 133,088 Plant Reserve 125,619 4,951 2,732 100,000 0 0 0 230,570 128,351 Waste Disposal Reserve 37,513 1,479 1,183 145,798 0 (90,000) 0 94,790 38,696 Property Infrastructure Reserve 1,692 67 22 0 0 0 0 1,759 1,714 Staff Housing Reserve 694,189 31,982 10,467 140,000 0 0 0 866,171 704,656 Civic Centre Reserve 102,499 1,940 429 200,000 0 (275,000) 0 29,439 102,928 I.T. Replacement Reserve 51,416 2,008 767 10,000 0 0 0 63,424 52,183 Airport Reserve 30,074 1,874 5,494 1,230,000 780,000 (780,000) 0 481,948 815,568 Coral Bay Tip Reserve 21,617 852 48 0 0 (20,000) 0 2,469 21,665 Surge/Fascine Wall Reserve 6,195 244 419 70,000 0 0 0 76,439 6,614 Town Planning Scheme Reserve 22,957 905 156 10,000 0 (22,000) 0 11,862 23,113 Fascine Dredging Reserve 1,320 52 811 30,000 0 0 0 31,372 2,131 Flood Mitigation Reserve 10,405 410 473 30,000 0 0 0 40,815 10,878 OTC/NASA Reserve 7,828 309 326 20,000 0 0 0 28,137 8,154 Blowholes Reserve 21,282 839 497 20,000 0 0 0 42,121 21,779 Unspent Grants and Contributions Reserve 7,062,057 107,400 19,901 0 0 (7,062,057) 0 Recoup Unspent 107,400 7,081,958 Land and Infrastructure Development Reserve 956,335 47,782 12,275 200,000 0 (498,000) 0 706,117 968,610 Asset Replacement Reserve 26,049 1,027 898 50,000 0 0 0 77,076 26,947 Emergency Response Reserve 0 0 567 50,000 0 0 0 50,000 567 Mosquito Management Reserve 0 0 10 882 0 0 0 882 10 9,310,466 209,301 59,146 2,306,680 780,000 (8,747,057) 0 3,079,388 10,149,610
22 NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015 Note 8 CAPITAL DISPOSALS
Amended Current Budget Actual YTD Profit/(Loss) of Asset Disposal YTD 30 11 2015
Disposals Amended Annual Profit Budget Actual Cost Accum Depr Proceeds (Loss) Profit/(Loss) Profit/(Loss) Variance Comments $$$ $ $ $ $ Sale of Land 437,060 (205,496) 780,000 548,436 Lot 1004 Olivia TCE 546,999 548,436 1,437 Sale of car park 0 00 04 0 00
437,060 (205,496) 780,000 548,436 546,999 548,436 1,437
Profit 548,436 Loss ‐
Comments ‐ Capital Disposal/Replacements
23 NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 November 2015
Note 9: RATING INFORMATION Rate in Number Rateable Rate Interim Back Total Amended Budget Amended Budget Amended Budget Amended Budget $of Value Revenue Rates Rates Revenue Rate Interim Back Total Properties $ $ $ $ $ Revenue Rate Rate Revenue RATE TYPE $$$$ Differential General Rate GRV 7.6900 1,876 45,558,965 3,503,484 18,593 7,952 3,530,028 3,502,539 15,000 4,886 3,522,425 UV Mining 11.0596 24 615,879 68,114 0 0 68,114 68,114 0 0 68,114 UV Pastoral 6.0326 32 2,834,890 171,018 0 0 171,018 171,199 0 0 171,199 UV Intensive Horticulture (Plantations) 0.7517 168 67,234,000 505,398 0 0 505,398 505,398 0 0 505,398 Sub‐Totals 2,100 116,243,734 4,248,014 18,593 7,952 4,274,558 4,247,249 15,000 4,886 4,267,135 Minimum Minimum Payment $ GRV 865.00 208 1,538,649 179,920 0 0 179,920 180,785 0 0 180,785 UV Mining 240.00 23 16,967 5,520 0 5,520 5,520 0 0 5,520 UV Pastoral 368.00 4 7,800 1,472 0 0 1,472 1,472 0 0 1,472 UV Intensive Horticulture (Plantations) 721.00 2 10,000 1,442 0 0 1,442 1,442 0 0 1,442
Sub‐Totals 237 1,573,416 188,354 0 0 188,354 189,219 0 0 189,219 4,462,912 4,456,354
Amount from General Rates 4,462,912 4,456,354 Ex‐Gratia Rates 0 Specified Area Rates 180,053 180,000 Totals 4,642,965 4,636,354
24 NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
10. INFORMATION ON BORROWINGS (a) Debenture Repayments
Principal New Principal Principal Interest 1‐Jul‐15 Loans Repayments Outstanding Repayments Amended Amended Amended Particulars Actual Budget Actual Budget Actual Budget $$$$$$
Loan 213 ‐ Staff Housing 64,663 4,781 9,707 59,882 54,956 1,671 3,593
Loan 211 ‐ Library/Art Gallery 190,732 35,561 84,125 155,171 106,607 5,312 11,326
Loan 215 ‐ Infrastructure Development 467,579 63,114 127,417 404,465 340,162 7,800 16,801
Loan 216 ‐ Airport Works 0 550,000 0 23,494 0 (23,494) ‐ 9,488
Loan 212 ‐ Plant Purchase 0 0000 ‐ 0
Loan 214 ‐ Plant Purchase 04 402,249 131,869 265,939 270,380 136,310 5,945 12,867
1,125,223 550,000 235,324 510,682 889,900 614,541 20,728 54,075
All debenture repayments were financed by general purpose revenue.
(b) New Debentures
The Shire of Carnarvon anticipates to source new loan funds for Airport works in the 2015/16 year, but no new debentures were raised during this reporting period
25 NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015 Note 11: GRANTS AND CONTRIBUTIONS
Program/Details Grant Provider Approval 2015‐16 Variations Operating Capital Recoup Status GL Amended Additions Received Not Received Budget (Deletions) (Y/N) $ $ $ $ $ $ GENERAL PURPOSE FUNDING 0071 Grants Commission ‐ General WALGGC Y 1,851,375 0 1,851,375 0 911,506 939,870 0111 Grants Commission ‐ Roads WALGGC Y 494,251 0 494,251 0 247,070 247,182
LAW, ORDER, PUBLIC SAFETY 0805 FESA Grant ‐ Operating Bush Fire Brigade Dept. of Fire & Emergency Serv. Y 3,245 0 3,245 0 2,713 533 1203 Grant FESA ‐ SES Dept. of Fire & Emergency Serv. Y 52,545 0 52,545 0 7,350 45,195 1273 DFES Community Emergency Manager Dept. of Fire & Emergency Serv. 118,383 0 118,383 0 7,378 111,005
COMMUNITY DEVELOPMENT 6063 DYS&R Club Development Dept. Sport & Recreation Y 38,000 0 38,000 0 0 38,000 1963 Aged Care Contributions GDC Y 180,000 0 180,000 0 0 180,000 1393 Indigenous Advancement Strategy Dept. of Premier & Cabiney Y 100,000 0 100,000 0 0 100,000 04 1353 Youth Outreach Dept of justice & Family & Child Servic Y 405,894 0 405,894 248,402 157,492
HEALTH 1823 Grants ‐Mosquito Funding Dept. of Health 14,971 0 14,971 0 14,971 0
COMMUNITY AMENITIES 4013 Local planning Study Dept of Planning Y 120,000 0 120,000 0 0 120,000
RECREATION AND CULTURE 3163 Carnarvon Civic Centre LotteryWest Y 46,000 0 46,000 0 0 46,000 3203 Carnarvon Aquatic Centre Dept. Sport & Recreation 30,000 0 30,000 0 0 30,000 3505 Library Activities Children's Book Council Y 4,000 0 4,000 0 0 4,000 3723 Overseas Telecommunication Centre LotteryWest 30,676 0 30,676 0 28,087 2,589
TRANSPORT 3841 RRG Grants ‐ Capital Projects Regional Road Group Y 639,048 0 0 639,048 173,811 465,237 4091 Main Roads WA Direct Grant Y 245,200 0 245,200 0 245,200 0 4133 Grants Other ‐ Coral Bay Airport RADS 22,000 0 22,000 0 0 22,000 4603 Regional Airports RADS 2,500,000 0 0 2,500,000 0 2,500,000
TOTALS 6,895,588 0 3,756,540 3,139,048 1,886,486 5,009,102
Operating Operating 3,756,540 1,712,675 Non‐Operating Non‐operating 3,139,048 173,811 6,895,588 1,886,486
26 Shire of Carnarvon NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 November 2015
Note 12: TRUST FUND
Funds held at balance date over which the Shire has no control and which are not included in this statement are as follows:
Opening Closing Balance Amount Amount Balance Description 1 Jul 15 Received Paid 30‐Nov‐15 $$ $ $ BUILDING IN TRAINING FUND 0 15,514 (5,108) 10,406 CIVIC CENTRE AIRCONDITIONING 51 0 0 51 CIVIC CENTRE HIRE 6,129 21,480 (18,095) 9,514 FOOTPATH DEPOSITS 20,299 0 0 20,299 FOOTPATHS CASH IN LIEU 7,200 0 0 7,200 P.O.S.DEPOSITS 110,374 0 0 110,374 PERTH GLORY FLOOD RELIEF 12,500 0 0 12,500 PRIVATE WORKS 1,000 1,000 0 2,000 SHIRE FACILITY DEPOSIT 5,550 1,380 (2,330) 4,600 SUNDRY 2,438 0 2,438 PIONEER CEMETERY 6,394 51 0 6,445 SUSPENSE 5,219 150 (150) 5,219 UNCLAIMED MONIES 5,462 0 (1,320) 4,142 NOMINATION DEPOSIT 0 1,040 (1,040) 0
182,616 40,615 (28,043) 195,187
27 Schedule 8.2.3 SHIRE OF CARNARVON INVESTMENTS HELD AS AT 30 NOVEMBER 2015
Fund Amount Type Interest Term Maturity Date Invested with
Municipal 4,914,207.71 Online Cash Management 1.30% On call On call ANZ Bank
Trust 207,798.73 Cash Management Daily return On call On call ANZ Bank
Reserves 270.99 Cash Management Daily return On Call On Call ANZ Bank 7,749,497.62 Online Cash Management 1.30% On Call On Call ANZ Bank
Short Term Investments 1,493,644.82 Term Deposit 1.95% 31 Days 01.12.2015 WA Treasury Corp Short Term Investments 6,444.43 Term Deposit 1.90% 30 Days 15.11.2015 ANZ Bank
14,371,864.30 Schedule 8.2.4
SHIRE OF CARNARVON
POLICY
POLICY NO C007 POLICY CORPORATE CREDIT CARD RESPONSIBLE DIRECTORATE CORPORATE COUNCIL ADOPTION Date: 27.5.14 Resolution No. FC 5/5/14 REVIEWED/MODIFIED Date: 25.8.15 Resolution No. FC 4/8/15 Date: Resolution No. LEGISLATION Nil RELEVANT DELEGATIONS
OBJECTIVE
POLICY STATEMENT
All cardholders must have either the authority or delegated authority to commit Council to expenditure. The Council must approve Corporate Credit Cardholders.
1.0 Personal Use
The credit card is for official Council business only and is not to be used to obtain personal items under any circumstances. Breaches may constitute disciplinary action in accordance with Council‘s policies, the immediate withdrawal of the facility and possible action under the Criminal Code.
2.0 Use by Persons other than the Cardholder
Cardholders must not allow their card to be used by other persons per condition 18 of the Visa Business Card Conditions of Use, even in absences. This is to ensure that the cardholder has full responsibility for the use of the card and breaches of this condition will result in the Council being liable for any unauthorised transactions.
3.0 Corporate Credit Cardholder Responsibilities
3.1 Ensure corporate credit cards are maintained in a secure manner and guarded against improper use.
3.2 Corporate credit cards are to be used only for Council official activities, there is no approval given for any private use.
3.3 All documentation regarding a corporate credit card transaction is to be retained by the cardholder and produced as part of the reconciliation procedure.
3.4 Credit limits are not to be exceeded.
3.5 Purchases on the corporate credit card are to be made in accordance with Shire of Carnarvon - Purchasing Policy.
3.6 Reconciliation is to be completed within 7 days of the date of the corporate credit card statement being issued.
3.7 Corporate credit cards are to be returned to the Executive Manager Corporate Services on or before the employee‘s termination date with a full acquittal of expenses.
3.8 All cardholder responsibilities as outlined by the card provider.
4.0 Corporate Credit Card Reconciliation Procedures
4.1 Corporate Credit Card statement accounts will be issued to the relevant cardholder who will, within 7 days, acquit the transactions on the account. A template is attached to this policy identifying the reconciliation requirements.
4.2 Transactions will be supported by a GST invoice stating the type of goods purchased, amount of goods purchased and the price paid for the goods. The receipt shall meet the requirements of the Goods and Services Tax Act 1999 to enable a GST rebate to be applied.
4.3 Transactions shall be accompanied by a job number for costing purposes.
4.4 If no supporting documentation is available the cardholder will provide a declaration detailing the nature of the expense and must state on that declaration all expenditure is of a business nature‘. Approval of this expense is referred to the Chief Executive Officer for a decision.
4.5 Should approval of expenses be denied by the Chief Executive Officer recovery of the expense shall be met by the cardholder.
4.6 The cardholder shall sign and date the credit card statement with supporting documentation attached stating all expenditure is of a business nature.
4.7 A monthly report of all credit card transactions will be included in the accounts for payment report presented to Council.
5.0 Use of Cards
Corporate Credit Cards must not be used to purchase fuel products for Council vehicles unless in exceptional circumstances – a fuel card should be used for this purpose where possible.
6.0 Disputed Transactions
Council is responsible for paying all accounts on the monthly credit card statement and the bank processes a direct debit from Council‘s operating bank account for such.
When a Cardholder believes that charges are incorrect they should first contact the supplier to determine the causes of the discrepancy and if necessary the Creditors Officer will notify the bank in writing.
Any amounts in dispute must be highlighted on the copy of the Cardholders statement and a copy of the written notification to the bank attached.
7.0 Cancelled Cards
Cancellation of a Credit Card may be necessary where the:
(a) Cardholder changes job function within Council (b) Cardholder terminates employment with Council (c) Council terminates employment with the Cardholder (d) Card is no longer required (e) Cardholder has not adhered to set procedures (f) Misuse of the Credit Card.
8.0 Review of Corporate Credit Card Use
All receipts and documentation will be reviewed and any expenses that do not appear to represent fair and reasonable business expenses shall be referred to the Chief Executive Officer for a decision.
9.0 Procedures for Lost, Stolen and Damaged Cards
The loss or theft of a credit card must be immediately reported by the cardholder to the card provider regardless of the time or day discovered. The cardholder must also formally advise the Director Corporate and Community Services of the loss or theft on the next working day.
Advice of a damaged card is to be provided to the Director Corporate and Community Services who will arrange a replacement.
10.0 Additional Cardholders
The CEO is the primary cardholder for the Shire and may delegate additional cardholders within the Shire‘s approved total credit limit.
Individual Credit Card limits within the total credit limit must be as follows:
CEO $5000 Executive Managers $3000 Executive Officer $3000 Others (as issued by CEO) $500
11.0 Corporate Credit Cardholder Agreement
I (insert cardholder name) acknowledge and accept the below listed conditions of use of the Shire of Carnarvon Corporate Credit Card:
11.1 Ensure corporate credit cards are maintained in a secure manner and guarded against improper use.
11.2 Corporate credit cards are to be used only for Shire of Carnarvon official activities as prescribed by the Chief Executive Officer, there is no approval given for any private use.
11.3 Ensure no one else uses the credit card.
11.4 All documentation regarding a corporate credit card transaction is to be retained by the cardholder and produced as part of the reconciliation procedure.
11.5 Credit limits are not to be exceeded.
11.6 Observe all cardholder responsibilities as outlined by the card provider.
11.7 Purchases on the corporate credit card are to be made in accordance with Shire of Carnarvon Purchasing Policy.
11.8 Reconciliation is to be completed within 7 days of the date of credit card statement being issued on the supplied template.
11.9 Transactions will be supported by a GST invoice stating the type of goods purchased, amount of goods purchased and the price paid for the goods. The receipt shall meet the requirements of the Goods and Services Tax Act 1999 to enable a GST rebate to be applied.
11.10 Transactions shall be accompanied by a job number, cost centre and element type for costing purposes.
11.11 If no supporting documentation is available the cardholder will provide a declaration detailing the nature of the expense and must state on that declaration all expenditure is of a business nature. Approval of this expense is referred to the Chief Executive Officer for a decision.
11.12 Should approval of expenses be denied by the Chief Executive Officer recovery of the expense shall be met by the cardholder.
11.13 The cardholder shall sign and date the corporate credit card statement with supporting documentation attached stating all expenditure is of a business nature.
11.14 Lost or stolen cards shall be reported immediately to the card provider and a written account of the circumstances shall be provided to the Executive Manager Corporate Services on the next working day.
11.15 Credit cards are to be returned to the Executive Manager Corporate Services on or before the employees termination date with a full acquittal of expenses.
Failure to comply with any of these requirements could result in the card being withdrawn from the employee. In the event of loss or theft through negligence or failure to comply with the Shire of Carnarvon Corporate Credit Card Policy any liability arising may be passed on to the cardholder.
EXPLANATORY NOTES:
APPLICATION/S:
CORPORATE CREDIT CARD RECONCILIATION
TRANS DATE CREDITOR DESCRIPTION COA/JOB CC EM
Signed: (cardholder) ………………………………………………………………………….. Date: (insert date) ......
Please attach all invoices to this template, noting the following:
1. Must be a valid tax invoice (please contact Creditors if you have any queries regarding this) 2. A job number, cost centre and element type must be allocated for each invoice 3. Please state what each invoice is for i.e. flights to Melbourne for Water Conference, lunch for supervisors 4. If item is food/beverage/entertainment related please record who was in attendance i.e. 2 staff members, 4 elected members, 2 others
** If no tax invoice is supplied a declaration of expenditure must be provided for consideration to the Chief Executive Officer. I certify that all the purchases are of a business nature.
Schedule 8.3.1(a) Plans
Schedule 8.3.1(b) Schedule of Submissions – Mr. W. Nayar Submission Content Response Action
I wish to lodge my strongest objection to the Noted. Conditional approval Shire of Carnarvon giving retrospective is recommended. approval to the above application on the following grounds.
I feel that the Shire may have been derelict in Noted. Regrettably, the Conditional approval its duty when the original building plan was error made by staff in is recommended. approved in 2014 by considering the plan providing incorrect advice submitted to be ONE single dwelling and not is admitted and a grouped dwelling notwithstanding the fact bemoaned. However, that the plan clearly depicts 2 x living, 2 x thorough assessment of kitchen, 2 x bath plus bed 1 & 2 repeated the proposed twice in the plan. Had Council studied the development finds that plan more diligently it would have required retrospective approval the applicant to advertise the proposal and may be given, subject to apply for formal approval prior to conditions. construction. Also the building in its current form should not have been approved as the grounds that grouped dwelling require a firewall between individual cells. Retrospective should therefore not been given as the current structure does not comply with the current building requirements for grouped dwellings.
Furthermore, the applicant, in their original Noted and dismissed. This Conditional approval building application in 2014, either comment is accusation is recommended. intentionally or otherwise failed to disclose only. Corrective steps to the Shire that they had altered the were taken through an topography of the land on which the building application has been was to be constructed. Any changes to the made however once the topography of land requires prior planning owner was informed of approval. I consider the failure by the the mistakes made. applicant to obtain prior planning approval from the Shire to be either deliberately deceptive, misleading conduct or at the very least incompetent. Consequently the
Shire did not impose the minimum setback required as this vital piece of information was somehow either intentionally or otherwise conveniently omitted by the applicant back in 2014. The current roof structure depicted in the Noted and dismissed. The Conditional approval drawings prepared by Dowling Giudici & roof structure depicted in is recommended. Associates· appear to be deceptive in the fact the application is that the angle of the pitch does not considered close enough accurately reflect he actual structure to reality to not currently under construction on site. negatively influence the outcome of assessment, as the angle of the pitch has negligible bearing on the issues at hand.
Due to the limited time allowed to lodge Noted and dismissed. The Conditional approval comments, compared time given to the objector is recommended. was statutorily sufficient. to the time allowed the applicants by Council to submit retrospective applications, I have been denied the opportunity to consult with either a qualified Town Planner or Solicitor as neither professional reside in this Shire. Had I been give equal time as the applicant I may have been able to seek the advice
I so desperately needed to better articulate my strong objection to this application being approved retrospectively by Council.
The grouped dwelling appears to have been Noted and dismissed. The Conditional approval constructed at least 5 meters closed (sic – distance cited is is recommended. closer) to my boundary than would have exaggerated (truth is been normally permitted under the current about 2.5m). Regardless, Shire bylaws had Council been properly the negative impact on advised that the topography was altered the property of the without the knowledge or prior approval objector is disputed, as from Council. This has have a very negative, his property is already detrimental and unpleasant effect on the covered and enclosed for peaceful and uninterrupted enjoyment of my privacy. It is contended property. I am justly entitled privacy which that the objector merely should be protected by my Council. prefers having no neighbour where there wasn’t before. A condition requiring the development to screen major openings will further prevent any overlooking.
I would like to draw your attention to the Noted and dismissed. Conditional approval fact that this grouped dwelling was There is no impact from is recommended. constructed in two distinct phases. Firstly the overshadowing, firstly building was completed and occupied with a because overshadowing is very low profile roof. At a later stage the new not regarded a concern in roof currently under construction was added the local climate zone which has had a detrimental overshadowing (Zone 3), and secondly and negative affect on my property. I submit because the development that Council give serious consideration to is to the west of the direct the applicant to remove the second objector, whereas the R- additional roof that has been added since the Codes only require building was completed and occupied. overshadowing assessment to properties to the north.
I also draw your attention to the Bush Fire Noted and dismissed. The Conditional approval Act., which requires land over 2000 square Bush Fire Act itself does is recommended. meters to have a firebreak of 3 meters within not require this directly, 2 meters of the boundary. Under the but rather a Public Notice proposed plan submitted for approval this issued by the Shire under grouped dwelling is 9.810 meters in length the Act. The Notice is very and situated within 2 meters of our common generic in its wording and boundary. This could potentially expose my cannot be read as property to unnecessary and totally universally applicable. unjustified additional fire risk. I therefore Common sense should serve notice that I will seek full redress for prevail with regard to the Council and Councillors for any loss I am actual Bush Fire danger incur as a result of the Shire not enforcing on the site and the compliance with the Bush Fire Act.,. amount of fuel available. The fire safety standards as provided for in the Building Code of Australia is considered sufficient.
I have emailed you pictures of the grouped Noted Conditional approval dwelling which depicts the close proximity to is recommended. the rear of my property and the pitch of the additional roof currently under construction.
As Carnarvon is in a cyclone zone I have Noted. The land has been Conditional approval further concerns regarding the runoff from levelled from being a is recommended. the roof which has the potential to inundate significant slope towards my property from the torrential downpour the objector before. It is that often accompanies tropical cyclones. recommended that any additional runoff that may be caused by the roof be captured by guttering and any other methods to keep such runoff water on site as presented in a required surface water drainage plan.
Photographs:
LOCAL GOVERNMENT RESTRICTED AND PROHIBITED BURNING TIMES
Progressive Schedule
On 3rd February 2012 DFES arranged a full Gazettal of all Local Government Restricted and Prohibited Burning Times as at that date. This was undertaken to provide a contemporary list as at that time.
The last similar action had been undertaken as at 27th October 1995. A scanned version of that 1995 Gazettal Notice is maintained in DFES Legal and legislative Electronic records. This particular 2012 and onwards schedule has been prepared to provide a record that will reflect those Gazetted dates as well as all subsequent variations. All variations are required, by legislation, to be advised to DFES to enable Gazettal by the empowered authority of either the Minister (Prohibited) or Commissioner (Restricted). Whilst this record will never be a guaranteed record of “current” R&PB Times at any particular date it is meant to reflect such.
1
Register of DFES Variations
REF No Gazette Date and Local Government Description of Variation page References Burning Time Variation (new dates)
1/2012 27.03.2012 Page 1524/25 City of Kalgoorlie-Boulder (PBT) 15TH December – 13th April Shire of Laverton (PBT) 1st November – 30th April Shire of West Arthur (PBT) 1st November – 21st February
1/2012 27.03.2012 Page 1525 City of Kalgoorlie-Boulder (RBT) 1st November - 31st May Shire of Katanning (RBT) 15th October -30th April Shire of Laverton (RBT) 31st July – 1st June Shire of Westonia (RBT) 19th September – 31st March
2/2012 20.07.2012 Page 3338 Shire of Woodanilling (RBT) 19TH September – 15th April (Townsites of Dongara and Port Denison only) 3/2012 10.08.2012 Page 3814 Shire of Irwin (RBT) 15th October – 30th April (the remainder of the shire after the exclusion of the townsites of Dongara and Port Denison) 15th October – 30th April
(that portion of the Shire shown as East Zone on 4/2012 14.09.2012 Page 4378 Shire of Plantagenet (RBT) Deposit Plan 44449) 3rd October – 30th April (that portion of the Shire shown as West Zone on Deposit Plan 44449) 2nd November – 30th April 1/2013 21.05.2013 Page 2017 Shire of Wagin (RBT) 1ST October – 30TH April
1/2014 26.8.2014 Page 3085 Shire of Plantagenet (PBT) (that portion of the shire shown as East Zone on deposit plan 44449) 15 November – 28 February.
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(that portion of the shire shown as West Zone on deposit plan 44449) 15 December – 28 February.
1/2015 11.08.2015 page 3224 City of Cockburn (RBT) 1 October – 31 May Shire of Murray (RBT) 1 October – 31 May
1/2015 11.08.2015 page 3224 Shire of Murray (PBT) 1 December – 31 March
3
REF No Local Government Burning Time Variation Description of Variation
1/2014 Shire of Kalamunda (PBT) 1st December 2013 - 14th April 2014 (extension from 31 March) 2/2014 City of Swan (PBT) 15th December 2013 – 14th April 2014 (extension from 31 March) 3/2014 Shire of Murray (PBT) Extended 14 days to include 15 March to 28 March 2014. 4/2014 City of Armadale (PBT) Extended 14 days to include 31 March to 14 April 2014
4
REGISTER OF LOCAL GOVERNMENT INITIATED VARIATIONS 2013-2014
Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Albany C 03.02.2012 3rd October—30th April 03.02.2012 15th November---1st March Generally north of dividing line described in schedule 15 published in the GG of 16.09.1982 at pages 3270 and 3271 Albany C 03.02.2012 9th November—30th April 03.02.2012 22nd December—14th March Generally south and southwest of dividing line described in schedule 15 published in the GG of 16.09.1982 at pages 3270 and 3271 Armadale C 03.02.2012 1st October—31st May 03.02.2012 1st December—31st March Ashburton S 03.02.2012 1January—31 December 03.02.2012 Nil Augusta-Margaret River S 03.02.2012 9th November—12th May 03.02.2012 22nd December—28th February Bassendean T 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Bayswater C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Belmont C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Beverley S 03.02.2012 3rd October—29th March 03.02.2012 15th November—14th February Boddington S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March Boyup Brook S 03.02.2012 9th October—30th April 03.02.2012 21st November—28th February Bridgetown-Greenbushes S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March Brookton S 03.02.2012 19th September---14th April 03.02.2012 1st November—28TH February Broome S 03.02.2012 1st April—31ST December 03.02.2012 NIL Broomehill-Tambellup S 03.02.2012 19th September—15th April 03.02.2012 1ST November—14th February Bruce Rock S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Bunbury C 03.02.2012 15th November—10th May 03.02.2012 30th December—28th March
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Busselton C 03.02.2012 1st November—12th May 03.02.2012 15th December—12th May Cambridge C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Canning C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Capel S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Carnamah S 03.02.2012 17 September—15 March 03.02.2012 15th October—31st January (Eastern Area) Carnamah S 03.02.2012 17 September—15 March 03.02.2012 1st November—31ST January (Western Area) Carnarvon S 03.02.2012 1st November—30th April 03.02.2012 Nil Chapman Valley S 03.02.2012 7th September—29th March 03.02.2012 22nd October—14th February (that portion of the Shire lying generally south-westerly of the dividing line as described in schedule 11 published in the GG of 16.09.1982 at page 3719) Chapman Valley S 03.02.2012 14th August—14th March 03.02.2012 1st October—31st January (that portion of the Shire lying generally north-east of the dividing line as described in schedule 11 published in the GG of 16.09.1982 at page 3719) Chittering S 03.02.2012 19th October—31st May 03.02.2012 1st December—31st March Claremont T 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Cockburn C 11.08.2015 1st October-31 May 03.02.2012 1st December—31st March Collie S 03.02.2012 2nd November—31st May 03.02.2012 15th December—14th March Coolgardie S 03.02.2012 19TH September-12th June 03.02.2012 15th January—30th April (Townsites of Coolgardie and Kambalda only) Coolgardie S 03.02.2012 20th July—12th June 03.02.2012 1st September--30th April
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(Remainder of the Shire after the exclusion of the townsites of Coolgardie and Kambalda)
Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Coorow S 03.02.2012 19th September-29th March 03.02.2012 1st November—14th February (Coastal Strip—that portion of the Shire west of the western boundary of a road approx 60 metres wide situated approx 72kms from and approximately parallel to the Shores of the Indian Ocean from the northerly boundary to the southern boundary of the shire) Coorow S 03.02.2012 16th September-29th March 03.02.2012 15th October—14th February (remainder of the Shire after the exclusion of the coastal strip described above) Corrigin S 03.02.2012 19TH September-15th April 03.02.2012 1st November—1st March Cottesloe T 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Cranbrook S 03.02.2012 1st October-12th April 03.02.2012 1st November—28th February Cuballing S 03.02.2012 1st October-19th April 03.02.2012 1st November—1st March Cue (Townsite) S 03.02.2012 1st October-30th April 03.02.2012 15TH December—31st March Cue (remaining part of S 03.02.2012 1st October-30th September 03.02.2012 15TH December—31st March Shire excluding townsite) Cunderdin S 03.02.2012 19th September-29th March 03.02.2012 1st November—14th February Dalwallinu S 03.02.2012 1st October-15th March 03.02.2012 15th November—14th February Dandaragan S 03.02.2012 19th September-29th March 03.02.2012 1st November—14th February Dardanup S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March Denmark S 03.02.2012 19th November—26th April 03.02.2012 24th December—28th February
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Derby-West Kimberley S 03.02.2012 1st April—14th January 03.02.2012 NIL (Gazetted Fire District) Derby-West Kimberley S 03.02.2012 1st April—14th January 03.02.2012 NIL (remainder of the Shire)
Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Donnybrook-Balingup S 03.02.2012 3rd October—26th April 03.02.2012 15th November—14th March (Nelson locations 3598, 8513, 8758, 9249, 9434, 9696, 10833, 11108, 11725, 11122, 11287, 11815, 11859, 11866, 12087 and 12276.) Donnybrook-Balingup S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March (remainder of the Shire after the exclusion of the above locations) Dowerin S 03.02.2012 20th October—30th April 03.02.2012 6th November—29th February Dumbleyung S 03.02.2012 19th September-31st March 03.02.2012 1st November—31st January Dundas S 03.02.2012 1st October—31st March 03.02.2012 15th November—28th February East Fremantle T 03.02.2012 2ND November—30th April 03.02.2012 15TH December—31st March East Pilbara S 03.02.2012 1st January-31st December 03.02.2012 Nil. Esperance S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Exmouth S 03.02.2012 1st October—30TH April 03.02.2012 Nil. Fremantle C 03.02.2012 2ND November—30th April 03.02.2012 15TH December—31st March Gingin S 03.02.2012 1st October—31st May 03.02.2012 22nd November—29th February Gnowangerup S 03.02.2012 15th October—30TH May 03.02.2012 1st November—16th February Goomalling S 03.02.2012 19th September-29th March 03.02.2012 1st November—14th February Gosnells C 03.02.2012 1st October—31ST May 03.02.2012 1st December—31st March Greater-Geraldton C 03.02.2012 1st January-31st December 03.02.2012 19th October—14th March (wards of Champion Bay, Chapman, Port, Tarcoola and Willcock and the localities of Waggrakine, Moresby,
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Woorree, Deepdale, Meru, Narngulu, Cape Burney and Rudds Gully) Greater-Geraldton C 03.02.2012 7th September—7th April 03.02.2012 19th October—14th March (Hills ward excluding the localities of Waggrakine, Moresby, Woorree, Deepdale, Meru, Narngulu, Cape Burney and Rudds Gully). Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Greater-Geraldton C 03.02.2012 1st October—15th March 03.02.2012 1st November—28th February (Mullewa Ward) Halls Creek S 03.02.2012 1st April—14th January 03.02.2012 Nil Harvey S 03.02.2012 9th November—29th March 03.02.2012 22nd December—14th February (that portion of the Shire known as the Irrigation areas as described in Schedule no 24 of the GG of 16.09.1982 at pages 3724 to 3725) Harvey S 03.02.2012 2nd November—12th April 03.02.2012 15th December—28th February (that portion of the Shire known as the western or Coastal area as described in Schedule no 23 of the GG of 16.09.1982 at pages 3724) Harvey S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March (remainder of the Shire after the exclusion of those portions as described in Schedules No 23 and 24 of the GG of 16.09.1982 at pages 3724 and 3725) Irwin S 10.08.2012 15th October—30th April 03.02.2012 1st December—28th February (Townsites of Dongara and Denison only) Irwin S 10.08.2012 15th October—30th April 03.02.2012 1st December—28th February (the remainder of the Shire after the exclusion of the townsites of Dongara and Denison)
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Jerramungup S 03.02.2012 1ST October—1st May 03.02.2012 1st November—1st March Joondalup C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Kalamunda S 03.02.2012 1st October—31st May 03.02.2012 1st December—31st March Kalgoorlie-Boulder C 27.03.2012 1st November—31st May 27.03.2012 15th December—13th April
Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times
Katanning S 27.03.2012 15th October—30th April 03.02.2012 1st November—14th February Kellerberrin S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Kent S 03.02.2012 19th September-22nd March 03.02.2012 1st November—7th February Kojonup S 03.02.2012 1ST October—30th April 03.02.2012 1st November—28th February Kondinin S 03.02.2012 19th September-31st March 03.02.2012 15th November—14th February Koorda S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Kulin S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Kwinana T 03.02.2012 1st October—31st May 03.02.2012 1ST December—31st March Lake-Grace S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Laverton S 27.03.2012 31st July—1st June 27.03.2012 1st November—30th April Leonora S 03.02.2012 20th September—12th May 03.02.2012 1st September—31st March Mandurah C 03.02.2012 1st July—30th June 03.02.2012 1st December—31st March Manjimup S 03.02.2012 19TH November—12th April 03.02.2012 1ST January—28TH February (that portion of the Shire described in Schedule 17 0f the GG of 16.09.1982 at page 3721) Manjimup S 03.02.2012 9th November—26th April 03.02.2012 22nd December—14th March (with the exception of that portion of the Shire described in Schedule 17
10 of the GG of 16.09.1982 at page 3721) Meekatharra S 03.02.2012 1ST October—30th April 03.02.2012 15th December—31st March Melville C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Menzies S 03.02.2012 19th September-15th March 03.02.2012 1ST November—15th March Merredin S 03.02.2012 19th September-15th March 03.02.2012 1ST November—31st January Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Mingenew S 03.02.2012 17th September-15th March 03.02.2012 1ST November—31st January Moora S 03.02.2012 19th September-29th March 03.02.2012 1st November—14th February Morawa S 03.02.2012 15th October—15th March 03.02.2012 15th October—31st January Mosman Park T 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Mount Magnet S 03.02.2012 1ST October—30th April 03.02.2012 15th December—31st March Mt Marshall S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Mukinbudin S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Mundaring S 03.02.2012 1st October—31st May 03.02.2012 15th December—31st March Murchison S 03.02.2012 1ST October—30th April 03.02.2012 NIL Murray S 11.08.2015 1 October – 31 May 11.08.2015 1 December – 31 March Nannup S 03.02.2012 9th November—30th April 03.02.2012 22nd December—28th February Narembeen S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January Narrogin S 03.02.2012 15th October—19th April 03.02.2012 1ST November—1st March Narrogin T 03.02.2012 19th September-31st May 03.02.2012 1ST November—14th February Nedlands C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Ngaanyatjarraku S 03.02.2012 19th August—12th June 03.02.2012 1st October—30TH April Northam S 03.02.2012 19th September-29th March 03.02.2012 1st November—14th February (that portion of the Shire lying east of the eastern boundaries of the Clackline-Toodyay, eastern and great Southern Railway Reserves) Northam S 19th September-5th April 1st November—21st February (that portion of the Shire lying west of the eastern boundaries of the
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Clackline-Toodyay, eastern and great sourthern railway reserves) Northampton S 03.02.2012 17th September-15th April 03.02.2012 15th October—15th February Nungarin S 03.02.2012 1ST October—15th April 03.02.2012 1st November—31st January Peppermint Grove S 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Perenjori S 03.02.2012 17th September-15th March 03.02.2012 1st October—31st January Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Perth C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Pingelly S 03.02.2012 19th September-29th March 03.02.2012 1st November—14th February Plantagenet S 14.09.2012 3rd October—30th April 26.08.2014 15th November—28th February (that portion of the shire shown as East Zone on deposit plan 44449) Plantagenet S 14.09.2012 2nd November—30th April 26.08.2014 15th December—28th February (that portion of the shire shown as West Zone on deposit plan 44449) Port Hedland T 03.02.2012 19th June—12th June 03.02.2012 Nil Quairading S 03.02.2012 16th October—29th March 03.02.2012 1st November—14th February Ravensthorpe S 03.02.2012 1January—30th December 03.02.2012 1st November—31st January Rockingham C 03.02.2012 1st October—31st May 03.02.2012 1st December—31st March Roebourne S 03.02.2012 1st July—30th June 03.02.2012 Nil. Sandstone S 03.02.2012 1st October—30th April 03.02.2012 15th December—31st March Serpentine-Jarrahdale S 03.02.2012 1st October—31st May 03.02.2012 1st December—31st March Sharks Bay S 03.02.2012 1st October—30th April 03.02.2012 15th November—31st March South Perth C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Stirling C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Subiaco C 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Swan C 03.02.2012 1st October—31st May 03.02.2012 1st December—31st March Tammin S 03.02.2012 15th October—15th March 03.02.2012 1st November—14th February Three Springs S 03.02.2012 16th October—15th March 03.02.2012 1st November—28th February Toodyay S 03.02.2012 1st October—30TH April 03.02.2012 1st November—8th March Trayning S 03.02.2012 19th September-31st March 03.02.2012 1st November—7TH February
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Upper Gascoyne S 03.02.2012 1st October—30th April 03.02.2012 Nil Victoria Park T 03.02.2012 2nd November—30th April 03.02.2012 15th December—31st March Victoria Plains S 03.02.2012 1st October—31st March 03.02.2012 1st November—28th February Vincent C 03.02.2012 2ND November—30th April 03.02.2012 15th December—31st March Wagin S 03.02.2012 1st October—30th April 03.02.2012 1st November—14th February Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Wandering S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March (that portion of the Shire west of the eastern boundary of the Canning River and Serpentine catchment areas) Wandering S 03.02.2012 1st October—5th April 03.02.2012 1st November—21ST February (the remainder of the Shire after the exclusion of that portion of the Shire west of the eastern boundary of the Canning River and Serpentine catchment areas) Wanneroo C 03.02.2012 1st October-30th September 03.02.2012 1st December—31st March Waroona S 03.02.2012 9th November—29th March 03.02.2012 22nd December—14th February (that portion of the Shire known as the Irrigation area as described in schedule 28 of the GG of 16.09.1982 at page 3727) Waroona S 03.02.2012 2nd November—12th April 03.02.2012 15th December—28th February (that portion of the Shire known as the Coastal area as described in schedule 25 of the GG of 16.09.1982 at page 3725) Waroona S 03.02.2012 2nd November—12th April 03.02.2012 15th December—28th February (that portion of the Shire known as the central area as described in schedule 27 of the GG of 16.09.1982 at page 3726) Waroona S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March
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(that portion of the Shire known as the Dry Sand area as described in schedule 26 of the GG of 16.09.1982 at page 3726)
Local Government Date of Restricted Burning Date of Prohibited Burning (C) City (S) Shire (T) Town Gazettal Times Gazettal Times Waroona S 03.02.2012 2nd November—26th April 03.02.2012 15th December—14th March (that portion of the Shire known as the Hills area as described in schedule 29 of the GG of 16.09.1982 at page 3727) West Arthur S 03.02.2012 30th September—15th May 27.03.2012 1st November—21st February Westonia S 27.03 .2012 19th September-31st March 03.02.2012 1st November—14th February Wickepin S 03.02.2012 1st October—14th April 03.02.2012 14th November—7th February Williams S 03.02.2012 23rd September-29th March 03.02.2012 1st November—14th February Wiluna S 03.02.2012 20th September—12th May 03.02.2012 1st November—31st March Wongan Hills S 03.02.2012 14th October—31st March 03.02.2012 15th November—11th February Woodanilling S 20.07.2012 19th September-15th April 03.02.2012 1st November—14th February Wyalkatchem S 03.02.2012 19th September-22nd March 03.02.2012 1st November—7th February Wyndham-East Kimberley S 03.02.2012 1st April—14th January 03.02.2012 NIL (Gazetted townsite and irrigation areas) Wyndham-East Kimberley S 03.02.2012 1st April—14th January 03.02.2012 NIL (remainder of the Shire after exclusion of the Gazetted townsite and irrigation areas) Yalgoo S 03.02.2012 1st October—30TH April 03.02.2012 15TH November—31st March Yilgarn S 03.02.2012 19th September-15th March 03.02.2012 1st November—31st January York S 03.02.2012 15th October—14TH April 03.02.2012 1st December—14th February
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