Ordinary Council Meeting 24 September 2013

Shire of Dalwallinu

MINUTES

Ordinary Council Meeting

24 September 2013

Ordinary Council Meeting 24 September 2013

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Ordinary Council Meeting 3 September 2013 ii

CONTENTS PAGE

1.0 OPENING & ANNOUNCEMENT OF VISITORS ...... 1

2.0 ATTENDANCE RECORD ...... 1 2.1 Present ...... 1 2.2 Apologies ...... 1 2.3 Leave Of Absence Previously Granted ...... 1

3.0 PUBLIC QUESTION TIME...... 1

4.0 APPLICATIONS FOR LEAVE OF ABSENCE ...... 2

5.0 MINUTES OF PREVIOUS MEETINGS ...... 2 5.1 Ordinary Council Meeting – 3 September 2013 ...... 2

6.0 NOTICES OF URGENT BUSINESS ...... 2

7.0 MOTIONS OF WHICH NOTICE HAS BEEN RECEIVED ...... 2

8.0 PETITIONS/DEPUTATIONS/PRESENTATIONS/ SUBMISSIONS ...... 2

9.0 MEMBERS REPORTS ...... 2 9.1 Declarations of Interest ...... 2

10.0 MATTERS FOR CONSIDERATION – WORKS ...... 3

11.0 MATTERS FOR CONSIDERATION – COMMUNITY SERVICES ...... 3 11.1 Property Disposal Report on 3 Shannon Street, Dalwallinu ...... 3 11.2 Community Garden ...... 6

12.0 MATTERS FOR CONSIDERATION – TOWN PLANNING ...... 8 12.1 Application for Planning Consent: Lot 700 Huggett Drive, Dalwallinu ...... 8

13.0 MATTERS FOR CONSIDERATION – HEALTH AND BUILDING ...... 11 13.1 Building Approvals ...... 11

Ordinary Council Meeting 3 September 2013 iii

14.0 MATTERS FOR CONSIDERATION – ECONOMIC DEVELOPMENT ...... 13

15.0 MATTERS FOR CONSIDERATION – FINANCE ...... 13 15.1 Outstanding Rates Debtors Report for August 2013 ...... 13 15.2 Accounts for Payment for August 2013 ...... 16 15.3 Monthly Financial Statements for July 2013 ...... 18 15.4 Monthly Financial Statements for August 2013 ...... 20

16.0 MATTERS FOR CONSIDERATION - ADMINISTRATION ...... 22 16.1 Avon Midland Country Zone (AMCZ) – Minutes 23 August 2013 ...... 22 16.2 Sullivan Lodge Accommodation ...... 24 16.3 Display Management at the Dalwallinu Discovery Centre ...... 26

17.0 URGENT BUSINESS BY DECISION OF THE MEETING ...... 28

18.0 CONFIDENTIAL BUSINESS - AS PER LOCAL GOVERNMENT ACT 1995, SECTION 5.23(2) ...... 28

19.0 SCHEDULING OF MEETING ...... 28

20.0 CLOSURE...... 28

21.0 CERTIFICATION ...... 28

Ordinary Council Meeting 3 September 2013 iv

SHIRE OF DALWALLINU

MINUTES of the Ordinary Meeting of Council held at the Council Chambers, Shire Administration Centre, Dalwallinu on Tuesday, 24 September 2013.

1.0 OPENING & ANNOUNCEMENT OF VISITORS

The Chairperson (Deputy President) opened the meeting at 3.33 pm.

2.0 ATTENDANCE RECORD

2.1 Present

Deputy President Cr SC Carter Cr GH Sanderson JP Cr IW Hyde Cr KL Carter Cr J Martin Cr KM McNeill JP Cr AR Dickins Cr WM Dinnie OAM JP

IN ATTENDANCE Chief Executive Officer Mr PJ Crispin Acting Chief Executive Officer Mr KT Jones Manager of Works Mr L Shopov Economic Development and Marketing Officer Miss T Slot Executive Support Officer Mrs GC Matias

2.2 Apologies

Shire President Cr RS Nixon Community Services Manager Miss DA Fortuin

2.3 Leave Of Absence Previously Granted

Nil

3.0 PUBLIC QUESTION TIME

Nil

Ordinary Council Meeting 24 September 2013

Cr IW Hyde left Council Chambers at 3.36pm and returned at 3.37pm.

4.0 APPLICATIONS FOR LEAVE OF ABSENCE

Nil

5.0 MINUTES OF PREVIOUS MEETINGS

5.1 Ordinary Council Meeting – 3 September 2013

MOTION 7816

Moved Cr J Martin Seconded Cr KM McNeill

That the Minutes of the Ordinary Meeting of Council held 3 September 2013 be confirmed.

CARRIED 8/0

6.0 NOTICES OF URGENT BUSINESS

Nil

7.0 MOTIONS OF WHICH NOTICE HAS BEEN RECEIVED

Nil

8.0 PETITIONS/DEPUTATIONS/PRESENTATIONS/ SUBMISSIONS

Nil

9.0 MEMBERS REPORTS

9.1 Declarations of Interest Nil

Ordinary Council Meeting 24 September 2013

10.0 MATTERS FOR CONSIDERATION – WORKS

There was no item for this section.

11.0 MATTERS FOR CONSIDERATION – COMMUNITY SERVICES

11.1 Property Disposal Report on 3 Shannon Street, Dalwallinu

Applicant: Shire of Dalwallinu File No: CP1 Council Properties – Acquisition & Disposals Previous Meeting Reference: Community Services & Economic Development Committee Meeting 17 September 2013 Attachments: Aerial photo – Previously supplied in the CS & ED Committee Meeting Author: Miss Debbie Fortuin

Disclosure of Interest: Nil Date of Report: 09 September 2013 Senior Officer: Mr Peter Crispin

______

Purpose of Report For Council to consider disposing of the house and land at 3 Shannon Street, Dalwallinu.

Background A recent property inspection revealed the need for major maintenance input for the above property. The property is a 4 bedroom house, that was built approximately in the year of 1972 and is now requiring some major renewal work. The property is situated on a block measuring 862 square metres in size. The property is currently untenanted.

Comment The house itself is old and tired. The current air-conditioning is insufficient and requires upgrading. To fit a unit to the main living area would be in the region of $3500 and around $3000 for each room, being four rooms in total. So to install air-conditioning throughout would amount to around $15500. Should Council opt to retain the house, then the air-conditioning would need to be installed prior to it being let, given summer is almost upon us. The option of central air-conditioning is not feasible given the low pitch of the roof which would mean having to remove the roof in order to upgrade the central air-conditioning ducts.

Ordinary Council Meeting 24 September 2013

The house requires a full paint throughout the inside, and requires new floor coverings in the bathroom and kitchen areas, retiling of the wet areas in the bathroom and new tub in the laundry. The floor leading from the bathroom to the kitchen is uneven, indicating some sub- surface subsidence. The ceiling in the 3rd bedroom is cracked and has an indentation in it confirming movement in the foundations. The ceilings in bedrooms 1 and 2 are indented along one section, these will result in severe cracking in the future and will require repair. The kitchen cabinetry needs replacing in the next year or two. The door to the outside shed is buckled and needs replacing. The gas bottles are not secured and would need to be fitted with a lockable cage. It is estimated that to get it to an acceptable liveable standard in the first instance the air- conditioning would need to be installed and this would be in the region of $15500. The rest of the renewal work outlined above would need to be undertaken in the next two to three years at an additional cost of around $15 000. Most of the renewal work would need to be undertaken by contractors given the workload for the Building Maintenance Officers who can only do basic maintenance jobs on the 80 buildings/facilities the Shire is responsible for.

The rental for the current financial year is $9724.

The purchase cost was $70 000 and the current written down value is $34 851,97. It would be anticipated that this house would sell for around $150 000.

Policy Requirements Nil

Legislative Requirements Nil

Strategic Implications Nil

Sustainability Implications

Environment There are no known environmental implications.

Economic As per the report outlined above.

Social (Community Consultation) There has been no community consultation.

Financial Implications If retained, ongoing maintenance costs estimated to exceed $10,000 each year for the next three years, or an income of $150,000 if sold.

Voting Requirements Simple Majority

Ordinary Council Meeting 24 September 2013

Officer Recommendation Tenders are called for the disposal of Lot 3 Shannon Street, Dalwallinu a reserve price set at $150,000 (including GST).

Committee Recommendation That tenders be called for the sale of Lot 3 Shannon Street, Dalwallinu with a reserve price set at $180,000 (including GST) and the proceeds to be deposited in the Land and Building Reserve for asset renewal.

Resolution

MOTION 7817

Moved Cr KL McNeill Seconded Cr AR Dickins

That tenders be called for the sale of Lot 3 Shannon Street, Dalwallinu with a reserve price set at $180,000 and the proceeds to be deposited in the Land and Building Reserve for asset renewal.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

11.2 Community Garden

Applicant: Shire of Dalwallinu File No: ED/24 Previous Meeting Reference: Community Services & Economic Development Committee Meeting – 17 September 2013 Attachments: Aerial Photos – Previously provided in the CS & ED Committee Meeting Author: Miss Tess Slot

Disclosure of Interest: Nil Date of Report: 13 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report For Council to consider allowing the use of Lot 607 and an area of the Recreation centre grounds (to be determined) for the development of Community Gardens.

Background This officer proposes that this land is made available to establish a Community Garden. Upon initial research and investigation relevant funding has been identified in order to establish this project. Further community engagement is required to gauge community interest for initial set- up and upkeep.

Comment Engaging new, elderly and existing residents, to participate in this Community Garden is imperative to its success. Aside from the obvious health benefits of having such a garden, integrating and engaging all of the above residents further supports the desired outcomes of the Regional Repopulation plan

Policy Requirements None known

Legislative Requirements None known

Strategic Implications None known

Ordinary Council Meeting 24 September 2013

Sustainability Implications

Environment Obvious benefits to the environment

Economic Nil

Social (Community Consultation) No community consultation at this stage

Financial Implications Nil

Voting Requirements Simple Majority

Officer Recommendation That Lot 607 and an area of the Recreation Centre grounds, as determined by Council, be made available for the development of Community Gardens.

Committee Recommendation/Resolution

MOTION 7818

Moved Cr AR Dickins Seconded Cr WM Dinnie

That this item be deferred until the December Committee Meeting to allow community consultation to garner the level of support for a community garden.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

12.0 MATTERS FOR CONSIDERATION – TOWN PLANNING

12.1 Application for Planning Consent: Lot 700 Huggett Drive, Dalwallinu

Applicant: Hilton Sprigg File No: LP/10 Previous Meeting Reference: Nil Attachments: Planning application and plans Author: Miss Debbie Fortuin

Disclosure of Interest: Nil Date of Report: 18 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report For Council to consider granting planning consent to Mr Hilton Sprigg to erect a transportable office block on Lot 700 Huggett Drive, Dalwallinu.

Background The Shire of Dalwallinu has received an application for planning consent from Mr Sprigg to erect a transportable office block at the Dally Concrete Site situated on 408 Huggett Drive, Dalwallinu.

Comment Lot 700 is zoned “Industrial” under the provisions of the Shire of Dalwallinu Town Planning Scheme no.1. Accordingly, this usage is classified as IP which means that a use is not permitted unless it is determined by the Council to be incidental to the predominant use. The town planning scheme lists requirements for development as follows:

5.10 INDUSTRIAL DEVELOPMENT 5.10.1 Industrial development in the Industrial Zone shall comply with the requirements of Table II and the objectives for the Zone as outlined in Part III. 5.10.2 The front setback area may be used only for the purpose of landscaping, visitors car parking or access. The Council may approve the use of the front setback area for display or for loading and unloading of vehicles. No material or product may be stored within the front setback area. 5.10.3 Where an open storage area is visible from a public place or street, and is not of a display nature, it shall be screened to the satisfaction of the Council.

5.10.4 Street setback areas shall be landscaped, including an area of not less than one metre wide adjacent to each side boundary, except where an access is shared between adjacent lots. Areas other than the front setback that are visible from a public street or place shall be development with landscaped open space or screened to the approval of the Council.

Ordinary Council Meeting 24 September 2013

5.10.5 Loading docks and access ways shall be provided sufficient in size to wholly contain delivery vehicles on site or within the building and to permit the passage of vehicles from and to the street without backing. 5.10.6 Where the Council considers it appropriate, rear access shall be provided to each tenement, in order to avoid using the front entrance, another tenement or an arcade for service deliveries. 5.10.7 The Council may require a bond or bank guarantee from a developer to ensure that landscaping and/or other development works are designed and carried out to the satisfaction of the Council. In the case of planting, the works shall be brought to a standard considered by the Council to be properly established.

5.14 CAR PARKING 5.14.1 Car Parking requirements shall be determined by the Council in each individual case. The requirements shall be laid out and constructed in accordance with the layouts or parking bays and manoeuvring aisles shown in Schedule IV - Car Parking Layouts, except that where the angles or car parking vary from those shown, Council may determine the width of the manoeuvring aisle which in no case shall be less than four metres. Car Parking bays shall be capable of use independently of each other. All driveways and parking areas shall be:- (a) constructed and surfaced to the Council's satisfaction with appropriate measures for drainage and the disposal of surface water, and, (b) provided at the time of the development and thereafter maintained to the satisfaction of the Council.

The setback from the front of the property is required to be 7.5m according to the Shire of Dalwallinu Town Planning Scheme no.1. The proposal allows for visitors parking within this setback which is permissible. The proposed office block is to service the business and is essential to the ongoing administration of the business. It is therefore considered incidental to the predominant use of the business but also essential to the ongoing business operations.

Policy Requirements Nil

Legislative Requirements Compliance with Shire of Dalwallinu Town Planning Scheme No.1

Strategic Implications Unknown

Ordinary Council Meeting 24 September 2013

Sustainability Implications

Environment There are no known environmental implications.

Economic The proposed office block addition will increase the value of the business and land.

Social (Community Consultation not indicated for this activity) There are no known social implications from this application.

Financial Implications A planning fee of $486.40 has been received for this application.

Voting Requirements Simple Majority

Officer Recommendation/Resolution

MOTION 7819

Moved Cr KL Carter Seconded Cr WM Dinnie

That Planning Consent be granted to Mr Hilton Sprigg to erect a transportable Office Block on Lot 700 Huggett Drive as proposed in the development application, subject to the following conditions:

1. All driveways and parking areas shall be: (a) constructed and surfaced to the Council's satisfaction with appropriate measures for drainage and the disposal of surface water, and, (b) provided at the time of the development and thereafter maintained to the satisfaction of the Council.

2. The Septic tanks and Leach drain provisions meet the requirements of the Health Act 1911 and health (treatment of sewage and disposal of effluent and liquid waste) regulations 1974.

3. The transportable office building meets the requirements of the Building Code of Australia.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

13.0 MATTERS FOR CONSIDERATION – HEALTH AND BUILDING

13.1 Building Approvals

Applicant: Shire of Dalwallinu File No: DB/1 Development & Building Controls Previous Meeting Reference: Community Services & Economic Development Committee Meeting 17 September 2013 Attachments: Previously supplied CS&ED Committee Meeting Author: Miss Debbie Fortuin

Disclosure of Interest: Nil Date of Report: 30 July 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report For Council to consider receiving building approvals report made by the Shire of Dalwallinu Building Surveyor under Councils delegated authority.

Background The Shire’s Building Surveyor has received delegated authority to approve building applications on behalf of Council. The Shire of Dalwallinu’s Building Surveyor has a responsibility to advise Council on a regular basis on the building approvals issued under this delegated authority.

Comment A list of building approvals for the month of July 2013 is herewith attached for Council information.

Building running totals for the financial year to date are as follows:

Residential: $ 1,367,820 Industrial: $ 0

Policy Requirements Nil

Legislative Requirements Section 374 Local Government (Miscellaneous Provisions) Act 1960

Strategic Implications Nil

Ordinary Council Meeting 24 September 2013

Sustainability Implications

Environment Nil

Economic Unknown

Social (Community Consultation) Nil

Financial Implications Nil

Voting Requirements Simple Majority

Officer/Committee Recommendation/Resolution

MOTION 7820

Moved Cr IW Hyde Seconded Cr KM McNeill

That the report detailing building approvals for the month of July 2013 be received.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

14.0 MATTERS FOR CONSIDERATION – ECONOMIC DEVELOPMENT

There was no item for this section.

15.0 MATTERS FOR CONSIDERATION – FINANCE

15.1 Outstanding Rates Debtors Report for August 2013

Applicant: Shire of Dalwallinu File No: FM/6 - Expenditure Reports Previous Meeting Reference: Finance & Audit Committee Meeting 17 September 2013 Attachments: Confidential Attachments - Previously supplied in the F&A Committee Meeting Author: Miss Christie Andrews

Disclosure of Interest: Nil Date of Report: 11 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report To receive the Outstanding Rates Debtors Reports as at 31 August 2013.

Background Council’s Policy Clause 3.6(vi) requires a report to be submitted at each Ordinary Council meeting detailing the current outstanding rates and the progress made towards their collection.

Reports on Rates Debtors contain totals for Rates, Rubbish, Sewerage and Emergency Services Levy (ESL). The ESL is a State Government charge for provision of emergency services which, due to legislation, the Shire is required to collect and forward on to the Fire & Emergency Services Authority (FESA).

Comment Report on Outstanding Rates Debtors as at 31 August 2013 appends.

The 2013/14 Rates were raised and issued on 9 August 2013.

Important dates are as follows: Rates due date 13 September 2013 Instalment option selection date 13 September 2013 Final Notices issued Second instalment due 13 November 2013 Third instalment due 13 January 2014 Fourth instalment due 13 March 2014

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Breakdown of outstanding rates debtors as at 31 August 2013

Rates 2,719,573.46 Rubbish 142,591.31 Sewerage 117,748.40 ESL 48,972.19 Paid in Advance -8,905.32 Total Outstanding 3,019,980.04 There are ten (10) separate claims currently with our debt collection agency AMPAC Debt Recovery for further recovery action. These properties are currently at various stages of recovery.

As we achieved an outstanding rates percentage of 1.88% as at 30 June 2013, we aim to have a similar percentage as at the 30 June 2014, notwithstanding that 3% outstanding is an acceptable industry average. We will strive to better this figure and at the close of the 2013/14 financial year aim to have an outstanding rates percentage no higher than 1.5%.

Policy Requirements Nil

Legislative Requirements Nil

Strategic Implications Nil

Sustainability Implications

Environment Nil

Economic Nil

Social (Community Consultation) Nil

Ordinary Council Meeting 24 September 2013

Financial Implications As at 31 August 2013 rates outstanding were $3,019,980.04 in respect to collectable rates of which $63,184.91 has been carried forward from 2012/13 or prior rating years, with 2013/14 rates raised being $3,329,935.54.

Ratio = Total Outstanding Collectable

= 3,019,980.04 3,393,120.45

= 89.00%

Voting Requirements Simple Majority

Officer/Committee Recommendation That the Outstanding Rates Debtors Reports as at 31 August 2013 for ratepayers with outstanding balances be accepted.

Resolution

MOTION 7821

Moved Cr KL Carter Seconded Cr IW Hyde

That the Outstanding Rates Debtors Reports as at 31 August 2013 for ratepayers with outstanding balances be received.

CARRIED 8/0

Councillors deemed it more appropriate to use ‘receive’ rather than ‘accept’ with regards to reports.

Ordinary Council Meeting 24 September 2013

15.2 Accounts for Payment for August 2013

Applicant: Shire of Dalwallinu File No: FM/6 - Expenditure Reports Previous Meeting Reference: Finance & Audit Committee Meeting 17 September 2013 Attachments: Summary of Accounts for Payment – Previously supplied in the F&A Committee Meeting Author: Miss Hanna Kirveslahti

Disclosure of Interest: Nil Date of Report: 12 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report For Council to consider the acceptance and approval of the Schedule of Accounts for Payment.

Background A list of invoices paid for the month of August 2013 from the Municipal Account, to the sum of $146,827.79 paid by cheque and $364,359.96 paid by EFT are attached, together with a list of Bank Fees, Payroll and Direct Debit Payments. These payments total $766,752.19. In addition, payments of $78,607.52 were made from the Trust Account. The total payments from all accounts being $845,359.71 have been listed for Council’s ratification.

Comment In accordance with the requirements of the Local Government Act 1995 a list of accounts paid, by approval of the Chief Executive Officer under the Council’s delegated authority, is to be completed for each month showing: a) The payees names b) The amount of the payments c) Sufficient information to identify the payment d) The date of the payment

The attached list meets the requirements of the Financial Regulations.

In addition to the above statutory provisions, Financial Management Regulation Section 13(4) requires ‘the total of other outstanding accounts be calculated and a statement be presented to Council at the next Council meeting”.

Policy Requirements Nil

Legislative Requirements Local Government (Financial Management) Regulations Act 1996, Regulation 12; and Regulations 13(3) (a) (b); 13(1); and 13(4).

Ordinary Council Meeting 24 September 2013

Strategic Implications Nil

Sustainability Implications

Environment Nil

Economic Nil

Social (Community Consultation) Nil

Financial Implications Account payments are in accordance with the adopted budget for 2013/14 or authorized by separate resolution.

Voting Requirements Simple Majority

Officer/Committee Recommendation/Resolution

MOTION 7822

Moved Cr KL Carter Seconded Cr IW Hyde

That in accordance with the requirements of section 13(1), 13(3) and 13(4) of the Local Government (Financial Management) Regulations 1996 a list of payments made in August 2013 under the CEO’s delegated authority is endorsed in respect to the following Bank accounts:

(a) Municipal Fund Account totalling $766,752.19 consisting of

Cheque Numbers 34191-34228 $146,827.79 Electronic Fund Transfers 1485-1587 $364,359.96 Electronic Fund Transfers Payroll $255,326.96 Bank Fees $ 237.48

(b) Trust Account payments totalling $78,607.52 consisting of

Cheque Numbers 351-353 $ 2,894.97 Direct Debits (Payments to DPI) $ 75,712.55

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

15.3 Monthly Financial Statements for July 2013

Applicant: Shire of Dalwallinu File No: FM/6 - Expenditure Reports Previous Meeting Reference: Finance & Audit Committee Meeting -17 September 2013 Attachments: Monthly Statement of Financial Activity, Variance Reports, Investments Held and Bank Reconciliations –Previously supplied in the F&A Committee Meeting Author: Miss Hanna Kirveslahti

Disclosure of Interest: Nil Date of Report: 12 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report For Council to receive the Financial Reports for the month ending 31July 2013.

Background There is a statutory requirement that Financial Reports be recorded in the Minutes of the meeting to which they are presented. The Financial Reports, as circulated, give an overview of the current financial position of the Shire and the status of capital income and expenditure.

Comment Financial Reports as at last day of business of the previous month are appended, for the period ending 31 July 2013.

Attached for Council’s consideration are:

 Statement of Financial Activity  Variance Reports  Investments Held  Bank Reconciliations

As per Council resolution, all items that have a variance of more than $5,000 have been noted on the variance reports.

Policy Requirements Nil

Legislative Requirements Local Government Act 1995 s1.3 (2) (c) Local Government (Financial Management) Regulations 1996, s34 (1) Local Government (Financial Management) Regulations 1996, s19 (1) (2) Local Government (Financial Management) Regulations 1996, s34 (2)

Strategic Implications Nil

Ordinary Council Meeting 24 September 2013

Sustainability Implications

Environment Nil

Economic Nil

Social (Community Consultation) Nil

Financial Implications Nil

Voting Requirements Simple Majority

Officer/Committee Recommendation/Resolution

MOTION 7823

Moved Cr KL Carter Seconded Cr IW Hyde

That the Financial Reports as submitted for the one (1) month ending 31 July 2013 be accepted.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

15.4 Monthly Financial Statements for August 2013

Applicant: Shire of Dalwallinu File No: FM/6 - Expenditure Reports Previous Meeting Reference: Nil Attachments: Monthly Statement of Financial Activity, Variance Reports, Investments Held and Bank Reconciliations Author: Miss Hanna Kirveslahti

Disclosure of Interest: Nil Date of Report: 19 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report For Council to receive the Financial Reports for the month ending 31August 2013.

Comment Financial Reports as at last day of business of the previous month are appended, for the period ending 31 August 2013.

Attached for Council’s consideration are:

 Statement of Financial Activity  Variance Reports  Investments Held  Bank Reconciliations

As per Council resolution, all items that have a variance of more than $5,000 have been noted on the variance reports.

Policy Requirements Nil

Strategic Implications Nil

Ordinary Council Meeting 24 September 2013

Sustainability Implications

Environment Nil

Economic Nil

Social (Community Consultation) Nil

Financial Implications Nil

Voting Requirements Simple Majority

Officer Recommendation/Resolution

MOTION 7824

Moved Cr IW Hyde Seconded Cr AR Dickins

That the Financial Reports as submitted for the two (2) months ending 31 August 2013 be accepted.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

16.0 MATTERS FOR CONSIDERATION - ADMINISTRATION

16.1 Avon Midland Country Zone (AMCZ) – Minutes 23 August 2013

Applicant: Avon Midland Country Zone of WALGA File No: GR-17 WALGA – Avon Midland Country Zone Previous Meeting Reference: Nil Attachments: Minutes of meeting held 23 August 2013 Author: Mr Peter Crispin

Disclosure of Interest: Nil Date of Report: 17 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report To review the minutes of the Avon Midland Country Zone meeting held 23 August 2013.

Background The Avon Midland Country Zone meets approximately every second month with the latest scheduled meeting being held at Jurien Bay (Hosted by Shire of Dandaragan) on 23 August 2013. The next meeting is scheduled for 22 November 2013 at Calingiri (Hosted by Shire of Victoria Plains).

Comment The minutes of the Avon Midland Country Zone meeting are attached for Council’s information.

Many of the issues currently facing the Shire of Dalwallinu (Development Assessment Panels, Wheatbelt Regional Strategy, Grain Infrastructure, Country Health, etc) are also discussed at zone meetings and it can be important to see how other local governments see these developments progressing and affecting them.

Cr Pat Hooper (Shire of York) is currently the Zone President and Cr Laurie Short (Shire of Dandaragan) is currently the Zone Representative to WALGA.

Policy Requirements Nil

Legislative Requirements Nil

Strategic Implications The Avon Midland Country Zone should be the forum where each member Council raises issues that they want WALGA to take on and pursue.

Ordinary Council Meeting 24 September 2013

Sustainability Implications

Environment There are no known environmental implications.

Economic There are no known economic implications.

Social (Community Consultation) There has been no community consultation.

Financial Implications Meetings are held every 2 months with attendance by the President, Chief Executive Officer (and sometimes Deputy President). Due to the distances sometimes travelled, the cost could be up to a day’s wages for the Chief Executive Officer and an unmeasurable amount for the President and Deputy President’s time each meeting.

Voting Requirements Simple Majority

Officer Recommendation/Resolution

MOTION 7825

Moved Cr KM McNeill Seconded Cr J Martin

That the minutes for the Avon Midland Country Zone (AMCZ) meeting held on 23 August 2013 be received.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

16.2 Sullivan Lodge Accommodation

Applicant: Mrs Leith Teale File No: CP/20 Council Properties - Tenancy Previous Meeting Reference: Nil Attachments: Letter from Mrs Leith Teale Author: Mr Peter Crispin

Disclosure of Interest: Nil Date of Report: 20 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report To consider the request for Mrs Leith Teale to be housed in an aged persons unit (Sullivan Lodge).

Background The Shire maintains aged accommodation (Wilfred Thomas Lodge & Sullivan Lodge) and over 55’s accommodation (Pioneer Place & James St) as well as Joint Venture Housing (McLevie Way, South St & Kalannie) which are all currently rented with the exception of the one Sullivan Lodge unit.

Previously the aged unit have only been rented to aged persons (over 65) and normally, the over 55’s to persons over the aged of 55 (if fact almost all are aged pensioners). One of the James Street over 55’s units has been rented to an applicant who has specific health care requirements.

Comment Mrs Teale is requesting dispensation to permanently reside in one of the aged care units (Sullivan Lodge) due to her medical requirements. Council have previously granted a similar request when there were no other applicants for accommodation. The vacancy in Sullivan Lodge has been advertised for over 4 weeks and all people on the waiting list contacted, with no applicants found.

The medical centre has advised that the Doctor would provide a letter of support for this request if required.

Policy Requirements Nil

Legislative Requirements Nil

Strategic Implications Nil

Ordinary Council Meeting 24 September 2013

Sustainability Implications

Environment There are no known environmental implications.

Economic There are no known economic implications.

Social (Community Consultation) This unit has been advertised and offered to members of the community, with no applications being received.

Financial Implications Approving this request would bring in rental income where there are currently no waiting tenants (and hence no income being received).

Voting Requirements Simple Majority

Officer Recommendation/Resolution

MOTION 7826

Moved Cr J Martin Seconded Cr KM McNeill

That Council approve the rental of one of the Sullivan Lodge (aged persons accommodation) units to Mrs Leith Teale due to her particular medical needs and requirements.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

16.3 Display Management at the Dalwallinu Discovery Centre

Applicant: Shire of Dalwallinu File No: RC/4 Cultural Services – Visitor Centre Previous Meeting Reference: Motion 6468 – Council 25 August 2009 Attachments: Nil Author: Mr Peter Crispin

Disclosure of Interest: Nil Date of Report: 20 September 2013 Senior Officer: Mr Peter Crispin ______

Purpose of Report To consider allowing the Dalwallinu Discovery Centre Manager to rotate displays and have special interest display outside the original four (4) themes approved by Council.

Background At the 25 August 2009 meeting, Council resolved:

MOTION 6468

Moved Cr. McFarlane Seconded Cr. H. Hyde

That Council approve the display roster for the Dalwallinu Community and Enterprise Centre.

CARRIED 10/0

Unfortunately, the agenda item and minutes do not contain a copy of the display roster but it is believed that the rotational displays would centre on;

1. Land & Resources; 2. Agriculture; 3. Flora & Fauna; and 4. Wheat & Wattle.

At the Dalwallinu Discovery Centre Management Committee meeting held 17 September 2013, many options for display were discussed and it was considered that some of these themes could be supplemented under control of the Dalwallinu Discovery Centre Manager.

Comment There had been many problems getting the I-pads configured to work correctly but this has now been solved.

Getting information for display has also proven a challenge, but there has been some interesting additional special theme displays used such as at Anzac Day.

Ordinary Council Meeting 24 September 2013

Allowing the Dalwallinu Discovery Centre Manager more control over the display content will hopefully result in better rotation of themes and items on display.

Policy Requirements Nil

Legislative Requirements Nil

Strategic Implications Nil

Sustainability Implications

Environment There are no known environmental implications.

Economic Enhancing the displays at the Dalwallinu Discovery Centre could attract further visitors which would only improve the economic viability of the region.

Social (Community Consultation) Consultation has only occurred at the Management meeting level, although many public comments have been provided to this committee.

Financial Implications Nil

Voting Requirements Simple Majority

Officer Recommendation/Resolution

MOTION 7827

Moved Cr KM McNeill Seconded Cr IW Hyde

That the Dalwallinu Discovery Centre Manager be authorised to develop displays for the Dalwallinu Discovery Centre that include, but are not limited to, the following themes:

1. Land & Resources; 2. Agriculture; 3. Flora & Fauna; and 4. Wheat & Wattle.

CARRIED 8/0

Ordinary Council Meeting 24 September 2013

17.0 URGENT BUSINESS BY DECISION OF THE MEETING

Nil

18.0 CONFIDENTIAL BUSINESS - As per Local Government Act 1995, Section 5.23(2)

Nil

19.0 SCHEDULING OF MEETING

MOTION 7828

Moved Cr KL Carter Seconded Cr KM McNeill

That an Ordinary Meeting of Council be held on 22 October 2013 at Council Chambers, Dalwallinu commencing at 3.30pm.

CARRIED 8/0

20.0 CLOSURE

There being no further business, the Chairperson closed the meeting at 4.09pm.

21.0 CERTIFICATION

I, Robert Stanley NIXON, certify that the Minutes of the meeting held on the 24 September 2013, as shown on page numbers 1 to __ were confirmed as a true record at the meeting held on the 22 October 2013.

______CHAIRPERSON

______DATE

Ordinary Council Meeting 24 September 2013