MINUTES of the ORDINARY MEETING HELD on 19Th DECEMBER, 2018

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

MINUTES OF ORDINARY MEETING HELD AT HYDEN CRC ON 19th DECEMBER, 2018 1. DECLARATION OF OPENING /ANNOUNCEMENT OF VISITOR The Shire President Cr Meeking acknowledged the traditional owners by reading the statement of commitment to Indigenous Australians, welcomed those present and declared the meeting open at 3:03pm. 2. RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE Cr S Meeking (Shire President) Cr G Lynch (Deputy) Cr A Smoker Cr M James Cr S Jones Cr B Browning Cr R Butler Leave of Absence: NIL Apologies: Cr R Growden & Cr K Mouritz Staff: Ms M. Dohnt (CEO) Mr A. George (DCEO) Mr V. Bugna (MOF) Mr M. Burgess (MOW) Mr I. Holland (ETSO) Mrs T. Young (MPD) not present at start 3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil 4. PUBLIC QUESTION TIME Nil 5. APPLICATIONS FOR LEAVE OF ABSENCE Nil 6. PETITIONS/DEPUTATIONS/PRESENTATIONS Welcome guests from the public 7. CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 7.1 Minutes of Council Meeting – 21st November, 2018 RESOLUTION 3303 Moved Cr James Seconded Cr Browning That the minutes of the Council Meetings held on 21st November 2018 be confirmed. CARRIED 7/0 7.2 Minutes of Special Council Meeting – 26th November, 2018 RESOLUTION 3304 Moved Cr Lynch Seconded Cr Jones That the minutes of the Council Meetings held on 26th November 2018 be confirmed. CARRIED 7/0

8. ANNOUNCEMENTS BY PRESIDING MEMBERS WITHOUT DISCUSSION Nil 9 REPORTS OF COMMITTEES AND OFFICERS 9.1 Finance Report 9.2 Manager of Planning & Development Report 9.3 Manager of Works Report 9.4 CEO Report 9.5 EHO Report 9.6 Kondinin Medical Centre 9.7 Building Surveyor Report 9.8 Hyden & Kondinin Swimming Pool Manager’s Reports 9.9 Building Maintenance & Ranger Report

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

9.1 FINANCIAL REPORT

9.1.1 Financial Reports Name of Applicant: Manager of Finance Author: Manager of Finance Voting: Simple Date: 10th December, 2018 SUMMARY/COMMENT: The financial statements for the period ending 30 November 2018 are attached. RESOLUTION 3305 Moved Cr Butler Seconded Cr Jones That the Financial Reports for the period ended 30th November 2018 as presented be accepted. CARRIED 7/0

9.1.2 List of Accounts Name of Applicant: Manager of Finance Author: Manager of Finance Voting: Simple Date: 7TH December 2018 SUMMARY/COMMENT: A list of accounts is attached. RESOLUTION 3306 Moved Cr Smoker Seconded Cr James That Muni Cheques 18515 - 18540, Muni EFT9952 - 10079, Transport Direct Debits, Other Direct Debits, Payroll and Bank Fees (for the month of November 2018) amounting $1,327,807.39 be endorsed. CARRIED 7/0

9.1.3 Capital Items Progress Name of Applicant: Shire of Kondinin Author: CEO – Mia Dohnt Date: 10th December 2018 SUMMARY/COMMENT: Expenditure on capital items for 2018-2019 Programme Description Budget Notes Governance 0KN Vehicle Changeover 55,000 COMPLETED Governance KN0 Vehicle Changeover 42,000 Governance KN04 Vehicle Changeover 34,500 Health KN52 Vehicle Changeover 32,500 COMMENCED Health Computer Upgrade – Doctors Surgery 5,000 COMMENCED Health Yeerakine Lodge Carpark 10,000 Housing Employee House, Kondinin (Bal C/F) 84,546 COMMENCED Community Amenities KN & HY Drainage 1,700,000 COMMENCED Recreation & Culture Hyden Hall Furniture 30,000 COMPLETE Recreation & Culture Chair for Public Halls 5,000 Recreation & Culture KCRC Kondinin Sports Club Extension 1,021,891 COMMENCED Recreation & Culture Hyden Rec Centre Extensions 50,000 Recreation & Culture Karlgarin Club Roof Replacement 20,000 COMPLETED Recreation & Culture Karlgarin Bowling Green Resurfacing 110,000 COMPLETE Recreation & Culture Kondinin Netball Court Reseals 23,029 COMPLETE Recreation & Culture Coronation Park Upgrade Hyden 50,000 COMPLETE Recreation & Culture Trembath Park Seating & Landscaping KN 20,000 COMMENCED Transport Mount Walker Road 67,500 COMPLETED Transport East Hyden Bin Road 427,125 COMPLETED 2

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Transport Kondinin Lake North Road 56,850 COMPLETED Transport Notting Karlgarin Road (Gravel) 67,531 Transport Bendering East Road (Form & Gravel) 85,718 Transport Reseal Wave Rock Second Entrance 21,450 Transport Hyden Norseman Road (Reseal) 95,950 COMPLETED Transport Hyden Norseman Road (Gravel) 89,861 COMPLETED Transport Aggiss Road (Form & Gravel) 48,999 Transport Karlgarin Hills North Road (Form & Gravel) 83,690 Transport Worland Road (Form & Gravel) 107,363 Transport Chalk Hill West Road (Form, Gravel & Seal) 80,961 COMMENCED Transport Sharpe Road (Blue Metal Spread) 24,129 Transport King Rocks West (Gravel) 52,284 Transport Footpath Construction (3 Towns) 50,000 Transport KN55 Vehicle Changeover 27,500 COMPLETED Transport KN61 Vehicle Changeover 27,500 COMPLETED Transport Lawnmower C/F 25,000 COMPLETED Transport Grader 350,000 COMPLETED Economic Services Wave Rock Tourist Precinct Improvement 50,000 COMMENCED Economic Services Entry Statements 10,000 COMMENCED Economic Services Karlgarin Centenary Project 20,000 COMMENCED Economic Services Hyden Main Street Beautification 100,000 COMMENCED Economic Services The Humps Project C/F 11,264 COMPLETE Other Prop & Services KN49 Vehicle Changeover 55,000 COMPLETE Other Prop & Services KN54 Vehicle Changeover 32,500 COMMENCED TOTAL $ 5,361,641 FOR INFORMATION

9.1.4 2017/18 Annual Auditors Report Applicant: Shire of Kondinin Author: MOF/CEO Date: 12th December, 2018 Disclosure of Interest: Nil SUMMARY/COMMENT: The Shire of Kondinin’s Annual Financial Report 2017/18 was audited by Byfields Business Advisers – contractor of OAG. The Audit Report prompts the conducting of an Annual Meeting of Electors where the Audit Report (amongst other reports) will be presented to electors within 56 days after acceptance of annual report. As no Council meeting is held in January it is proposed that this meeting be scheduled after the 13th February 2019 Council meeting to comply with Local Government Act 1995 timeframe requirements. The annual audit (Attachment 1) demonstrates that the Shire of Kondinin Administration has conducted the Shire’s affairs effectively from a financial management and compliance viewpoint in a sound manner except for the comments stated by the auditors in the Report on Other Legal and Regulatory Requirements (1) a&b. The Audit Financial Report was reviewed by the Audit Committee on Wednesday 12th December 2018 and recommended for adoption by Council. The Annual Report is provided for endorsement by Council to be tabled at the Annual General Electors Meeting to be held on 13th February 2019. The report will be sent as a separate attachment via email by close of business Monday 17th December 2018. STATUTORY ENVIRONMENT Local Government Act 1995, Section 5.54 and 5.55 POLICY IMPLICATION There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS 3

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Nil STRATEGIC IMPLICATIONS Nil VOTING REQUIREMENT Absolute majority RESOLUTION 3307 Moved Cr Lynch Seconded Cr Jones THAT Council: 1. accepts the 2017/18 Shire of Kondinin Independent Audit Report, Management Report and Annual Report, pursuant to Section 5.54 of the Local Government Act 1995;

2. In accordance with Section 5.55 of the Local Government Act 1995, authorise the Chief Executive Officer to give public notice of the availability of the Annual Report from 24th December, 2018.

3. Conduct the Annual Meeting of Electors on Wednesday, 13th February, 2019 by giving at least 14 days local public notice prior to the meeting. CARRIED 7/0 The public guests left the meeting 9.1.5 CONFIDENTIAL ITEM - Townsite Drainage Tender – Lay and Compaction of Stormwater Drainage Applicant: Shire of Kondinin Author: MOW Date: 12th December, 2018 Disclosure of Interest: Nil

SUMMARY/COMMENT Tenders were advertised (Tender No: 01/2018-19) in the West Australian Newspaper for the Lay and Compaction of approximately 1000m of 375mm Storm Water Drainage Pipe and 35 Liners. The following nine tenders as recorded were received:

1. West Coast Profilers Civil $248,689.21 2. 4 Rivers Plumbing & Gas $88,535.00 3. Kinetic Pipeline Systems $313,305.00 4. Dowsing Group $168,963.81 5. Vasse Civil + Drainage $397,877.27 6. All West Plant Hire $177,000.00 7. O’Conner Contracting $135,000.00 8. Ringa Civil $252,300.00 9. MMM WA Pty Ltd $336,380.20

Administration has prepared an assessment and recommendations based on the evaluation criteria taking into account tenderers that visited the site and provided all requested material. The recommendation from Administration due to their track record and ability to work cooperatively with the Shire in the past, is to award the tender to Kinetic Pipeline Solutions. This work is council funded through loan money that has been approved by treasury and incorporated into the 2018/19 Budget. Work can start immediately upon agreement with the chosen party and will likely begin early 2019. The selection criteria and officers comments are addressed in the attachment and the 9 tenders will be tabled for council to inspect. Statutory Environment Local Government Act 1995 Section 3.57

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Strategic Implications Nil Policy Implications Shire of Kondinin Purchasing Policy – Tenders Local Government Financial Regulations Financial Implications Nil Voting Requirements Absolute Majority RESOLUTION 3308 Moved Cr Browning Seconded Cr Lynch THAT Council accept the tender received from Kinetic Pipeline Systems totalling $313,305.00 for the Lay and Compaction of Approximately 1000m of 375mm Storm Water Drainage Pipe and 35 Liners as per project details provided. CARRIED 7/0 Absolute Majority Guests returned and the meeting moved to item 9.3

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

9.2 Manager of Planning and Development Report

9.2.1 MPD – Grants, Events and Projects Update

Grants Summary 2018 – 2019

Project Source of Funding Grant Shire Status / Comment Amount Contribution

Department of Approved and In Progress Sport and Both Grant Applications submitted to the Northam Offices of the DSR and the WDC Recreation respectively on Friday 16th September 2016. (Community  KCRC has confirmed $150,000 towards the project ($150,000 received) Extension to $100,000 Sporting and  DSR have confirmed $100,000 towards the project ($75,000 received to date) Kondinin (DSR) Recreation  WDC have confirmed $185,000 towards the project ($175,000 received to date) Community $775,000 Facilities Fund) &  Total project cost is $1,172,764. Recreation $185,000 Wheatbelt Progress Reports are being submitted to State funding authorities and monies have been Centre (WDC) Development received in accordance with milestones in the respective Funding Agreements. Commission Project remains within budget and consistent with agreed schedule with grant authorities (Regional Grants and ACORP Construction who were awarded the tender for the project in March 2018. Round)

Submitted Revegetation A grant application was submitted on 4th August 2018 to plant 1050 trees in 5 sites around of Kondinin the Kondinin Sports Ground and 50 edible bush tucker plants in the Kondinin Community Sports Ground NRM Community $1,000 plus in- Garden. The revegetation around the sports ground will provide a much needed wind break Surrounds and $2,320 Stewardship Grant kind and wildlife corridor and will be planted with seedlings propagated from seeds collected by Kondinin local Kondinin resident. Bush tucker plants to be purchased from a local nursery and where Community required from Perth. All plants have been selected by local seed collector. Planting will be Garden done by the Kondinin Community Recreation Council, Kondinin Primary School, Kondinin 6

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Community Garden Working Group and the broader community. Outcome of grant expected by November 2018 with planting to be undertaken in June 2019. Submitted Grant application submitted on 28 August 2018 for upgrades to Coronation Park, Hyden. Grant based on detailed plan prepared by Reality Landscapes which sets out project in 6 stages: Stage 1 (Contours & Drainage); Stage 2 (Bike Paths and Gravel Paths); Stage 3 Upgrades to (Updated Facilities); Stage 4 (Planting & Mulching); Stage 5 (Community Garden); and Stage Coronation Lotterywest $61,311 $69,800 6 (Playground Shelter). In-kind support and endorsement of project received from Hyden Park Progress Association, Hyden Play Group, Hyden Day Care Centre, Hyden Respite Centre and Hyden Disability Coordinator. Grant is largely for Stage 3 of the project relating to new outdoor furniture and equipment, together with concrete works for junior bike path and bollards around perimeter of park. Outcome of grant likely to be received by December 2018. Submitted Department of An Expression of Interest with indicative plans and costings was submitted seeking grant Hyden Shared Infrastructure (WA money to go towards a shared bike path from the corner of Marshall and McPherson Street $50,000 $50,000 Bike Paths Bike Network to the Hyden Travel Stop to connect to the existing bike path to Wave Rock. The Shire was Grant) shortlisted to submit a full grant application which was completed on the 17th October 2018. Outcome likely to be received by January 2019. Kitchen & Bar Submitted Fit Out at An Expression of Interest was submitted and approved by Rick Wilson’s Office for the Stronger $14,000* Kondinin Stronger Communities Grant for the fit out of the kitchen and bar area at the Kondinin Communities $14,000 (To be paid by Community Community Recreation Centre. The Shire in partnership with the Kondinin Community Grant the KCRC) Recreation Recreation Council submitted a full grant application and have been awarded $14,000 Centre towards the fit out of the kitchen area and bar. Submitted Department of Grant Application submitted on the 28thSeptember 2018 seeking funding towards the Kondinin Communities – $3100 plus Gourmet in the Garden event scheduled to be held on Friday the 22nd March 2019. It is Community Community $4,900 local in-kind anticipated that by developing this as an annual event will serve to raise the profile and Garden Gardens Grant assistance interest in the community garden and also promote local fresh produce. Outcome likely to Program be received by January 2019. Submitted Kondinin $4000 plus Grant Application submitted on the 26th November 2018 seeking funding towards the Community Healthway $2,000 local in-kind Gourmet in the Garden event scheduled to be held on Friday the 22nd March 2019. It is Garden assistance anticipated that by developing this as an annual event will serve to raise the profile and 7

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

interest in the community garden and also promote local fresh produce. Outcome likely to be received by January 2019. TOTAL $ 419,531 $ 902,900

Events Summary DECEMBER 2018 EVENT NAME EVENT DETAILS TARGET AUDIENCE 16th December Kondinin Christmas Tree Local community event with Santa and craft, jumping castle and face painting Kondinin Community 2018 and sausage sizzle. Event run by the Kondinin P&C with support from the Shire. JANUARY 2019 31st January 2019 Noongar Sports To be held at the Kondinin Swimming Pool. 10am to 2pm. Lunch provided by the School aged children Shire. FEBRUARY 2019 16th February Kondinin Triathlon To be held at the Kondinin Swimming Pool. Long and Short Course for adults and Children and Adults 20109 children. Individual and Team categories. To promote across the district. MARCH 2019 22nd March 2019 Gourmet in the Garden To be held at the Kondinin Community Garden. Long Table dinner cooked by Adults chef Sophie Budd with local produce.

Community Development Project Summary Project Status Kondinin Community ON GOING - Busy Bees being held at the end of each month. Outdoor drums installed. Summer vegetables planted at the 27th October Garden 2018 busy bee. Three more old chemical drums have been filled and planted with trees around the fire drums. Early Years, the Kondinin Primary School and the Kondinin CRC are using the venue regularly for child based activities. Gourmet in the Garden Event booked again for Friday 22nd March with chef, Sophie Budd. Wave Rock IN PROGRESS –At its Ordinary Meeting on the 20th June 2018 the Council adopted the amended Wave Rock Improvement Plan 2018 – Improvements 2021 subject to budget funding. A site meeting was held on the 16th August 2018 with Wayfound Consultants attended by Shire Councillors, Shire Administration and Wave Rock Management Pty Ltd. The consultants submitted a scoping report including a list of recommendations to improve and streamline the signage design and location at Wave Rock. The high priority recommendations of this study are now being progressed by the consultants, including new directional and information signage within the Wave Rock Car Park area. The new directional and information signs have been completed and installed as of 13th December 2018 with minor changes recommended in the Fees and Charges Item. The Shire’s CEO and Shire President are currently investigating the development of a Bush Tucker Garden in the cleared area between the main Car Park and Wave Rock.

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Hyden Streetscape IN PROGRESS – Concept Plan adopted by Council at its Ordinary Meeting on the 20th December 2017. At its Ordinary Meeting on the Project for 2022 20th June 2018 Council approved for Coronation Park to be the priority project for 2018/2019 as part of the Hyden Streetscape Project. Centenary Application to Lotterywest has been submitted to cover approximately half the costs of works to Coronation Park, with outcome likely to be received by December 2018. The Shire engaged Reality Landscapes to undertake landscaping works to Coronation Park in liaison with the Shire of Kondinin and volunteer assistance where available during the 2018/2019 financial year. This stage 1 of the works to Coronation Park were completed in November 2018. As part of the Hyden Streetscape Project work is also being undertaken on the design of the Hyden Swimming Pool Car Park; a grant for a continuous shared pathway along Marshall Street; upgrades to the parking and access to the shops along McPherson Street and associated drainage works in the Hyden Town Site all in line with the recommendation of the Hyden Town Revitalization Plan 2017. Meeting scheduled with McPherson Street businesses and land owners for Tuesday 18th December 2018 to discuss development of McPherson Street. Karlgarin Streetscape IN PROGRESS – Sub-Committee met on 27th September 2018. Key items discussed were; proposed granite and concrete commemorative Project for 2020 wall; proposed granite and timber seats with interpretation; proposed map in the gazebo; research and mapping work being undertaken Centenary and change of date to early October 2020 to avoid conflict with Wave Rock Weekender. Minutes circulated following September meeting with list of actions and corresponding responsibility to be progressed before next meeting proposed for March 2019. Additional meeting held on the 7th November 2018 to finalise logo, discuss budget matters and meet with builder to discuss concrete wall. Quotes now being obtained for the concrete wall, the interpretive signage and the granite seating. Manager Planning and Development has prepared a draft budget worksheet that has been circulated to Working Group and currently working on the text for maps and historical interpretive signage in liaison with the working group and the preparation of a grant application to be submitted to Lotterywest by early 2019. Roe Tourism ON GOING – New website http://www.roetourism.com.au/ is now live to promote Roe Tourism. Currently awaiting outcome of grant application for the preparation of a Roe Tourism Strategic Plan. IN PROGRESS – Project has been split in two. Priority to be the boundary signs for 2018/2019. Draft designs were compiled by Connelly New Entrance Signage at Imagery and tabled at the Ordinary Meeting on 15th August 2018 for discussion and were circulated to Councillors for feedback. Council Shire Boundaries supported Option C with some minor amendments at the Ordinary Meeting of Council held on the 19th September 2018. Matter reported to November 2018 Ordinary Meeting of Council in which approval was granted to the Shire Administration to proceed with ordering of nine (9) new entry signs. The nine (9) new signs have now been ordered and likely to be completed by the end of January 2019. Interpretive Signage for IN PROGRESS – Two newinterpretive panels completed and delivered. Currently awaiting installation. Wagon and Sulky at Kondinin Information Bay Upgrades to Trembath IN PROGRESS – Old tyres and pine logs removed. New shelter and table setting ordered to arrive by end of January 2019. Reality Park Landscape engaged to lay new lawn and improve reticulation. Kondinin Building Service compiling quotation to install concrete pad and the new shelter and new lime stone bricks to delineate between the new lawn area and the playground.

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Town Planning Projects and Matters Update

Project Status Transit Park and Associated Caretakers Unit and Item approved at November 2018 Ordinary Meeting of Council. Approval issued to applicant. Ticket Box. Lots 2 and 4 Lovering Road, Hyden Change of Use from Abattoir to Tourist Planning Approval issued by Council at its Ordinary Meeting on the 15th November 2017 subject to conditions. Accommodation comprising two (2) The applicant engaged a building company to prepare more detailed and accurate plans appropriate for a building transportable buildings and the conversion of permit. In September 2018 the Applicant contacted the Shire’s Administration advising that now the development existing building for guest facilities at Lot 2952 was to operate as workers accommodation only. A letter dated 21st September 2018 was sent to the Applicant Aylmore Road, Hyden from the Shire’s CEO confirming this was acceptable with the condition that if the Applicant intended to use the facilities for tourist accommodation a new building permit and the necessary compliance for tourist accommodation would need to be demonstrated before this could occur. A Certificate of Completion was received by the Shire on the 20th November 2018 confirming that the development has been completed for workers accommodation only. A site visit undertaken by the Shire’s EHO on the 26th November 2018 indicated that some aspects of compliance has not yet been met of which the applicant was advised in writing to action immediately. A Certificate of Lodging House was issued to the premises for the period 26th November 2018 to 30th June 2019. Proposed Subdivision – Lots 23936 & 26019 on See item 9.2.2 of December 2018 Agenda Report. DP 204001 and Lots 27519 & 27637 on DP 206862 bounded by Notting-Karlgarin Road, Government Dam Road, Bendering Road East and Karlgarin Hill Road North, Karlgarin (WAPC Application Number: 157426

RESOLUTION 3309 Moved Cr Browning Seconded Cr Jones That Council Receive the Manager Planning and Development’s update on Grants, Events and Projects; CARRIED 7/0

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

9.2.2 PROPOSED SUBDIVISION – Lots 23936 & 26019 on DP 204001 and Lots 27519 & 27637 on DP 206862 bounded by Notting-Karlgarin Road, Government Dam Road, Bendering Road East and Karlgarin Hill Road North, Karlgarin (WAPC Application Number: 157426) SUBJECT: Proposed Subdivision LOCATION: Lots 23936 & 26019 on DP 204001 and Lots 27519 & 27637 on DP 206862 bounded by Notting-Karlgarin Road, Government Dam Road, Bendering Road East and Karlgarin Hill Road North, Karlgarin APPLICANT: Harley Dykstra Pty Ltd on behalf of Joseph Peter Graham ATTACHMENTS: Planning Report and Subdivision Application DATE OF REPORT: 27th November 2018 AUTHOR: Manager Planning and Development

DISCLOSURE OF INTEREST: Nil SUMMARY This report recommends that a subdivision application submitted to the Western Australian Planning Commission (WAPC) by Harley Dykstra Pty Ltd on behalf of Mr Joseph Peter Graham (Landowner) and referred to the Shire for review and comment be conditionally supported by Council. BACKGROUND Harley Dykstra Pty Ltd consultancy on behalf of the current landowner, has submitted a subdivision application to the Western Australian Planning Commission (WAPC) seeking approval to undertake a boundary realignment of subject lots 23936 & 26019 on DP 204001 and subject lots 27519 & 27637 on DP 206862 for the purpose of lot rationalisation. The proposal is for the existing four lots to be modified with no additional lots being created. All four (4) existing subject lots are currently zoned ‘Rural’ under the Shire’s Local Planning Scheme No.1. The existing Lots 23936 & 26019 on the eastern portion of the subject site have been largely cleared for broad hectare farming, with Lot 23936 also accommodating an existing residential dwelling and associated sheds. Existing Lots 27637 & 27519 on the western portion of the subject site have been only partially cleared and predominately comprise remnant and regrowth vegetation. The proposed subdivision (boundary realignment) as illustrated in the attached Plan will result the realignment of the existing four (4) Lots to create four (4) new lot boundaries which respond to the existing vegetation lines and allow for the majority of the cleared functioning farmland to be maintained on the one title. The following changes to the existing lot boundaries are summarized in the table below: Lot Particulars Existing Land Proposed Land Area Area (Approx.) (Approx.) Existing Lot 23936 325.5 ha - Existing Lot 26019 79.0 ha - Existing Lot 27637 39.3 ha - Existing Lot 27519 1378.9 ha -

Proposed Lot A (south-west section of existing Lot 27519 - 101.7 ha with access from Notting – Karlgarin Road and Government Dam Road) Proposed Lot B (north section of existing Lot 27519 merged - 405.9 ha with all of existing Lot 27637 with access from Bendering Road East and Government Dam Road) Proposed Lot C (western section of existing Lot 27519 with - 325.6 ha access from Notting – Karlgarin Road and Government Dam Road) Proposed Lot D (consolidation of existing Lot 26019, existing - 984.3 ha Lot 23936 & eastern section of former Lot 27519 with access from Notting-Karlgarin Road, Karlgarin Hill Road North and Bendering Road East.)

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COMMENT In considering the application Council is required to have due regard to relevant policies and provisions including the Shire’s Local Planning Scheme No.1; the WAPC Development Control Policy No.3.4 – Subdivision of Rural Land; the WAPC Development Control Policy No. 1.1 - Subdivision of Land – General Principles; and State Planning Policy 3.7 – Planning in Bushfire Prone Areas. Any conditions imposed by the Local Government are to be consistent with the Western Australian Planning Commission’s Model Subdivision Conditions Schedule (October 2017).

Shire of Kondinin Town Planning Scheme No.1 The subject Lots 23936 & 26019 on DP 204001 and Lots 27519 & 27637 on DP 206862 bounded by Notting- Karlgarin Road, Government Dam Road, Bendering Road East and Karlgarin Hill Road North, Karlgarin are classified ‘Rural’ zone under the Shire of Kondinin’s current operative Local Planning Scheme No.1 (TPS No.1). In support of the proposed subdivision, Clause 16 (c) (ii) of the LPS No.1 notes that ’16 (c) Having regard to the prime agricultural importance of land in the Rural zone the local government will only support further subdivision of existing lots where … (ii) the lots are for farm adjustment and the erection of dwellings is restricted.’

It is considered that the proposed boundary realignment comprising the four (4) subject lots will necessitate farm adjustment to improve the functionality of the subject lots.

WAPC Development Control Policy No. 3.4 – ‘Subdivision of Rural Land’ The Western Australian Planning Commission’s (WAPC’s) Development Control Policy No. 3.4 provides guidance on those matters to be considered by the Commission when determining applications for the subdivision of rural land throughout Western Australia.

Section 6.3 of the Policy relates to boundary realignment. The Policy allows for multiple lots in one ownership to be rationalised in order to achieve better land management or create access to landlocked lots. The proposed boundary realignment meets the requirements of the Policy in that:

 No additional lots are proposed to be created;  The new boundaries are logical, respond to current land use and improve land management;  No new roads are proposed to be created and the property does not front any State governed roads

State Planning Policy 3.7 – Planning in Bushfire Prone Areas As shown in the extract of the Map of Bush Prone Areas below, all four (4) lots within the subject site are classified as being in Bush Fire Prone Areas.

Notwithstanding this, Planning Bulletin 111/2016 relating to Planning in Bushfire Prone Areas states that State Planning 3.7 applies to applications for subdivision except for amalgamations or boundary realignments. Since this proposed boundary realignment will not result in an increased bushfire risk, a detailed Bushfire Attack Level Assessment is not required at this stage. However any potential future development on the site will require appropriate assessment at that time.

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Bushfire Prone Areas on subject Lots 23936 & 26019 on DP 204001 and Lots 27519 & 27637 on DP 206862

CONCLUSION Based on the assessment outlined above the proposed subdivision to undertake a boundary realignment of subject lots 23936 & 26019 on DP 204001 and subject lots 27519 & 27637 on DP 206862 for the purpose of lot rationalisation should be supported for the following reasons: i) Consistent with the provisions relating to subdivision on ‘Rural’ zone in the Shire of Kondinin’s current operative Local Planning Scheme No.1; ii) Consistent with the criteria contained in the Western Australian Planning Commission’s Development Control Policy No. 3.4 - Subdivision of Rural Land in relation to circumstances of boundary realignment iii) Consistent with the principles of the Western Australian Planning Commission’s Development Control Policy No. 1.1 – Subdivision of Land – General Principles; and iv) Consistent with the principles of the Western Australian Planning Commission’s State Planning Policy No. 2.5 relating to Land Use Planning in Rural Areas.

As such it is recommended that Council advise the Western Australian Planning Commission that it conditionally supports the proposed subdivision. Statutory Environment  Planning and Development Act 2005  Shire of Kondinin Town Planning Scheme No.1 Policy Implications  WAPC Development Control Policy No. 3.4 – Subdivision of Rural Land  WAPC Development Control Policy No.1.1 – Subdivision of Land – General Principles  State Planning Policy 2.5 – Land Use Planning in Rural Areas  State Planning Policy 3.7 – Planning in Bushfire Prone Areas  State Planning Bulletin 111/2016 relating to Planning in Bushfire Prone Areas Public Consultation Not required Financial Implications Nil Strategic Implications Nil

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Voting Requirements Simple majority required. RESOLUTION 3310 Moved Cr Butler Seconded Cr Lynch

That Council advise the Western Australian Planning Commission that it supports the subdivision application 157426 submitted by Harley Dykstra Pty Ltd on behalf of Joseph Peter Graham (landowner) to undertake a boundary realignment of subject lots 23936 & 26019 on DP 204001 and subject lots 27519 & 27637 on DP 206862 for the purpose of lot rationalisation in accordance with the details of the plan and accompanying report submitted in support of the application, subject to imposition of the following conditions:

1. Suitable arrangements being made with the local government for the provision of vehicular crossover(s) to service the lot (s) shown on the approved plan of subdivision. CARRIED 7/0

9.2.3 Amendment to 2018/2019 Fees and Charges (Wave Rock Entry Fees) SUBJECT: Amendment to 2018/2019 Fees and Charges (Wave Rock Entry Fees) LOCATION: Wave Rock Road, Hyden ATTACHMENTS: Nil DATE OF REPORT: 13th December 2018 AUTHOR: Manager of Planning and Development DISCLOSURE OF INTEREST: Nil SUMMARY: This report proposes to amend the current 2018/2019 Schedule of Fees and Charges relating to entry to Wave Rock to simplify the current situation. BACKGROUND The current 2018/2019 Schedule of Fees and Charges were adopted by Council at its Ordinary Meeting on the 16th May 2018 and have 20 different scenarios for payment for entry to Wave Rock, which is considered excessive for what is actually gained financially from all these scenarios and confusing for tourists operating the ticket machine. The data collected from the ticket machine over the last nine (9) months indicates that over 90% of visitors to Wave Rock pay the $12.00 per vehicle. More specifically, using September 2018 as a snapshot 82.3% of the 1,129 tickets purchased where for a Car. 11.3% where for a Car +1 Child which is skewed as it is the first option on the Ticket Machine. Motorcycle was 1%. Money not collected in this month if all other ticket types were “just a $12 car” would have been $319 out of $14,081. This $319 dollar difference in one of the busiest times of the year has been reported by the Wave Rock Caravan Park as creating difficulties for international tourists and the elderly due to the number of options on the ticket machine. The graph below taken from the ticket machine data illustrates this use pattern.

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

With the new Wave Rock signs installed at Wave Rock earlier in the week the Wave Rock Caravan Park has advised that having on the sign relating to both car entry, motor cycle entry and the per person entry is confusing for tourists who when the ticket machine is not working are looking to pay just the $5.00 per person even when they are in a vehicle. The former sign only had the information about the $12 per vehicle and therefore the per-person fees of $5.00 per adult and $3.00 per child were only paid by tour bus companies either directly to the kiosk or are invoiced by the Shire of Kondinin. The Wave Rock Car Park operates largely as any other unmanned fee paying car park in that charges are made per vehicle or motor cycle and not per person, as there is no way of monitoring how many people are in a vehicle unless the Shire’s Ranger happens to be there when the vehicle arrives and counts the number of people. The limiting of options also means the machine is easier to operate, even with reduced visibility due to glare. This issue has also been investigated by the Shire’s Administration and Cale/Parkonsult have recommended to not hang anything over the screen or machine as it is an eye level hazard. The Machine only receives direct sunlight in the mornings of the winter months and a shade sail or cover would be ineffective. In response to the information above, it is proposed that the current 2018/2019 Schedule of Fees and Charges are amended as shown in strike-thru and underline below. Proposed Amendments to Fees and Charges 2018/2019 - Wave Rock Entry Fees Adult entry $5.00 Child entry - 2 - 16 yrs $3.00 Car Entry (up to 4 persons in car) $12.00 $15.00 Car plus 1 adult $17.00 Car plus 1 child $15.00 Car plus 1 child & 1 adult $20.00 Car plus 1 child & 2 adults $25.00 Car plus 1 child & 3 Adults $30.00 Car plus 2 adults $22.00 Car plus 2 children $18.00 Car plus 2 children & 1 adult $23.00 Car plus 2 children & 2 adults $28.00 Car plus 3 adults $27.00 Car plus 3 children $21.00 Car plus 3 children & 1 adult $26.00 Car plus 4 adults $32.00 Car plus 4 children $24.00 Car plus 5 children $27.00 Car plus 6 children $30.00 Motorcycle $7.00

Conclusion Based on the information detailed in this report, it is recommended that Council support the Officer’s Recommendation to amend the current 2018/2019 Schedule of Fees and Charges by increasing the per vehicle per from $12.00 to $15.00 with no maximum of passengers, deleting reference to all the other scenarios with additional passengers, leave the motorcycle at $7.00 and leave the per person at $5.00 per adult and $3.00 per child but remove this from the ticket machine signage as it will only apply to payments made from tourism operators through the Wave Rock Caravan Park or invoiced from the Shire of Kondinin. Statutory Environment Local Government Act 1995 Policy Implications Nil Public Consultation This change is recommended due to the feedback received from the Wave Rock Caravan Park regarding the

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018 usability of the Shire Ticket Machine and interpretation of the Signage costs. Financial Implications Nil Strategic Implications Nil Voting Requirements Simple majority required Altered Officer Recommendation That Council adopt the proposed amendments to the 2018/19 Schedule of Fees and Charges in relation to Wave Rock Entry Fees by increasing the per vehicle entry from $12.00 to $15.00 and deleting all other reference to vehicle scenarios as shown in strike-thru and underline in the table in the Background section of this report. To become effective in the ticket machine upon receival of new signage inserts with prior notification provided to the Wave Rock Caravan Park.

RESOLUTION 3311 Moved Cr Lynch Seconded Cr Jones That Council adopt the proposed amendments to the 2018/19 Schedule of Fees and Charges in relation to Wave Rock Entry Fees by deleting all reference to vehicle scenarios as shown in strike-thru and underline in the table in the Background section of this report. To become effective in the ticket machine upon receival of new signage inserts with prior notification provided to the Wave Rock Caravan Park. CARRIED 7/0 Break at 4.28pm and Mr M.Burgess did not return

9.3 MANAGER OF WORKS

9.3.1 GENERAL Construction We still have a small crew at Lake Grace on the Pingrup Newdegate road. This crew is made up of Warren Sargeantson on the Grader, Joe Eades on the roller and George Boyce on the water cart. Council’s trucks are presently with Lendlease on the York Merredin Hwy. Both crews are expected to finish the week ending the 14th of December. I have attached times and cost for Council’s information in relation to private works. After long negations with Main Roads WA they have agreed to upgrade Graham Street from the Hospital to the Hyden turn off. This includes drainage upgrades, profiling to 40mm depth, Asphalt overlay to 8m wide in the lane paths, two coat seal in the parking areas and line marking. This will work in well given the upgrades Council will be doing to its own town network with respect to drainage. The Shire of Kondinin is responsible for the removal of the nibs, replacement of the Kerb and installing of the drainage, however we will be charging Lendlease for these works, which will be in the vicinity of $100,000. I am hoping to have all the nibs removed prior to Xmas as it is anticipated the asphalt works will commence around the 20th of January 2019. There has been no change to the works schedule for the rest of the financial year. Plant Repairs KN 2111 – New Brake pads and seals and grease bearings KN 81 – 250 hr service (Cat Grader) KN 66 – Replace EGR valve and sensor KN 55 – 1000km service, fit 2 way (Grader Ute) KN 61 – 1000km service, fit 2 way (Grader Ute) KN 49 – 1000km service, fit 2 way and flashing light KN 77 – Air con repairs, replace revolving lights KN 60 – 90,000 km service (Dual Cab) KN 62 – Replace faulty fuel gauge KN 89 – Fault light on Dash 16

MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

KN 89 – 60,000km Service (Dual Cab) Maintenance Grading Patch grading is continuing. We have responded to a couple of calls to grade Modesty Rock and the Holland track, this was responded to quickly with compliments received. Request for Whyte road, and Bendering East Road were also made, these also were responded to the following day. We have strategically situated the graders at the West, Middle and East ends of the shire, this has been done so that if we do receive requests we can respond quickly to ratepayer needs during the busy harvest season. Maintenance Various areas of patching as well as the reinstallation and replacement of signs. We have also undertaken pruning of Whyte Road so trucks can pass safely. Staff On behalf of myself and all the staff I would like to wish Council a Merry Xmas and a happy new year. 9.3.2 PLANT REPORT

Begin Finish Rego Make User Year Hrs/Km Hrs/Km Comments 0 KN Toyota - Prado CEO 2018 45300 3187 New KN 0 Holden Trailblaizer DCEO 2018 12095 15425 KN 04 Toyota RAV 4 MOF 2018 16471 19610 KN 49 Toyota - Prado MOW 2018 0 2520 New KN 52 Subaru Forester Doctor 2016 KN 54 Subaru Forester OFFICE 2018 22000 KN 51 Holden Rodeo - Dual Cab Mick Pratzky 2017 23160 26602 KN 55 Colorado Brian Lucas 2013 0 1750 KN 56 Toyota Hilux P&G Kondinin 2017 128222 24357 KN 58 Prime Mover Paul Chambers 2016 107604 113049 KN 62 Prime Mover Vacant 2016 79936 86950 KN 77 Prime Mover Eric Krakour 2016 91502 98126 KN 61 Nissan Navara Single Cab Dave Halliday 2013 0 1010 New KN 57 Isuzu - Tray Top - Mtce Truck 2015 90552 91655 KN 60 Isuzu - Tray Top - Dual Cab 2016 90160 92376 KN 89 Isuzu - Tray Top - Dual Cab 2016 53314 60414 KN 63 Isuzu - Tray Top David Symcox 2017 11931 13110 KN 73 Isuzu - Tray Top Kondinin 2011 163812 167062 KN 64 John Deere 670G - Grader Gary Valenta 2016 3000 3091 KN 65 John Deere 670G - Grader Brian Lucas 2011 8089 8178 KN 66 John Deere 670G - Grader Dave Halliday 2013 8020 8115 KN 81 Caterpillar 12m - Grader Warren Sarginson 210 303 KN 67 Volvo L90F - Loader 2012 5973 6107 KN 68 Volvo - Loader 1998 11719 11761 KN 69 Massey Ferguson-Tractor David Symcox 1999 3734 3737 KN 70 Case - Tractor Kondinin 2003 1921 1942 KN 71 John Deere - Backhoe 1992 KN3031 Toro - Ride on Mower Reel Mower 2015 430 436 KN72 Bomag - Road Roller Construction 2015 1786 KN78 Hamm - Vibe Road Roller 2017 599 KN 115 Toro - Reel Mower Hyden 2009 2988 KN 215 Toro - Ride on Mower Hyden 2018 0 9 KN123 JCB Backhoe Kondinin 2014 1670 1671 17 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

KN 112 John Deere - Ride on Mower Kondinin 2006 1211 1212 KN 79 Toyota - Community Bus 2008 141090 141228 KN 59 Water Truck Joe Eades 2016 42360 43565 2017HY Toyota – Community Bus Hyden 2017 12047 12047

RESOLUTION 3312 Moved Cr Butler Seconded Cr Lynch That the Works Manager’s Report be received. CARRIED 7/0

9.3.3 Drainage Construction SUBJECT: Drainage / Road Construction ATTACHMENTS: Quantities and Civil Design DATE OF REPORT: 12th December 2018 AUTHOR: MOW DISCLOSURE OF INTEREST: Nil SUMMARY Last Financial year Council started to undertake a program to upgrade the drainage and mitigate the issues of pooled water and deteriorating road condition within the Kondinin Townsite. In the 18/19 Budget Council successfully borrowed $1.7m to upgrade the worst of the drainage and roads in the towns of Kondinin and Hyden. Prior to the application of the $1.7m we did not have designs for stage 2 Kondinin and Stage 1 Hyden to achieve accurate costs, so assumptions were made at the time of this application. The original scope of the project was to start on the worst of Kondinin which we have the design of for Stage 1 and the remainder of the project was the upgrade of the drainage and road in McPherson Street. If Council were to stick to that original plan Council would be able to meet the original estimation of $1.7 with a little money to spare for Centenary upgrades in Hyden or any other options it may wish to choose. After now receiving the final design for Stage 2 Kondinin and Stage 1 for Hyden. Hyden’s design has dramatically changed the costs for the total project cost due to the extra drainage and construction cost outside of McPherson Street which now includes Naughton St at both ends as well as Lynch and Clayton Streets. I have attached costs for council to view for each project separately, and as Council will see I have costed everything with asphalt. By doing this it will bring the total project to around $1.98m which is a little over the $1.7 borrowed. We can bring these costs down substantially by both reducing the square metres of asphalt used and doing the balance in your normal two coat chip seals by doing this the project would come in under budget. It is felt that Council would miss a great opportunity to upgrade both Kondinin and Hyden that would last for generations to come for the sake of approximately $220,000 - $250,000. It should also be remembered if this whole project was opened up to a commercial operator in its entirety then Council would be looking at a minimum of an extra million dollars at least. I think you would all agree this would change both townsites immensely. Obviously if Council wish to proceed along these lines Council will need to identify the extra funding required. In my opinion the best way to get the best result is to complete all drainage and construction works in Kondinin and Hyden in the 18/19 financial year with the exception of the asphalt works in Hyden. By doing this it will give Council an exact cost and if any is left over of the $1.7m this can be bought forward to the 19/20 financial year and then council will have an accurate cost for budget purposes. The other reason is we will be getting into the cooler months for the laying of the asphalt. It will also help in the planning to implement the revitalisation plan for Hyden. This does not include the construction of the Carpark at the swimming pool in Hyden, even though we have the design for it. There is other options open to Council, however I’m basing my opinion purely in the best interest of road building given the time frame we have to work within.

18 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Statutory Environment Nil Policy Implications Nil Financial Implications 2019/20 Budget Strategic Implications Nil Voting Requirements Absolute majority required RESOLUTION 3313 Moved Cr Smoker Seconded Cr James THAT Council complete all drainage and construction works in Kondinin and Hyden in the 18/19 Financial Year and attempt to make allowance in the budget review or 2019/20 Budget for asphalt works in Hyden. CARRIED 7/0 Mrs T Young joined the meeting at 4:00pm and the meeting moved to item 9.2 The meeting resumed at 4:42pm 9.4 CHIEF EXECUTIVE OFFICER’S REPORT

9.4.1 Container Deposit Scheme Applicant: Shire of Kondinin Author: CEO – Mia Dohnt Date: 5th December 2018 Disclosure of Interest: Nil SUMMARY/COMMENT The Department of Water and Environmental Regulation (DWER) have released a draft Customer Service Standard for the Container Deposit Scheme for comment. Comments have closed prior to the December Ordinary Meeting of Council. A copy of the draft report has been included with your agenda for your reference. This document includes the draft number and approximate location of the refund points, both permanent and flexible, for the Scheme in Western Australia. There has been no permanent or flexible site named within the Shire of Kondinin. WALGA is making a comprehensive Submission on the draft Standard highlighting a range of issues relating to customer interaction with the Scheme and ensuring equitable access for all Western Australian’s. The draft Customer Service Standard only includes flexible refund points for 4 locations within the Great Eastern Country Zone (Shires of Bruce Rock, Cunderdin, Kellerberrin and Merredin), the other 12 Local Governments do not have a refund point allocated. No permanent refund points are located in the zone. The “flexible” refund points are currently defined as: Flexible refund points are intended to meet the requirements of smaller or fluctuating populations and could be provided on a part time, seasonal, mobile, or event based (pop-up) basis. The draft Standard DWER does not included any reference to minimum opening hours / days for the permanent or flexible points. For the Zone to ensure equitable access for all residents to the Scheme it is suggested that all Local Governments be guaranteed, as a minimum, one flexible refund point which is open 16 hours each two week period, including at least 8 hours at weekends (this is the same as the NSW Container Deposit Scheme). There would be nothing to prevent the refund points being open additional hours to improve community access and convenience. These refund points provide potential opportunities for Local Government to co-locate refund points at landfills or transfer stations, communities groups or charities and for local businesses. At the Great Eastern Country Zone Meeting held by teleconference on 29th November 2018 the following resolution was passed; RESOLUTION Moved: Cr Kellie Mortimore Seconded: President Eileen O’Connell 19 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

That the Great Eastern Country Zone requests that: 1. All Local Governments be guaranteed, as a minimum, one flexible refund point in their area. 2. A flexible access point should be defined as a refund point which, as a minimum, is open 16 hours each two week period, including at least 8 hours at weekends 3. The State Government provide appropriate funding for the refund points. CARRIED

At the Central Country Zone Meeting the issue of CDS Service Standards was considered and it was resolved as follows:

RESOLUTION: Moved: Mr Fardon Seconded: Cr West 1. That the Central Country Zone make a submission to the Department of Water and Environmental Regulation in relation to the draft Container Deposit Scheme (CDS) Customer Service Standards pointing out the following concerns:  lack of consideration of district/Shire population – Central Country Zone is of the view that within the Zone the minimum requirement in respect to refund point population thresholds should be the district population and not town population;  consideration of distance - the service standards of outer regional areas to provide a collection point within 100kms and travelling two hours to access a collection point is too great and will discourage participation in the CDS; and  lack of local refund points reducing impacting on use of CDS - the lack of local collection points could significantly reduce the positive impacts of the CDS in the Central Country Zone. 2. That a representative of the Department of Water and Environmental Regulation with knowledge of the Container Deposit Scheme and proposed Customer Service Standards be invited to attend the next meeting of the Zone. CARRIED STATUTORY ENVIRONMENT Local Government Act 1995 POLICY IMPLICATION Nil FINANCIAL IMPLICATIONS Nil STRATEGIC IMPLICATIONS Nil VOTING REQUIREMENT Simple Majority RESOLUTION 3314 Moved Cr Jones Seconded Cr Browning THAT Council endorse the recommendation as carried at the Great Eastern Country Zone meeting on 29th November 2018. CARRIED 7/0

9.4.2 Council Meeting Dates 2019 Applicant: Shire of Kondinin Author: CEO Date: 10th December 2018 Disclosure of Interest: Nil Summary/Comment The Shire of Kondinin is required to determine the dates of its Ordinary Council meetings for the pursuing year and advertise the times for public information.

20 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Ordinary meetings are held on the third Wednesday of the month at Kondinin Shire Office with the exception of March and August and November meetings, which are held at the CRC Building in Hyden and the February meeting held on the second Wednesday in that month. No meeting is held in January. At the last Council meeting in November 2017 discussion took place regarding holding the Council Meeting later in the afternoon due to harvest. This was implemented in 2018 and will again be proposed in 2019. Statutory Environment Local Government Act 1995, Admin Reg 12(1) Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirement Simple Majority

RESOLUTION 3315 Moved Cr Lynch Seconded Cr Jones THAT pursuant to Admin Regulation 12(1), Council advertise for public information Ordinary Council Meeting times and dates for 2019 as follows:

January No meeting February 13th at Kondinin Shire Offices commencing at 3.00pm March 20th at Hyden CRC Building, Hyden commencing at 3.00pm April 17th at Kondinin Shire Offices commencing at 3.00pm May 15th at Kondinin Shire Offices commencing at 3.00pm June 19th at Kondinin Shire Offices commencing at 3.00pm July 17th at Kondinin Shire Offices commencing at 3.00pm August 21st at CRC Building, Hyden commencing at 3.00pm September 18th at Kondinin Shire Offices commencing at 3.00pm October 16th at Kondinin Shire Offices commencing at 3.00pm November 20th at CRC Building, Hyden commencing at 4.30pm December 18th at Kondinin Shire Offices commencing at 3.00pm CARRIED 4/3

9.4.3 Wheatbelt South Aged Housing Alliance Applicant: Shire of Kondinin Author: CEO – Mia Dohnt Date: 12th December 2018 Disclosure of Interest: Nil Summary/Comment We have now had officially confirmed that Royalties for Regions funding for the Wheatbelt South Aged Housing Alliance Project has not been approved in the recent state budget however funding was provided to compile and resubmit a new business case on the proposed project. Monday the 3rd December the CEO attended a meeting in Wickepin regarding the Wheatbelt South Aged Housing Alliance and the project to build aged units regionally. As you will be aware the application for BBRF and state funding was not approved on the last application but the alliance was given $20,000 to prepare a new business case with an indication that the alliance may receive approximately $1.6m from the next round. Shire of Wickepin as the lead Shire and by agreement of the alliance has engaged Tammy King from Grants Empire to prepare the business case on our behalf. With Narrogin, Wandering and Kulin pulling out of the alliance, the discussions at Monday’s meeting discussed the rewrite of the business case based on two options.

21 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

Option one: for a total of 14 Units (Wickepin 4, Cuballing 4, Kondinin 4 and Corrigin 2 original request per Shire) Option two: for a total of 10 units (Wickepin 4, Cuballing 2, Kondinin 2, and Corrigin 2) With those numbers in mind the alliance members agreed that the two submissions would seek funding around 65% R4R and 35% WSAHA. The following costings per unit have been calculated based on the revised quotes received to update the business case. For 14 units, the total project cost is $5,098,300. Based on the 65/35 split, $3.36million will be sought through the Business Case and the Shire’s will need to confirm the following commitment: cash In-kind Wickepin $ 312,550 $ 182,000 Kondinin $ 311,050 $ 182,000 Corrigin $ 158,650 $ 99,000 Cuballing $ 311,050 $ 182,000 $ 1,093,300 $ 645,000 STATUTORY ENVIRONMENT Nil POLICY IMPLICATION There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS Council’s financial contribution towards a successful Royalties for Regions application would likely impact the 2019/20 year and would not affect the current budget. STRATEGIC IMPLICATIONS 1.1 A vibrant and attractive place to live that offers choice and a liveable environment 1.1.1 Promote the Shire of Kondinin as a great place to live, work, visit and invest 1.1.2 Encourage greater housing diversity and standards that meets the needs of a broader demographic profile 1.1.3 Develop infrastructure and support services to create the Shire as an ideal place to retire ...... VOTING REQUIREMENT Simple majority 1. Does Council still support the project if either application is successful (ie either 4 or 2 units) 2. You acknowledge the cash and in-kind contribution. The commitment to provide that amount of cash and in-kind support will be included retrospectively in the December 2018 meeting Agenda You authorise me to prepare a letter of support to be included in the submission that Council is prepared to contribute $311,050 in cash and $182,000 in-kind contribution to the project in future budgets. RESOLUTION 3316 Moved Cr Lynch Seconded Cr Butler THAT Council; 1) In principle continues to support the objectives of the alliance and the project to construct aged housing units 2) Acknowledge the financial contribution required in 2019/2020 if funding is successful, and; 3) Endorse the letter of support prepared by the Chief Executive Officer to be sent with the business case.

CARRIED 7/0

9.4.4 CEO – Annual Leave Name of Applicant: Shire of Kondinin Author: CEO Declaration of Interest: Nil Date: 10th December 2018

22 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

BACKGROUND / COMMENT: Clause 9.2 of the CEO’s employment contract allows for five weeks annual leave. As such I am applying for just over two weeks annual leave. I am requesting annual leave from Monday 22nd April 2019 and return on Wednesday 8th May 2019. During this period it is recommended that Alan George (DCEO) or other suitably qualified person be appointed Acting Chief Executive Officer. STATUTORY ENVIRONMENT Nil POLICY IMPLICATION There are no direct policy implications in relation to this item. FINANCIAL IMPLICATIONS Nil STRATEGIC IMPLICATIONS Nil VOTING REQUIREMENT Simple majority RESOLUTION 3317 Moved Cr James Seconded Cr Jones THAT Council approve the CEOs period of annual leave and appoint Alan George, DCEO, or other suitably qualified person to the position of Acting CEO for 22nd April 2019 to 8th May 2019. CARRIED 7/0

9.4.5 Occupational Safety and Health (OSH) Policy Applicant: Shire of Kondinin Author: FAO Date: 13th December, 2018 Disclosure of Interest: No interest to disclose SUMMARY/BACKGROUND: The Shire of Kondinin has recently had its Occupational Safety & Health (OSH) Policy (Attachment 1) reviewed by Prompt Safety Solutions including our Occupational Safety & Health (OSH) Procedures Manual (Attachment 2). These documents are being put to council for yearly review. Administration is also seeking approval from council for the adoption of a new Shire of Kondinin Fitness for Work Policy (Drugs, Alcohol And Impairment) (Attachment 3) to supersede the previous Drug and Alcohol Policy (Attachment 4) related to the following Policy Manual Entry. 3 1.4.14 DRUGS AND ALCOHOL IN THE WORKPLACE Adopted 16th February 2011

AN ALCOHOL READING OF 0.00 IS REQUIRED ON ALL COUNCIL PROJECTS

The use of drugs and alcohol in the workplace – including Council premises, parks, reserves, vehicles, plant or any other Council building or physical asset – is prohibited.

Persons suspected of being under the influence of alcohol or drugs may be requested to provide a blood or urine sample

The Chief Executive Officer may waive this requirement when circumstances warrant – for example, when Council sponsors a social event, such as an official farewell or a Christmas Party.

The focus of this policy is drug and alcohol use that affects the work performance of the individual. This policy is directed towards maintaining a satisfactory level of employee safety, health and work performance. Statutory Environment Local Government Act 1995 Policy Implications Occupational Safety and Health (OSH) Procedures Financial Implications Nil Strategic Implications Nil

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Voting Requirement Simple Majority RESOLUTION 3318 Moved Cr Jones Seconded Cr Lynch That Council: 1. accepts the review of the Occupational Safety & Health (OSH) Policy and associated Procedures Manual. 2. accepts the new Shire of Kondinin Fitness for Work Policy (Drugs, Alcohol And Impairment). CARRIED 7/0

24 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

9.4.6 CEO’s General and Project Status Report

Project Synopsis Recent Construction of Staff Housing Repacholi Parade. October 2018 – The house has been practically completed. A small amount of Staff Housing Commenced February 2017. the payment has been withheld until the air-conditioning is fixed. Construction

ACORP Construction was appointed as builders for the June 2018 – Demolition work has now been completed and the footings for the extension project at the Kondinin Country Club. This extension commenced. The steelwork should be onsite within the next few project commenced in April 2018 weeks. July 2018 – After some initial problems with the footings preparation due to a failure in the soil density tests prior to them getting poured the footings have now been completed for the major structural work. The steelworks are still being fabricated offsite and should be arriving shortly. August 2018 – The roof framing is complete and the internal brickwork construction has commenced. Once the brickwork has finished the installation of the roofing iron will commence. September 2018- Brickwork is complete. Roof cover has commenced. Electrical work has commenced. Kondinin October 2018- As at 1st October construction is 54% complete. Community Sports Roof and verandahs are on, gyprock on internal walls completed, plumbing run and Recreation ins commenced, ceiling fixing commenced. Club Extension November 2018 – Outside cladding is completed, painting and tiling Project commenced. Glass will be installed once painting has been completed. 66% completed @ 31/10/18. December 2018 – Painting and tiling have been completed. Glass has been installed. Wet areas have been completed and fitted out. Ceiling and floorcoverings have been installed. Septic tanks and leach drains should be installed be by the time of this meeting. ACorp have advised that they are expecting to be finished by 21st December 2018. Before ACorp handover the building a final inspection will be carried out by the CEO, DCEO and representatives from the KCRC. Once ACorp are out KCRC can then take over and complete their fit out of the kitchen, bar area and commence the grano work for the verandahs. The stonework won’t be commenced until around March 2019 due to the stonemason not being available. ACorp have provided a credit for

25 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

$25,000 for the stone work which allows the KCRC to gain access to complete their works. The credit will be used to pay the stonemason direct.

RESOLUTION 3319 Moved Cr Browning Seconded Cr Smoker THAT the CEO’s General and Project Status Report be received. CARRIED 7/0

26 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

9.4.7 Hyden Progress Association Land Applicant: Shire of Kondinin Author: CEO – Mia Dohnt Date: 31st October 2018 Disclosure of Interest: Nil SUMMARY/COMMENT There has been discussion between the Hyden Progress Association (HPA), Hyden Community Resource Centre (HCRC) and the Shire about the planning and development of a proposed Visitor Centre on the vacant land situated at 4 McPherson Street, Hyden and 36 Marshall Street, Hyden which has recently been purchased by HPA. During preliminary discussions between HCRC, HPA and the Shire it has been suggested by HPA that the above lots would be transferred to the Shire of Kondinin as HPA’s contribution to a proposed development for a visitor centre. Legal advice received is that the lots cannot be transferred until such time as HPA has paid for them in full or a legal agreement was drawn up and a caveat put on the land to prevent any future sale of the land. The proposed time line for the blocks to be fully paid for is 5 years. To progress with any potential project on these blocks it is suggested that Council endorse the project in principal, authorise administration to have a legal agreement prepared and have caveats put on the subject land. To enable any further progression it is proposed that Council authorise the administration to continue working with a working group made up of representatives from the Hyden Community to ascertain a scope of works for any proposed project. STATUTORY ENVIRONMENT Local Government Act 1995 POLICY IMPLICATION 1.1.21 FINANCIAL CONTRIBUTIONS TO COMMUNITY GROUPS Adopted 20th May 2015 The Shire of Kondinin as a matter of policy will not contribute financially to a community group or any other organisation in respect of capital infrastructure of a fixed nature (building, etc.) that is located on private property. FINANCIAL IMPLICATIONS Legal advice and caveats can be obtained in the current budget. Any future spending will require consideration in future budgets. STRATEGIC IMPLICATIONS 2.1 Promote the Shire of Kondinin within the local community and beyond the Wheatbelt and state boundaries as a preferred location for business, tourism and lifestyle 2.2 Provide sustainable infrastructure and services that support current and future needs of the community 2.3 Encourage and promote a culture of education, career development, job creation and employment 2.4 Encourage, promote and support tourism experiences and businesses in the Shire of Kondinin VOTING REQUIREMENT Simple Majority RESOLUTION 3320 Moved Cr Lynch Seconded Cr Jones THAT Council; 1. Endorse the proposed Hyden Visitor Centre project in principal subject to funding and budgetary allocations. 2. Authorise the Administration to have legal documentation prepared to secure the transfer of 4 McPherson Street, Hyden and 36 Marshall Street, Hyden once all debt has been released. 3. Authorise the administration to lodge a caveat on 4 McPherson Street, Hyden and 36 Marshall Street, Hyden to prevent sale once legal documentation is prepared. 4. Authorise administration to continue to work with the working group to prepare a scope of works for the proposed project. CARRIED 5/2

27 MINUTES OF THE ORDINARY MEETING HELD ON 19th DECEMBER, 2018

9.5 ENVIRONMENTAL HEALTH OFFICER – NOVEMBER 2018 No report this month. 9.6 KONDININ MEDICAL CENTRE – NOVEMBER 2018 Christmas Break The surgery will be closed Friday 21st December and re-open Wednesday 14th January (reported as the 9th in the previous Agenda). Dr Job is covering the medical centre from the 7th to the 11th January. Staff We would like to welcome Brooke Biglin to the team during a hard time of year to juggle availabilities. 9.7 BUILDING SURVEYOR’S REPORT – NOVEMBER 2018 Building Permits were issued for: 1. 32 Rankin St Kondinin – National Bank internal renovations 2. 44 Clayton St Hyden – Spa 3. 8 Browning St Kondinin – Repairs to storm damaged duplex. 9.8 SWIMMING POOL Hyden November Attendance 691 Down from 934 in 2017 due to the cooler start to the season. Water Samples are all OK Equipment: Electrical cord recertification due and will be completed as soon as possible the CCTV is now up and running as well. Facility has been sprayed for insects and the Shade Sails over the Toddler Pool have been retensioned. Shade Cloth has been installed on the West Fence line to help limit dust and debris in the baby and toddler pools. The front garden has also received some mulch. Activities at the Pool: School Swimming lessons, Vac Swim, Early Bird Swimming, and Breast Screening Bus in Pool Carpark. Kondinin Comprehensive Report provided last month November attendance 767 9.9 RANGER ACTIVITY AND BUILDING MAINTENANCE REPORT – NOVEMBER 2018

Ranger  Infringement Wave Rock  10 Receipts Wave Rock Entry including a  Bushfire Infringement tour bus operator  Camping Kondinin Cemetery  Abandoned Vehicle Kondinin Aquatic  2 Dog Act Infringements Centre  30 No Entry Tickets Wave Tock  Walk Trails Wave Rock / Humps  Patrols throughout Shire

Significant investigation of a dog attack on private property Kondinin Townsite was undertaken. A Warrant for seizure was executed on a Dog that attacked another dog resulting in the pet’s death, after a second unsuccessful operation. The seized dog was later destroyed after the issue of Warning and Infringement Notices and the lack of payment for previously issued Infringements. FOR INFORMATION ONLY

10. BUSINESS OF AN URGENT NATURE Nil 11. CLOSURE Being no further business the Shire President thanked Councillors and Staff for their attendance and declared the meeting closed at 5:26pm.