Shire of Koorda Ordinary Meeting of Council – 18th September 2019

SShhiirree ooff KKoooorrddaa

AAGGEENNDDAA NOTE: Wednesday 18th September 2019 Ordinary Meeting 4.30pm

i PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

DISCLOSURE OF INTEREST

Written Verbal

- Prior to meeting - No round robin at start of meeting

- CEO to advise Presiding -Advise immediately Person before item discussed

- Reported to meeting To be disclosed immediately before item discussed - Nature of interest

- Standard form may be - Extent if vote on used participation held.

ii PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

SHIRE OF KOORDA

DISCLAIMER

No responsibility whatsoever is implied or accepted by the Shire of Koorda for any act, omission or statement or intimation occurring during Council or Committee meetings.

The Shire of Koorda 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 or Committee meetings.

Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or Committee meeting 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 license, and statement or intimation of approval made by a member or officer of the Shire of Koorda during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Koorda.

The Shire of Koorda warns that anyone who has any application lodged with the Shire of Koorda must obtain and should only rely on written confirmation of the outcome of the application, and any conditions attaching to the decision made by the Shire of Koorda in respect of the application.

To be read aloud if any member of the public is present.

Signed

DJ Simmons CHIEF EXECUTIVE OFFICER

iii PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

CONTENTS 1 DECLARATION OF OPENING ...... 1 2 ANNOUNCEMENT OF VISITORS ...... 1 3 RECORD OF ATTENDANCE ...... 1 3.1 Record of Attendance: ...... 1 3.2 Apologies: ...... 1 3.3 Approved Leave of Absence: Cr PL McWha & Cr G Storer ...... 1 4 QUESTION TIME FOR THE PUBLIC ...... 1 4.1 Response to Previous Public Questions Taken on Notice ...... 1 4.2 Public Question Time Open ...... 1 4.3 Public Question Time Closed ...... 1 5 APPLICATIONS FOR LEAVE OF ABSENCE ...... 1 6 DECLARATIONS OF INTEREST ...... 1 7 PETITIONS/DEPUTATIONS/PRESENTATIONS/SUBMISSIONS ...... 1 8 CONFIRMATION OF MINUTES FROM PREVIOUS MEETINGS ...... 1 8.1 ORDINARY MEETING HELD 27 August 2019 ...... 1 9 ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION ...... 1 10 REPORTS OF COMMITTEES ...... 1 11 CHIEF EXECUTIVE OFFICERS REPORT ...... 2 11.1 Governance and Administration ...... 2 11.1.1 NEWROC COUNCIL MEETING ...... 2 11.1.2 GECZ MEETING ...... 4 11.2 Finance ...... 6 11.2.1 MONTHLY FINANCIAL STATEMENTS ...... 6 11.2.2 ACCOUNTS PAID AS LISTED ...... 8 11.2.3 MONTHLY FINANCIAL POSITION ...... 10 11.3 Law, Order & Public Safety ...... 12 11.4 Health and Building ...... 12 11.5 Education & Welfare ...... 12 11.6 Housing ...... 12 11.7 Community Amenities...... 12 11.8 Recreation and Culture ...... 12 11.9 Transport...... 13 11.9.1 WHEATBELT SECONDARY FREIGHT NETWORK PROGRAM – FORMALISATION OF COMMITMENT ...... 13 11.10 Economic Services ...... 17 11.11 Other Property & Services ...... 17 11.12 Reserves ...... 17 12 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ..... 17 13 NEW BUSINESS OF AN URGENT NATURE INTRODUCED ...... 17 14 MATTERS FOR WHICH MEETING MAY BE CLOSED ...... 17 15 DATE OF NEXT MEETING ...... 17 16 CLOSURE ...... 17

iv PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

1 DECLARATION OF OPENING

2 ANNOUNCEMENT OF VISITORS

3 RECORD OF ATTENDANCE

3.1 Record of Attendance: 3.2 Apologies: 3.3 Approved Leave of Absence: Cr PL McWha & Cr G Storer

DEPUTY PRESIDENT TO DRAW THE DISCLAIMER TO THE PUBLIC’S ATTENTION (If members of the public present)

4 QUESTION TIME FOR THE PUBLIC

4.1 Response to Previous Public Questions Taken on Notice 4.2 Public Question Time Open 4.3 Public Question Time Closed

5 APPLICATIONS FOR LEAVE OF ABSENCE

6 DECLARATIONS OF INTEREST

7 PETITIONS/DEPUTATIONS/PRESENTATIONS/SUBMISSIONS

8 CONFIRMATION OF MINUTES FROM PREVIOUS MEETINGS

8.1 ORDINARY MEETING HELD 27 August 2019

OFFICER RECOMMENDATION

That the Minutes of the Koorda Shire Council Ordinary Meeting held on the 27 August 2019, as circulated be confirmed and certified as a true and accurate record.

9 ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION

10 REPORTS OF COMMITTEES

1 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

11 CHIEF EXECUTIVE OFFICERS REPORT

11.1 Governance and Administration

11.1.1 NEWROC COUNCIL MEETING 27 August 2019

Section 5.23 – Applicability Location: NEWROC Regions Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0105 Disclosure of Interest: No Interest declared by CEO Author: Darren Simmons, Chief Executive Officer Signature of CEO

Attachment: Minutes

Background: Minutes of the NEWROC Council Meeting held on 27th August 2019 at Kellerberrin.

Comment: Items discussed at the NEWROC Meeting were:

Item 6.1 NEWROC Strategic Planning Item 6.2 Telecommunications Project Item 6.3 Rural Health Forum Item 6.4 SEGRA Conference 2019 Item 6.5 NEWTravel Item 6.6 NEWROC EO Contract Review Item 9.1 Digital Innovation in Secondary Education Item 9.2 Integrated Planning Workshop

Consultation Nil

Statutory Environment: Nil

Policy Implications: Nil

Financial Implications: Nil

2 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

Strategic Implications: Shire of Koorda Strategic Community Plan 4.1.7 - Develop successful and collaborative partnerships 4.2.2 - Facilitate resource sharing on a regional basis

Voting Requirement: Simple majority

OFFICER RECOMMENDATION

That Council note and endorse the recommendations of the NEWROC Council meeting held at Kellerberrin on 27th August 2019.

3 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

11.1.2 GECZ MEETING 27 August 2019

Section 5.23 – Applicability Location: GECZ Regions Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0092 Disclosure of Interest: No Interest declared by CEO Author: Darren Simmons, Chief Executive Officer Signature of CEO

Attachment: Minutes

Background: Minutes of the GECZ Meeting held on 27th August 2019 at Kellerberrin.

Comment: The following issues were discussed:

Item 6.1 Office of Auditor General – Auditing of WA Local Governments – Survey Results Item 6.2 Request to Present - Office of the Auditor General Item 6.3 Select Committee into Local Government Submission Item 6.4 Public Health Advocacy Institute of Western Australia Item 7.1 Zone President Report Item 7.2 Local Government Agricultural Freight Group Item 7.3 Wheatbelt District Emergency Management Committee Item 8.1 State Councillor Report Item 8.2 WALGA Status Report to be updated Item 8.3 Review of WALGA State Council Agenda – Matters for Decision Item 8.4 Review of WALGA State Council Agenda – Matters for Noting / Information Item 8.5 Review of WALGA State Council Agenda – Organisational Reports Item 8.6 Review of WALGA State Council Agenda – Policy Forum Reports Item 8.7 WALGA President’s Report Item 9.1 CBH Group Update Item 9.2 Container Deposit Scheme and 3 Bin Collection System Item 10.1 Department of Local Government, Sport and Cultural Industries Item 10.2 Main Roads Western Australia Item 10.3 Wheatbelt RDA Item 12.1 Rail Retention Group – Money Retained Item 12.2 Mr Bill Price Item 12.3 Retiring Councillors Item 12.4 Wheatbelt Regional Health Forum

Consultation Nil

4 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

Statutory Environment: Nil

Policy Implications: Nil

Financial Implications: Nil

Strategic Implications: Shire of Koorda Strategic Community Plan 4.1.7 - Develop successful and collaborative partnerships 4.2.2 - Facilitate resource sharing on a regional basis

Voting Requirement: Simple majority

OFFICER RECOMMENDATION

That Council note and endorse the recommendations of the GECZ meeting held at Kellerberrin on 27th August 2019.

5 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

11.2 Finance

11.2.1 MONTHLY FINANCIAL STATEMENTS As at 31 August 2019

Section 5.23 – Applicability Location: Shire of Koorda Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0448 Disclosure Of Interest: No interest declared by CEO Author: Lana Foote, Manager of Finance & Administration Signature of CEO

Attachment: Monthly Financial Statement

Background: Submission of monthly Financial Statements for period ended 31 August 2019.

Comment: Monthly Financial Statements for the period ended 31 August 2019 for Council’s information and acceptance. The explanations for variances of $10,000 & 10% or more are in Note 13 of the Financial Monthly Report.

Consultation: Nil

Statutory Environment: Local Government Act 1995, Section 6.4 Local Government (Financial Management) Regulations 1996 34.1(2) as amended 2005

Policy Implications: Nil

Financial Implications: Nil

Strategic Implications: Shire of Koorda Strategic Community Plan C 3.3 - Provide reporting processes in a transparent, accountable and timely manner

6 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

Voting Requirement: Simple majority

OFFICER RECOMMENDATION

That the monthly Financial Statements for the period ended 31 August 2019, as presented, be received and adopted.

7 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

11.2.2 ACCOUNTS PAID AS LISTED As at 13 September 2019

Section 5.23 – Applicability Location: Shire of Koorda Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0448 Disclosure Of Interest: No interest declared by CEO Author: Lana Foote, Manager of Finance & Administration Signature of CEO

Attachment: Monthly Report List

Background: Regulatory requirement to advise Council of payments made, since the previous meeting.

Comment: The payments on the attached schedule have been made for the period to 26 August 2019, and to 13 September 2019 and are generally within budget guidelines and are of an operational nature. Payments for capital assets expenditure are:

V137 Edwards Motors $4,990.00 V147 Western Rural Earthmoving $7,425.00

Consultation: Nil

Statutory Environment: Local Government Act 1995, Section 5.42 Local Government (Financial Management) Regulations 1996 12(1) (a), 13(1), 13(3).

Policy Implications: Nil

Financial Implications: Budget guidelines and constraints Need to authorise unbudgeted expenditure (if any)

8 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

Strategic Implications: Shire of Koorda Strategic Community Plan C 3.3 - Provide reporting processes in a transparent, accountable and timely manner

Voting Requirement: Simple majority

OFFICER RECOMMENDATION

That accounts as listed being for period from 26 August 2019 to 13 September 2019.

Municipal Vouchers No’s V130 to V193 Totalling $173,477,36 Credit Card Vouchers (V123, V127 & V132) Totalling $1,635.55

Total $175,112.91 To be endorsed or passed for payment

9 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

11.2.3 MONTHLY FINANCIAL POSITION As at 13 September 2019

Section 5.23 – Applicability Location: Shire of Koorda Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0448 Disclosure Of Interest: No interest declared by the CEO Author: Lana Foote, Manager of Finance & Administration Signature of CEO

Attachment: Financial Position

Background: Current Monthly Financial position as at 13 September 2019 on the various accounts.

Comment: The Municipal Account’s financial position as at 13 September 2019 indicated at this time.

Monthly Financial Position Municipal Account $1,781,711.84 Reserve Account $5,623,121.66 Trust Account $5,604.46

Consultation: Monthly advice

Statutory Environment: Local Government Act 1995, Section 6.4

Policy Implications: Regulation

Financial Implications: Shows current financial position

Strategic Implications: Shire of Koorda Strategic Community Plan C 3.3 - Provide reporting processes in a transparent, accountable and timely manner

10 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

Voting Requirement: Simple majority

OFFICER RECOMMENDATION

That the Financial Position, as at 13 September 2019, as presented, be noted, received and adopted.

11 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

11.3 Law, Order & Public Safety

No items this month

11.4 Health and Building

No items this month

11.5 Education & Welfare

No items this month

11.6 Housing

No items this month

11.7 Community Amenities

No items this month

11.8 Recreation and Culture

No items this month

12 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

11.9 Transport

11.9.1 WHEATBELT SECONDARY FREIGHT NETWORK PROGRAM – FORMALISATION OF COMMITMENT

Section 5.23 – Applicability Location: Wheatbelt Region Portfolio: Transport and Communication Cr GW Greaves File Reference: RRG 0165 Disclosure of Interest: No Interest declared by CEO Author: Darren Simmons, Chief Executive Officer Signature of CEO

Attachment: Associated Reports

Background: It is requested by the Wheatbelt Secondary Freight Network Steering Committee that the associated 42 Local Governments formalise their commitment to WSFN Program, to be eligible for future funding and project consideration, via a formal resolution of Council.

Comment: 42 Local Governments of the Wheatbelt region have worked collaboratively for over 4 years to secure funding to improve secondary freight network routes on Local Government Roads in the Wheatbelt. The Wheatbelt Secondary Freight Network (WSFN) Program has successfully been allocated $70 million of Federal funding (ROSI) and this has been matched with State funding of $17.5 million (reflecting the 80/20 funding agreement). The State funding will be sourced two thirds from the State and one third from the Local Governments whose assets are being upgraded. The available $87.5M will not be sufficient to upgrade all the identified 80 routes and good governance of this program, and ongoing collaboration between all parties, will be critical in securing additional funding.

Attached is Program Governance Plan (PGP) which identifies how key governance and administrative aspects will be undertaken to ensure successful delivery of the program. It will assist to outline the structure and processes for decision making and consultation within the Wheatbelt Region Regional Road Groups (WR RRG) and Local Governments. The PGP will provide a framework and guidelines for all members of the WSFN Program to operate within. The PGP will be used to communicate to all stakeholders how the program will be governed. This PGP should be read in conjunction with the attached Program Delivery Plan and the Multi-criteria Analysis (MCA) Methodology documents that provide operational details about how on-ground capital works will be delivered for Stage 1 and beyond.

Now that the initial funding for the delivery of on-ground capital works for Stage 1 has been confirmed, it is proposed that all 42 Local Governments formalise their commitment to WSFN Program, to be eligible for future funding and project consideration. It is requested by the WSFN Steering committee that this formal commitment from all 42 Councils be via a formal resolution of

13 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

Council, which will entail the presentation and acknowledgement of the following WSFN program documents: ▪ Project Governance Plan ▪ Program Delivery Plan ▪ Multi Criteria Analysis Methodology.

The 42 Council resolutions will be collated as addendums to a formal agreement that the Regional Road Group will sign with the Federal and State Governments on behalf of all 42 LGs associated with the WSFN program formalising the ongoing commitment to the program.

In order to demonstrate best outcomes and value for money it is necessary to develop a transparent process to identify which routes have the highest priority for the limited available funding. A prioritisation of the Wheatbelt Secondary Freight Network routes will via a multi-criteria analysis (MCA) will be developed to score each route based on the available data submitted by Local Governments and the Revitalising Agricultural Region Freight (RARF) strategy being coordinated by the WA State Government. The criteria upon which each route will be assessed in the MCA includes:

Data Set Description ROSMA KSI ROSMA data will be supplied by Main Roads WA. It captures the rate of ‘Killed or Rate Serious Injury’ (KSI) incidents on a route. Seal Width The seal width of the road described as a percentage of the route length, allowing an average seal width will be applied across the route. Seal width will be compared to a minimum seal width of 7m as per a Type 5 road. Road Shire’s have assessed road condition on a one to five scale, which has been Condition applied as a direct metric. Five indicating very poor condition ADT Counts Average Daily Traffic counts provide data on the average number of total vehicles traveling on a road per day over the measurement period, capturing both heavy and light vehicle use. ESA Counts An Equivalent Standard Axle is defined as a dual tyred single axle transmitting 8.2 tonne to the pavement. ESA counts are therefore reflective of the total number and load of heavy vehicles that impact a road.

On-ground works for the WSFN program are expected to commence in financial year 2020/21 and be staged over a 3 to 5 year period depending upon Federal Government stipulations.

For the year 2019/20 the WSFN have identified 2 x pilot projects to begin on-ground works and refine project delivery methodologies and processes. These will be $1 million dollars each and have been identified for the following Shires: ▪ Wheatbelt North • Shire of Victoria Plains • Lancelin to Meckering Route • Mogumber - Yarawindah Road • Project value $1M ▪ Wheatbelt South • Shire of Quairading

14 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

• Cunderdin to Kweda Route • Cunderdin - Quairading Road • Project Value $1M

Consultation Nil

Statutory Environment: Local Government Act 1995

Policy Implications: Nil

Financial Implications: Local Governments with projects approved over the course of the WSFN program will be required to contribute approximately 7% of each individual project’s total cost. The remaining funding will be provided by Federal Government 80% and State Government 13%.

Workforce Implications: Officers from LGs with prioritised projects will be essential to ensure successful delivery of individual projects. This will provide a great opportunity for knowledge sharing and collaboration across the region. It will allow members of the PTT to undertake both informal and formal training of LGA staff to upskill and improve their technical capacity. Where possible neighbouring LGs will be encouraged to share technical, workforce and plant resources to assist in the efficient on-ground delivery of individual projects. • Individual Shires will provide the following to the Steering Committee for approval before any funding will be released – Scope – Budget – Methodology – Delivery • WSFN 5 Year Plan incorporated in their LTFP. • Individual Shires incorporate into Council Budgets Annually. • Funding will be distributed to LGs via MRWA in accordance with Governance Plan.

Strategic Implications: Shire of Koorda Strategic Community Plan 2.2.1 Lobby for the technological infrastructure necessary to support commercial and business growth 2.3.1 Facilitate transport services and infrastructure with key stakeholders. 2.3.2 Maintain an efficient, safe and quality local road network 2.3.3 Advocate for the provision of regional transportation links, including rail, air and bus services

15 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

Voting Requirement: Simple majority

OFFICER RECOMMENDATION

That That Council: 1. Formalise their commitment to the program the Wheatbelt Secondary Freight Network Program enabling them to be eligible for future funding and project consideration.

2. Receive the following WSFN Program documents which outline how the WSFN Steering Committee propose to administer the WSFN Program: • Program Governance Plan • Program Delivery Plan • Multi Criteria Analysis Methodology.

3. Endorse the processes and procedures outlined in the Program Governance Plan which enables the Wheatbelt North and Wheatbelt South Regional Road Groups and the WSFN Steering Committee to make decisions in accordance with in the Program Governance Plan.

16 PRESIDENT: F J STORER CEO: D J SIMMONS

Shire of Koorda Ordinary Meeting of Council – 18th September 2019

11.10 Economic Services

No items this month

11.11 Other Property & Services

No items this month

11.12 Reserves

No items this month

12 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

13 NEW BUSINESS OF AN URGENT NATURE INTRODUCED

14 MATTERS FOR WHICH MEETING MAY BE CLOSED

15 DATE OF NEXT MEETING

Wednesday 16 October 2019 @ 4.30pm

16 CLOSURE

17 PRESIDENT: F J STORER CEO: D J SIMMONS