Minutes of the Ordinary Meeting of Council Held in The s1

UNCONFIRMED MINUTES

MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD IN THE COUNCIL CHAMBERS ON THURSDAY 17th February 2011

1. OPENING

1.1 DECLARATION OF OPENING

The Shire President welcomed all in attendance and declared the meeting open at 15.20 pm

1.2 RECORDING OF THOSE PRESENT

Cr K J Chappel President Cr D J Coaker Deputy President Cr G R North Cr D S Carslake Cr K P Stokes Cr P A Duke Cr J S Bateman

Mr G R Treasure Chief Executive Officer Mr D G Williams Deputy Chief Executive Officer

1.3 RECORDING OF APOLOGIES

1.4 LEAVE OF ABSENCE

1.5 ANNOUNCEMENTS BY PRESIDENT WITHOUT DISCUSSION

1.6 VISITORS TO THE MEETING

2. PUBLIC QUESTION TIME

3. DECLARATIONS OF INTEREST

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES 4. PREVIOUS MINUTES

4.1 CONFIRMATION OF MINUTES OF ORDINARY MEETING

Confirmation of Minutes of the Ordinary Meeting held Thursday 16th December 2010

Moved: Cr K P Stokes Seconded: Cr D J Coaker

CARRIED 7/0

4.2 BUSINESS ARISING FROM THE MINUTES

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES

Item No: 5.1 Subject: Status Report Proponent: Chief Executive Officer Signature of Officer: Signature of CEO: File Number: Various Voting Requirements: Simple Majority

INTRODUCTION

A status report on progress of items requested by Council from previous meetings will be provided each month for Councillor’s information.

OFFICER’S RECOMMENDATIONS

It is recommended that:

The Status Report submitted to the 17th February 2011, Ordinary Meeting be received.

COUNCIL RESOLUTION

Moved: Cr P A Duke Seconded: Cr J S Bateman

The Status Report submitted to the 17th February 2011, Ordinary Meeting be received.

CARRIED 7/0

Item No: 6.1 - December Subject: Accounts Due for Payment Proponent: Finance Officer Signature of Officer: Signature of CEO: File No: ADM 0135 Voting Requirements: Simple Majority Meeting Date: 17th February, 2011

INTRODUCTION

A list of accounts is attached for all payments made for the month of December 2010.

COMMENT

FINANCIAL IMPLICATIONS

As per list of accounts hereunder.

POLICY IMPLICATIONS

STRATEGIC IMPLICATIONS

OFFICER’S RECOMMENDATION

It is recommended that the list of accounts paid by the Chief Executive Officer under designated authority, represented by:

- Municipal EFT Payment Numbers EFT2125 to EFT2222 inclusive, amounting to $298,510.49; - Municipal Direct Debit Payments Numbers DD1414.1 to DD1449.1, amounting to $14,426.09; - Municipal Cheque Payments numbered 10096 to 10125 totalling $83,098.75; Be endorsed.

COUNCIL RESOLUTION

Moved: Cr D J Coaker Seconded: Cr G R North

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES - Municipal EFT Payment Numbers EFT2125 to EFT2222 inclusive, amounting to $298,510.49; - Municipal Direct Debit Payments Numbers DD1414.1 to DD1449.1, amounting to $14,426.09; - Municipal Cheque Payments numbered 10096 to 10125 totalling $83,098.75; Be endorsed.

CARRIED 7/0

Item No: 6.1 - January Subject: Accounts Due for Payment Proponent: Finance Officer Signature of Officer: Signature of CEO: File No: ADM 0135 Voting Requirements: Simple Majority Meeting Date: 17th February, 2011

INTRODUCTION

A list of accounts is attached for all payments made for the month of January 2011.

COMMENT

As per list of accounts hereunder.

POLICY IMPLICATIONS

- Municipal EFT Payment Numbers EFT2223 to EFT2291 inclusive, amounting to $173,477.40; - Municipal Direct Debit Payments Numbers DD1501.0 to DD1508.1, amounting to $7614.31; - Municipal Cheque Payments numbered 10126 to 10140 totalling $4405.29; Be endorsed.

COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr P A Duke

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES - Municipal EFT Payment Numbers EFT2223 to EFT2291 inclusive, amounting to $173,477.40; - Municipal Direct Debit Payments Numbers DD1501.0 to DD1508.1, amounting to $7614.31; - Municipal Cheque Payments numbered 10126 to 10140 totalling $4405.29; Be endorsed.

CARRIED 7/0

Item No 6.2 Subject: Reconciliations Proponent: Finance Officer Signature of Officer: Signature of CEO File No: ADM 0189 Voting Requirements: Simple Majority Meeting Date: 17th February, 2011

INTRODUCTION

Local Government (Financial Management) Regulation 34 (1)(a) states that a Local Government must prepare financial statements monthly.

OFFICER’S COMMENT

The Shire of Morawa’s financial position is as follows:-

BANK BALANCES

The Bank Balances as at 31st December 2010:-

- Municipal Account $189,119.51 - Trust Account $265,288.57 - Gold Cash Management Account (Reserve) $381,112.66 - Business Telenet Saver (Reserve) $2,289,447.95

BANK RECONCILIATION BALANCES

The Bank Reconciliation Balances for 31st December, 2010 with a comparison for 31st December, 2009 is as follows:

2010 2009 Municipal Account $189,119.51 $419,457.93 Trust Account $265,288.57 $232,562.81 Reserve Account $2,670,560.61 $1,636,897.13

RESERVE ACCOUNT

Reserve Funds of $2,670,560.61 as at 31st December 2010 were invested with Bank of Western Australia in the Gold Cash Management Account ($381,112.66), Business Telenet Saver Account ($2,289,447.95). Breakdown for December 2010 with a comparison for December 2009 is as follows:-

2010 2009

Sports Reserve $8,476.46 $59,770.83 Land & Building Reserve $325,262.54 $381,730.43 Plant Reserve $24,295.46 $106,502.11 Leave Reserve $78,629.87 $58,036.67 Economic Development Reserve $343,048.03 $749,360.57 Sewerage Reserve $0.00 $0.00 Unspent Grants & Contributions Reserve $19,788.84 $292,643.93 Water Waste Management Reserve $61,547.65 $0 Future Funds Reserve $934,335.47 $0 Morawa Community Trust Reserve $111,500.70 $0

Total $2,670,560.61 $1,648,044.54

STATUTORY ENVIRONMENT

Local Government Act 1995 and Local Government (Financial Management) Regulations

POLICY IMPLICATIONS

As presented

It is recommended that the bank reconciliation reports for December, 2010 be received.

COUNCIL RESOLUTION

Moved: Cr P A Duke Seconded: Cr J S Bateman

It is recommended that the bank reconciliation reports for December, 2010 be received.

CARRIED 7/0

Item No 6.3 Subject: Monthly Financial Statements Proponent: Manager Accounting & Finance Signature of Officer: Fred Gledhill Signature of CEO Voting Requirements: Simple Majority Meeting Date: 17th February, 2011

INTRODUCTION

Local Government (Financial Management) Regulation 34(1)(a) states that a Local Government must prepare financial statements monthly.

COMMENT

The Monthly Statement of Financial Activity report and the Variance Report for the month ending 31st December, 2010 is presented to Council for adoption as a separate attachment.

Local Government Act 1995 Section 6.4 and Local Government (Financial Management) Regulations 1996 Section 34

As presented

No strategic implications

That Council adopt the Statement of Financial Activity and the Variance Report for the month ending 31st December, 2010.

COUNCIL RESOLUTION

Moved: Cr G R North Seconded: Cr P A Duke

That Council adopt the Statement of Financial Activity and the Variance Report for the month ending 31st December, 2010.

CARRIED 7/0

Item No: 6.4 Subject: Outstanding Debtors Proponent: Senior Administration Officer Signature of Officer: Signature of CEO Voting Requirements: Simple Majority Meeting Date: 17th February, 2011

INTRODUCTION

A list of outstanding Debtors for the period ending 31st January 2011 is submitted to Council as require at the end of each quarter.

OFFICER’S COMMENTS

As shown on the report there are a number of accounts that have been outstanding over the 60 day period. A full review of the debtor’s accounts has been conducted prior to the end of January 2011 and followed up with appropriate action.

Follow up action has occurred with the following debtors:-

Debtor 30857 – Has been paid in full.

Debtor 30574 – Has been paid in full.

Debtor 30116 – Has been paid in full, but the amount has been misallocated to their rates assessment.

All Statements that were 60 days have had stickers with reminders placed on their statements, along with a copy of the outstanding invoice/s.

STATUTORY REQUIREMENTS

Local Government Act 1995 POLICY IMPLICATIONS

Nil FINANCIAL IMPLICATIONS

All outstanding debtors are a cash flow risk to the Shire of Morawa until paid. STRATEGIC IMPLICATIONS

It is recommended that the Outstanding Debtors Report as at the 31st January, 2011 be received.

COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr J S Bateman

It is recommended that the Outstanding Debtors Report as at the 31st January, 2011 be received.

CARRIED 7/0

Item No 6.5 Subject: Shire of Morawa 2009/10 Annual Report Proponent: Manager Accounting & Finance Signature of Officer: Fred Gledhill Signature of CEO Voting Requirements: Simple Majority Meeting Date: 17th February, 2011

INTRODUCTION

The 2009/2010 Annual Report is presented to Council for adoption. A copy of the 2009/2010 Annual Report has been provided separately to all Councillors.

ATTACHMENTS

Shire of Morawa 2009/2010 Annual Report

BACKGROUND INFORMATION

Council has an obligation under the Local Government Act 1995 to prepare an Annual Report and to present the report to the Community within 56 days of accepting the Annual Report. There is a requirement to give at least 14 days’ public notice of the Annual Electors Meeting. Council will advertise the meeting in the Geraldton Guardian on the 25 February 2011 for the Electors Meeting to be held on Thursday 17th March, 2011 commencing at 5.30 pm.

OFFICER’S COMMENTS

The Annual Report includes:

 Shire President’s Report  Chief Executive Officers Report  Statutory Reports  Freedom of Information Statement  Audited Financial Statements  Audit Report

The reports outline activities undertaken during 2009/10 together with the financial position of the Shire of Morawa as at 30th June, 2010.

Local Government Act 1995 Local Government (Financial Management) Regulations 1996

POLICY IMPLICATIONS

It is recommended that:-

1. Council adopt the 2009/2010 Annual Report for the Shire of Morawa

2. The Annual Electors Meeting be held at the Morawa Shire Council Chambers commencing on Thursday, 17th March 2011 commencing from 5.30pm.

COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr J S Bateman

1. Council adopt the 2009/2010 Annual Report for the Shire of Morawa

2. The Annual Electors Meeting be held at the Morawa Shire Council Chambers commencing on Thursday, 17th March 2011 commencing from 5.30pm.

CARRIED 7/0

Item No 7.1 Subject: Strategic Plan Update and Progress Report Proponent: Chief Executive Officer Signature of CEO File Number: Various Voting Requirements: Simple Majority

INTRODUCTION

A Strategic Plan Update and Progress Report is provided each month for Councillors information.

The Strategic Plan Update and Progress Report for the 17th February 2011, Ordinary Meeting be received.

COUNCIL RESOLUTION

Moved: Cr D S Carslake Seconded: Cr J S Bateman

The Strategic Plan Update and Progress Report for the 17th February 2011, Ordinary Meeting be received.

CARRIED 7/0

Item No 8.1.1 Subject: Additional Accommodation Morawa Caravan Park Proponent: Deputy Chief Executive Officer Signature of Officer: Signature of CEO File No: ADM 0386 Voting Requirements: Simple Majority Date: 13th January 2011

INTRODUCTION

The purpose of this report is to seek Council approval to call tenders for provision of addition accommodation units at the Morawa Caravan Park.

ATTACHMENTS

Attached drawings and quotes for accommodation units

Council has previously requested the Deputy Chief Executive Officer seek information on costs to construct addition short term accommodation in Morawa. At the August 2010 meeting of Council the following was resolved:-

“ COUNCIL RESOLUTION

Moved: D J Coaker Seconded: D S Carslake

1) Council’s officers seek three quotes which provide options, design, building fabric and price for the positioning and construction of six (6) single bed units in two separate buildings and four (4) single bedroom units in two (2) separate buildings to be located at the Morawa Caravan Park. CARRIED 5-0” OFFICER’S COMMENT

Four quotes have been sourced and are provided below:-

1. West Coast Sheds (can supply and install excluding site works and connection of services for 2x3 bed and 2x2 bed units at amount of $244,600, subject to site inspection, final engineering and shire requirements basic design flat roof no addition construction)

Total price $244,600 for construction of the units 2. Airlec Group of Companies (3 bed en-suited unit $71,260 2 bed en-suited accommodation building $58,562 Transport and site works $25,000)

Total price $259,604 for construction of the units

3. Alco Building Company (3 bed en-suited unit $71,000 2 bed en-suited accommodation building $62,000 Plus site works and connection costs)

4. SRM Construction Pty Ltd in Dongara (The 3 bedroom donga with veranda approx $118,000, 2 bedroom $82,000 all prices plus GST, site works and local costs are excluded)

Prices for the design of transportable units vary from $1,500 – $2,500 per square meter depending on where the building is constructed and fabric used in the design. Furnishing of the units, site works, plumbing and electrical upgrade for the park is still to be estimated but is likely to cost $100,000 i.e. $50,000 for electrical and $50,000 for furnishing and site works.

S&K Electrical have completed a desktop study of the Morawa Caravan Park existing power supply and have estimated that there may be capacity to have such a project, but a major internal electrical upgrade is required.

A Design Quote Estimate (DQA) has been submitted to Western Power for assessment, when the estimate is received S&K Electrical will provide a quote for the connection to the units.

Westnet Rail has also announced they intend to have a 200 man camp established in Morawa which gives Council an opportunity to arrange for some accommodation units to remain as a legacy when the camp closes.

Sinosteel Midwest Corporation Ltd have also recently committed to donate 4 x 3 (12) single person units resulting from the proposed camp site expansion at Everlastings to the Shire at the termination of their five year lease.

The quotes submitted are all in excess of $100,000; hence Council is required to call for tenders to provide for the construction of the units.

The Tender document should include a design which is similar to the Airlec Group of Companies or SRM Construction Pty Ltd in Dongara to provide an acceptable standard of construction.

Council may resolve to reduce the number of units to enable the project to proceed without calling for tenders.

Local Government Act 1995 Shire of Morawa Local Planning Scheme No.2 Scheme Text

POLICY IMPLICATIONS

RISK MANAGEMENT

The major risk with this project relates to cost. The Shire may not have the available reserves to establish a full quota of ten (10) accommodation units on site.

The return on investment for the Shire would be that the additional accommodation will cater for some of the anticipated accommodation needs in Morawa. Council will also need to consider how to manage overheads such as cleaning, utilities and bookings.

Utilisation of the funds held in Council’s Economic Development and Building Reserves (*Economic $162,000 and Building $320,000) will be required to enable the full accommodation project to proceed in its current format.

(*Denotes that the Economic Development Reserve is expected to be recompensed by a further $341,000 once Royalties for Regions funding is recovered for the Morawa Business Units Project).

An adopted strategy for the Shire of Morawa Strategic Plan – Plan for the Future includes:-

“Facilitate the opportunity for private investment to establish new accommodation facilities in Morawa (long and short term stays).”

OFFICER RECOMMENDATION

1. Council authorises the Chief Executive Officer to call for tenders for the positioning and construction of six (6) single bed units in two separate buildings and four (4) single bedroom units in two (2) separate buildings to be located at the Morawa Caravan Park

2. The Tender document should include a design which is similar to the Airlec Group of Companies or SRM Construction Pty Ltd in Dongara to provide an acceptable standard of construction.

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES COUNCIL RESOLUTION

Moved: Cr P A Duke Seconded: Cr K P Stokes

1. Council authorises the Chief Executive Officer to call for tenders for the positioning and construction of six (6) single bed units in two separate buildings and four (4) single bedroom units in two (2) separate buildings to be located at the Morawa Caravan Park

2. The Tender document should include a design which is similar to the Airlec Group of Companies or SRM Construction Pty Ltd in Dongara to provide an acceptable standard of construction.

MOTION LOST 1/6

COUNCIL RESOLUTION

Moved: Cr D J Coaker Seconded: Cr K P Stokes

1. Council authorises the Chief Executive Officer to call for tenders for the positioning and construction of 2 X (2) single room units in two separate buildings to be located at the Morawa Caravan Park

2. The Tender document should include a design which is similar to SRM Construction Pty Ltd in Dongara to provide an acceptable standard of construction.

CARRIED 7/0

Item No 8.1.2 Subject: Construction of Aircraft Hangar, Workshop/Managers Operations Residence at Prater Aerodrome Morawa Proponent: Deputy Chief Executive Officer Signature of Officer: Signature of CEO File No: Voting Requirements: Simple Majority Date: 3rd February 2011

INTRODUCTION

The purpose of this report is for Council to consider an application from Mr CL Wester to construct an Air Craft Hangar Workshop / Managers Operations Residence at Prater Aerodrome.

ATTACHMENTS

Letter of request and brief detail of the hangar and site locations

Prater Aerodrome is currently utilised by the Morawa Gliding Club for recreational usage, mainly on weekends. Sinosteel Midwest Corporation Ltd also utilises the Morawa Airport for two fights a week for fly in and fly out purposes.

There is a Morawa Gliding Clubroom on site which is used as a part time camp when other glider clubs visit Morawa.

Mr Wester is considering relocating two gliders and a ‘tow plane’ to Morawa which he intends to house in a purpose built hanger. One of the gliders to be relocated is currently being used as a replacement glider for the grounded two-seat glider previously used by the Morawa Glider Club for joy flights and training purposes. The Morawa Glider Club is always seeking new members and has welcomed the use of the Mr Wester’s glider and the opportunity to increase the availability of glider flights from the aerodrome.

Included in the design of the hanger is a Workshop/Mangers Operations residence.

A sketch of the two preferred hangar sites has been drawn on the attached site plan.

The applicant Mr Wester has meet with the Morawa Glider Club and Council officers to discuss the proposal and has requested a tenure security of lease at the site enabling him to reside in the residence for periods of time whilst he is in Morawa to partake in glider and recreational flying.

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES OFFICER’S COMMENT

In discussion with Mr Wester he has reiterated the hanger is for ‘future investment’ purposes and if he is not permitted to have a tenure security of lease to utilise the hanger to include a Workshop / Mangers Operations residence, then the proposed investment would not proceed.

The Shire of Morawa does have control of the Aerodrome by means of a ‘Management Order’ and could permit a lease agreement to be formalised with the applicant.

Council in granting approval for the applicant could set a precedent for simular applications in the future, making the Prater Aerodrome a residential precinct for persons wishing to live in hangars instead of residential areas.

The applicant could liaise with the Morawa Glider Club to use their club room when visiting Morawa for short term stays.

Planning and Development Act 2005 Shire of Morawa Local Planning Scheme No .2 Scheme Text

POLICY IMPLICATIONS

RISK MANAGEMENT

A person residing at the Morawa Airport does increase security at the site, reducing the number of incidences of unauthorised entry. Any agreement would have to include a clause for the person not to sublease the hanger land area without prior approval of Council.

It is recommended that approval is granted in principal for:-

1. The applicant Mr CL Wester to construct a hangar at Prater Aerodrome to house a glider and tow plane subject to a building plan and design for the hangar being submitted to Council for approval. The hangar is not to include a living area.

2. The applicant is to submit and enter into a formal tenure security of lease agreement which is to the satisfaction of Council.

COUNCIL RESOLUTION

Moved: Cr D J Coaker Seconded: Cr D S Carslake

1. The applicant Mr CL Wester to construct a hangar at Prater Aerodrome to house a glider and tow plane subject to a building plan and design for the hangar being submitted to Council for approval. The hangar is not to include a living area.

2. The applicant is to submit and enter into a formal tenure security of lease agreement which is to the satisfaction of Council.

CARRIED 6/1

Item No 8.1.3 Subject: Policy Manual & Delegations Register Review Proponent: Deputy Chief Executive Officer Signature of Officer: Signature of CEO File No: Voting Requirements: Simple Majority Date: 17th February 2011

INTRODUCTION

The purpose of this report is for Council to consider and adopt the updated 2011 Shire of Morawa Policy Manual & Delegations Register as presented.

ATTACHMENT

The Shire of Morawa updated and amended Policy Manual & Delegations Register

It is current Council policy to carry out a review of the Policies & Procedures of the Shire annually. It is a statutory requirement that Shire delegations are also reviewed annually. The Shire of Morawa Policy and Procedures Manual & Delegations Register were last reviewed at the Council Meeting held on 18th March 2010.

OFFICER’S COMMENT

The Shire of Morawa maintains a policy manual and delegations register with an up-to-date recording of the various policies and delegations of the Council. The Shire Delegations Register reflects those delegations delegated to senior staff to improve on operational efficiencies and organisational effectiveness.

The policies relate to issues of an ongoing nature (policy decisions on single issues are not recorded in the manual). The objectives of the Council’s Policy and Procedures Manual are:-

 To provide Council with a formal written record of all policy decisions;  To provide staff with precise guidelines in which to act in accordance with Council’s wishes;  To enable the staff to act promptly in accordance with Council’s requirements, but without continual reference to Council;  To enable Elected Members to adequately handle enquiries from electors without undue reference to the staff or the Council;  To enable Council to maintain a continual review of Council policy decisions and to ensure they are in keeping with the community expectations, current trends and circumstances;  To enable ratepayer customers to obtain immediate advice on matters of Council Policy.

The Shire of Morawa Policy and Procedures Manual has been reviewed and updated accordingly. All updates are highlighted by track change amendment for ease of reference.

The Policy manual has been update to include:-

 Rental bonds for staff housing

 Outdoor workers protective clothing disclaimer

 Policy, Bonds and improved governance / risk management for hire of Council facilities

 Update Nomination of Senior Employees List

Local Government Act 1995

POLICY IMPLICATIONS

Policy Manual & Delegations Register is to be reviewed at least once annually.

Council resolve to adopt the reviewed and updated Shire of Morawa Policy and Procedures Manual & Delegations Register as presented.

COUNCIL RESOLUTION

Moved: Cr P A Duke Seconded: Cr D J Coaker

Council resolve to adopt the reviewed and updated Shire of Morawa Policy and Procedures Manual & Delegations Register as presented.

CARRIED 7/0

Item No 8.2.1 Subject: Shire of Morawa Forward Capital Works Plan Proponent: Chief Executive Officer Signature of CEO File No: Voting Requirements: Simple Majority

INTRODUCTION

The purpose of this report is for Council to consider and adopt an inaugural Shire of Morawa Forward Capital Works Plan (FCWP).

ATTACHMENTS

Shire of Morawa Forward Capital Works Plan – February 2011

The Department of Regional Development and Lands has invited each Local Government to establish FCWP’s as a condition of accessing Country Local Government Funding (CLGF), under the Royalties for Regions (R4R) program, from the 2010/11 financial year and outwards.

The establishment of FCWP’s provides Council with the opportunity to forward project likely capital expenditure requirements of the Shire of Morawa for 5 years and the ability of Council to adequately finance the anticipated spend to ensure that each project is successfully delivered.

OFFICER’S COMMENT

The attached Shire of Morawa Forward Capital Works Plan – February 2011 Report offers Council an opportunity to review the proposed projects on the Shire’s radar from the current year (2010/11) through to 2014/15 financial year.

Each project has been identified through previous Council resolutions, the Shire of Morawa Strategic Plan – Plan for the Future and other sources. All projects should be familiar to Council.

The FCWP report has already provided benefit in so far that proposed project costs have been reviewed / updated, expected timelines have been re-set and proposed funding sources tentatively identified.

The FCWP has also indicated that the Shire of Morawa has some challenging funding times between the years 2011/12 and 2012/13 years. During this period, a number of essential capital work projects have been identified as being of priority. These include the following:-

1. *Shire Administrative Centre - $700,000 2. *Morawa Swimming Pool Refurbishment (Infiltration System) - $550,000 3. *Morawa Rubbish Tip Improvements - $300,000

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES 4. *Morawa Sports Ground Improvements - $2,700,000 5. *Construction of additional (4) Aged Person Units - $700,000 6. Establishment of new (1) Staff Housing - $350,000 7. *Morawa Sewer System Upgrade - $744,000 8. Morawa – Perenjori Trails Project - $467,000 9. *Morawa Caravan Park Accommodation Units - $350,000

The projects denoted with an * are all time critical. The ability of the Shire of Morawa to meet the funding needs of each of these projects will be a major challenge. It should also be noted that not all of the projects identified about will require full funding from the Shire of Morawa. Indeed, partnership funding is earmarked for most of these projects. The ability to commence with some projects in a timely manner (i.e. projects 2, 3, 4, 5, 7, 8 & 9) will ultimately be dependent on the Shire’s ability to chase and win partnership funding support.

The FCWP will become a key planning document that will be reviewed / updated annually and integrated into the annual budget process.

POLICY IMPLICATIONS

The FCWP will be essential in providing Council with an opportunity to review projects, establish priorities and act as a key planning tool going forward. The funding implications will be closely integrated into the annual budgetary process. Project affordability will be readily identifiable which will assist Council in establishing priorities for the short to medium term.

The FCWP will align with the new Integrated and Reporting Framework and Guidelines being introduced in 2011/12 as part of the State Government’s Local Government Reform Program.

RISK MANAGEMENT

The main risk in not establishing and adopting a FCWP for the Shire of Morawa relates to funding under the R4R Country Local Government Fund. Future funding under the State Government’s CLGF arrangements, including 2010/11, is conditional on local governments committing to a FCWP process. A FCWP is also working to ‘best practise’ in terms of good governance and sound corporate / financial management.

The Shire of Morawa adopts its February 2011 Forward Capital Works Plan and submits a copy of the same to the Department of Regional Development and Lands.

COUNCIL RESOLUTION

Moved: Cr G R North Seconded: Cr D J Coaker

The Shire of Morawa adopts its February 2011 Forward Capital Works Plan and submits a copy of the same to the Department of Regional Development and Lands.

CARRIED 6/1

Item No 8.2.2 Subject: 2010 Compliance Audit Return Proponent: Chief Executive Officer Signature of CEO File No: ADM 0106 Voting Requirements: Simple Majority

INTRODUCTION

The Department of Local Government has distributed the 2010 Compliance Audit Return for completion by the Shire of Morawa. The Compliance Audit Return is one of the tools that allow Councils to monitor how the organisation is functioning.

Each local government is to carry out a compliance audit for the period 1 January to 31 December 2010 against the requirements included in the 2010 Compliance Audit Return. On completion of the compliance audit the local government is to complete the Compliance Audit Return.

The Compliance Audit Return is to be:- 1. Presented to Council at a meeting of the Council; 2. Adopted by the Council; and 3. The adoption recorded in the minutes of the meeting at which it is adopted.

This year’s return again places emphasis on the need to bring to Council’s attention cases of non-compliance or where full compliance was not achieved. In addition to explaining or qualifying cases of non-compliance, the return also requires Council to endorse any remedial action taken or proposed to be taken in regard to instances of non-compliance.

This year’s return has again been prepared by electronic means of Local Government access and submission.

OFFICER’S COMMENT

An audit review has been carried out by the Shire of Morawa Chief Executive Officer as a means of ensuring compliance. A copy of the final completed Compliance Audit Return has been appended to this report.

The Local Government Act (1995) and accompanying Regulations

POLICY IMPLICATIONS

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES FINANCIAL IMPLICATIONS

RISK MANAGEMENT

Sounds internal controls assists business organisations like the Shire of Morawa to minimise events of oversight and shortcomings as identified in the review as undertaken via the attached 2010 Compliance Audit Return.

1. The 2010 Compliance Audit Return be adopted by Council.

COUNCIL RESOLUTION

Moved: Cr P A Duke Seconded: Cr D J Coaker

1. The 2010 Compliance Audit Return be adopted by Council.

CARRIED 7/0

Item No 8.2.3 Subject: Sale of Motor Vehicle Proponent: Chief Executive Officer Signature of CEO File No: Voting Requirements: Simple Majority

INTRODUCTION

The purpose of this report is for Council to consider tenders received for the sale of a 2008 ZG Mitsubishi Outlander Wagon and to consider alternative options for use of said motor vehicle.

The Shire of Morawa sought tenders to sell an existing 2008 ZG Mitsubishi Outlander Wagon with 50,000kms, automatic, 5 seater, petrol with nudge bar and tow bar which was previously used by the Economic Development Officer position. A tender process was initiated with tenders invited by the advertised closing date of Friday, 24th December 2010.

Only one tender was received from Mrs Debbie McIlraith for the tendered sum of $13,000. This tender has been subsequently withdrawn. The current market value of the motor vehicle has been assessed at $17,400 (trade in price) or $21,600 (private price).

OFFICER’S COMMENT

The tender process has failed to entice any degree of significant local interest in the motor vehicle and the one tender received (which has subsequently been withdrawn) has not reached current market value.

An alternate course of action for use of the motor vehicle is recommended. The Community Youth Development Officer position currently includes the provision of a motor vehicle as part of the overall remuneration package. The current motor vehicle in use by the incumbent is a 2009 Ford LV Focus Hatchback, valued at $15,000.

With the functions of the Community Youth Development Officer position becoming more diverse, there is an increased requirement for more out of town work to be undertaken – particularly in Geraldton. A larger vehicle with greater boot space also offers increased capacity for gear and equipment related to youth development activities to be easily transported from one site to another within Morawa. Local government structural reform will also require the position to become more portable as the need for youth development is broadened across four communities.

It is recommended that the current 2008 ZG Mitsubishi Outlander Wagon be transferred across to the Community Youth Development Officer position and that the 2009 Ford LV Focus Hatchback is tendered for public acquisition.

POLICY IMPLICATIONS

A proposed sale of the 2009 Ford LV Focus Hatchback may deliver an once off proceeds of cash sale benefit to the Shire of Morawa.

RISK MANAGEMENT

There is a continued risk that the proposed tender process for the sale of the 2009 Ford LV Focus Hatchback will also generate limited interest from the general public. A wider advertising circulation will be implemented to increase public interest in the motor vehicle.

1. The tender process to sell the Shire of Morawa owned 2008 ZG Mitsubishi Outlander Wagon is suspended.

2. The 2008 ZG Mitsubishi Outlander Wagon is transferred for use by the Community Youth Development Officer position.

A new public tender process is initiated to sell the Shire of Morawa owned 2009 Ford LV Focus Hatchback with tenders submitted for this sale to be further considered by Council.

COUNCIL RESOLUTION

Moved: Cr D S Carslake Seconded: Cr K P Stokes

1. The tender process to sell the Shire of Morawa owned 2008 ZG Mitsubishi Outlander Wagon is suspended.

2. The 2008 ZG Mitsubishi Outlander Wagon is transferred for use by the Community Youth Development Officer position.

A new public tender process is initiated to sell the Shire of Morawa owned 2009 Ford LV Focus Hatchback with tenders submitted for this sale to be further considered by Council.

CARRIED 7/0

Item No 8.2.4 Subject: Poll - Western Australian Electoral Commission Proponent: Chief Executive Officer Signature of CEO File No: Voting Requirements: Simple Majority

INTRODUCTION

The purpose of this report is for Council to consider the appointment of the Western Australian Electoral Commission (WAEC) to conduct a poll of Morawa electors in the event that a poll is called.

The Local Government Advisory Board (LGAB) has issued its recommendation that it supports the proposed amalgamation of the Shires of Morawa, Mingenew, Perenjori and Three Springs into a new Shire of Billeranga. The Minister for Local Government has given further advice that, in accordance with the Local Government Act 1995, the electors of each of the affected Shires may call a poll to further consider the matter. The poll provisions commenced on 26th January 2011 and expire on 24th February 2011.

In the event that the electors of the Shire of Morawa request a poll, the Morawa Shire Council will need to resolve to appoint the WAEC or a person approved by the WAEC to be responsible for the conduct of the poll. This appointment requires the absolute majority vote of Council.

OFFICER’S COMMENT

Written correspondence has been sent to the WAEC seeking their acknowledgement to conduct the poll. Return advice has been received from the WAEC confirming that they will conduct the poll.

In the event that a poll is call in Morawa, the Morawa Shire Council will need to give further consideration as to its preference for the nature of the poll i.e. postal or ‘in person’ poll.

Clause 9(1)(b)(ii) of Schedule 2.1 of the Local Government Act 1995 Clause 9(2) of Schedule 2.1 of the Local Government Act 1995

POLICY IMPLICATIONS

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES FINANCIAL IMPLICATIONS

The costs of conducting the poll will be covered as part of the grant provided by the Shire Government towards the structural reform process.

The Shire of Morawa Strategic Plan – Plan for the Future has the following adopted strategy:-

“Ensure that the local Morawa identity is retained as an essential part of negotiations and arrangements to create an amalgamated local government entity with the Shires of Mingenew, Perenjori and Three Springs”.

RISK MANAGEMENT

The process of appointing the WAEC ensures that in the event that a poll is called, that all procedural processes have been followed and adopted.

1. In the event that electors of the Shire of Morawa request a poll on the proposal to amalgamate the Shires of Mingenew, Morawa, Three Springs and Perenjori, Council hereby declares the Electoral Commissioner, or a person approved by the Electoral Commissioner, to be responsible for the conduct of the poll under Part 4 of the Local Government Act 1995. This resolution will only to be acted on if the Minister for Local Government receives a valid request for a poll from electors of the Shire of Morawa and directs the Shire of Morawa to conduct a poll.

COUNCIL RESOLUTION

Moved: Cr G R North Seconded: Cr K P Stokes

1. In the event that electors of the Shire of Morawa request a poll on the proposal to amalgamate the Shires of Mingenew, Morawa, Three Springs and Perenjori, Council hereby declares the Electoral Commissioner, or a person approved by the Electoral Commissioner, to be responsible for the conduct of the poll under Part 4 of the Local Government Act 1995. This resolution will only to be acted on if the Minister for Local Government receives a valid request for a poll from electors of the Shire of Morawa and directs the Shire of Morawa to conduct a poll.

CARRIED 7/0

Item No 8.2.5 Subject: Shire of Morawa 2010/11 Financial Year Budget Review Proponent: Chief Executive Officer Signature of CEO File No: Voting Requirements: Simple Majority

INTRODUCTION

The purpose of this report is for Council to formally consider the 2010/11 Financial Year Budget Review.

ATTACHMENTS

Shire of Morawa Report on Significant Variances Greater than 10% and $10,000 Shire of Morawa 2010/11 Budget Review Financial Statements

The Local Government Act 1995 requires local governments to conduct an annual budget review for the period ending 31st December in each financial year. The review process must be formally considered by Council no later than 28th February following the review.

OFFICER’S COMMENT

The budget review process for 2010/11 has increased importance given an over claim for interest received incorrectly reflected in the original 2010/11 financial year adopted budget.

The enclosed budget review will achieve a balanced budget outcome for 30th June 2011. The attached commentary describes the major variances as reflected between the original adopted budget and the proposed budget review.

The major variances include the following:-

 Deferral of $73,065 in capital improvement works to Jones Lake Road (time constraints will prohibit these works from occurring this year). A similar reduction in Roads to Recovery (R2R) grant income for these works is also forecasted.  Deferral of $81,850 in capital improvement works to undertake bitumen resealing works to Caulfield Street and Yewers Avenue in Morawa due to budget cost constraints.  Deferral of $36,650 in capital improvement works to lay footpath in front of the town hall and shire offices located in Prater Street.  Year 2 for Royalties for Regions (local government component) $332,915 has been targeted towards the cost of undertaking the commissioning of a second sewer pond at the Morawa Waste Water Treatment Facility. The remaining $75,000 of the Shire of Morawa 2010/11 R4R grant allocation will be utilised to meet the additional costs of constructing the Morawa Business Units.

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES Provision has also been made in budget review to secure the services of consulting support to undertake high level finance and accounting tasks from now until year end. An allocation of $16,000 has been set aside for a senior consultant (Mr Bob Waddell) to provide support services for up to four days per month until financial year end. Services will include bank reconciliations, end of month reporting, statutory reporting, grant (R4R & R2R) acquittals, etc. The purpose of securing this support is to ensure that the finance and accounting functions remains up to date, until the situation in relation to the Manager Accounting & Finance position becomes known. There is also provision in the budget to secure rates administration support also until year end.

The 2010/11 financial year budget review process indicates that the Shire of Morawa will achieve a $48,578 surplus at financial year end.

POLICY IMPLICATIONS

The Shire of Morawa 2010/11 Budget Review process offers an opportunity for Council to set a desired financial direction for the Shire to financial year end.

RISK MANAGEMENT

A budget review process provides an excellence basis for taking stock of current trends and movements in the financial affairs of a business as a means of projecting the likely financial outcome at financial year end. This then enables management to introduce measures to ensure that the desired financial result is achieved.

1. The Shire of Morawa 2010/11 Financial Year Budget Review be adopted.

COUNCIL RESOLUTION

Moved: Cr G R North Seconded: Cr P A Duke

The Shire of Morawa 2010/11 Financial Year Budget Review be adopted

CARRIED 7/0

Item No 8.2.6 Subject: Main Roads Integrated Service Agreement Proponent: Chief Executive Officer Signature of CEO File No: Voting Requirements: Simple Majority

INTRODUCTION

The purpose of this report is for Council to endorse proposed actions as required to give effect to the Integrated Services Agreement (ISA) as negotiated between Main Roads WA (MRWA) and the respective Shires of Morawa, Mullewa, Mingenew, Perenjori, Three Springs and Coorow.

ATTACHMENTS

Midwest Local Governments Service Delivery Arrangements – Transition Plan

Action to date can be summarised as follows:-

Shires to nominate Governance Team Representatives [Clause 3.3] and Alternatives [Clause 3.6] The Governance Team representatives have been appointed by the Shires as follows:- Local Government Primary Representative Alternative Representative Shire of Coorow Cr Moira Girando Mr Mark Hook Shire of Mingenew Cr Michelle Bagley Mr Ian Fitzgerald Shire of Morawa Cr Karen Chappel Mr Gavin Treasure Shire of Mullewa Cr Nino Messina Mr Tom Hartman Shire of Perenjori Cr Chris King Mr Stan Scott Shire of Three Springs Cr Neil Hebiton Cr Barry Burnett

MRWA to appoint Chairperson [Clause 3.4], Mr John Marmion, Project Director of Operational Asset Management has been appointed by MRWA as the Chair of the Governance Team. Mr Marmion is a very experienced Main Roads executive and has also been designated as the Chair of some other ISA Governance Teams. Mr Rob Barnsley will Chair the Governance Team for the Midwest Gascoyne ISA.

Governance Plan to be completed within 3 months of first Governance Team Meeting [Clause 3.6], The first meeting of the Governance Team was held on 2 February 2011. This means that the deadline for completion of the Governance Plan is 3 May 2011. A discussion draft was presented at the first meeting for consideration by the Governance Team, and will be circulated by MRWA when agreed revisions have been included.

Joint Process Management Team [Clause 4.1 and Schedule 3] nominated and approved by the Governance Team comprising best for network personnel,

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES The Roles and Responsibilities of the Joint Process Management Team (JPMT) are set out in Schedule 3 of the Agreement. The composition of the JPMT was approved by the February Meeting of the Governance Team.

Two Local government personnel [Clause 6] to be identified to coordinate the transition developed within the Management Plan [ref Clause 11.6], The Local Government Personnel nominated for the purposes of this requirement are Mr Stan Scott, CEO Shire of Perenjori and Mr Mark Hook, CEO Shire of Coorow.

Annual Works Program produced promptly after commencement date and thereafter by 31st March each year [Clause 7.2], This is the responsibility of the JPMT and is required to be completed by 31st March for each subsequent year, and promptly for the first year. Initially the AWP will only include the two full time inspectors and the two road maintenance teams.

Main Roads to approve sub-contractors and plant [Clause 11], The main items of plant to be used exclusively on the delivery of the services under the agreement will be the dedicated routine maintenance trucks based in Perenjori and Leeman. Downer Mouchel is developing a specification for this type of vehicle for this network and the intent is to adopt that specification. A decision will be required from the Perenjori and Coorow Shires as to the best procurement model.

Other Shire plant will be available as required for use on the Network. Shires will be able to seek pre-approval of local contractors for sub-contract work that may arise from time to time.

Monthly report by Joint Process Management Team [Clause 13]. The MWRC has a Technical Advisory Group consisting primarily of CEO’s but also including other senior officers when required. This group meets on the third Friday of each month. Given the similarity of the roles of the two groups and the need to provide information to and seek direction from the Governance Team a third Friday (in the month) Meeting schedule would make sense.

OFFICER’S COMMENT

MRWA has now executed the Mid West Local Governments Services Agreement, and the Governance Team has met for the first time.

Following the execution of the agreement there are a range of actions required to give effect to the agreement. These requirements and actions are set out in the Transition Plan.

Affected Local Governments will need to make decisions on how plant is acquired for the delivery of agreed services. The required acquisitions are set out below:-

Requirement Number Shire Recommendation Purpose built road maintenance truck 1 Coorow Lease DM Purpose built road maintenance truck 1 Perenjori Lease DM Road inspection vehicle 1 Mingenew Lease DM Road inspection vehicle 1 Morawa Lease DM

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES The intent in setting up the services is to mirror to the extent possible the service delivery by Downer Mouchel (DM), the Integrated Service Provider (ISP). DM has examined the configuration of Road Maintenance vehicles used for the South West and Metropolitan ISA and is preparing a specification for new trucks that it will use. It is proposed that the Mid West Local Government teams would use identical vehicles. The individual affected Shires must determine the approach that best suits their situation.

The options for procuring the trucks and light vehicles required are:-

 Direct purchase using Shire capital;

 Finance lease – The vehicle becomes the property of the Shire at the end of the lease but the lease cost appears as a debt on the Shire’s balance sheet;

 Operating Lease – The vehicle becomes the property of the lease company at the end of the lease period. It is possible to extend the lease or purchase the vehicle at market value at the end of the lease period. Maintenance may or may not be included in the leasing cost.

 Supplied by principal. Main Roads may consider the option of supplying the vehicles. This approach would allow an easy exit for all parties if the arrangement failed, but could be viewed as planning for failure.

Of these three options the most attractive is the operating lease. As there is full cost recovery under the Contract this arrangement is simpler and cleaner than the alternatives.

There are a number of alternatives for operating leases:-

 There are 3 WALGA preferred suppliers. Leasing equipment through these suppliers allows Shires to enter into the lease without calling for tenders. The WALGA preferred suppliers are Capital Finance, Isis LG Finance and SGFleet.

 Downer Mouchel leases its equipment through Toyota Fleet and is confident that the finance cost is below that offered by the WALGA preferred suppliers. Downer Mouchel has indicated preparedness to on-lease equipment to Shires. As the supply would be an adjunct to the Agreement, tendering would not be necessary.

 Councils could tender for the best lease deal notwithstanding the WALGA preferred suppliers.

It is recommended that Councils negotiate to lease trucks from Downer Mouchel and lease light vehicles directly through the lease provider preferred by the respective Councils. Leases for light vehicles would probably fall below the tender threshold allowing Councils to approach Toyota Fleet as an alternative.

The Governance Team met in Mullewa on 2 February 2011, and the Governance Plan will be circulated for consideration at the March round of Ordinary Meetings.

STATUTORY ENVIRONMENT Local Government Functions and General Regulations 1996 – Supply by Downer Mouchel would be exempt under Reg 11 (2) (e) or (f) Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES POLICY IMPLICATIONS

The basic services covered by the agreement will generate $7.5 million in the first five years. Additional maintenance works such as shoulder grading and reconditioning, vegetation clearing, emergency response and minor improvement works are all additional to the $1.5 million per year.

The Shire of Morawa Strategic Plan – Plan for the Future has the following adopted strategy:-

“ Progress negotiations with Main Roads WA to reach agreement for the Shire to provide road maintenance services on the State road network in the region”.

This project has the capacity to increase the capability of local governments, increase our staffing and incrementally increase the amount of main roads work that is completed by member Councils.

RISK MANAGEMENT

The main risk would appear to be balancing the internal road construction / maintenance needs of the Shire with the ISA contract requirement commitments of MRWA. Initially, the focus will be on roving maintenance and inspection activities through the ISA contract. The Shire’s ability to manage and take on ISA tasks will be considered as the relationship evolves.

All Shires That Council note the development of the Transition Plan; and

Perenjori and Coorow only That Council negotiate to lease a new maintenance truck from Downer Mouchel

Morawa and Mingenew only That Council obtain quotes from Toyota Fleet and two of the WALGA preferred suppliers for lease of the Road Inspection vehicle similar to those used by Downer Mouchel

COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr G R North

All Shires That Council note the development of the Transition Plan; and

Perenjori and Coorow only That Council negotiate to lease a new maintenance truck from Downer Mouchel

Morawa and Mingenew only That Council obtain quotes from Toyota Fleet and two of the WALGA preferred suppliers for lease of the Road Inspection vehicle similar to those used by Downer Mouchel

CARRIED 7/0

Item No 8.2.7 Subject: Shire Administration Building Proponent: Chief Executive Officer Signature of CEO File No: Voting Requirements: Simple Majority

INTRODUCTION

The purpose of this report is for Council to give consideration to the outcomes of the Morawa community survey results which sought feedback on the preferred location to establish and provide Shire administration services and to confirm its preference to one location for final planning purposes.

ATTACHMENTS

Morawa Shire Council Office Refurbishment Proposal SK06 Morawa Shire Council Office Refurbishment Proposal SK07 Morawa Shire Council Office Refurbishment – Probable Cost Opinion SK06 & SK07 Shire of Morawa Proposed Additions & Alterations to Winfield Street Sk-1 Shire of Morawa Proposed Additions & Alterations to Winfield Street Cost Estimate

At the December 2010 Meeting, Council considered plans and cost estimates to undertake capital improvements to either the Prater Street location or the Winfield Street site to secure future administrative operations for the Shire of Morawa.

Council resolved that:- 1. “The cost estimate information provided by Eastman Poletti & Sherwood Architects for refurbishing the Prater Street Shire of Morawa offices and Council Chambers be noted, and 2. Community views be canvassed, via a Community Survey, to gauge feedback on the preferred location to provide local government services in Morawa. 3. The feedback collected from the Community Survey is resubmitted to Council for consideration”.

OFFICER’S COMMENT

There was a very strong survey response from the Morawa community. A total of 77 responses were received to the survey. From these responses, 56 (73%) voted in favour of the Winfield Street site and 21 (27%) voted to support Prater Street. Some written feedback in support of some votes was also received.

Based on this feedback, it would appear that the Winfield Street location is the favoured site by most Morawa residents.If Council endorses the community’s position, planning will also required to ensure that the Prater Street site is well maintained. Shire officers had already commenced with approaches to seek grant funds to undertake much needed refurbishment

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES work to the building. This work will need to be reactivated to ensure that grant funds are secured to undertake these works. STATUTORY ENVIRONMENT

POLICY IMPLICATIONS

Costs are relatively comparable between refurbishing the original Shire offices and Council Chambers in Prater Street or completing renovations to the current Winfield Street location, albeit the Winfield Street location has more capacity and floor space to meet service requirements.

In either option, funds will need to be identified and secured to undertake and complete the renovation / refurbishment task.

The Shire of Morawa Strategic Plan – Plan for the Future includes the following adopted strategy:-

“Ensure that the local Morawa identity is retained as an essential part of negotiations and arrangements to create an amalgamated local government entity with the Shires of Mingenew, Perenjori and Three Springs”.

RISK MANAGEMENT

There is a risk that this project will be lost or potentially deferred in the event of an amalgamation. Time will be of the essence to identify an appropriate funding source to commence renovations as soon as possible.

1. Council endorse the design plans and cost estimate to complete refurbishment of the Winfield Street site.

2. Shire officers are invited to prepare a funding proposal to undertake the works mentioned in 1 above for further Council consideration.

3. Shire officers are asked to seek external grant funds to conduct necessary repairs to the Prater Street building.

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES COUNCIL RESOLUTION

Moved: Cr P A Duke Seconded: Cr G R North

1. Council endorse the design plans and cost estimate to complete refurbishment of the Winfield Street site.

2. Shire officers are invited to prepare a funding proposal to undertake the works mentioned in 1 above for further Council consideration.

3. Shire officers are asked to seek external grant funds to conduct necessary repairs to the Prater Street building.

CARRIED 4/3

Item No 8.2.8 Subject: 2009/10 Financial Year Audit Proponent: Chief Executive Officer Signature of CEO File No: Voting Requirements: Simple Majority

INTRODUCTION

The purpose of this report is for Council to give consideration to the Auditor’s Report and Management Report for the Shire of Morawa for the year ended 30th June 2010.

ATTACHMENTS

Copy of 2009/10 Auditor’s Report and Management Report Copy of Department of Local Government Correspondence

It is a statutory requirement that all Local Governments conduct an independent audit of the financial operations and affairs of the entity at the completion of each financial year.

The Morawa Shire Council Audit Committee must then consider this report and provide endorsement to the actions and strategies as determined by Council in response to the report.

OFFICER’S COMMENT

The 2009/10 Audit provided a clear auditor’s opinion for the year. Some statutory compliance matters were identified and together with recommended Shire responses are provided as follows:-

1. Imposition of Differential Minimum

The auditors advise that a differential minimum rate was imposed on GRV Rural properties whilst there was no differential general rate imposed for GRV Rural properties as is required by Section 6.35(6) of the Local Government Act 1995.

Recommended Action – To ensure that a differential general rate is imposed for GRV Rural properties in future circumstances where a differential minimum rate is applied on GRV Rural properties. In effect, this is a procedural matter as the Shire of Morawa does not actually apply any differential rates on Rural properties. The Shire does apply differential rates to mining tenements and related properties. 2. Differential Rates

The auditors note that the reasons for the differential rates charged being different from those set forth on the local public notice were not included in the rate notice and accompanying information brochure as required by Financial Management Regulation 56 (4) (b).

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES Recommended Action – To ensure that in all instances where there is a change between the differential rates as published by public notice to that as applied to the actual rates, that the reasons for this change is reflected in the rate notice and accompanying information brochure.

3. Statement of Financial Activity

The auditors note that the Monthly Statement of Financial Activity for October and November 2009 were not recorded in the minutes of the meeting at which they were presented as required by Financial Management Regulation 34 (4) (b).

Recommended Action – To ensure that all future Monthly Statements of Financial Activity are reflected in the minutes of the meeting in which they are presented. The oversight for October and November 2009 has since been rectified.

The Shire of Morawa Management Report as issued by the Shire auditors also included some other management and internal control matters requiring attention. These include the following:-

1. Credit Cards

The auditors note that a credit card in the name of the Shire has been issued to an elected member of Council. The auditors claim that the Local Government Act 1995 makes no provision for credit cards to be issued to elected members.

Recommended Action – The Shire of Morawa has always made provision for a credit card to be provided for the business use of the Shire President. The audit position is arguable whether the provision of a credit card to an elected member is not permitted when legislative provision is silent on the matter. For Council consideration and direction.

2. Electronic Payments

The auditors recommend that further attention be given to the internal control procedures for management of electronic payments. The auditors suggest that adequate preventative controls have not yet been established or implemented.

Recommended Action – Tighter preventative controls over management and processing of electronic payments has since been implemented.

3. Accumulation of Annual and Long Service Leave

The auditors note that the outstanding leave entitlements owing to Shire staff have increased significantly and arrangements should be implemented to ensure that the current liability is managed and significantly reduced.

Recommended Action – That management arrangements are introduced to ensure that clearance of leave entitlements is actioned at regular intervals.

4. Outstanding Rates Ratio

The auditors note that the Shire of Morawa outstanding rates ratio has increased and requires follow up action to ensure that payment of outstanding rates are received.

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES Recommended Action – Shire staff continue to apply debt recovery actions in all instances of unpaid rates. Further attention will be given to apply this action in a more tentative manner.

POLICY IMPLICATIONS

As provided above.

RISK MANAGEMENT

Establishment of appropriate internal controls and procedures minimises the risk of oversight and loss to the Shire of Morawa.

1. The Shire of Morawa Audit Committee acknowledges receipt of the Auditor’s Report and Management Report for the Shire of Morawa for the year ended 30th June 2010.

Recommended Actions as outlined in this Agenda item is endorsed for adoption and follow up action.

COUNCIL RESOLUTION

Moved: Cr G R North Seconded: Cr D J Coaker

1. The Shire of Morawa Audit Committee acknowledges receipt of the Auditor’s Report and Management Report for the Shire of Morawa for the year ended 30th June 2010.

Recommended Actions as outlined in this Agenda item is endorsed for adoption and follow up action.

CARRIED 7/0

Item No 9.1 Subject: Shire Correspondence Requiring Council Attention Proponent: Chief Executive Officer Signature of CEO File No: Various Voting Requirements: Simple Majority

INTRODUCTION

Information that is requiring Councils Attention is provided each month.

For Council’s consideration.

Item No 10.1 Subject: Information Bulletin Proponent: Chief Executive Officer Signature of CEO File No: Various Voting Requirements: Simple Majority

INTRODUCTION

An information bulletin is provided each month for Councillors information.

The Information Bulletin submitted for the 17th of February 2011, Ordinary Meeting be received

COUNCIL RESOLUTION

The Information Bulletin submitted for the 17th of February 2011, Ordinary Meeting be received CARRIED 7/0

11 - NEW BUSINESS OF URGENT NATURE INTRODUCED BY DECISION OF MEETING

COUNCIL RESOLUTION Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011 UNCONFIRMED MINUTES

Moved: Cr K P Stokes Seconded: Cr D S Carslake

The following items be considered

 Council adopt a ‘no school no pool policy’ for the Morawa Memorial Swimming Pool.

 Westnet Rail be provided Council office space until the electricity is connected to their business unit on Mullewa Wubin Road

COUNCIL RESOLUTION

Council adopt a ‘no school no pool policy’ for the Morawa Memorial Swimming Pool

CARRIED 7/0 COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr G R North

Westnet Rail be provided Council office space in the administration building located in Prater Street Morawa until the electricity is connected to their business unit on Mullewa Wubin Road.

CARRIED 6/1

12 APPLICATION FOR LEAVE OF ABSENCE

13 NEXT MEETING

The next ordinary Meeting of the Morawa Shire Council will be held on Thursday 17th March 2011 commencing at 3pm.

14 MEETING CLOSURE

There being no further business for discussion the Shire President thanked everyone for their attendance and declared the meeting closed at 17:10pm.

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 17th February 2011