Agenda ORDINARY COUNCIL MEETING (OC 04/20)

6 August 2020 Commencing at 5:30 pm

Town of Claremont 308 Stirling Hwy Claremont WA 6010

Suite 2/ 317 Churchill Avenue, Subiaco WA 6008 T 08 9384 4003 | E [email protected] | www.wmrc.wa.gov.au

Dear Chairman and Councillors

I advise that an Ordinary Meeting of the Western Metropolitan Regional Council will be held at the Town of Claremont, 308 Stirling Hwy, Claremont, WA 6010 on 6 August 2020 commencing at 5.30pm.

Stefan Frodsham Chief Executive Officer 27 May 2020

Note for members of the public: Council Meetings – Procedures 1. All Council meetings are open to the public, except for matters raised by Council under “confidential items”. 2. Members of the public may ask a question at an Ordinary Council Meeting under “public question time” or prior to the meeting online through this link. 3. Members of the public who are unfamiliar with meeting procedures are invited to seek advice at the meeting. 4. All other arrangements are in accordance with the Council’s Meeting Procedures Local Law, policies and decisions of the organisation.

Stefan Frodsham Chief Executive Officer

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

Agenda 6 August 2020 2

CONTENTS DECLARATION OF OPENING ...... 4 RECORD OF ATTENDANCE AND APOLOGIES...... 4 DISCLOSURES OF INTERESTS ...... 5 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ...... 5 PUBLIC QUESTION TIME ...... 5 APPLICATIONS FOR LEAVE OF ABSENCE ...... 5 PETITIONS, APPROVED DEPUTATIONS AND PUBLIC STATEMENTS ...... 5 ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION ...... 5 CONFIRMATION OF PREVIOUS COUNCIL MINUTES ...... 5 CONFIRMATION OF PREVIOUS ORDINARY COUNCIL MEETING MINUTES ...... 5 CONFIRMATION OF PREVIOUS SPECIAL COUNCIL MEETING MINUTES ...... 5 REPORTS OF COMMITTEES AND OFFICERS ...... 7 10.1 SAFETY MANAGEMENT ...... 7 10.2 FINANCIAL STATEMENTS ...... 10 LIST OF CREDITOR AND DEBTOR PAYMENTS ...... 13 10.4 AUDIT & RISK MANAGEMENT COMMITTEE ...... 15 10.5 MINUTES OF CEOAC MEETINGS ...... 18 FEES AND CHARGES ...... 20 10.7 DELEGATIONS REGISTER ...... 22 INFORMATION BULLETINS ...... 24 11.1 COMMUNICATIONS AND EDUCATION REPORT ...... 24 11.2 OPERATIONS REPORT ...... 32 11.3 PROGRESS ON COUNCIL RESOLUTIONS ...... 39 12 MOTIONS FOR WHICH PREVIOUS NOTICE HAS BEEN GIVEN ...... 41 13 QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN ...... 41 14 MEMBERS’ QUESTIONS WITHOUT NOTICE ...... 41 15 URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION ...... 41 16 MATTERS BEHIND CLOSED DOORS ...... 41 16.1 DICOM CONFIDENTIAL PROGRESS REPORT ...... 41 16.2 STAFF ANNUAL REMUNERATION REVIEW...... 42 16.3 CEO PERFORMANCE REVIEW...... 42 16.4 STAFF EX-GRATIA ...... 43 17 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING ...... 44 18 GENERAL BUSINESS ...... 44 19 CLOSURE OF MEETING ...... 44

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

Agenda 6 August 2020 3

DECLARATION OF OPENING RECORD OF ATTENDANCE AND APOLOGIES Councillors Cr. Charles Hohnen Chairman Shire of Peppermint Grove Cr. Bruce Haynes Deputy Chairman Town of Claremont Cr. Stephanie Stroud Member City of Subiaco Cr. Paul Shaw Member Town of Mosman Park Cr. Lorraine Young Member Town of Cottesloe

Staff Mr. Stefan Frodsham Chief Executive Officer WMRC Ms. Alexandra Bell Manager Finance & Governance WMRC Mr. Keith Swift Manager Operations WMRC Ms. Libby Eustance Manager Communications & Education WMRC Ms. Ellen Mickels Customer Service & Finance Officer WMRC

Leave of Absence Nil

Visitors Peter Ward Barrister Francis Burt Chambers Anne Lake HR Consultant Anne Lake Consultancy

Observers

Apology

WMRC OCM Agenda 6 August 2020 4

DISCLOSURES OF INTERESTS RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE PUBLIC QUESTION TIME APPLICATIONS FOR LEAVE OF ABSENCE PETITIONS, APPROVED DEPUTATIONS AND PUBLIC STATEMENTS ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION CONFIRMATION OF PREVIOUS COUNCIL MINUTES CONFIRMATION OF PREVIOUS ORDINARY COUNCIL MEETING MINUTES Minutes of the previous Ordinary Council Meeting held on 4 June 2020 have been circulated previously under separate cover and are at Attachment 9.1A.

RESPONSIBLE OFFICER RECOMMENDATION

9.1.1 Council accepts the minutes of the previous Ordinary Council Meeting held on 4 June 2020 as a true and accurate record of proceedings. CONFIRMATION OF PREVIOUS SPECIAL COUNCIL MEETING MINUTES Minutes of the previous Special Council Meeting held on 19 June 2020 have been circulated previously under separate cover and are at Attachment 9.2A.

RESPONSIBLE OFFICER RECOMMENDATION

9.2.1 Council accepts the minutes of the previous Special Council Meeting held on 19 June 2020 as a true and accurate record of proceedings.

WMRC OCM Agenda 6 August 2020 5

WMRC OCM Agenda 6 August 2020 6

REPORTS OF COMMITTEES AND OFFICERS 10.1 SAFETY MANAGEMENT

Responsible Officer: Manager Operations

Date: 26 May 2020

Attachment: None

SUMMARY Risk and safety management issues are discussed below. BACKGROUND

Nil

DETAIL

Incidents and Accidents We have had one incident at the recycling centre. On July 28th at approximately 1.50pm, a resident was dropping off paint at the HHW drop off point. He spoke with the attendant who showed him where to leave the paint. The resident got back into his car (boot still open) and at this point a small truck bringing in greenwaste stopped adjacent to the car. The HHW operator proceeded to speak with the truck driver. The resident then reversed his car approximately 10 meters into the wall of the C&D waste receival bay. After hitting the wall, the resident moved forward towards the HHW shelter, unloaded his batteries, and left the site. He appeared to not be injured by the event, however his vehicle would have sustained some minor damage. The incident was picked up on camera. The footage was used as a training tool at a subsequent pre-start to alert operators of the dangers of working in proximity to traffic and the need to direct traffic. Safety Actions The following safety actions have occurred: • Toolbox meetings continue to be held fortnightly at the recycling centre. • Safety committee meeting was held July 27th with staff safety reps from the office and recycling centre. Quarter 3 safety committee meeting scheduled for Oct 19th. • Training matrix was reviewed, and a schedule was drafted highlighting outstanding actions and gaps in both training needs and record keeping (outdated copies of driving licenses etc.) Covid-19 has restricted some training opportunities; however others were possible during the reporting period including: o Asbestos Awareness Training

WMRC OCM Agenda 6 August 2020 7

o Hearing Checks • 3 operators successfully completed and received operator tickets for both the Front-End Loader and the Backhoe • WALGA will be onsite August 4th to conduct HHW (Household Hazardous Waste) training for new members of staff who were not here at the last WALGA training opportunity • Skin checks will be conducted offsite and are available to staff on Thursdays between 9am – 12:30 pm (Limited times due to Covid-19) • First Aid training will be scheduled in coming months for those members of staff that would like to gain a first aid certificate. • Manual Task Training is scheduled for September for Office and Recycling Centre staff • New signage has been erected including speed / exit / waste stream signs • Trees on the exit onto Lemnos have been pruned to improve driver visibility • Covid-19 contingency plan is reviewed at weekly management meetings. Given current situation over east, management have taken the precaution of stocking up on hand sanitizers / face masks / gloves in case a second wave hits WA and shelf stocks run low. Cleaning of common areas is carried out twice weekly. All staff are continually reminded of importance to maintain social-distancing with customers, wear appropriate PPE (provided) and of the importance of good hand hygiene. Management will continue to review the Covid-19 threat and will implement various levels of protection to staff in line with state government guidelines.

Audit Results No new external audits have taken place

STATUTORY ENVIRONMENT

WMRC has duties under the Occupational Safety and Health Act 1984 (OSH Act) to, so far as is practicable, provide and maintain a working environment in which the employees of the employer are not exposed to hazards.

CONSULTATION

Consultation with staff on safety matters is carried out regularly at toolbox meetings. Staff also can relay safety concerns / opportunities for improvement through their safety representative which will be discussed at the Safety Committee meeting.

REPORT IMPLICATIONS

Policy Implications

Nil

Financial Implications

Nil

WMRC OCM Agenda 6 August 2020 8

Strategic Implications

This item relates to Key Strategy 5 - Build a Strong and Capable Organisation - as set out in the WMRC Strategic Community Plan.

COMMENTS

Nil

VOTING REQUIREMENT

Simple majority

RESPONSIBLE OFFICER’S RECOMMENDATION

Council note the report.

WMRC OCM Agenda 6 August 2020 9

10.2 FINANCIAL STATEMENTS

Responsible Officer: Finance & Governance Manager Date: 23 July 2020 Attachment 10.2A: May Accounts Attachment 10.2B: June Accounts

SUMMARY This report serves as a monthly summary of the Council’s operating financial position. Its primary purpose is to allow Councillors to be able to track budgeted figures to actual outcomes throughout the financial year.

BACKGROUND Reporting requirements are defined by Financial Management Regulations 34 of the Local Government (Financial Management) Regulations 1996. At its Special Council Meeting of 14 July 2016 meeting Council resolved inter alia to adopt a 10% value for reporting material variances in the Statements of Financial Activity. Accordingly, variances of 10% or more between actual and budgeted monthly figures are accompanied with explanatory notes.

DETAIL Operating statements are presented for the periods ended 31 May and 30 June 2020. The WMRC did exceptionally well in the 2019-20 financial year: • For May 2020, WMRC had an operating deficit of $117,288 compared to a budgeted deficit of $252,685 with a positive variance of $135,397. • For June 2020, WMRC had a provisional operating deficit of $247,284 compared to a budgeted operating deficit of $264,135 with a positive variance of $16,851. • As of June 2020, Council had a provisional operating deficit of $370,202 compared to a budgeted operating deficit of $754,233 with a positive variance of $384,031. • As of 30 June, revenue for the 2019-20 financial year was 6% above budget owing to additional throughput at the West Metro Recycling Centre; and expense was 3% below budget owing to good cost control. Note that the Reserve Fund drawdowns are now recognised in the Statement of Financial Position as a movement in Equity and not as budgeted as a Non-operating Grant, Subsidy and Contribution. The following table compares figures from the 2019-20 and 2018-19 financial years. Revenue for 2019-20 is 9 percent up on 2018-19, at a time when fixed contributions from Member Councils were not increased; and expenses only increased by 0.7 percent.

WMRC OCM Agenda 6 August 2020 10

STATUTORY ENVIRONMENT In accordance with the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996, a Statement of Financial Activity is required to be presented to Council as a minimum requirement. In addition, an explanation of the net current assets of the month to which the statement relates is also required. In accordance with Regulation 34 (5), a report must be compiled on variances greater than the materiality threshold adopted by Council of 10%. As this report is composed at a summarised level, variance commentary considers the most significant items that comprise the variance.

CONSULTATION None

REPORT IMPLICATIONS Policy Implications The Council’s financial reporting is prepared in accordance with its accounting policies. These are reviewed periodically to ensure compliance with legislative and statutory obligations. Financial Implications The report represents the financial position of the Council. Strategic Implications Strategic action 5 in the Strategic Community Plan is to develop a strong and capable organisation.

COMMENTS None

WMRC OCM Agenda 6 August 2020 11

VOTING REQUIREMENT Simple majority

RESPONSIBLE OFFICER’S RECOMMENDATION

10.2.1 Council note the financial statements for the months of May and June 2020.

WMRC OCM Agenda 6 August 2020 12

10.3 CREDITOR AND DEBTOR PAYMENTS

Responsible Officer: Finance and Governance Manager Author: Customer Services & Finance Officer Date: 17 July 2020 Attachments: 10.3A May Payments 10.3B June Payments 10.3C Debtors Payments

SUMMARY

The schedule of accounts is attached for the endorsement of Council. The schedule of debtors as is attached for receival by Council.

BACKGROUND

Nil

DETAIL

Nil

STATUTORY ENVIRONMENT

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

CONSULTATION

Nil

REPORT IMPLICATIONS

Policy Implications

Nil

Financial Implications

Nil

Strategic Implications

WMRC OCM Agenda 6 August 2020 13

This is aligned to strategic actions as follows: Key Strategy 1: Achieve a comprehensive, cost effective waste management service across the region. Key Strategy 5: Develop a strong and capable organisation – Deliver responsible financial management.

COMMENTS

Nil

VOTING REQUIREMENT

Simple majority

RESPONSIBLE OFFICER’S RECOMMENDATION

10.3.1 Council endorses the schedule of accounts paid of $973,884.95 and $509,444.06 for the months of May and June 2020 respectively.

10.3.2 Council receives the schedule of Debtors outstanding at 28 July 2020.

WMRC OCM Agenda 6 August 2020 14

10.4 AUDIT & RISK MANAGEMENT COMMITTEE

Responsible Officer: Manager Finance and Governance Date: 22 July 2020 Attachment: 10.4A – Minutes of Audit & Risk Management Committee meeting 2 April 2020 10.4B Interim Audit Management Letter 10.4C Audit Plan 2020 10.4D Fraud and Error Assessment Questionnaire 2020

SUMMARY

This report serves to confirm the minutes of the 2 April 2020 Audit & Risk Management Committee meeting; and seeks Council endorsement of the Interim Audit Management Report, Audit Plan 2020 and Fraud & Error Assessment Questionnaire 2020. BACKGROUND

The draft minutes of the 2 April 2020 Audit & Risk Management Committee were sent to committee members in April. The minutes were accepted as a true record of the meeting at the 4 August 2020 Audit & Risk Management Committee; and are presented here for confirmation by the WMRC Council. The Audit and Risk Management Committee recommend that Council endorses the attached Interim Audit Management Letter and that it be certified by the Chairman and Chief Executive Officer. The Audit Plan 2020 and Fraud and Error Assessment Questionnaire 2020 are also attached for Council endorsement.

DETAIL

The final accepted minutes of the 2 April 2020 Audit & Risk Management Committee Meeting are presented at Attachment 10.5A. The Interim Audit Management Letter is presented at Attachment 10.5B. As a result of this review Butler Settineri have raised a total of two matters for Council's consideration. All matters have been resolved. The Audit Plan 2020 is at attachment 10.5C. The purpose of the Audit Plan is to summarise the external audit approach in relation to the statutory audit of the Western Metropolitan Regional Council (WMRC) for the financial year ending 30 June 2020. The Audit Plan has been prepared to inform the officers and the Audit & Risk Management Committee about the responsibilities of external auditors and how Butler Settineri plan to discharge them.

WMRC OCM Agenda 6 August 2020 15

The Fraud and Error Assessment Questionnaire 2020 is at attachment 10.5D. The primary responsibility to prevent and detect fraud rests with the Audit & Risk Management Committee and management who ensure a strong emphasis on fraud prevention and deterrence and encourage a culture of honest and ethical behaviour.

STATUTORY ENVIRONMENT

As amended from time to time: • Regulation 16 of the Local Government (Audit) Regulations 1996. • Regulation 17 of the Local Government (Audit) Regulations 1996. • Australian Auditing Standard 240 The Auditor’s Responsibilities Relating to Fraud in an Audit of a Financial Report. • Australian Auditing Standard 260 Communication with Those Charged with Governance.

CONSULTATION

Nil

REPORT IMPLICATIONS

Policy Implications

Nil

Financial Implications

Nil

Strategic Implications

This item relates to Key Strategy 5 – Develop a strong and capable organisation - in the WMRC Strategic Community Plan.

COMMENTS

It is the opinion of management that the matters identified in the interim audit by the WMRC’s Auditors, Butler Settineri, are not of a material nature and have been or are able to be adequately addressed via the actions proposed. It is pleasing to note that the Interim Audit has only found two matters requiring attention by management and Council. In the past, ten or more matters needing attention were identified by audit. This reflects well on the improvements to financial administration and other compliance matters made by the WMRC in the past two years.

VOTING REQUIREMENT

Simple majority

WMRC OCM Agenda 6 August 2020 16

RESPONSIBLE OFFICER’S RECOMMENDATION

The Minutes of the 2 April 2020 Audit & Risk Management Committee meeting be confirmed as a true and correct record of the meeting. Council receive the Interim Audit Management Report including management comments for the year ended 30 June 2020 and note action taken by management to deal with issues raised by auditors. Council endorse the Fraud and Error Assessment Questionnaire for 2020. Council endorse the Audit Plan for 2020.

WMRC OCM Agenda 6 August 2020 17

10.5 MINUTES OF CEOAC MEETINGS Responsible Officer: Manager Finance and Governance Date: 21May 2020 Attachments: 10.5A Confirmed minutes 21 May 10.5B Unconfirmed minutes 16 July

SUMMARY This item presents the confirmed minutes of the 21 May CEOAC meeting and the draft minutes of the 16 July CEOAC meeting for confirmation and reception respectively

BACKGROUND The unconfirmed minutes of the 21 May CEOAC meeting were presented at the June OCM; and confirmed at the16 July CEOAC meeting as a true and proper record of the meeting. They are presented here for reception (Attachment 10.5A). The unconfirmed minutes of the 16 July CEOAC meeting are presented here for reception (Attachment 10.5B)

DETAIL All CEOAC recommendations at the 16 July were unanimous and none were changed from the officer recommendation.

No new actions were arising from the meeting. STATUTORY ENVIRONMENT The CEOAC is constituted as a committee without delegated authority under the Local Government Act 1995 5(2).

CONSULTATION Nil

REPORT IMPLICATIONS Policy Implications Nil. Financial Implications Nil. Strategic Implications

This item relates to Key Strategy 5 – Develop a strong and capable organisation - in the WMRC Strategic Community Plan.

WMRC OCM Agenda 6 August 2020 18

COMMENTS Nil VOTING REQUIREMENT Simple Majority.

RESPONSIBLE OFFICER RECOMMENDATIONS 10.5.1 Council receive the confirmed minutes of the 21 May 2020 CEOAC meeting 10.5.2 Council receive the unconfirmed minutes of the 16 Jul 2020 CEOAC meeting

WMRC OCM Agenda 6 August 2020 19

10.6 FEES AND CHARGES

Responsible Officer: Manager Operations Date: 6 August 2020 Attachment: Nil

SUMMARY

It is proposed that the following changes be made to current Fees and Charges. • A lower rate apply for certain waste categories from Participating Councils as per the table below to incentivise patronage by nearby non-member councils. • A minimum charge per tonne apply for Member Councils and Residents for Bulk Waste and Greenwaste as per the table below.

BACKGROUND

The West Metro Recycling Centre tr and its associated resident drop off services are ideally located for other non-member council residents, and non-member councils to use. The WMRC is in consultation with these non-member councils to formalise the provision of these services. Currently residents of non-member councils are charged a $25 entry fee. If the non-member councils were to become Participating Councils and contribute towards the cost of providing the resident services, their residents could enjoy all the excellent services on their doorstep without incurring this fee. The WMRC would also like to offer participating councils a reduced rate for other services as detailed below. Further to the above request, the WMRC would also like to make an amendment to minimum charges per tonne rates for member councils, for both bulk and green waste as per the table below. Currently there is a minimum charge for member councils for C&D waste, but no such provision for bulk or green.

DETAIL

Participating Council discounts It is proposed the following rates apply to Participating Councils (a non-member council paying a subscription for community waste and recycling services provided to their residents):

Material Rate incl Participating Discount GST $ Council rate $ %

Bulk waste / tonne 220.00 198.00 10%

Construction and demolition waste / tonne 90.00 76.50 15%

Greenwaste - bulk 88.00 74.80 15%

Greenwaste – Go bin 88.00 74.80 15%

WMRC OCM Agenda 6 August 2020 20

It is proposed the following minimum charges are set for bulk waste and greenwaste:

Material Rate per Tonne Minimum Charge per incl GST $ Tonne incl GST $

Bulk waste / tonne 170.00 40.00

Greenwaste / tonne 38.50 20.00

STATUTORY ENVIRONMENT

Section 6.16 of the Local Government Act 1995 permits the imposition of fees and charges when adopting the annual budget or during the financial year via an Absolute Majority decision of Council.

CONSULTATION

Nil

REPORT IMPLICATIONS

Policy Implications

Nil

Financial Implications

Increased revenues for the WMRC

Strategic Implications

Nil

COMMENTS

Nil

VOTING REQUIREMENT

Absolute majority

RESPONSIBLE OFFICER’S RECOMMENDATION

10.6.1 Council approve the schedule of fees and charges as provided in this report.

WMRC OCM Agenda 6 August 2020 21

10.7 DELEGATIONS REGISTER

Responsible Officer: Manager Finance and Governance Date: 22 July 2020 Attachment: 10.7A WMRC Delegations Register

SUMMARY

This report seeks to insert an additional delegation into the Delegations Register.

BACKGROUND

A revised Delegations Register is included at Attachment 10.6A. Please note that the requested changes are highlighted in yellow. DETAIL

WALGA recently issued guidance notes on contract variations including those formed other than through a public tender process. The guidance notes state that ‘Section. 9.49B of the Local Government Act 1995 applies to contracts and requires that any person making decisions to make, vary or discharge a contract, must do so under the authority of the Local Government. Meaning there must either be; an express Council resolution enabling the CEO to administer the contract, delegated authority has been established, or the contract is operational in nature and may be administered by the CEO or officers under the concept of ‘Acting Through’’. The WMRC has long been in the practice of making, varying and discharging contracts with the maximum contract expenditure equivalent to the purchasing authority of the person responsible for the contract. All contracts follow the procurement rules defined within the purchasing policy and are compliant in terms of the required number of quotes and process to form the contract. For example, obtaining one quote limits the contract value to $3,999. Conducting an RFQ means the contract value must not exceed $35,000 if procured by a manager or $100,000 if procured by the CEO. Due to the infrequent nature of WMRC Ordinary Council Meetings, it would be inefficient to request Council authority to make, vary or discharge each contract. The current delegations register states that the ‘difference between a delegation and “acting through” is that a delegate exercises the delegated decision-making function in his or her own right’. To satisfy the above, it is proposed to add Delegation 11 to the Delegations Register. The proposed Delegation can be found on page 16 of attachment 10.8A and delegates authority to make, vary and discharge contracts formed other than through a public tender process to the CEO and Managers.

STATUTORY ENVIRONMENT

Section 5.42 of the Local Government Act 1995 provides that a local government may delegate to the CEO the exercise of any of its powers or the discharge of any of its duties under the Act other than those referred to in section 5.43 (limits on delegations to the CEO).

WMRC OCM Agenda 6 August 2020 22

Section 5.41 of the Local Government Act 1995 outlines the Functions of the CEO, which require no further delegation by a local government. Section 5.46 (1) of the Local Government Act 1995 requires the CEO to keep a register of delegations made to the CEO under section 5.41 and employees under section 5.44. Section 5.46 (2) of the Local Government Act 1995 requires that at least once every financial year, delegations made under this Division are to be reviewed by the delegator. The Delegations Register was last reviewed by Council in 2016. Section 9.49B of the Local Government Act 1995 requires authority to be given to those who make, vary or discharge a contract on behalf of the Local Government

CONSULTATION

Nil

REPORT IMPLICATIONS

Policy Implications

Nil

Financial Implications

Nil

Strategic Implications

Nil

COMMENTS

Delegations are intended to assist with improving the time taken to make decisions within the constraints imposed by legislation.

VOTING REQUIREMENT

Absolute majority

RESPONSIBLE OFFICER’S RECOMMENDATION

10.7.1 Delegation 11 be added to the Delegations Register allowing the Chief Executive Officer and Managers to make, vary and discharge contracts formed other than through a public tender process.

WMRC OCM Agenda 6 August 2020 23

INFORMATION BULLETINS 11.1 COMMUNICATIONS AND EDUCATION REPORT

Responsible Officer: Manager Communications and Education Date: 22 June 2020 Attachment: 11-1A C+E activity FY 2019-20

SUMMARY

An information item detailing Communications and Education team activity for the period

BACKGROUND

The Communications and Education team’s role includes corporate communications and marketing, community waste education, member council staff support and waste strategy/policy advisory/advocacy services. The team has been mostly working from home through this period including providing waste education services through online means.

Contents include

1. Review of 2019-20 activities against plan 2. Member Council support 3. Verge Valet 4. Plastic Free July 5. Recycle Right 6. Media Content

DETAIL

Review of 2019-20 activities against plan The team’s activities for 2019-20 were planned around five program areas: 1. Council consultation/ support and joint planning/projects 2. Waste reduction & recycling advertising 3. Waste management community education 4. Infrastructure planning and provision 5. Representation to and collaboration with relevant bodies The review of activities against the plan (see Attachment 11-1A) shows that the team did more than anticipated in working directly with Member Council staff and producing online and print

WMRC OCM Agenda 6 August 2020 24 material (areas 1 and 2); the pandemic has only accelerated this ongoing trend. There was clear progress and changes made with face to face community education, for example design of Waste Watchers Workshops and Schools incursions, which were curtailed by the pandemic in the last quarter of the year (area 3). The pandemic also necessitated the temporary withdrawal of the public place collection stations, however the number of streams for community drop off at the recycling centre was increased (area 4). The team has had many achievements over the busy year, the biggest being developing the Verge Valet communications from scratch and adapting them in response to experience, increased collaboration with and beyond Member Councils for improved efficiency (eg Plastic Free July and Recycle Right, both detailed below, but also co-hosting Waste Watchers Workshops) and increased promotion of the Recycling Centre for Member Council residents. Member Council support Most Member Councils are making good progress with drafting their Waste Plans prior to finalising them through their Council process; three plans are ready for Council approval. Town of Cottesloe has used WMRC support both in developing their Better Bins GO/FOGO application and in assessing their kerbside waste collection and disposal contracts. Resident Access Passes and, where appropriate, waste passes have been delivered to all Member Councils for distribution with rates notices. Verge Valet Following the finalisation of the report (presented at the June WMRC OCM) on the first three months of the operation of Verge Valet in Mosman Park, the communications collateral for the project was updated in line with its recommendations and the suite published for both Mosman Park and Cottesloe. Cottesloe introduced Verge Valet on the acceptance by Council of its 2020-21 Budget with first collections on 21 July. An upgrade of the WMRC webpage for Verge Valet is underway and will create a more user- friendly experience. Plastic Free July The WMRC held an event with the Grove Library to launch the Plastic Free July book with Rebecca Prince Ruiz, the founder and past WMRC employee. The event was attended by about 50 people.

WMRC OCM Agenda 6 August 2020 25

The team has continued to provide support to Member Councils for their Plastic Free July campaigns including: • Beach cleanup – Cottesloe • Plastic Free morning tea – Cottesloe • Promotion on Waste and Recycling Calendar – Claremont • Book Competition – The Grove, Claremont and Subiaco libraries • Print and online media – Mosman Park The team has also promoted PFJs various webinars and events through the month. Recycle Right The WMRC has joined the EMRC and the City of Canning in signing a licence agreement with the SMRC for the use of the Recycle Right material and brand. This gives us access to an exciting range of material and services including use of digital and print design from their in-house designer, the ability for residents to set reminders for their bin collection days on their phones, up to date access to WALGA-approved and consistent information about how to dispose of specific items and resident tours of their facility. The education and promotion campaign around this material will follow.

WMRC OCM Agenda 6 August 2020 26

6. Media Content 1. Print media

5 June Post p32 13 June Post letters

WMRC OCM Agenda 6 August 2020 27

13 June Post p64

20 June Post p2

WMRC OCM Agenda 6 August 2020 28

2 July Post p2 24 July Post p7

30 July WSW p6 31 July Post p

WMRC OCM Agenda 6 August 2020 29

2. Social Media We are currently posting 1-2 times per day on Facebook and Instagram. The most popular posts on our Facebook feed are shown below. Photo posts have an average reach of 330 views.

4 June 3.7K reach, 260 engagements 2 July 2.1K reach, 130 engagements

STATUTORY ENVIRONMENT

Nil

CONSULTATION

Nil

WMRC OCM Agenda 6 August 2020 30

REPORT IMPLICATIONS

Policy Implications

All social media use is in line with Policy 33 – Social Media.

Financial Implications

These activities are anticipated under current budgeting.

Strategic Implications

These activities are aligned to key strategies 1, 2, 3, 6 and make a major contribution to key strategy 4 of the WMRC Strategic Community Plan 2019-2030.

COMMENTS

Nil

VOTING REQUIREMENT

Simple majority

RESPONSIBLE OFFICER’S RECOMMENDATION

11.1.1 The Communications and Education report to 22 July be noted.

WMRC OCM Agenda 6 August 2020 31

11.2 OPERATIONS REPORT

Responsible Officer: Operations Manager Date: 6 August 2020 Attachment: 11.2A Waste Tonnes Charts

SUMMARY

This report provides updates on the status of waste operations. Council is requested to receive the report.

BACKGROUND Nil

DETAIL The Recycling Centre has continued to remain open during the ongoing Covid-19 crisis. Opening hours have remained as previously reported: • 7.30am - 4.00pm Monday – Friday. • 8.00am – 4.00pm on weekends; and • 7.30am – 2.00pm on Public Holidays.

West Metro RC Staffing No personnel changes to report from the last council meeting. Sadly, our long-standing site supervisor passed away. John Cummins had been bravely battling a long-term illness and succumbed to that illness in June. John had been on long term sick leave from January of this year. Throughout this period the role of site supervisor has been filled by George Fowler in an acting capacity. George has been a loyal servant of the WMRC having worked at the recycling centre for 20 years. On July 16th, an advertisement was placed on SEEK and on www.dese.gov.au with a view to formally filling the supervisor position. As we will have an internal candidate applying for the position, Rob Wyllie from the Subiaco has kindly agreed to sit on the interview panel. We have one other staff member, Sheila Tate on long term leave through a workers compensation case dating back to late 2017. Sheila was initially able to participate in back to work programs, however since early 2020 she has been less able to do so and is no longer coming to work. Staffing numbers will be reviewed after the process to formally appoint a site supervisor is completed. Innovation • An application has been submitted to DWER to amend the license to allow the receival and handling of FOGO materials. DWER have sought further clarifications since the initial application and to date all enquiries have been answered, the request is currently advertised for public consultation purposes

WMRC OCM Agenda 6 August 2020 32

• Discussions are progressing with the City of Perth in relation to the receival and handling of FOGO waste material.

• A receivals bay for Inert Waste was established on Jun 10th, with residents and contractors already utilising the new service. An application is currently with DWER to amend the volume of inert waste (C&D waste) and Combined special Type 1 (Asbestos) that the facility can receive up to 10,000T of C&D waste a year DWER have sought further clarifications since the initial applications and to date all enquiries have been answered. The request for amendment is currently advertised for public consultation purposes. This amendment will provide a valuable new source of revenue and will divert material that otherwise may have ended up in landfill and will now be processed into a product fit for reuse.

Waste Statistics

The waste statistics to the end of 2020 are presented in Attachment 11.2A. Member Council MSW receivals are marginally down 2.2% compared to the same two-month period for last year. Green waste receival are marginally up 3.5% from May / June 2019. Claremont residents continue to be the most frequent users of Recycling Centre passes of both green and bulk passes. 208 passes throughout May and June Overall Total Waste Tonnes received at the recycling centre has increased from 21,397T in 2018/19 to 24,588T in 2019/20 – An increase of 13%

Plant Upgrades Further investigations have gone into looking at upgrading the current silo system at the transfer station. As previously reported on by the CEO (Stefan Frodsham) the existing system has been in operation for almost 30 years. The silos are now beyond the end of their useful life and have deteriorated to the point where the facility can only just operate efficiently and most importantly safely The preferred option at this stage remains one of replacing the current system with one more commonly found in the industry, were waste is transferred into compactors by means of a “walking” / moving floor instead of refurbishment / replacement of the present system and continue running with silos. The benefits of a moving floor include: • Fast and efficient means of moving product along a pit • Can handle large volumes during peak periods • Provide efficient opportunity for resources recovery in shallow pits • Eliminates the need for push blades and dozers in pits to reduce OH&S issues, high ongoing operational costs and vehicle queuing

WMRC OCM Agenda 6 August 2020 33

A new system considered will need to bring the following benefits: • Health and Safety Improvements • Plan for operational flexibility and future expansion provisions • Improve materials handling efficiency • Mitigate Environmental risks Trials have recently taken place utilising the compactor already owned by the WMRC. The trial work seamlessly using one of the original 53m3 Tri-axle trailers purchased to operate with the old DICOM plant. These trailers have not seen much work since last being used at the WMRC and are now owned by Hinds transport. The trial conducted saw 21.22 T of material being compacted and transported in a single trailer to Millar Road landfill. Current average payload in two silos is approximately 23-24t, however this entails a complicated unhooking / tipping procedure at the tip site and adds time to the process at Brockway for setting up / compacting / connecting trailers for transport etc. The original 53m3 capacity trailers with ring Feder were initially purchased with a view to running them as a road train, presumably to a tip site further than Kwinana / Rockingham. The nearest place to connect a road train would be Welshpool. Given the short distance to Kwinana there would be little benefit to running this combination. A single 60m3 Triaxle likely the most efficient

WMRC OCM Agenda 6 August 2020 34 option giving a payload of 23T. The additional 7m3 capacity when dealing with the light and fluffy material coming from residential self-haul (mums and dads) A business case will be developed and presented to council at the next Council meeting in October. A considerable amount of thought has previously gone into the concept of upgrading the silos, dating back to 7 April 2010 there was a report called Transfer Stations Options Analysis. By 2013 the idea was parked due to cost and also uncertainty around the DiCOM plant. It is worth noting that 10 years have passed since those original considerations and no new significant spend on infrastructure

Mandalay weighbridge software goes live! New weighbridge software has been installed at the transfer station; this procurement represents the first upgrade to the weighbridge software in almost 28 years of operation. A great effort by all involved to go from sending out an RFQ out on May 8th to having a fully commissioned program up and running by July 1st, just in time for the new financial year. The investment significantly reduces our exposure to risk as the original Arch software system relied on the backup services delivered by the owner / developer of the product. The new software developed and licensed by Mandalay Technologies offers a tailored weighbridge and facility management solutions to councils of any size and private enterprise. They have 400 clients in our industry throughout Australia and NZ. The key benefits that we are seeing now is ease of use at the weighbridge for our operators which in turn facilitates a faster experience for our customers. The other key focus of seeking an upgrade was the interface with Xero, our accounting program. Historically data was downloaded from the Arch weighbridge software and manually entered into Xero, this is no longer the case as the Mandalay system interacts directly with Xero, eliminating the requirement to “double handle” the imported weighbridge data. Going forward we will benefit from improved analytics which can be distributed to our member councils, and there are also a number of options that can be added to the current system that could further enhance the service to our local councils, residents and commercial customers. One step at a time. Verge Cleanup To improve the kerb appeal of the Transfer station from both the Brockway road and Lemnos street approaches, the verges have recently benefited from some tasteful landscaping including: • Weed removal • Trim back verge side shrubs to look more uniform • Lop off low hanging tree branches on verge to expose trunks and to look more uniform • Mulch in and around shrubs and trees in garden beds, plant native species of plant around electricity boxes • Lop back tree by exit gate to encourage more uniformity • Clean up around Gate C exit gate area, utilize site backhoe to level soil to allow mulching to take place • Lop back tree overhanging limestone signage on corner of Lemnos Street and Brockway Road within the property, exposing the original Transfer Station sign and wall

WMRC OCM Agenda 6 August 2020 35

In addition to above measures to improve kerb appeal, shade cloth has been used to screen aspects of the site as members of the public travel along Lemnos street. Shade cloth has also been used to screen off the tyre cage containing tyres, and lastly the mattresses have been relocated to a new position where they cannot now be seen from Lemnos street.

The irrigation system is also being serviced with a view to trying to promote more grass growth along Brockway Road and Lemnos Street.

Efforts to improve the cleanliness of the site inside and the visual impact of the site outside will be an ongoing focus. If the old silo system is replaced, we will no longer need to store silos that are visible on the approach along Brockway Road.

Waste to Energy Tender

The WMRC recently issued a request for tender for Receipt of Residual Waste for Energy Recovery. Compliant tenders have been received. An evaluation panel has been established, consisting of two officers of the WMRC and a third officer from one of our member councils

WMRC OCM Agenda 6 August 2020 36

(Subiaco) The panel have committed to meeting in mid-August to discuss their individual evaluations, and a timeframe of bringing a recommendation council at the next council meeting in October.

HHW Annual report

WALGA provides quarterly and annual reports containing updates on the amount of Household Hazardous Waste (HHW) collected by Local Government/ Regional Council Permanent facilities.

In 2015/16 the WMRC collected just 4.19 tonnes of HHW materials (1% of the total collected by the scheme State-wide) Fast forward to 2019/20 and the total amount collected was 28.0 tonnes (an 8% share of all HHW materials received in the program. WMRC has shot up the rankings from 11th to 4th (out of 16 centres) in HHW collections.

This is a fantastic effort by all concerned. The facility is clearly punching above its weight having received more tonnes than some much larger council areas such as Canning / Armadale Rockingham / Henderson. This is 28.0 tonne of some very nasty materials that may otherwise have ended up in council bins or illegally disposed of in drains etc.

STATUTORY ENVIRONMENT Nil

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications Nil

Financial Implications Nil

Strategic Implications Activities referred to in the Operations Report relate directly to WMRC Key Strategies 1,2,3,4

COMMENTS Nil

VOTING REQUIREMENT Simple majority

WMRC OCM Agenda 6 August 2020 37

COMMENTS

Nil

RESPONSIBLE OFFICER’S RECOMMENDATION

11.2.1 The Operations report be noted

WMRC OCM Agenda 6 August 2020 38

11.3 PROGRESS ON COUNCIL RESOLUTIONS

Responsible Officer: Chief Executive Officer

Date: 29 July 2020

Attachment: 11.3A Progress Report

SUMMARY

A schedule showing progress on WMRC resolutions up to and including 29 July 2020 is presented in Attachment 11.3A. The schedule is extracted from the master schedule which has a record of all WMRC resolutions from 2007. Only uncompleted resolutions and those only recently completed, are shown on the schedule.

BACKGROUND

In October 2007 Council decided that an information bulletin item tracking the progress of Council resolutions be presented at future meetings.

DETAIL

Please refer to Attachment 11.3A. The schedule is now colour coded. Red - resolutions not yet implemented; orange – resolutions in progress; green – resolutions completed.

STATUTORY ENVIRONMENT

Local Government Act 1995 CONSULTATION

Nil

REPORT IMPLICATIONS

Policy Implications

Nil

Financial Implications

Nil

Strategic Implications

Progress on Council Resolutions is aligned to all six key strategies of the WMRC Strategic Community Plan 2019-2030.

WMRC OCM Agenda 6 August 2020 39

COMMENTS

A substantial backlog of Council Resolutions requiring action existed at the beginning of the 2018- 19 financial year was cleared in 2019. The WMRC is maintaining a strong performance of timely implementation of Council resolutions. This progress report represents the first time that all Council resolutions are completed.

VOTING REQUIREMENT

Simple majority

RESPONSIBLE OFFICER’S RECOMMENDATION

11.3.1 The information be received.

WMRC OCM Agenda 6 August 2020 40

12 MOTIONS FOR WHICH PREVIOUS NOTICE HAS BEEN GIVEN 13 QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN 14 MEMBERS’ QUESTIONS WITHOUT NOTICE 15 URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION 16 MATTERS BEHIND CLOSED DOORS 16.1 DICOM CONFIDENTIAL PROGRESS REPORT

Responsible Officer: Chief Executive Officer

Date: 27 July 2020

Attachment: DiCOM site survey plan It is proposed that this item be considered in a closed session for the following reasons:

That in accordance with Sections 5.23(2) (c)(d)(e) of the Local Government Act 1995, the meeting is closed to members of the public with the following aspect of the Act being applicable to these matters:

(c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting; and

(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; and

(e) a matter that if disclosed, would reveal —

(i) a trade secret; or

(ii) information that has a commercial value to a person; or

WMRC OCM Agenda 6 August 2020 41

(iii) information about the business, professional, commercial or financial affairs of a person, where the trade secret or information is held by, or is about, a person other than the local government 16.2 STAFF ANNUAL REMUNERATION REVIEW

Responsible Officer: Chief Executive Officer

Date: 23 July 2020

Attachment: none It is proposed that this item be considered in a closed session for the following reasons:

(c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting; and

(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; and

(e) a matter that if disclosed, would reveal —

(i) a trade secret; or

(ii) information that has a commercial value to a person; or

Responsible Officer: Council

Date: 23 July 2020

Attachment: none

It is proposed that this item be considered in a closed session for the following reasons:

WMRC OCM Agenda 6 August 2020 42

(c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting; and

(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; and

(e) a matter that if disclosed, would reveal —

(i) a trade secret; or

(ii) information that has a commercial value to a person; or

Responsible Officer: Finance and Governance Manager

Date: 25 July 2020

Attachment: none

It is proposed that this item be considered in a closed session for the following reasons:

(c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting; and

(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; and

(e) a matter that if disclosed, would reveal —

(i) a trade secret; or

(ii) information that has a commercial value to a person; or

WMRC OCM Agenda 6 August 2020 43

17 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING 18 GENERAL BUSINESS 19 CLOSURE OF MEETING

Next meeting: 1 October 2020 at the Town of Cottesloe or online

WMRC OCM Agenda 6 August 2020 44

Attachment 9.1A

Draft Minutes ORDINARY COUNCIL MEETING (OC 03/20)

4 June 2020 Commenced at 5:30 pm

Shire of Peppermint Grove 1 Leake Street Peppermint Grove WA 6011

CONTENTS DECLARATION OF OPENING ...... 4 RECORD OF ATTENDANCE AND APOLOGIES...... 4 DISCLOSURES OF INTERESTS ...... 5 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ...... 5 PUBLIC QUESTION TIME ...... 5 APPLICATIONS FOR LEAVE OF ABSENCE ...... 5 PETITIONS, APPROVED DEPUTATIONS AND PUBLIC STATEMENTS ...... 5 ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION ...... 5 CONFIRMATION OF PREVIOUS COUNCIL MINUTES ...... 6 CONFIRMATION OF PREVIOUS ORDINARY COUNCIL MEETING MINUTES ...... 6 REPORTS OF COMMITTEES AND OFFICERS ...... 7 10.1 SAFETY MANAGEMENT ...... 7 10.2 FINANCIAL STATEMENTS ...... 9 LIST OF CREDITOR AND DEBTOR PAYMENTS ...... 11 10.4 MINUTES OF CEOAC MEETINGS ...... 13 10.5 COUNCIL DELEGATIONS REVIEW ...... 15 NON- MEMBER COUNCIL RESIDENT ENTRY FEE ...... 17 10.7 CONSTRUCTION AND DEMOLITION WASTE RECYCLING ...... 20 10.8 REMOVAL OF REDUNDANT POLICIES ...... 22 10.9 SUBMISSIONS ON DWER CONSULTATIONS ...... 24 10.10 PUBLIC VEHICLE WEIGHING (TARE WEIGHT) ...... 28 10.11 ACCEPTANCE OF BICYCLE TYRES ...... 30 INFORMATION BULLETINS ...... 32 11.1 COMMUNICATIONS AND EDUCATION REPORT ...... 32 11.2 OPERATIONS REPORT ...... 38 11.3 VERGE VALET FIRST QUARTER REPORT ...... 40 11.4 WASTE PLANS SERVICE TO MEMBER COUNCILS ...... 43 11.5 PROGRESS ON COUNCIL RESOLUTIONS ...... 47 12 MOTIONS FOR WHICH PREVIOUS NOTICE HAS BEEN GIVEN ...... 49 13 QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN ...... 49 14 MEMBERS’ QUESTIONS WITHOUT NOTICE ...... 49 15 URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION ...... 49 15.1 POLICY REVIEWS ...... 49 16 MATTERS BEHIND CLOSED DOORS ...... 51 16.1 DICOM PROGRESS REPORT ...... 51

WMRC OCM Draft Minutes 4 June 2020 2

16.2 WASTE TO ENERGY TENDER ...... 52 17 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING ...... 53 18 GENERAL BUSINESS ...... 53 19 CLOSURE OF MEETING ...... 53

WMRC OCM Draft Minutes 4 June 2020 3

DECLARATION OF OPENING The Chairman welcomed the attendees and declared the meeting open at 5.31pm RECORD OF ATTENDANCE AND APOLOGIES Councillors Cr. Charles Hohnen Chairman Shire of Peppermint Grove Cr. Bruce Haynes Deputy Chairman Town of Claremont Cr. Stephanie Stroud Member City of Subiaco (arrived at 6pm) Cr. Paul Shaw Member Town of Mosman Park Cr. Lorraine Young Member Town of Cottesloe

Leave of Absence Nil

Visitors Peter Ward Barrister Francis Burt Chambers

Observers Cr Michael Tucak Deputy Councillor Town of Cottesloe Cr Sara Franklin Deputy Councillor Town of Claremont

Apology

WMRC OCM Draft Minutes 4 June 2020 4

DISCLOSURES OF INTERESTS Nil RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil PUBLIC QUESTION TIME Nil APPLICATIONS FOR LEAVE OF ABSENCE Nil PETITIONS, APPROVED DEPUTATIONS AND PUBLIC STATEMENTS Nil ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION

Moved: Cr Haynes Seconded Cr Shaw Confidential Items 16.1 and 16.2 be heard out of sequence. CARRIED 4/0 Moved: Cr Hohnen Seconded: Cr Haynes The meeting proceeded behind closed doors at 5.34pm. CARRIED 4/0 Cr Franklin joined the meeting at 5:33pm

Peter Ward left the meeting at 5.55pm

Cr Stroud joined the meeting at 6.00pm

Moved: Cr Hohnen Seconded: Cr Shaw The meeting resumed in open session at 6.34 pm CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 5

The Chairman read aloud the resolutions which were made behind closed doors.

Moved: Cr Shaw Seconded: Cr Haynes

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 16.1.1 This DiCOM Confidential Progress Report of 26 May 2020 be noted. CARRIED 5/0 Moved: Cr Haynes Seconded: Cr Shaw

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 16.2.1 Council approve the WMRC releasing an RFT for waste to energy services. CARRIED 5/0

CONFIRMATION OF PREVIOUS COUNCIL MINUTES CONFIRMATION OF PREVIOUS ORDINARY COUNCIL MEETING MINUTES Minutes of the previous Ordinary Council Meeting held on 2 April 2020 have been circulated previously under separate cover and are at Attachment 9.1A.

Moved: Cr Stroud Seconded: Cr Young

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 9.1.1 Council accepts the minutes of the previous Ordinary Council Meeting held on 2 April 2020 as a true and accurate record of proceedings. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 6

REPORTS OF COMMITTEES AND OFFICERS 10.1 SAFETY MANAGEMENT

Responsible Officer: Manager Operations

Date: 26 May 2020

Attachment: None

SUMMARY

Risk and safety management issues are discussed below. Actions taken are consistent with the requirements of the WMRC Occupation Health and Safety Management Plan 2019-20.

BACKGROUND Nil

DETAIL Incidents and Accidents No incidents have occurred since the previous report to Council. Safety Actions The following safety actions occurred in March and April: • toolbox meetings were held fortnightly at the recycling centre; • the staff training matrix was reviewed - training will resume when Covid-19 restrictions are eased, and service providers are back working again; • new staff have been inducted and current staff have been re-inducted when required; • a signage assessment was carried out and new signage placed on order; (Directional / Speed Limit / Dangerous Goods signs); • an internal site inspection has been carried and actions addressed; • improved accessibility to procedures following the roll out of HR Central to all staff; • the flu vaccine was made available to all staff that wanted to receive it; • additional hand sanitiser stations were set up to help combat spread of Covid-19; and • our Covid-19 contingency plan was reviewed at weekly management meetings.

Audit Results No new external audits have taken place.

WMRC OCM Draft Minutes 4 June 2020 7

STATUTORY ENVIRONMENT

CONSULTATION Consultation with staff on safety matters is carried out regularly at toolbox meetings.

REPORT IMPLICATIONS

Policy Implications Nil

Financial Implications Nil

Strategic Implications This item relates to Key Strategy 5 - Build a Strong and Capable Organisation - as set out in the WMRC Strategic Community Plan.

COMMENTS Nil

VOTING REQUIREMENT Simple majority

Moved: Cr Stroud Seconded: Cr Haynes

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION Council note the report. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 8

10.2 FINANCIAL STATEMENTS

Responsible Officer: Manager Finance & Governance Date: 18 May 2020 Attachment 10.2A: March Accounts Attachment 10.2B: April Accounts

DETAIL Operating statements are presented for the periods ended 31 March and 30 April 2020. • For March 2020 WMRC had an operating deficit of $202,264 compared to a budgeted operating deficit of $265,910 with a positive variance of $63,646. • For April 2020 WMRC had an operating deficit of $106,891 compared to a budgeted operating deficit of $255,810 with a positive variance of $148,919. • The year-to-date at 30 April 2020 shows an operating surplus of $9,255 compared to a budgeted operating deficit of $266,695 with a positive variance of $275,950. Note that the Reserve Fund drawdowns are now recognised in the Statement of Financial Position as a movement in Equity and not as budgeted as a Non-operating Grant, Subsidy and Contribution.

WMRC OCM Draft Minutes 4 June 2020 9

In accordance with Regulation 34 (5), a report must be compiled on variances greater than the materiality threshold adopted by Council of 10%. As this report is composed at a summarised level, variance commentary considers the most significant items that comprise the variance.

CONSULTATION The financial results for March and April and year to date have been discussed with CEOAC.

COMMENTS None

VOTING REQUIREMENT Simple majority

RESPONSIBLE OFFICERS RECOMMENDATION

10.2.1 Council note the financial statements for the months of March and April 2020.

Moved: Cr Haynes Seconded: Cr Shaw

COUNCIL RESOLUTION 10.2.1 Council note the financial statements for the months of March and April 2020 as amended.

CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 10

LIST OF CREDITOR AND DEBTOR PAYMENTS

Responsible Officer: Finance and Governance Manager

Date: 19 May 2020

Attachment: 10.3A March Payments

10.3B April Payments

10.3C Debtors Payments

SUMMARY The schedule of accounts is attached for the endorsement of Council. The schedule of debtors as is attached for receival by Council.

BACKGROUND Nil

DETAIL Nil

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

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications Nil

Financial Implications Nil

Strategic Implications This is aligned to strategic actions as follows:

WMRC OCM Draft Minutes 4 June 2020 11

Strategy 1: Achieve a comprehensive, cost effective waste management service across the region. Strategy 5: Develop a strong and capable organisation – Deliver responsible financial management.

COMMENTS Nil

VOTING REQUIREMENT Simple majority

Moved: Cr Haynes Seconded: Cr Shaw

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 10.3.1 Council endorses the schedule of accounts paid of $687,628 and $670,061 for the months of March and April 2020 respectively.

10.3.2 Council receives the schedule of Debtors outstanding at 28 May 2020.

CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 12

10.4 MINUTES OF CEOAC MEETINGS

Responsible Officer: Manager Communications and Education

Date: 21 May 2020

Attachment: 10.4A – Confirmed minutes 19 March

10.4B - Unconfirmed minutes 21 May

SUMMARY

This item presents the confirmed minutes of the 19 March CEOAC meeting and the draft minutes of the 21 May CEOAC meeting for confirmation and reception respectively

BACKGROUND The unconfirmed minutes of the 19 March CEOAC meeting were presented at the April OCM; and confirmed at the 21 May CEOAC meeting as a true and proper record of the meeting. They are presented here for reception (Attachment 10.4A). The unconfirmed minutes of the 21 May CEOAC meeting are presented here for reception (Attachment 10.4B)

DETAIL All CEOAC recommendations at the 21 May were unanimous and only one was changed from the officer recommendation. CEOs elected not to make their positions concerning Nedlands’ residents using the facilities at the West Metro RC known to the CEO of the City of Nedlands. No new actions were arising from the meeting.

STATUTORY ENVIRONMENT The CEOAC is constituted as a committee without delegated authority under the Local Government Act 1995 5(2).

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications Nil

WMRC OCM Draft Minutes 4 June 2020 13

Financial Implications Nil

Strategic Implications This item relates to Key Strategy 5 – Develop a strong and capable organisation - in the WMRC Strategic Community Plan.

COMMENTS Nil

VOTING REQUIREMENT Simple majority

Moved: Cr Stroud Seconded: Cr Young

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION Council receive the confirmed minutes of the 19 March 2020 CEOAC meeting Council receive the unconfirmed minutes of the 21 May 2020 CEOAC meeting CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 14

10.5 COUNCIL DELEGATIONS REVIEW Responsible Officer: Manager Finance and Governance Date: 19 May 2020 Attachments: 10.5A WMRC Delegations Register 10.5B WMRC Purchasing Authority Limits

SUMMARY This report serves to add an employee role and appropriate purchasing authority limit as well as to update the title of a previously approved role on the Delegations Register.

BACKGROUND A revised Delegations Register is included at Attachment 10.5A and a revised Purchasing Authority Limit Register is included at Attachment 10.5B to this report. Please note that the requested changes are highlighted in yellow.

DETAIL The role of Customer Service & Finance Officer will replace the recently vacated Executive Assistant role. The roles are much the same with the main difference being a greater focus on customer service to better serve the residents of our catchment area. It is necessary to update the delegations register to reflect the change in title. There is no change to the $1,500 purchasing authority limit. The Customer Services and Finance Officer will have purchasing authority and will be a Group B banking signatory. The role of Weighbridge Attendant is currently responsible for creating purchase orders and partly signing off invoices for goods and services received by the West Metro Recycling Centre. This role, and all roles based at the West Metro Recycling Centre, currently have no purchasing authority. Low value invoices are directed to the Weighbridge Officer to verify goods or services have been received before going to the Manager Operations for payment approval. This can lead to delays in ordering and payment of invoices. To increase efficiency, a purchasing authority limit for the weighbridge officer of $5,000 is suggested. This would cover most purchase orders and invoices that the West Metro Recycling Centre might require. Invoices and purchase orders valued at more than $5,000 will continue to be signed off the Manager Operations. The Weighbridge Officer is classified as Group B purchasing authority; and there are no plans for this role to become a banking signatory.

STATUTORY ENVIRONMENT Section 5.42 of the Local Government Act 1995 provides that a local government may delegate to the CEO the exercise of any of its powers or the discharge of any of its duties under the Act other than those referred to in section 5.43 (limits on delegations to the CEO). Section 5.41 of the Local Government Act 1995 outlines the functions of the CEO, which require no further delegation by a local government.

WMRC OCM Draft Minutes 4 June 2020 15

Section 5.46 (1) of the Local Government Act 1995 requires the CEO to keep a register of delegations made to the CEO under section 5.41 and employees under section 5.44. Section 5.46 (2) of the Local Government Act 1995 requires that at least once every financial year, delegations made under this Division are to be reviewed by the delegator. The Delegations Register was last reviewed by Council in February 2020.

CONSULTATION Nil

REPORT IMPLICATIONS Policy Implications Nil. Financial Implications Nil. Strategic Implications Nil.

COMMENTS Delegations are intended to assist with improving the time taken to make decisions within the constraints imposed by legislation.

VOTING REQUIREMENT Absolute Majority.

Moved: Cr Shaw Seconded: Cr Young

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 10.5.1 The delegations of authority to the Chief Executive Officer and other employees as detailed in Attachment 10.5A to this report be adopted in accordance with section 5.42 of the Local Government Act 1995. 10.5.2 The Expenditure Authority Limits as at Attachment 10.5B be adopted.

CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 16

NON- MEMBER COUNCIL RESIDENT ENTRY FEE

Responsible Officer: Manager Finance & Governance

Date: 19 May 2020

Attachment: Nil

SUMMARY The Fees and Charges adopted by Council at its 4 April 2020 Ordinary Council Meeting omitted a charge for non-Member Councils Residents’ entry to the West Metro Recycling Centre. At the time, the WMRC was hopeful that the charge would be unnecessary, but it is now prudent to make provision for one.

BACKGROUND Council adopted Fees and Charges for the 2020-21 financial year at its 4 April 2020 meeting.

DETAIL Repeated surveys have shown that around 40% of the residents using the free and paid services at the West Metro Recycling Centre do not live in Member Council areas and therefore their Councils do not contribute to the cost of providing the services. The vast majority of these live either in the City of Nedlands or the Town of Cambridge. Discussions with these two Local Governments are ongoing and unlikely to reach a conclusion prior to the beginning of the new financial year. Therefore, it is now necessary to introduce a non-Resident Entry Fee to the schedule of Fees and Charges for the 2020-21 financial year. This will apply to all residents using the facility who do not live within the WMRC’s Member Council areas. For comparison, non-resident entry to the City of Cockburn’s Henderson facility is $50-$165 depending on the vehicle type. City of Fremantle Recycling Centre is currently only open to Fremantle and East Fremantle residents. City of Stirling does not charge non-residents (of which there are few) for use of their Balcatta Recycling Centre facility; and City of South Perth has elevated disposal fees for non-resident disposal for green or bulk waste. Member Councils will circulate Resident Access Passes, many with their rates notices, early in the new financial year. Proof of residence checks will be applied to all residents as they arrive at the gatehouse from 1 July. Residents who do not live within the City of Subiaco, Towns of Cottesloe, Mosman Park and Claremont or the Shire of Peppermint Grove will be required to pay a Non- Resident Entry Fee for each visit upon arrival at the gatehouse. This fee will be in addition to any fee payable for disposal of material. The entry fee will recover some of the costs of providing resident services at the West Metro Recycling Centre. Household Hazardous Waste and E-waste will remain free as per our obligations to the State and Commonwealth Government programs.

WMRC OCM Draft Minutes 4 June 2020 17

If both the Town of Cambridge and City of Nedlands do opt to pay the proposed per-household cost of providing their residents with an Access Pass, then the non-Resident Entry Fee will be waived for all non-Member Council residents.

STATUTORY ENVIRONMENT Section 6.16 of the Local Government Act 1995 permits the imposition of fees and charges when adopting the annual budget or during the financial year via an Absolute Majority decision of Council.

CONSULTATION Officers and Councillors of the City of Nedlands have been repeatedly informed of this proposed change. Several discussions have been held with officers of the Town of Cambridge.

REPORT IMPLICATIONS

Policy Implications This will impact Council Policy: 6 – Tip Passes (see item 10-8).

Financial Implications The 2020-21 Annual Budget was prepared conservatively. No income was budgeted for recycling centre contributions from the City of Nedlands and the Town of Cambridge nor was any income from introducing the non-Resident Entry Fee. Therefore, the effect on the budget would be positive. There may be a small saving in expenses if recycling receivals reduce due to the introduction of the non- Resident Entry Fee. If the City of Nedlands and the Town of Cambridge opt-in to pay per-household during the 2020-21 financial year, the non-Resident Entry Fee paid by all non-Member Council residents will be waived. The income expected from both councils opting-in is $150,000, with the funds offsetting the $418,000 cost to Member Councils of the WMRC’s community waste treatment and recycling services. T The income expected from the introduction of the Non-Resident Entry Fee is too difficult to gauge at this point, but likely to be rather less. The $25 entry fee recommended is set at a rate whereby if visits from Nedlands and Cambridge residents halved as a result of the entry fee, the contributions requested of their Councils would be recovered instead at the gate.

Strategic Implications This impacts Key Strategy 1 and 5 positively. Key Strategies 2,3,4 may be adversely impacted.

COMMENTS Nil

VOTING REQUIREMENT Absolute majority

WMRC OCM Draft Minutes 4 June 2020 18

Moved: Cr Stroud Seconded: Cr Shaw

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 10.6.1 Council by absolute majority pursuant to section 6.16 of the Local Government Act 1995, adopt a Non-Resident Entry Fee of $25 inclusive of GST per visit for the Financial Year 2020-21. 10.6.2 The CEO be authorised to exercise his discretion in providing a period of grace of up to one calendar month in the application of the entry Non- Resident Entry Fee. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 19

10.7 CONSTRUCTION AND DEMOLITION WASTE RECYCLING

Responsible Officer: Chief Executive Officer

Date: 22 May 2020

Attachment: Attachment 10-8A

Attachment 10-8B

SUMMARY The approval of Council is sought for the capital budget allocation for storage bay works at the West Metro Recycling Centre to be increased from $5,000 to $12,820.

BACKGROUND At its OCM of 2 April 2020 Council approved an additional sum of $5,000 be added to the current 2019-20 capital works budget for the purposes of creating a storage bay for construction and demolition waste. The storage bay would allow the WMRC to inexpensively recycle this material rather than continuing to landfill it at considerable expense. The reform would substantially reduce the costs to Member Councils of disposing of the inert wastes generated by roadworks and minor works; and open up a new low cost recycling option to the advantage of minor building, renovation and construction works across our catchment area.

DETAIL Since the Council meeting, further investigation has reached the conclusion that two such storage bays should be erected: the first for C&D waste in a bay opposite the HHW collection point (where mulch for residents is piled); and the second to house a relocated mulch pile in an area adjacent to gate 3 (NE corner of the yard facing Lemnos St). The attached quotes (excl GST) are for: 1. free standing pre-cast concrete wall sections (12 blocks and connection plates) – $9,425; and 2. delivery of the wall sections and erection into two separate storage bays - $3,395. Accordingly, the approval of Council is sought for the capital budget allocation for the storage bay works to be increased from $5,000 to $12,820.

STATUTORY ENVIRONMENT Local Government Act 1995

CONSULTATION WMRC bulk waste contractor: Perth Bin Hire

WMRC OCM Draft Minutes 4 June 2020 20

REPORT IMPLICATIONS

Policy Implications Nil

Financial Implications An increase of $7,820 to the capital works budget.

Strategic Implications The concrete storage bays will facilitate the WMRC to further its objective of better serving its central west metropolitan catchment area.

COMMENTS Only one supplier for the storage works was able to be found.

VOTING REQUIREMENT Simple majority

Moved: Cr Shaw Seconded: Cr Young

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 10.7.1 Council approve an increase of $7,820 in the 2019-20 capital budget for the purposes of erecting two waste storage bays at the West Metro Recycling Centre. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 21

10.8 REMOVAL OF REDUNDANT POLICIES

Responsible Officer: Manager Finance and Governance

Date: 21 May 2020

Attachment: 10.8A Tip Pass policy 10.8B Occupational Safety and Health Policy

SUMMARY Two of our policies are no longer relevant. A Council decision is required to remove them.

BACKGROUND WMRC has over 30 Council policies which are reviewed at least every three years. These two policies are no longer necessary for the orderly performance of the WMRC’s business. Council decision is required to remove them from use. We intend a thorough review of all Council Policies and will bring an item to the August OCM should any further policies require removal.

DETAIL

Policy 6: Tip Passes This policy, in place since 1995, details the circumstances for issuing and honouring Tip Passes. As Tip Passes are to be superseded by Waste Passes as part of the introduction of the Resident Access Pass this policy is redundant. The operations of the Waste Passes are best dealt with procedurally within the bounds of day-to-day management of the WMRC.

Policy 24: Occupational Safety and Health This policy has been superseded by the Occupational Health and Safety Management Plan endorsed by Council in October 2019. That plan is subject to annual review and approval by Council.

STATUTORY ENVIRONMENT Local Government Act 1995

CONSULTATION Nil

REPORT IMPLICATIONS

WMRC OCM Draft Minutes 4 June 2020 22

Policy Implications This recommendation will remove 2 policies from the list of Council Policies and simplify the administration of the WMRC.

Financial Implications Nil

Strategic Implications Nil

COMMENTS There may be further policies requiring removal after a detailed investigation by the CEO of all Council Policies.

VOTING REQUIREMENT Simple majority

Moved: Cr Young Seconded: Cr Haynes

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 10.8.1 Council Policy 6: Tip Passes and Council Policy 24: Occupational Safety and Health be rescinded. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 23

10.9 SUBMISSIONS ON DWER CONSULTATIONS

Responsible Officer: Manager Communications & Education

Date: 22 May 2020

Attachment: 10-9A WALGA submission on the Review of the Waste Levy

10-9B WALGA submission on DWER: Closing the Loop: Waste Reforms for a Circular Economy

SUMMARY DWER has two papers open for consultation until 15 July which have the potential to impact WMRC and its Member Councils. MWAC (WALGA) has created two short draft submissions on the papers which WMRC largely recommends supporting with some supplementary comments as included in this report.

BACKGROUND Ongoing significant changes in waste management including the new Waste Strategy and new technologies combined with a need to improve some existing legislation are drivers behind these two consultations. MWAC is a standing committee of the WALGA with delegated authority to represent the Association in all matters relating to solid waste management. As in previous consultations, their submissions represent the consolidated view of Local Government and Regional Councils. The consultation period for these two papers was extended from 15 May to 5 July in reaction to the COVID-19 situation. It is WMRC’s standard practice to review and augment the WALGA submissions to DWER consultation papers and to make submissions on behalf of its Member Councils.

DETAIL DWER is undertaking a series of legislative and regulatory reforms to assist in meeting the Waste Strategy 2030; each has a consultation process. DWER carried out an online consultation session with pre-recorded explanations and a question and answer session for both these papers on March 20 this year.

Review of the Waste Levy The consultation paper available here is intended to review the scope and application of the waste levy in light of the Waste Strategy 2030.

WMRC OCM Draft Minutes 4 June 2020 24

Overall The paper is structured around questions under chapter headings as shown in the WALGA draft submission, Attachment 10-9A. Our commentary should be read in conjunction with the WALGA submission.

Chapters 2,3,4,5,8 These chapters concern the objectives and rate of the levy and how it can contribute to the Waste Strategy 2030. WMRC concurs with WALGAs statement that the Waste Levy is a blunt policy instrument where very little of the proceeds return to the Local Governments whose ratepayers fund it. WMRC Member Councils have limited ability to decrease the impact of the Waste Levy on their ratepayers; their only policy levers are moving from GO to a FOGO system, decreasing the size of residual waste bins and undertaking effective waste education. The WMRCs view is that a higher proportion of Waste Levy funds should be hypothecated to waste matters and directed to: a. strategic waste management issues such as ensuring that waste infrastructure is optimally planned and used and that waste is efficiently transported and b. Local Governments as they move towards the targets of the Waste Strategy 2030. This is particularly important in the light of current market conditions depressing the recycling market and the investments required by Local Governments in successfully transitioning to a FOGO system. c. Support for processing and product marketing activities for recycled product

Chapter 6 This chapter concerns the geographical area subject to the Levy. In the event of DWER extending the Levy area beyond the Metropolitan area, WMRC concurs with WALGA around 100% hypothecation, investment in transport and infrastructure and cost recovery and in addition considers that it would be inappropriate to apply these provisions to non-Metropolitan councils were they not also applied to Metropolitan councils.

Chapter 7 WMRC notes that the waste levy is a factor influencing Waste to Energy pricing. It is likely that any levy increase will be matched by the Waste to Energy operators thereby placing upward pressure on the price to Local Governments of any residual waste disposal. This would occur even if a levy were not placed directly on residual waste directed to a Waste to Energy facility.

Although the facilities’ licence conditions state that only residual waste from a better practice source separation system (ie FOGO) may be accepted for Waste to Energy, there is an opportunity to apply a levy to a proportion of residual waste which has not been derived from such a system (or system in transition to Better Practice source separation).

In the light of all these points WMRC notes that a dramatic increase of the Waste Levy will place a almost entirely unavoidable and inordinate burden on Local Governments.

WMRC OCM Draft Minutes 4 June 2020 25

Closing the Loop: Waste Reforms for a Circular Economy The consultation paper is available here. This paper is in the form of a regulatory impact statement and contains details of legislative proposals to improve waste management and the application of the waste levy.

Overall This is not a paper that has any clear link to the main conditions that need to be put in place to move WA towards a Circular Economy; it is merely addressing some preliminary legislative and regulatory reforms that are advisable to put in place at this juncture irrespective of any move towards circularity. The major areas that are missing from this paper are any mention of local reprocessing, market development for reprocessed material and preferencing the use of reprocessed material. The WMRC hopes that the title of this paper does not give anyone the expectation that WA is advancing in dealing with the necessary regulatory and legislative reform to underpin circularity; this paper merely tidies up some outdated, contradictory and counter- productive legislation and regulations around landfills, licencing, levy liability and enforcement actions. The paper is structured around issues under chapter headings as shown in the WALGA draft submission, Attachment 10-9B. Our commentary should be read in conjunction with the WALGA submission which either indicates support, conditional support or no support for the proposed change or highlights issues that require further significant consultation. Many of the chapters deal with issues not directly applicable to the WMRC or its Member Councils. In these circumstances, WMRC and its Member Councils support the WALGA submission, with comments as follows on specific chapters:

Chapter 10 The WMRC is in favour of modernising the terminology for waste facilities; solid waste depot is not a term that adequately describes activities at either transfer stations or MRFs.

Chapter 14 The WMRC and its Member Councils would appreciate an update of the powers available to track down and infringe unlawful waste disposal to decrease the number of rogue operators.

STATUTORY ENVIRONMENT WMRC Establishment Agreement 1998 6.1 (c)

CONSULTATION Relevant Member Council officers

REPORT IMPLICATIONS

Policy Implications Nil

WMRC OCM Draft Minutes 4 June 2020 26

Financial Implications Nil

Strategic Implications This matter is in service of fulfilling Key Strategy 6 “Contribute to the development of effective policy and advocate on our Member Councils’ behalf”

COMMENTS Nil

VOTING REQUIREMENT Simple majority

Moved: Cr Young Seconded: Cr Haynes

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 10.9.1 The CEO submit the feedback contained in this report to DWER on behalf of the WMRC and its Member Councils. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 27

10.10 PUBLIC VEHICLE WEIGHING (TARE WEIGHT)

Responsible Officer: Manager Operations

Date: 04 June 2020

Attachment:

SUMMARY The WMRC wishes to offer a new service to the general public whereby they can bring their private vehicles into the transfer station and have them weighed for tare purposes and be issued a ticket

BACKGROUND The WMRC is continuously exploring new opportunities to make more efficient use of its current facilities. One such initiative is to open the weighbridge to the public for the purposes of weighing for vehicle registration (tare weight). There are no other public weighbridges in the vicinity of the West Metro Recycling Centre, so the service will add to public amenity.

DETAIL The WMRC has examined the steps involved in registering to become a public weighbridge. The process to register as a public weighbridge involves completion of an application form plus an application fee, an annual licence fee, plus specific requirements around training for staff and other requirements. During discussions with the NMI (National Measurement Institute) it became clear that as the WMRC only intends to offer the service for the purpose of vehicle registration (tare weight) then there is no requirement to become a licensed public weighbridge. Hence there now are no costs involved with offering the service. This now becomes a service we can offer pending Council approval. We are requesting to set a charge of $30 per vehicle weigh, a rate consistent with charges elsewhere.

STATUTORY ENVIRONMENT

Section 6.16 of the Local Government Act 1995 permits the imposition of fees and charges when adopting the annual budget or during the financial year via an Absolute Majority decision of Council

CONSULTATION National Measurement Institute

WMRC OCM Draft Minutes 4 June 2020 28

REPORT IMPLICATIONS

Policy Implications None

Financial Implications Minor

Strategic Implications This impacts Key Strategy 2

COMMENTS Nil

VOTING REQUIREMENT Absolute majority

Moved: Cr Stroud Seconded: Cr Shaw

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 10.10.1 Council by absolute majority pursuant to section 6.16 of the Local Government Act 1995, adopt Public Vehicle (tare weight) Fee of $30 inclusive of GST per weigh for the Financial Year 2020-21. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 29

10.11ACCEPTANCE OF BICYCLE TYRES

Responsible Officer: Manager Operations

Date: 28 May 2020

Attachment:

SUMMARY The WMRC would like to extend their existing service of accepting car tyres to include acceptance of bicycle tyres

BACKGROUND The WMRC are continuously looking to improve their services on offer to member council residents and the wider community. Users of the facility and callers to the recycling hotline provide valuable feedback about services they would like to see introduced. One such service not currently provided for, and one that has been requested is for the WMRC to start accepting bicycle tyres.

DETAIL The WMRC currently accepts car tyres and rims at the recycling centre, however does not currently accept used bicycle tyres either on their own or attached to a rim. There would be no capital outlay required to begin accepting bicycle tyres. They will be stored in the same storage area as the used car tyres and will be removed for recycling by the same contractor that collects the used tyres. The WMRC are requesting council approval to begin accepting bicycle tyres and proposes a fee of $3.50 per single bicycle tyre and $5.00 per single tyre on the rim.

STATUTORY ENVIRONMENT

Section 6.16 of the Local Government Act 1995 permits the imposition of fees and charges when adopting the annual budget or during the financial year via an Absolute Majority decision of Council

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications None

WMRC OCM Draft Minutes 4 June 2020 30

Financial Implications Minor

Strategic Implications This impacts Key Strategy 2

COMMENTS Nil

VOTING REQUIREMENT Absolute majority

RESPONSIBLE OFFICER RECOMMENDATION

10.11.1 That Council by absolute majority pursuant to section 6.16 of the Local Government Act 1995, adopt a Bicycle Tyre Fee of $3.50 incl GST per tyre for the Financial Year 2020-21.

Moved: Cr Stroud Seconded: Cr Shaw

COUNCIL RESOLUTION 10.11.2 That Council by absolute majority pursuant to section 6.16 of the Local Government Act 1995, adopt a Bicycle Tyre Fee of $3.50 incl GST per tyre and $5.00 per single tyre on the rim for the Financial Year 2020-21. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 31

INFORMATION BULLETINS 11.1 COMMUNICATIONS AND EDUCATION REPORT

Responsible Officer: Manager Communications and Education

Date: 20 May 2020

Attachment: 11-1A Bintagging report

SUMMARY An information item detailing Communications and Education team activity for the period

BACKGROUND The Communications and Education team’s role includes corporate communications and marketing, community waste education, member council staff support and waste strategy/policy advisory/advocacy services. The team has been almost completely working from home through this period including providing waste education services through online means.

Contents include 1. Bintagging results 2. Waste Watchers Webinars 3. Plastic Free July 4. Hotline callers 5. Media Content

DETAIL

1. Bintagging results The project to tag 1000 bins across four Member Councils was curtailed due to COVID-19. However, it was 2/3rds completed and there was sufficient data to draw useful conclusions which are summarised in Attachment 11-1A. The following table summarises the results:

WMRC OCM Draft Minutes 4 June 2020 32

% bins with no Main contaminants % happy tags given contamination (% of bins present in) Recyclables (46%) General waste 75% 45% Garden waste (6%) Soft plastics (52%) Recycling 46% 17% Plastic milk and drink bottle lids (48%) Recyclables (4%) GO 93% 89% Food waste (3%) Contamination in the recycling stream is mostly arising from the items which have been excluded from recycling bins since changes to bring all Perth Metropolitan councils into consistency with each other and market conditions in 2018. Repeat visits to selected properties will occur to complete the project and access the rest of the funding from WALGA in the spring. The information will also be used in Waste Watchers Webinars.

2. Waste Watchers Webinars The team hosted two successful webinars “Bin Basics COVID-19 special” with about 20 attendees at each. Feedback was positive and indicate that residents are keen to learn more about the recycling process and find the online format easier than attending in person. Further webinars are planned for June including Bin Basics and Home Composting and both are already attracting participants.

3. Plastic Free July The WMRC has subscribed to the Plastic Free July council package on behalf of all five Member Councils. This entails access to digital assets, in-person/digital events and survey data created by the Plastic Free Foundation. The team is in close contact with relevant officers in Member Councils to ensure that full use is made of the opportunity to participate in this global program.

4. Recycling Hotline callers

The recycling hotline has been staffed by the team since late 2018. Since February 2020 the subject of hotline enquiries has been recorded in a format which allows clear assessment of callers’ councils and the subject of their queries. 74% of

WMRC OCM Draft Minutes 4 June 2020 33

callers are from Member Councils. 38% of calls concern Verge Valet. 81% of queries are answered immediately, 7% require a call back and others are referred to their councils or the relevant website.

7. Media Content

7.1 Print media The Post 17 April p6

The Post 1 May

WMRC OCM Draft Minutes 4 June 2020 34

The Post 9 May Resident letter

The Post 15 May reply to Resident letter

7.2 Website The analytics data for visits to our website shows that usage continues to grow and the percentage of new users remains high.

7.3 Social Media Through this period the team produced or shared posts on social media (Instagram and Facebook) almost daily. Our most popular post was one concerning the Queensland fruit fly quarantine area in

WMRC OCM Draft Minutes 4 June 2020 35 parts of Claremont, shared at the request of the Town of Claremont. Other posts for the period focused on the key messages arising from the bin tagging program and Verge Valet quotes from residents.

Posts concerning bottle tops performed particularly well.

STATUTORY ENVIRONMENT Nil

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications All social media use is in line with Policy 33 – Social Media.

WMRC OCM Draft Minutes 4 June 2020 36

Financial Implications These activities are anticipated under current budgeting.

Strategic Implications These activities are aligned to key strategies 1, 2, 3, 6 and make a major contribution to key strategy 4 of the WMRC Strategic Community Plan 2019-2030.

COMMENTS Nil

VOTING REQUIREMENT Simple majority

Moved: Cr Haynes Seconded: Cr Stroud

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 11.1.1 The Communications and Education report to 20 May be noted. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 37

11.2 OPERATIONS REPORT

Responsible Officer: Operations Manager Date: 26 May 2020 Attachment: 11.2A Waste Tonnes Charts

SUMMARY

This report provides updates on the status of waste operations. Council is requested to receive the report.

BACKGROUND Nil

DETAIL The Recycling Centre has continued to remain open during the Covid-19 crisis. Opening hours have remained as previously reported: • 7.30am - 4.00pm Monday – Friday. • 8.00am – 4.00pm on weekends; and • 7.30am – 2.00pm on Public Holidays. These new extended hours provide for a much-improved service, with increased traffic flow and increased tonnages of materials being delivered to the site. West Metro RC Staffing No personnel changes to report from the last council meeting. The WMRC has appointed a new Operations Manager (Keith Swift) Keith is responsible for the continued safe, efficient and effective provision of waste services at the recycling centre. Training Given the increase in personnel numbers in recent months, along with the need to provide backup and support to key personnel onsite, a review of the training matrix has been carried out. Covid-19 restrictions are still limiting some training opportunities, however as restrictions lift, training will be booked in, such as training for the HHW program, provided for by WALGA, expected to be scheduled for late June or early July. Innovation and infrastructure • An application has been submitted to DWER to amend the license to allow the receival and handling of FOGO materials. • Discussions have commenced with the City of Perth in relation to the receival and handling of FOGO waste material; and • Arrangements in hand for the establishment of an Inert Waste receival and management system. A receivals bay will be established on Jun 10th, and an application is currently with

WMRC OCM Draft Minutes 4 June 2020 38

the DWER to amend the volume of inert waste (C&D waste) and Combined special Type 1 (Asbestos) that the facility can receive. • A carport structure will be erected over the HHW receival area by mid-June.

Waste Statistics The waste statistics to the end of April 2020 are presented in Attachment 11.2A. Member Council MSW receivals are down 3.2% compared to the same two-month period for last year. Green waste tonnes continue to remain strong, up by 43.5% from March / April 2019. (A direct correlation to the introduction of green waste bins) Bulk waste tonnes are down 54% from this time last year. Claremont residents continue to be the most frequent users of Recycling Centre passes of both types.

STATUTORY ENVIRONMENT Nil

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications Nil

Financial Implications Nil

Strategic Implications This report relates to Key Strategies 1, 2, 3, 4 and 5

COMMENTS Nil

VOTING REQUIREMENT Simple majority

Moved: Cr Haynes Seconded: Cr Stroud

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 11.2.1 The Operations report be noted. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 39

11.3 VERGE VALET FIRST QUARTER REPORT

Responsible Officer: Manager Communications and Education

Date: 26 May 2020

Attachment: 11-3A Verge Valet - First three months

SUMMARY This item presents a report of the first quarter of Verge Valet’s operation in the Town of Mosman Park.

BACKGROUND Verge Valet is a weekly pre-booked bulk and green waste vergeside collection and resource recovery service operated under contract to WMRC and offered to Member Councils and their neighbours on an opt-in basis. The Town of Mosman Park resolved to pilot the service on 28 November 2019 and opted-in to the service by letter on 10 January 2020. First collections were undertaken on 20 January and the service has run every Monday (Tuesday for public holidays) since. This report details the experience of these first three months and has been written jointly with officers from the Town of Mosman Park and with input from our contractor (D&M Waste Management).

DETAIL Verge Valet is an improvement on the traditional ‘bring out your dead’ bulk and green waste verge collections traditionally offered on a scheduled basis to residents across the Perth Metropolitan area. The problems with the traditional service to the Town of Mosman Park were well-explained in the ToMP OCM of 26 November 2019 (item 11.4.1). Issues identified included scheduling difficulties, missed or ‘missed’ collections, delivery inconsistencies, waste arising from outside the suburb, incidents of suspicious behaviour and impacts on resident amenity, health & safety from verges being filled with unsightly bulk junk and green waste for a period of weeks, not days. Residents would have to store their bulk and/or green waste for set out at a time that suited the Council, not them. The scheduled green waste collections may have had a detrimental effect on the flora and fauna as pruning was carried out simultaneously across the Town. Verge Valet offers a collection service at a time that suits the individual residents and avoids many of the problems outlined above. The collections are booked by the residents, the waste is on the verge for the minimum time, impacts of scavengers from outside the suburb is minimised and health and safety risks are contained. The results from the first three months include exceptionally positive feedback from residents who have used the service with only 7% stating that they prefer the traditional scheduled service. Best estimates of the bulk and green waste collection and disposal cost to the Town are for the service to come in at or below the budgeted amount, which was itself a decrease on the estimated cost of the

WMRC OCM Draft Minutes 4 June 2020 40 traditional service. However, as may be expected with the introduction of a completely new system, there have been some issues around residents not using the system correctly and this has created some extra work for ToMP rangers. Most problems stem from a misunderstanding of the timing between making a booking and setting out waste and of the amount of waste permitted in a collection. This report details the experience so far and contains recommendations for refinement of the service in ToMP and learnings to apply to future local governments implementing the Verge Valet system. These include broadening and streamlining communications by WMRC, D&M and ToMP, simplifications in the service allowance to residents, introduction of payment methods for extra services and an update of the MOU that details the respective roles of the WMRC and the opting-in council. The report is attached at 11-3A.

STATUTORY ENVIRONMENT WMRC Establishment Agreement 6.1 (b)

CONSULTATION Town of Mosman Park: Executive Manager Technical Services, Waste and Sustainability Officer, Communications Officer, and Ranger D&M Waste Management: Operations Manager

REPORT IMPLICATIONS

Policy Implications Nil

Financial Implications The WMRC passes through Verge Valet disposal costs and adds a 7% Member Council handling fee to the collection costs.

Strategic Implications Verge Valet contributes to the following key strategies: 1. Achieve a comprehensive, cost effective waste management service across the region 2. Increase the number of Councils, businesses and people using our services 3. Divert waste from landfill by making material and energy recovery available 4. Promote and facilitate waste avoidance and responsible waste management in the community

COMMENTS Nil

VOTING REQUIREMENT

WMRC OCM Draft Minutes 4 June 2020 41

Simple majority

Moved: Cr Shaw Seconded: Cr Stroud

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 11.3.1 The Verge Valet report be noted. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 42

11.4 WASTE PLANS SERVICE TO MEMBER COUNCILS

Responsible Officer: Manager Communications and Education

Date: 27 May 2020

Attachment: 11-4A blank self-assessment checklist

SUMMARY The WMRC is assisting Member Councils with the preparation of their Draft Waste Plans.

BACKGROUND Waste Plans have been introduced by DWER as a way of monitoring Local Government progress towards the targets in the Waste Strategy 2030. The headline strategies relevant to Local Governments and Regional Councils are:

Avoid

2025 Reduction in MSW generation per capita by 5% (from 2014/15 rate)

2030 Reduction in MSW generation per capita by 10% (from 2014/15 rate)

Recover

2020 increase MSW material recovery to 65% (Perth and Peel)

2025 increase MSW material recovery to 67% (Perth and Peel)

2030 increase MSW material recovery to 70% (Perth and Peel)

2025 All Local Governments (Perth and Peel) provide consistent three bin kerbside collection systems that include separation of FOGO from other waste categories

From 2020 Recover energy only from residual waste

Protect

2030 No more than 15% of Perth and Peel regions’ waste is disposed to landfill

2030 Move towards zero illegal dumping

2030 Move towards zero littering

Waste Plans form part of the integrated planning and reporting (Plan for the Future) process for Local Government, and once in place will require annual reporting.

WMRC OCM Draft Minutes 4 June 2020 43

CEOs of all applicable Local Governments and Regional Councils received a “Notice to Prepare a Waste Plan under Section 40(4) of the Waste Avoidance and Resource Recovery Act 2007” from the CEO of DWER in November 2019. The initial process of putting waste plans in place consists of Local Government officers creating Draft Waste Plans which can then be assessed by DWER, signed off by the Local Government CEO and submitted to Council for adoption. It becomes a Final Waste Plan at this stage and is submitted for acceptance by DWER. Once a Council has a Final Waste Plan, progress reports are submitted to DWER annually. DWER has the ability to create Waste Plans on a Local Government’s behalf and at their cost should the Local Government’s submitted plan not be acceptable to DWER. In May 2020 the timelines for waste plan preparation were extended as a result of COVID-19. Original deadline (Nov 2019) Current deadline (May 2020)

Submission of Draft waste 1 April 2020 30 September 2020 plan to DWER.

Submission of Final Waste 30 September 2020 31 March 2021 Plan with Council Approval to DWER

First annual report due 1 October 2021 1 October 2022

Financial year referred to in 2020-21 2021-22 first annual report

WMRC and Member Councils were already well-advanced in Waste Plan generation prior to the change in deadlines and intend to have all draft Waste Plans submitted to DWER by end June 2021. WMRC staff have been providing a consultancy service to Member Council staff in the preparation of their draft Waste Plans in accord with CEOAC recommendations tabled in item 10.4 of the OCM 3 October 2019.

DETAIL Waste Plans are created on a standard Excel template together with a separate assessment checklist issued by DWER. The files are not conducive to being included here. There are 21 separate tables in each Waste Plan. The Local Government waste plan template has two parts: 1. Data gathering including current and past waste data, the interaction of waste with strategic and statutory planning policies and activities, waste and procurement contracts, behaviour change and engagement activities, policy settings, litter and illegal dumping practices (tables 1-20) 2. An implementation plan setting out actions a Local Government is or intends taking to progress towards Waste Strategy targets. At least one action needs to be listed under each of the following headings: waste services, waste infrastructure, policies and

WMRC OCM Draft Minutes 4 June 2020 44

procurement, data, and behaviour change programs and initiatives. Each action needs to include details on milestones, targets, timeframe, whether the cost is incorporated into budget/business plan, alignment to waste strategy objectives (avoid, recover, protect), organisational responsibility for implementation, risks and their mitigation (table 21) The Regional Council plan template is similar, merely excluding some of the detail about population and statutory planning. DWER has not allocated any supporting funding to Local Governments or Regional Councils to create Waste Plans. The WMRC has been working alongside relevant Member Council officers in drawing up their draft Waste Plans by guiding them through the information required and checking population data (DWERs data was inaccurate in all but one case), checking waste generation data (historical inaccuracies were present in many), providing details of behaviour change programs, indicating where other Member Council staff need to provide data and suggesting actions for incorporation in the implementation plan. WMRC is also working with Member Council staff in dealing with comments received back from DWER to prepare the plan for acceptance by their relevant Councils. Each draft waste plan must be submitted with a self-assessment checklist, signed by the Local Government CEO warranting that the Local Government has completed or reviewed data in tables 1-20, and has included the ten minimum requirements of the Implementation Table (Table 21). A blank self-assessment checklist is included as Attachment 11.3A. The status of the waste plans for WMRC and its Member Councils is summarised below: Waste Plan status end May 2020

Subiaco Draft plan accepted by DWER after two rounds of minor revisions. Final plan in preparation

Claremont Minor changes to be made prior to DWER submission

Cottesloe Reviewing minor comments made by DWER on submitted copy

Mosman Park Reviewing minor comments made by DWER on submitted copy

Peppermint Grove Awaiting final feedback before submission to DWER

WMRC In progress towards submission to DWER

DWER report that around 15 waste plans have so far been submitted to them across the Perth and Peel region. The advantages of this method of waste plan creation are:

• Creating six Waste Plans in parallel will form a coherent set of documents where successful approaches can be shared between Member Councils • Significant savings to Member Councils in consultancy costs (totalling in the order of $100k) • Where it remains consistent, DWER feedback from early submissions can be applied to those slightly further back in the process’

WMRC OCM Draft Minutes 4 June 2020 45

• Waste plans are completed with input from a waste specialist with an understanding of the industry • WMRC will have the experience to give informed feedback to DWER to improve the format of waste plans

STATUTORY ENVIRONMENT Waste Avoidance and Resource Recovery Act 2007 40(4)

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications Nil

Financial Implications Nil

Strategic Implications This contributes to the following key strategies: 1. Achieve a comprehensive cost-effective waste management service across the region 3. Divert waste from landfill by making material and energy recovery available 4. Promote and facilitate waste avoidance and responsible waste management in the community 6. Contribute to the development of effective policy and advocate on our member Council’ behalf

COMMENTS Nil

VOTING REQUIREMENT Simple majority

Moved: Cr Young Seconded: Cr Hohnen

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 11.4.1 The Waste Plan Service report be noted. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 46

11.5 PROGRESS ON COUNCIL RESOLUTIONS

Responsible Officer: Chief Executive Officer

Date: 29 May 2020

Attachment: 11.5A Progress Report

SUMMARY A schedule showing progress on WMRC resolutions up to and including 29 May 2020 is presented in Attachment 11.5A. The schedule is extracted from the master schedule which has a record of all WMRC resolutions from 2007. Only uncompleted resolutions, or those only recently completed, are shown on the schedule as presented.

BACKGROUND In October 2007 Council decided that an information bulletin item tracking the progress of Council resolutions be presented at future meetings.

DETAIL Refer to Attachment 11.5A. The schedule is now colour coded. Red - resolutions not yet implemented; orange – resolutions in progress; green – resolutions completed.

STATUTORY ENVIRONMENT Local Government Act 1995

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications Nil

Financial Implications Nil

Strategic Implications Progress on Council Resolutions is aligned to all six key strategies of the WMRC Strategic Community Plan 2019-2030.

WMRC OCM Draft Minutes 4 June 2020 47

COMMENTS A substantial backlog of action required to action Council Resolutions that existed at the beginning of the 2018-19 financial year was cleared in 2019. The WMRC is maintaining a strong performance of timely implementation of Council resolutions.

VOTING REQUIREMENT Simple majority

Moved: Cr Stroud Seconded: Cr Haynes

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 11.5.1 The information be received. CARRIED 5/0

WMRC OCM Draft Minutes 4 June 2020 48

12 MOTIONS FOR WHICH PREVIOUS NOTICE HAS BEEN GIVEN Nil 13 QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN Nil 14 MEMBERS’ QUESTIONS WITHOUT NOTICE Nil

15 URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION 15.1 POLICY REVIEWS

Responsible Officer: Manager Finance & Governance

Date: 2 June 2020

Attachment: 15.1A: Member Sitting Fees

SUMMARY At the February 2020 Ordinary Council Meeting, Council recommended that WMRC Council Policy 5 – Members’ Sitting Fees be amended to ensure compliance with Regulation 30 of the Local Government (Administration) Regulations.

BACKGROUND The payment of members’ and deputies’ sitting fees is prescribed by Regulation 30 of the Local Government (Administration) Regulations 1996.

DETAIL WMRC Council Policy 5 – Members Sitting Fees provided payment for deputy members irrespective of whether the member was deputising or not. This provision runs counter to Regulation 30 of the Local Government (Administration) Regulations 1996 which, among other matters, prescribe that:

WMRC OCM Draft Minutes 4 June 2020 49

Reg 30(3A)(c): a council meeting of a regional local government where the council member is the deputy of a member of the regional local government and is attending in the place of the member of the regional local government Reg 30(3A): is a meeting of a prescribed type for the purposes of section 5.98(2A) of the Local Government Act; and Reg 30(3C)(3c): a council member is not entitled to be paid a fee for attending a meeting of a type referred to in subregulation (3A) if the meeting is a meeting referred to in subregulation (3A)(c), the member of the regional local government is paid an annual fee in accordance with section 5.99. The requirement is clarified by the Salaries and Allowances Tribunal in its annual publication of its determination of the fees, expenses and allowances payable to elected council members.

The Regulations thus prescribe that the WMRC is unable to pay a Deputy Council Member a sitting fee for as long as Council Members are paid an annual fee. The Department of Local Government, Sport and Cultural Industries has confirmed in writing that this interpretation is correct.

An amended copy of WMRC Policy 5 – Members’ Sitting Fees is at Attachment 15.1A with changes highlighted in yellow. There are two changes: the removal of the provision for payment of deputy members and the removal of the procedures section to a separate document. Section 2.7 of the Local Government Act states that Council determines Councils policies and section 5.41 states that the CEO is to implement Council decisions, deal with day to day operations and direct staff. This means that procedures do not need to be approved by Council. All Council policies and corresponding procedures will be reviewed in the near future.

STATUTORY ENVIRONMENT Local Government Act 1995 Local Government (Administration) Regulations 1996

CONSULTATION Department of Local Government, Sport and Cultural Industries Eastern Metropolitan Regional Council

REPORT IMPLICATIONS

Policy Implications Amended WMRC Council Policy 5 – Members’ Sitting Fees is attached

Financial Implications There are insignificant implications for governance costs.

Strategic Implications Nil

WMRC OCM Draft Minutes 4 June 2020 50

COMMENTS Nil

VOTING REQUIREMENT Simple majority

Moved: Cr Haynes Seconded: Cr Stroud

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 15.1.1 Council approve amended WMRC Council Policy 5 – Members Sitting Fees CARRIED 5/0

16 MATTERS BEHIND CLOSED DOORS 16.1 DICOM PROGRESS REPORT

Responsible Officer: Chief Executive Officer

Date: 27 May 2020

Attachment: none It is proposed that this item be considered in a closed session for the following reasons:

(c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting; and

(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; and

(e) a matter that if disclosed, would reveal —

(i) a trade secret; or

(ii) information that has a commercial value to a person; or

WMRC OCM Draft Minutes 4 June 2020 51

Moved: Cr Shaw Seconded: Cr Haynes

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 16.1.1 This DiCOM Confidential Progress Report of 26 May 2020 be noted. CARRIED 5/0

16.2 WASTE TO ENERGY TENDER

Responsible Officer: Chief Executive Officer

Date: 27 May 2020

Attachment: 16.2A Tender documents It is proposed that this item be considered in a closed session for the following reasons:

(c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting; and

(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; and

(e) a matter that if disclosed, would reveal —

(i) a trade secret; or

(ii) information that has a commercial value to a person; or

WMRC OCM Draft Minutes 4 June 2020 52

Moved: Cr Haynes Seconded: Cr Shaw

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 16.2.1 Council approve the WMRC releasing an RFT for waste to energy services. CARRIED 5/0

17 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING Nil 18 GENERAL BUSINESS The CEO advised Council that our Executive Assistant resigned recently. The role of Customer Service and Finance Officer was advertised and will be filled by Ms Ellen Mickels. 19 CLOSURE OF MEETING The chairman thanked all attendees and declared the meeting closed at 7.51pm

Next meeting: 6 August 2020 at the Town of Claremont or online.

WMRC OCM Draft Minutes 4 June 2020 53

Attachment 9.2A

Minutes SPECIAL COUNCIL MEETING (SC 01/20)

19 June 2020 Commenced at 4:30 pm

Western Metropolitan Regional Council Suite 2 / 317 Churchill Avenue Subiaco WA 6008

Suite 2/ 317 Churchill Avenue, Subiaco WA 6008 T 08 9384 4003 | E [email protected] | www.wmrc.wa.gov.au

Stefan Frodsham Chief Executive Officer

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

Minutes 19 June 2020 2

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

Minutes 19 June 2020 3 DECLARATION OF OPENING The Chairman welcomed the attendees and declared the meeting open at 4.31pm RECORD OF ATTENDANCE AND APOLOGIES Councillors Cr. Charles Hohnen Chairman Shire of Peppermint Grove Cr. Bruce Haynes Deputy Chairman Town of Claremont Cr. Stephanie Stroud Member City of Subiaco Cr. Paul Shaw Member Town of Mosman Park Cr. Lorraine Young Member Town of Cottesloe

Staff Mr. Stefan Frodsham Chief Executive Officer WMRC Ms. Alexandra Bell Manager Finance & Governance WMRC Ms. Libby Eustance Manager Member Council Services WMRC

Leave of Absence Nil

Visitors

Observers

Apology Mr. Keith Swift Manager Operations WMRC

WMRC SCM Minutes 19 June 2020 4

WMRC SCM Minutes 19 June 2020 5

REPORTS OF COMMITTEES AND OFFICERS 2020-21 FEES AND CHARGES

Responsible Officer: Manager Finance & Governance

Date: 18 June 2020

Attachment: Attachment 9.1A Proposed 2020-21 Fees and Charges

SUMMARY To confirm the adoption of the fees and charges for the 2020/21 financial year. Please note the addition of a minimum charge for Construction and Demolition Waste for both Member Councils and Commercial customers.

BACKGROUND Fees and Charges should be adopted before the Annual Budget, as they form part of the information on which the Annual Budget is based. Indicative Fees and Charges have been circulated to Member Councils to assist them in their budget setting processes.

DETAIL WMRC has been aggressively pursuing reductions in Gate Fees for its Member Councils in the recent past. This year the price of Construction and Demolition Waste has been drastically reduced and limits on accepted quantities have been removed to attract more commercial customers. The entire schedule of Fees and Charges, including Commercial and Other Fees and Charges, is included at Attachment 9.1A Proposed Fees and Charges 2020/21.

Discounts for High Volumes The following discount structure is proposed for high volume customers. It is hoped that this will encourage additional business to use the Recycling Centre. Few commercial customers currently bring in volumes close to the threshold volumes. PROPOSED DISCOUNTS FOR HIGH VOLUMES Bulk and General Waste 0 -1,199 tonnes 0% Bulk and General Waste 1,200 - 2,399 tonnes 5% Bulk and General Waste Over 2,400 tonnes a further 5% Greenwaste 0 - 599 tonnes 0% Greenwaste 600 - 1,199 tonnes 5% Greenwaste Over 1,200 tonnes a further 5% Discounts available by prior arrangement for account customers only. Discounts are calculated on a financial year basis. When a customer passes a discount threshold, the

WMRC SCM Minutes 19 June 2020 6

discount will apply to all tonnes received from that customer in a financial year. Discounts are not applicable for WMRC Member Councils.

STATUTORY ENVIRONMENT

Section 6.2 of the Local Government Act 1995 requires that not later than 31 August in each financial year, or such extended time as the Minister allows, each local government is to prepare and adopt, (by Absolute Majority) in the form and manner prescribed, a budget for its municipal fund for the financial year ending on the next following 30 June.

Section 6.16 of the Local Government Act 1995 permits the imposition of fees and charges when adopting the annual budget or during the financial year via an Absolute Majority decision of Council.

CONSULTATION Indicative Fees and Charges have been circulated to Member Councils to assist them in their budget setting processes.

REPORT IMPLICATIONS

Policy Implications Implications under WMRC policies

Financial Implications

The fees and charges seek to clearly show the financial effects that will impact on Member Councils for the 2020-21 year.

Strategic Implications WMRC has been aggressively pursuing reductions in Gate Fees for its Member Councils.

COMMENTS Nil

VOTING REQUIREMENT Absolute majority Moved: Cr Shaw Seconded: Cr Young

RESPONSIBLE OFFICER’S RECOMMENDATION 9.1.1 That Council by absolute majority pursuant to section 6.16 of the Local Government Act 1995, confirm the adoption of the Fees and Charges included as Attachment 9.1A Carried 5/0

WMRC SCM Minutes 19 June 2020 7

9.2 ANNUAL BUDGET 2020-21

Responsible Officer: Finance & Governance Manager

Date 18 June 2020

Attachment 9.2A: Annual Budget 2020-21

SUMMARY This report is to reconfirm the adoption of the WMRC Annual Budget 2020-21 (Attachment 9.2A) together with supporting schedules. The fees and charges proposed to apply from 1 July 2020 are set out in report item 10.4.

BACKGROUND The annual budget was prepared to include information required by the Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Australian Accounting Standards. The Department of Local Government, Sport and Cultural Industries has informed us that the budget for the 20/21 financial year is not to be approved prior to 1 June 2020. Therefore, the budget needs to be re-approved. There is one small change in this version of the budget which is the name Communications and Education has been updated to Member Council Services

DETAIL The new financial model, adopted by council at the December 2018 OCM (item 10.8), provided for the majority of overhead costs to be shared by Member Councils on a population basis; leaving variable costs to be met by gate fees. Commercial fees and charges include a contribution to overheads. This arrangement provides for greater financial certainty for both WMRC and Member Councils. Member Council contributions to overheads first applied from 1 January 2019. Contribution levels were unchanged in the 2019-20 budget. The draft 2020-21 budget provides for a reduction of 2.6% in the overhead contributions. The reduction stems from cost savings achieved by WMRC and increasing operating revenues from commercial customers and the general public. Increased operating revenues and expenses flow from forecast additional waste throughput. Gate fees for Member Councils are unchanged except in the case of inert waste, where under new arrangements the material will be recycled rather than disposed of to landfill. The change will reduce the Member Council gate fee by $85 per tonne - from $145 down to $60. The cost per tonne of haulage and disposal is unchanged from 2019-20 with the WMRC and its Member Councils and other customers continuing to benefit from the significant reductions in haulage, disposal and recycling costs achieved by WMRC in the past 18 months.

WMRC SCM Minutes 19 June 2020 8

2020-21 Budget Summary Summary Revised Budget 2020-21 Budget Variance

2019-20

Revenue 3,462,889 3,521,181 1.7%

MC contributions 1,915,283 1,865,211 -2.6%

Total 5,408,127 5,386,392 -0.4%

Expenses

Administration and legal 1,859,076 1,584,988 -14.7%

Transfer Station 3,865,533 3,924,158 1.5%

Comms and Ed 381,809 377,094 -1.2%

Governance 55,942 54,600 -2.4%

Total 6,162,360 5,940,839 -3.6%

Asset Sales 2,850 8,000 180.7%

Net Position (337,589) (546,447) 62%

2020-21 Income Summary Major Income Revised Budget Out-turn 2019-20 Budget Variance estimate 2019-20 2020-21

Tipping Fees - Landfill 1,740,160 1,768,492 1,800,567 3.5% Tipping Fees - Commercial 360,660 394,382 373,941 3.7%

Resident Service Fees 260,000 288,675 288,000 10.8% Tipping Fees - bulk waste 36,425 87,182 71,835 97.2% Member greenwaste 82,673 90,957 98,146 18.7% Non-Member greenwaste 128,000 142,548 149,576 16.9% Member GO Bin 74,400 64,128 139,500 87.5% Trailers greenwaste 58,176 57,807 98,546 69.4% Verge Valet 3,185 4,683 153,035 4,704.9% Member Council Contributions 1,915,238 1,915,238 1,865,211 -2.6% Other revenues 749,210 675,029 348,035 -53.5% Total 5,408,127 5,489,121 5,386,392 -0.4%

WMRC SCM Minutes 19 June 2020 9

2020-21 Expenditure Summary Major Expense Revised Budget Out-turn 2019-20 Budget Variance estimate 2019-20 2020-21

Waste disposal - landfill 1,669,004 1,888,126 1,950,000 16.8%

Haulage - disposal 201,752 183,949 211,542 4.9%

Haulage - recycling 140,999 165,773 230,964 63.8%

Greenwaste 191,617 181,230 190,000 -0.8%

Bulkwaste processing 360,728 73,349 85,000 -76.4%

Verge Valet 71,431 7,419 134,635 88.5%

Salaries 1,376,027 1,312,495 1,266,100 -8.0%

Superannuation 216,727 165,343 233,488 7.7%

Workers’ Compensation 29,865 39,375 53,522 79.2%

Insurance 37,247 37,249 39,111 5.0%

Other including services 1,866,963 1,775,252 1,546,477 -17.2%

Total 6,162,360 5,829,560 5,940,839 -3.6%

The 2020-21 Budget is framed in keeping with the budgetary principles expressed by Council at its February 2019 Ordinary Council Meeting to the effect that: • variable charges for Member Councils should reflect the marginal costs of providing the services • commercial fees should be reduced in order to attract more throughput to achieve economies of scale • contingent risk should be minimised • costs should be contained • the Reserve Fund should be maintained at a minimum level of $1m.

Capital Expenditure The items of Capital Expenditure shown in the budget are proposed to be funded from the Future Development Reserve Account funds and are included in Annual Budget 2020-21.

Variance Reporting Each year Council is required to adopt a percentage or value to be used in statements of Financial activity for reporting material variances, as required by Clause 34(5) of the Local Government (Financial Management) Regulations 1996.

WMRC SCM Minutes 19 June 2020 10

At its Council Meeting held in August 2015, Council adopted a variance threshold of 10% for the 2014-15 and 2015-16 financial years. A continuation of a material variance threshold of 10% is recommended for the 2020-21 financial year.

Reserves The Annual Budget 2020-21 includes a net movement of $395,479 in Reserve Fund Transfers. The level of Reserve funds as at 30 June 2021 is forecast to be $1.5 M.

Salaries & Wages Salaries and wages estimated in the Annual Budget 2020-21 are forecast to decrease by 8.0% compared with the Revised 2019-20 Budget. The budget includes provision for a modest 1% CPI- based pay increase as from 1 July 2020. The estimated savings to salaries and wages stem from: • improved rostering procedures adopted as from March 2020 including the change from a 5- day to a 7-day ordinary hours roster; • correctly paying for overtime; • correctly applying casual loadings; and • reductions achieved in the cost of remuneration of managers. The extent of these savings made effectively funds the recently introduced 24% increase in the opening hours of the West Metro Recycling Centre.

STATUTORY ENVIRONMENT Section 6.2 of the Local Government Act 1995 requires that not later than 31 August in each financial year, or such extended time as the Minister allows, each local government is to prepare and adopt, (by Absolute Majority) in the form and manner prescribed, a budget for its municipal fund for the financial year ending on the next following 30 June. Section 6.16 of the Local Government Act 1995 permits the imposition of fees and charges when adopting the annual budget or during the financial year via an Absolute Majority decision of Council. The Local Government (Financial Management) Regulations 1996 details the form and content of the budget. The 2020-21 budget as presented is considered to meet annual requirements.

CONSULTATION Nil

REPORT IMPLICATIONS

Policy Implications Councillor Fees, Allowances and Reimbursements are consistent with the requirements of Band 4 of the Salaries and Allowances Tribunal ‘Determination of Fees, Allowances and Expenses for Local Government Elected Council Members’

Financial Implications

WMRC SCM Minutes 19 June 2020 11

The proposed member Council fees and charges plus the direct contribution will impact on member Council finances for the 2020-21 year.

The 2020-21 Budget provides for the following income and expenditure: Member Council Contributions $ 1.86 million Operating Revenue $ 3.52 million Operating Expenditure $ 5.94 million Reserve funds to fund the operational deficit $ 0.39 million Capital Expenditure $ 283,000

Strategic Implications The development of the Annual Budget 2020-21 is in line with Strategic Direction 1 - Achieve a comprehensive, cost effective waste management service across the region.

COMMENTS The 2020-21 Budget is framed on conservative estimates of revenue. There may be considerable upside on revenues depending on the success of current business development initiatives in keeping with the objective of the WMRC to extend its services across the central west metropolitan catchment area.

VOTING REQUIREMENT Absolute majority

Moved: Cr Haynes Seconded: Cr Young

RESPONSIBLE OFFICER’S RECOMMENDATIONS 10.5.1 Council, pursuant to section 5.98 and 5.99 of the Local Government Act 1995 and regulation 33 and 34 of the Local Government (Administration) Regulations 1996, adopt unchanged annual fees and allowances for payment of elected members. 10.5.2 Council, pursuant to regulation 34(5) of the Local Government (Financial Management) Regulations 1996, and AASB 1031 Materiality, adopt the level to be used in statements of financial activity in 2020-21 for reporting material variances being 10% 10.5.3 Council, pursuant to the provisions of section 6.2 of the Local Government Act 1995 and Part 3 of the Local Government (Financial Management) Regulations 1996, adopt the Municipal Fund Budget as contained in Attachment 10.5 for the 2020-21 financial year which includes the following:

WMRC SCM Minutes 19 June 2020 12

(a) Statement of Comprehensive Income by Program showing a net result for that year of -$546,447 which is the net result following Member Council contributions but not transfers from reserve. (b) Statement of Comprehensive Income by Nature and Type showing a net result for that year of -$546,447 which is the net result following Member Council contributions but not transfers from reserve. (c) Statement of Cash Flows. (d) Notes to and forming part of the Budget. Carried 5/0

WMRC SCM Minutes 19 June 2020 13

INFORMATION BULLETINS Nil

11 MOTIONS FOR WHICH PREVIOUS NOTICE HAS BEEN GIVEN Nil 12 QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN Nil 13 MEMBERS’ QUESTIONS WITHOUT NOTICE Nil 14 URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION Nil 15 MATTERS BEHIND CLOSED DOORS Nil 16 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING Nil 17 GENERAL BUSINESS Nil 18 CLOSURE OF MEETING The chairman thanked all attendees and declared the meeting closed at 4.40PM

Next meeting: 6 August 2020 at the Town of Claremont or online.

WMRC SCM Minutes 19 June 2020 14

Attachment 10.3C

Debtors Outstanding WESTERN METROPOLITAN REGIONAL COUNCIL As at 28 July 2020

Contact 1 Month 2 Months 3 Months Older Total City of Perth 40.48 0.00 0.00 0.00 132.22 Spoken to Debtor - Urgent Action Suez Recycling & Recovery Pty Ltd 360.80 0.00 0.00 0.00 726.00 Spoken to Debtor - Urgent Action Total 401.28 0.00 0.00 0.00 858.22 Attachment 10.2A

Monthly Management Accounts

May 2020

(For internal circulation only – 205.9)

Authorised as final version: S Frodsham Date:

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

Western Metropolitan Regional Council Monthly Management Accounts May 2020

CONTENTS Page

1. Financial Performance

1.1 Income Statement (by Nature and Type) including variance commentary 3 1.2 Tonnage Data 6 1.3 Statement of Financial Position 8 1.4 Net Current Assets 9 1.5 Statement of Cash Flows 10 1.6 Reserves 12 1.7 Key Performance Indicators 13

2. Debtors and Creditors analysis

2.1 Top Ten Customers 14 2.2 Debtors Age Analysis 15 2.3 Top Ten Suppliers 16 2.4 Creditors Age Analysis 17

3. Treasury

3.1 Cash Invested 18 3.2 Cash Analysis 18

4. Capital Expenditure 19

5. Revenue 20

6. Expenditure 21

Western Metropolitan Regional Council Monthly Management Accounts May 2020

1. Financial Performance

Statement of Comprehensive Income by Nature & Type 1 May 2020 to 31 May 2020

MONTH TO DATE YEAR TO DATE Prior YTD Budget Actual Budget Var AUD Var % YTD Actual YTD Budget Var AUD Var % Actual 2019/20 Revenue from Ordinary Activities Fees & Charges 270,121 236,840 33,281 14% 2,776,997 2,605,240 171,757 7% 3,932,331 2,842,083 Interest 1,282 3,112 (1,830) -59% 32,595 34,232 (1,637) -5% 57,942 37,349 Operating Grants, Subsidies and Contribution 4,020 785 3,235 412% 4,245 8,635 (4,390) -51% 80,366 9,425 Other Income 3,681 6,962 (3,281) -47% 595,931 598,064 (2,133) 0% 89,561 605,032 Total Revenue from Ordinary Activities 279,105 247,699 31,406 13% 3,409,768 3,246,171 163,597 5% 4,160,200 3,493,889

Expenses from Ordinary Activities Depreciation & Amortisation (10,271) (11,738) 1,467 12% (120,656) (129,118) 8,462 7% (203,987) (140,848) Employee Costs (116,425) (128,314) 11,889 9% (1,503,011) (1,441,320) (61,691) -4% (1,467,890) (1,569,635) Insurance 0 0 0 (59,326) (59,327) 1 0% (57,839) (59,326) Materials & Contracts (257,540) (265,781) 8,241 3% (2,841,436) (2,950,396) 108,961 4% (3,301,696) (3,217,547) Other Expenses (16,002) (93,207) 77,205 83% (925,105) (1,055,577) 130,472 12% (911,715) (1,158,884) Utilities (1,154) (1,344) 190 14% (10,600) (14,784) 4,184 28% (12,719) (16,120) Total Expenses from Ordinary Activities (401,393) (500,384) 98,991 20% (5,460,133) (5,650,522) 190,389 3% (5,955,846) (6,162,360) 0 Net Operating Position (122,288) (252,685) 130,397 52% (2,050,365) (2,404,351) 353,986 15% (1,795,646) (2,668,471) 0 Member Council Contributions 0 0 0 1,915,211 1,915,238 (27) 0% 1,036,210 1,915,238 Paid Parental Leave 0 0 0 0 0 0 25,896 0 Profit/(Loss) on Sale of Assets 5,000 0 5,000 11,505 (1,000) 12,505 1250% (63,407) (1,000) 0 0 Change in Net Assets From Operations (117,288) (252,685) 135,397 54% (123,649) (490,113) 366,464 75% (796,947) (754,233)

1.1 Income Statement (by Nature and Type)

In accordance with the materiality threshold adopted by Council for the reporting of variances in Operating Revenue and Expenses classified according to nature and type, the following comments are made to provide an explanation of these variances.

VARIANCES FOR THE MONTH

Fees & Charges Over budget due to higher than expected waste receivals

Interest Under budget as few investments matured this month

Operating Grants Over budget due to Bin Tagger Reimbursements from WALGA

Other Income Under Budget due to having received insurance reimbursements in April

Other Expenses Under budget due to lower than expected legal invoices

Western Metropolitan Regional Council Monthly Management Accounts May 2020

Utilities Under budget due to less than expected electricity consumption

VARIANCES FOR THE YEAR TO DATE

Operating Grants Over estimation of expected grant funding

Other Expenses Under budget due to lower than expected legal invoices

Utilities Under budget due to less than expected electricity consumption

Note: The Reserve Fund transfers are no longer included in non-operating Grants and Subsidies as budgeted above. The movement is now recorded as a change in equity in the Statement of Financial Position

Western Metropolitan Regional Council Monthly Management Accounts May 2020

1.2 Tonnage Data

May 2020 Waste Greenwaste Budget Actual Variance Budget Actual Variance

MEMBER COUNCILS

Subiaco 412 360 (52) 69 233 164 Peppermint Grove 63 66 3 14 19 5 Claremont 195 210 15 129 86 (43) Cottesloe 150 153 3 149 52 (97) Mosman Park 154 175 21 169 122 (47) 974 964 (10) 530 511 (19)

OTHER Commercial Customers 252 132 (121) 198 363 165 Resident Services 128 135 7 42 82 40 380 267 (114) 240 445 205

TOTAL 1354 1230 (124) 770 957 187

Year to Date as at May 2020 Waste Greenwaste Budget Actual Variance Budget Actual Variance

MEMBER COUNCILS

Subiaco 4533 4672 139 754 1226 472 Peppermint Grove 692 680 (12) 156 120 (36) Claremont 2150 2607 457 1415 650 (765) Cottesloe 1655 1683 28 1639 1020 (619) Mosman Park 1696 1966 270 1863 1001 (862) 10726 11608 882 5827 4017 (1810)

OTHER Commercial Customers 2768 1613 (1155) 2173 2156 (17) Resident Services 1412 1649 237 458 748 290 4180 3262 (918) 2631 2904 273

TOTAL 14906 14871 (35) 8458 6922 (1536)

Western Metropolitan Regional Council Monthly Management Accounts May 2020

1. Financial Performance (continued)

1.3 Tonnage Data

Western Metropolitan Regional Council Monthly Management Accounts May 2020

1. Financial Performance (continued)

1.4 Statement of Financial Position

Statement of Financial Position As at 31 May 2020

31-May-20 30-Apr-20 Movement

Curre nt Asse ts Cash 89,948 169,960 (80,012) Reserves 1,736,231 1,833,655 (97,424) Debtors 317,919 400,278 (82,359) Accrued Income 2,021 3,315 (1,294) Other Current Assets 0 0 0 Total Current Assets 2,146,118 2,407,207 (261,089)

Non-Current Assets Buildings 898,298 899,802 (1,504) Furniture & Equipment 3,810 4,016 (205) Plant & Equipment 457,703 463,694 (5,991) Infrastructure 875,432 877,656 (2,225) Intangibles 53,135 53,481 (347) Total Non-Current Assets 2,288,379 2,298,650 (10,271)

Total Assets 4,434,497 4,705,857 (271,360)

Current Liabilities Creditors 19,385 342,083 (322,698) Provisions for Leave 224,911 210,634 14,278 Accruals 201,340 40,594 160,747 Total Current Liabilities 445,637 593,310 (147,673)

Non-Current Liabilities LSL Non-Current Provision 17,898 24,297 (6,399) Total Non-Current Liabilities 17,898 24,297 (6,399)

Total Liabilities 463,535 617,607 (154,072)

Net Assets 3,970,962 4,088,250 (117,288)

Equity Retained Earnings 1,536,927 1,556,791 (19,864) Reserves 1,736,231 1,833,655 (97,424) Asset Revaluation Reserve 697,804 697,804 0

Total Equity 3,970,962 4,088,250 (117,288)

Western Metropolitan Regional Council Monthly Management Accounts May 2020

1. Financial Performance (continued)

1.5 Net Current Assets

Net Current Assets As at 31 May 2020

31-May-20 30-Apr-20 Movement Current Assets Cash 89,948 169,960 (80,012) Reserves 1,736,231 1,833,655 (97,424) Debtors 317,919 400,278 (82,359) Accrued Income 2,021 3,315 (1,294) Other Current Assets 0 0 0 Total Current Assets 2,146,118.18 2,407,206.85 (261,088.67)

Current Liabilities Creditors 19,385 342,083 (322,698) Provisions for Leave 224,911 210,634 14,278 Accruals 201,340 40,594 160,747 Total Current Liabilities 445,636.57 593,310.00 (147,673.43)

Net Assets 1,700,481.61 1,813,896.85 (113,415.24)

Less Reserves - Restricted Cash 1,736,231 1,833,655 (97,424)

Net Current Funding Position (35,749.24) (19,757.67) (15,991.57)

Western Metropolitan Regional Council Monthly Management Accounts May 2020

1. Financial Performance (continued)

1.6 Cash Flow Statement

STATEMENT OF CASH FLOWS As at 31 May 2020

ACTUAL FULL YEAR TO DATE ACTUAL 2019/2020 2018/2019 CASH FLOWS FROM OPERATING ACTIVIES

Receipts Fees and charges 2,904,378 4,438,887 Operating grants, subsidies and contributions 1,919,456 1,116,576 Interest earnings 32,595 96,160 Other revenue 595,931 89,561 Receipts from operations 5,452,360 5,741,184

Payment Employee costs (1,520,673) (1,458,679) Materials and contracts (2,841,436) (4,081,647) Utility charges (10,600) (12,719) Insurance Expenses (59,326) (57,840) GST received/ (paid) 0 (98,382) Other expenses (925,105) (883,153) Payments from operations (5,357,139) (6,592,420)

Cash Used in Operating Activities 95,221 (851,236)

NET CASH PROVIDED BY OPERATING ACTIVITIES 190,442 (1,702,472)

CASH FLOWS FROM INVESTING ACTIVIES Payments for purchase of property, plant and equipment 19,310 (50,494) Payments for purchase of infrastructure 114,362 0 Proceeds from sale of plant and equipment 11,505 7,000 NET CASH USED IN INVESTING ACTIVIES 145,177 (43,494)

CASH FLOWS FROM FINANCING ACTIVIES Cash receipts from sale of investments 0 0 NET CASH PROVIDED BY FINANCING ACTIVIES 0 0

SUMMARY OF CASH FLOWS Net increase/ (decrease) in cash and cash equivalents 240,398 (894,730) Cash and cash equivalents at the beginning of the year 2,159,821 3,054,551

CASH AND CASH EQUIVALENTS AT THE END OF THE MONTH 2,400,219 2,159,821

Western Metropolitan Regional Council Monthly Management Accounts May 2020

1. Financial Performance (continued)

1.7 Reserves (cash backed)

STATEMENT OF RESERVES As at 31 May 2020

Operations Development Total Reserve Reserve

Opening Balance 1,359,827 473,827 1,833,655

Interest on investments 2,576 0 2,576

Transfer from Operating Surplus (100,000) 0 (100,000)

Transfer to Operating Surplus 0 0 0

Transfer from Retained Surplus 0 0 0 . Transfer to Retained Surplus 0 0 0

Closing Balance 1,262,403 473,827 1,736,231

Reserves Summary As at 31 May 2020

31-May-20 30-Apr-20 Movement Inve stme nts Investment 1 195,098 195,098 0 Investment 2 473,827 473,827 0 Investment 14 355,055 152,261 202,793 Investment 15 0 201,581 (201,581) Investment 16 70,561 70,561 0 Investment 17 151,230 151,230 0 Investment 18 87,699 87,699 0 Investment 19 151,396 151,396 0 Investment 20 251,364 350,000 (98,636) Total Investments 1,736,231 1,833,655 (97,424)

Reserves Operations Reserve 1,262,403 1,359,827 (97,424) Development Reserve 473,827 473,827 0 Total Reserves 1,736,231 1,833,655 (97,424)

Western Metropolitan Regional Council Monthly Management Accounts May 2020

1. Financial Performance (continued)

1.8 Key Performance Indicators

FINANCIAL RATIOS As at 31 May 2020

Current Ratio

Current Assets 2,146,118 LESS: Restricted Current Assets (1,736,231) 409,887 = 0.9198 Current Liabilities 445,637 445,637 LESS: Liabilities Associated with restricted assets

This is ratio is designed to focus on the liquidity position of a local government that has arisen from past year’s transactions. The target for the above ratio should be at or above 1

Operating Surplus Ratio

Operating Revenue 5,324,979 LESS: Operating Expense (5,460,133) (135,154) = -3% Own Source Operating Revenue 4,733,926 4,733,926

This ratio is a measure of a local government’s ability to cover its operational costs and have revenues available for capital funding or other purposes. The target to achieve a basic standard is between 1% and 15% (0.01 and 0.15)

Own Source Operating Revenue

Own Source Operating Revenue 4,733,926 4,733,926 = 87% Operating Expense 5,460,133 5,460,133

This ratio is the measurement of a local government’s ability to cover its costs through its own revenue efforts. The target to achieve an advanced standard is greater than 90% (0.90)

The above ratios do meet targets due to ongoing legal expenditure.

Western Metropolitan Regional Council Monthly Management Accounts May 2020

2. Debtors and Creditors Analysis

2.1 Top Ten Customers

TOP TEN CUSTOMERS - May 2020 Previous Ranking Name $ excl GST Period Month 1 City of Subiaco $67,685.23 May-20 1 2 Town of Claremont $35,067.20 May-20 2 3 Town of Mosman Park $26,478.30 May-20 3 4 Town of Cottesloe $24,435.63 May-20 4 5 West Tip Waste Management $17,072.35 May-20 - 6 Town of Mosman Park - Verge Valet $15,650.81 May-20 6 7 Shire of Peppermint Grove $10,822.33 May-20 7 8 Rod Bamess $5,000.00 May-20 - 9 WALGA $4,020.00 May-20 - 10 City of Nedlands $3,737.24 May-20 -

TOP TEN CUSTOMERS - YEAR TO DATE Previous Ranking Name $ excl GST Period Month 1 City of Subiaco $1,430,618.13 Jul 19 - Jun 20 1 2 Town of Claremont $866,953.29 Jul 19 - Jun 20 2 3 Town of Mosman Park $685,966.79 Jul 19 - Jun 20 3 4 Town of Cottesloe $595,959.99 Jul 19 - Jun 20 4 5 Shire of Peppermint Grove $180,403.23 Jul 19 - Jun 20 7 6 Town of Cambridge $79,017.01 Jul 19 - Jun 20 5 7 Town of Mosman Park - Verge Valet $50,785.61 Jul 19 - Jun 20 6 8 Cleanaway Pty Ltd $38,759.84 Jul 19 - Jun 20 - 9 SOLO Resource Recovery $32,667.60 Jul 19 - Jun 20 9 10 City of Nedlands $28,195.93 Jul 19 - Jun 20 -

Western Metropolitan Regional Council Monthly Management Accounts May 2020

2. Debtors and Creditors Analysis (continued)

2.2 Debtors Age Analysis

AGED DEBTOR ANALYSIS As at 31 May 2020

Current ($) <1 Month ($) 1 month ($) 2 month ($) Older ($) Total ($) Member Councils City of Subiaco 36,370 38,083 0 0 0 74,454 City of Subiaco - Recycling 3,754 0 0 0 0 3,754 Town of Cottesloe 26,879 12,147 0 0 0 39,026 Town of Claremont 18,200 40,677 0 0 0 58,878 Town of Mosman Park 13,526 29,286 0 0 0 42,811 Town of Mosman Park - Verge Valet 35,830 0 0 0 0 35,830 Shire of Peppermint Grove 6,907 4,997 0 0 0 11,905 Total 141,466 125,191 0 0 0 266,657 53% 47% 0% 0% 0% 47%

Non-members Central Psychiatric Service 553 0 0 0 0 553 City of Nedlands 4,111 1,262 0 0 0 5,373 City of Perth 40 0 0 0 0 40 Davidson Projects Pty Ltd 484 0 0 0 0 484 John XXIII College 0 951 0 0 0 951 Landscapes for Life 216 211 0 0 0 427 Mark Wells Designs 0 0 88 0 0 88 Martin Cuthbert Landscapes 160 968 0 0 0 1,128 Methodist Ladies College 0 96 0 0 0 96 More Than A Mow 411 499 0 0 0 910 Perth Bin Hire 625 0 0 0 0 625 Presbyterian Ladies College 80 0 0 0 0 80 Project West 3,096 0 0 0 0 3,096 Sir Charles Gairdner Hospital 923 1,061 0 0 0 1,985 SOLO Resource Recovery 1,723 2,188 0 0 0 3,911 Suez Recycling & Recovery Pty Ltd 361 661 0 0 0 1,022 The Claremont Gardener 80 0 0 0 0 80 Tidy Up 876 806 0 0 0 1,682 TLC - The Lifting Company 0 114 0 0 0 114 Town of Cambridge 120 80 0 0 0 200 Transpacific Cleanaway T/A Multiskip 296 789 0 0 0 1,085 UWA Campus Management 1,823 0 0 0 0 1,823 WALGA 4,020 0 0 0 0 4,020 West Tip Waste Management 18,780 0 0 0 0 18,780 West to West Group 546 1,093 0 0 0 1,639 Total 39,323 10,781 88 0 0 50,192 78% 21% 0% 0% 0% 22%

Grand Total 180,790 135,972 88 0 0 316,849 57% 43% 0% 0% 0% 100%

Western Metropolitan Regional Council Monthly Management Accounts May 2020

2.3 Top Ten Suppliers

TOP TEN SUPPLIERS - May 2020 Previous Ranking Name $ excl GST Period Month 1 City of Rockingham $59,017.71 May-20 1 2 Jones Day $16,001.53 May-20 3 3 WA BOS Semi Trailer Equipment Pty Ltd $10,563.83 May-20 - 4 JH Computer Services $2,400.17 May-20 9 5 Truck Centre (WA) Pty Ltd $2,392.79 May-20 - 6 WesTrac $2,240.91 May-20 - 7 Key2Creative $1,253.64 May-20 - 8 Precision Fluid Power & Mech Services $1,037.00 May-20 - 9 Moore Stephens $1,000.00 May-20 - 10 Water Corporation $905.19 May-20 -

TOP TEN SUPPLIERS - YEAR TO DATE Previous Ranking Name $ excl GST Period Month 1 City of Rockingham $1,387,954.81 Jul 19 - Jun 20 1 2 Jones Day $733,521.94 Jul 19 - Jun 20 2 3 Perth Bin Hire $453,740.63 Jul 19 - Jun 20 3 4 Craneswest (WA) Pty Ltd T/A Western Tree Recycl $175,559.14 Jul 19 - Jun 20 4 5 West Tip Waste Management $158,003.38 Jul 19 - Jun 20 5 6 Peter Ward $155,653.36 Jul 19 - Jun 20 6 7 WA Fenceworks Pty Ltd. $108,780.00 Jul 19 - Jun 20 7 8 LGIS - Insurance broking - WALGA atf LGISWA $89,911.46 Jul 19 - Jun 20 8 9 Statewide Security (WA) Pty Ltd $50,465.00 Jul 19 - Jun 20 9 10 JH Computer Services $50,429.76 Jul 19 - Jun 20 10

Western Metropolitan Regional Council Monthly Management Accounts May 2020

2. Debtors and Creditors Analysis (continued)

2.4 Creditors Age Analysis

Aged Creditor Analysis As at 31 May 2020

Contact Current < 1 Month 1 Month 2 Months Older Total Caltex Australia 0 42 0 0 0 42 Complete Office Supplies Pty Ltd 0 0 0 (113) 0 (113) Department of Transport #39862744 0 0 0 0 (116) (116) Hecs Fire 0 0 0 0 (99) (99) Marketforce Express 0 0 0 0 (1,073) (1,073) Moore Stephens 1,100 0 0 0 0 1,100 Synergy 274 0 0 0 0 274 WALGA 0 0 0 (1,045) (567) (1,612) Water Corporation 0 905 0 0 0 905

Total Aged Payables 1,374 947 0 (1,158) (1,855) (693)

Western Metropolitan Regional Council Monthly Management Accounts May 2020

3. Treasury 3.1 Cash Invested

Investments As at 31 May 2020

Inve st Date Reserve Fund Maturity Amount Current Term Bank Maturity Gross No. Invested Date Invested Rate (da ys) Lodged Amount Interest

Investment 1 14/04/2020 Operations Reserve 13/07/2020 $195,098 1.13% 90 NAB $195,642 $544 Investment 2 14/04/2020 Development Reserve 13/07/2020 $473,827 1.13% 90 NAB $475,148 $1,320 Investment 14 18/02/2020 Operations Reserve 18/08/2020 $355,055 0.95% 182 Commonwealth $356,737 $1,682 Investment 15 18/02/2020 Operations Reserve 18/05/2020 $0 0.00% 90 Commonwealth $0 $0 Investment 16 3/03/2020 Operations Reserve 3/06/2020 $70,561 1.40% 92 Commonwealth $70,810 $249 Investment 17 9/03/2020 Operations Reserve 9/06/2020 $151,230 1.40% 92 NAB $151,764 $534 Investment 18 10/04/2020 Operations Reserve 10/07/2020 $87,699 1.10% 92 NAB $87,942 $243 Investment 19 22/04/2020 Operations Reserve 21/07/2020 $151,396 1.07% 91 NAB $151,800 $404 Investment 20 10/02/2020 Operations Reserve 11/08/2020 $251,364 1.00% 90 NAB $251,983 $620

Total Funds Invested $1,736,231

3.2 Cash Analysis

Cash Analysis As at 31 May 2020

31-May-20 30-Apr-20 Movement Reserves Operations Reserve 1,262,403 1,359,827 (97,424) Development Reserve 473,827 473,827 0 Total Reserves 1,736,231 1,833,655 (97,424)

Unrestricted Cash Bankwest General Cheque A/C 0 0 0 Commonwealth Cheque Account 89,369 169,381 (80,012) Total Unrestricted Cash 89,369 169,381 (80,012)

Total Cash 1,825,600 2,003,036 (177,436)

Western Metropolitan Regional Council Monthly Management Accounts May 2020

4. Capital Expenditure

STATEMENT OF INVESTING ACTIVITIES As at 31 May 2020

Month YTD Budget Revised YTD Actual Movement Jun 2019 Budget Land HHW area cover - Transfer Station 0 0 0 0 Total Land 0 0 0 0

Buildings Concrete Bays 0 0 11,752 12,820 HHW Carport Cover - Transfer Station 0 0 9,167 10,000 Total Buildings 0 0 20,918 22,820

Furniture & Equipment New Phone System - Admin Office 0 6,515 5,972 6,515 Weighbridge Software 0 0 27,500 30,000 Furniture Items New Office 0 7,775 3,025 3,300 Total Office Furniture 0 14,290 36,497 39,815

Plant & Equipment Safety Equipment 0 0 7,333 8,000 Portable Water Stations 0 5,020 4,602 5,020 Total Property, Plant & Equipment 0 5,020 11,935 13,020

Infrastructure Replacement Fencing - Transfer Station 0 108,780 99,715 108780 Security Equipment 0 5,582 5,117 5582 HHW Plumbing for Carport Cover 0 0 5,500 6000 Total Infrastructure 0 114,362 110,332 120,362

Total Capital Expenditure 0 133,672 179,682 196,017

Western Metropolitan Regional Council Monthly Management Accounts May 2020

5. Revenue

Western Metropolitan Regional Council Monthly Management Accounts May 2020

6. Actual v Budget Expenditure

Budget v Actuals Summary WESTERN METROPOLITAN REGIONAL COUNCIL 1 May 2020 to 31 May 2020

Actual Budget Var AUD Var % YTD Actual YTD Budget Var AUD Var % Income Revenue 284,105 247,699 36,406 15% 5,336,484 5,160,409 176,075 3% Total Income 284,105 247,699 36,406 15% 5,336,484 5,160,409 176,075 3%

Less Operating Expenses Administration & Legals 53,798 149,358 (95,560) -64% 1,610,124 1,709,716 (99,592) -6% Comms & Ed 27,916 31,449 (3,533) -11% 342,756 350,367 (7,611) -2% Governance 83 1,294 (1,211) -94% 43,174 44,534 (1,360) -3% Transfer Station 319,596 318,283 1,313 0% 3,464,079 3,545,905 (81,826) -2% Total Operating Expenses 401,393 500,384 (98,991) -20% 5,460,133 5,650,522 (190,389) -3%

Net Profit (117,288) (252,685) 135,397 54% (123,649) (490,113) 366,464 75%

May Actual v Budget

320K 300K 280K 260K 240K 220K 200K 180K 160K 140K 120K 100K 80K 60K 40K 20K K Administration & Comms & Ed Governance Transfer Station Legals

Actuals Budget

YTD Actual v Budget Expenditure 3.6 3.4 3.2 3

Millions 2.8 2.6 2.4 2.2 2 1.8 1.6 1.4 1.2 1 0.8 0.6 0.4 0.2 0 Administration & Comms & Ed Governance Transfer Station Legals

YTD Actuals YTD Budget

Attachment 10.2B

Monthly Management Accounts

June 2020

(For internal circulation only – 205.9)

Authorised as final version: S Frodsham Date:

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

Western Metropolitan Regional Council Monthly Management Accounts June 2020

CONTENTS Page

1. Financial Performance

2. Debtors and Creditors analysis

2.1 Top Ten Customers 14 2.2 Debtors Age Analysis 15 2.3 Top Ten Suppliers 16 2.4 Creditors Age Analysis 17

3. Treasury

3.1 Cash Invested 18 3.2 Cash Analysis 18

4. Capital Expenditure 19

5. Revenue 20

6. Expenditure 21

Western Metropolitan Regional Council Monthly Management Accounts June 2020

1. Financial Performance

1.1 Income Statement (by Nature and Type)

Statement of Comprehensive Income by Nature & Type 1 Jun 2020 to 30 Jun 2020

MONTH TO DATE YEAR TO DATE Prior YTD Budget Actual Budget Var AUD Var % YTD Actual YTD Budget Var AUD Var % Actual 2019/20 Revenue from Ordinary Activities Fees & Charges 273,145 236,840 36,305 15% 3,050,142 2,842,083 208,059 7% 3,932,331 2,842,083 Interest 1,619 3,112 (1,493) -48% 34,214 37,349 (3,135) -8% 57,942 37,349 Operating Grants, Subsidies and Contribution 0 785 (785) -100% 4,245 9,425 (5,180) -55% 80,366 9,425 Other Income 12,364 6,962 5,402 78% 609,860 605,032 4,828 1% 89,561 605,032 Total Revenue from Ordinary Activities 287,128 247,699 39,429 16% 3,698,461 3,493,889 204,572 6% 4,160,200 3,493,889

Expenses from Ordinary Activities Depreciation & Amortisation (74,718) (11,738) (62,980) -537% (195,374) (140,848) (54,526) -39% (203,987) (140,848) Employee Costs (121,180) (128,314) 7,134 6% (1,624,191) (1,569,635) (54,556) -3% (1,467,890) (1,569,635) Insurance 0 0 0 (59,326) (59,326) (0) 0% (57,839) (59,326) Materials & Contracts (226,552) (267,131) 40,579 15% (3,067,968) (3,217,547) 149,579 5% (3,301,696) (3,217,547) Other Expenses (111,743) (103,307) (8,436) -8% (1,037,702) (1,158,884) 121,182 10% (911,715) (1,158,884) Utilities (218) (1,344) 1,126 84% (10,818) (16,120) 5,302 33% (12,719) (16,120) Total Expenses from Ordinary Activities (534,412) (511,834) (22,578) -4% (5,995,378) (6,162,360) 166,982 3% (5,955,846) (6,162,360) 0 Net Operating Position (247,284) (264,135) 16,851 6% (2,296,918) (2,668,471) 371,553 14% (1,795,646) (2,668,471) 0 Member Council Contributions 0 0 0 1,915,211 1,915,238 (27) 0% 1,036,210 1,915,238 Paid Parental Leave 0 0 0 0 0 0 25,896 0 Profit/(Loss) on Sale of Assets 0 0 0 11,505 (1,000) 12,505 1250% (63,407) (1,000) 0 0 Change in Net Assets From Operations (247,284) (264,135) 16,851 6% (370,202) (754,233) 384,031 51% (796,947) (754,233)

VARIANCES FOR THE MONTH

Fees & Charges Over budget due to high greenwaste receivals and verge valet.

Interest Under budget due to very low interest rates

Operating Grants Under budget due to Covid-19 restricting school event days etc

Other Income Over Budget due to receiving insurance reimbursements and tender document deposits

Depreciation Over budget due AASB Leases journals being prepared for year end. Leases that span multiple years now must be depreciated as an asset

Western Metropolitan Regional Council Monthly Management Accounts June 2020

Materials & Contracts Under budget due to lower tonnes to landfill and the associated haulage as well as small savings in maintenance and supplies.

Utilities Under budget due to less than expected electricity consumption

VARIANCES FOR THE YEAR TO DATE

Operating Grants Under budget due to Covid-19 restricting school event days etc

Depreciation Over budget due AASB Leases journals being prepared for year end. Leases that span multiple years now must be depreciated as an asset

Other Expenses Under budget due to lower than expected legal invoices

Western Metropolitan Regional Council Monthly Management Accounts June 2020

1.2 Tonnage Data

June 2020 Waste Greenwaste Budget Actual Variance Budget Actual Variance

MEMBER COUNCILS

Subiaco 412 450 38 69 201 132 Peppermint Grove 63 39 (24) 14 22 8 Claremont 195 203 8 129 96 (33) Cottesloe 150 171 21 149 22 (127) Mosman Park 154 186 32 169 107 (62) 974 1048 74 530 448 (82)

OTHER Commercial Customers 252 146 (106) 198 400 202 Resident Services 128 94 (34) 42 63 21 380 240 (140) 240 463 223

TOTAL 1354 1288 (66) 770 911 141

Year to Date as at June 2020 Waste Greenwaste Budget Actual Variance Budget Actual Variance

MEMBER COUNCILS

Subiaco 4945 5122 177 823 1427 604 Peppermint Grove 755 719 (36) 170 142 (28) Claremont 2345 2811 466 1544 746 (798) Cottesloe 1805 1853 48 1788 1042 (746) Mosman Park 1850 2152 302 2032 1108 (924) 11700 12656 956 6357 4465 (1892)

OTHER Commercial Customers 3020 1759 (1261) 2370 2557 187 Resident Services 1540 1743 203 500 811 311 4560 3502 (1058) 2870 3367 497

TOTAL 16260 16158 (102) 9227 7833 (1394)

Western Metropolitan Regional Council Monthly Management Accounts June 2020

1. Financial Performance (continued)

1.3 Tonnage Data

Western Metropolitan Regional Council Monthly Management Accounts June 2020

1. Financial Performance (continued)

1.4 Statement of Financial Position

Statement of Financial Position As at 30 June 2020

30-Jun-20 31-May-20 Movement

Curre nt Asse ts Cash 74,680 90,261 (15,581) Reserves 1,514,439 1,736,231 (221,792) Debtors 362,207 317,919 44,288 Accrued Income 29,424 2,021 27,403 Other Current Assets 0 0 0 Total Current Assets 1,980,750 2,146,432 (165,681)

Non-Current Assets Buildings 909,662 898,298 11,364 Furniture & Equipment 12,010 3,864 8,146 Plant & Equipment 451,906 457,703 (5,797) Infrastructure 873,240 875,432 (2,191) Intangibles 34,231 53,135 (18,903) Total Non-Current Assets 2,281,050 2,288,433 (7,382)

Total Assets 4,261,801 4,434,864 (173,064)

Current Liabilities Creditors 238,357 19,022 219,335 Provisions for Leave 230,028 224,911 5,116 Accruals 49,715 201,340 (151,625) Total Current Liabilities 518,099 445,273 72,826

Non-Current Liabilities LSL Non-Current Provision 19,292 17,898 1,394 Total Non-Current Liabilities 19,292 17,898 1,394

Total Liabilities 537,392 463,171 74,220

Net Assets 3,724,409 3,971,693 (247,284)

Equity Retained Earnings 1,512,165 1,537,658 (25,492) Reserves 1,514,439 1,736,231 (221,792) Asset Revaluation Reserve 697,804 697,804 0

Total Equity 3,724,409 3,971,693 (247,284)

Western Metropolitan Regional Council Monthly Management Accounts June 2020

1. Financial Performance (continued)

1.5 Net Current Assets

Net Current Assets As at 30 June 2020

30-Jun-20 31-May-20 Movement Current Assets Cash 74,680 90,261 (15,581) Reserves 1,514,439 1,736,231 (221,792) Debtors 362,207 317,919 44,288 Accrued Income 29,424 2,021 27,403 Other Current Assets 0 0 0 Total Current Assets 1,980,750.42 2,146,431.68 (165,681.26)

Current Liabilities Creditors 238,357 19,022 219,335 Provisions for Leave 230,028 224,911 5,116 Accruals 49,715 201,340 (151,625) Total Current Liabilities 518,099.44 445,273.07 72,826.37

Net Assets 1,462,650.98 1,701,158.61 (238,507.63)

Less Reserves - Restricted Cash 1,514,439 1,736,231 (221,792)

Net Current Funding Position (51,788.08) (35,072.24) (16,715.84)

Western Metropolitan Regional Council Monthly Management Accounts June 2020

1. Financial Performance (continued)

1.6 Cash Flow Statement

STATEMENT OF CASH FLOWS As at 30 June 2020

ACTUAL FULL YEAR TO DATE ACTUAL 2019/2020 2018/2019 CASH FLOWS FROM OPERATING ACTIVIES

Receipts Fees and charges 3,221,811 4,438,887 Operating grants, subsidies and contributions 1,919,456 1,116,576 Interest earnings 34,214 96,160 Other revenue 609,860 89,561 Receipts from operations 5,785,341 5,741,184

Payment Employee costs (1,635,343) (1,458,679) Materials and contracts (3,067,968) (4,081,647) Utility charges (10,818) (12,719) Insurance Expenses (59,326) (57,840) GST received/ (paid) 0 (98,382) Other expenses (1,037,702) (883,153) Payments from operations (5,811,156) (6,592,420)

Cash Used in Operating Activities (25,815) (851,236)

NET CASH PROVIDED BY OPERATING ACTIVITIES (51,630) (1,702,472)

CASH FLOWS FROM INVESTING ACTIVIES Payments for purchase of property, plant and equipment 42,409 (50,494) Payments for purchase of infrastructure 114,362 0 Proceeds from sale of plant and equipment 11,505 7,000 NET CASH USED IN INVESTING ACTIVIES 168,276 (43,494)

CASH FLOWS FROM FINANCING ACTIVIES Cash receipts from sale of investments 0 0 NET CASH PROVIDED BY FINANCING ACTIVIES 0 0

SUMMARY OF CASH FLOWS Net increase/ (decrease) in cash and cash equivalents 142,461 (894,730) Cash and cash equivalents at the beginning of the year 2,159,821 3,054,551

CASH AND CASH EQUIVALENTS AT THE END OF THE MONTH 2,302,282 2,159,821

Western Metropolitan Regional Council Monthly Management Accounts June 2020

1. Financial Performance (continued)

1.7 Reserves (cash backed)

STATEMENT OF RESERVES As at 30 June 2020

Operations Development Total Reserve Reserve

Opening Balance 1,262,403 473,827 1,736,231

Interest on investments 0 0 0

Transfer from Operating Surplus (221,792) 0 (221,792)

Transfer to Operating Surplus 0 0 0

Transfer from Retained Surplus 0 0 0 . Transfer to Retained Surplus 0 0 0

Closing Balance 1,040,612 473,827 1,514,439

Reserves Summary As at 30 June 2020

30-Jun-20 31-May-20 Movement Inve stme nts Investment 1 195,098 195,098 0 Investment 2 473,827 473,827 0 Investment 14 355,055 355,055 0 Investment 16 0 70,561 (70,561) Investment 17 0 151,230 (151,230) Investment 18 87,699 87,699 0 Investment 19 151,396 151,396 0 Investment 20 251,364 251,364 0 Total Investments 1,514,439 1,736,231 (221,792)

Reserves Operations Reserve 1,040,612 1,262,403 (221,792) Development Reserve 473,827 473,827 0 Total Reserves 1,514,439 1,736,231 (221,792)

Western Metropolitan Regional Council Monthly Management Accounts June 2020

1. Financial Performance (continued)

1.8 Key Performance Indicators

FINANCIAL RATIOS As at 30 June 2020

Current Ratio

Current Assets 1,980,750 LESS: Restricted Current Assets (1,514,439) 466,311 = 0.9000 Current Liabilities 518,099 518,099 LESS: Liabilities Associated with restricted assets

This is ratio is designed to focus on the liquidity position of a local government that has arisen from past year’s transactions. The target for the above ratio should be at or above 1

Operating Surplus Ratio

Operating Revenue 5,613,672 LESS: Operating Expense (5,995,378) (381,706) = -8% Own Source Operating Revenue 5,009,866 5,009,866

Own Source Operating Revenue

Own Source Operating Revenue 5,009,866 5,009,866 = 84% Operating Expense 5,995,378 5,995,378

This ratio is the measurement of a local government’s ability to cover its costs through its own revenue efforts. The target to achieve an advanced standard is greater than 90% (0.90)

The above ratios do meet targets due to ongoing legal expenditure.

Western Metropolitan Regional Council Monthly Management Accounts June 2020

2. Debtors and Creditors Analysis

2.1 Top Ten Customers

TOP TEN CUSTOMERS - Jun 2020 Previous Ranking Name $ excl GST Period Month 1 City of Subiaco $69,243.06 Jun-20 1 2 Town of Claremont $36,214.58 Jun-20 2 3 Town of Mosman Park $26,891.06 Jun-20 3 4 Town of Cottesloe $25,676.84 Jun-20 4 5 West Tip Waste Management $21,036.96 Jun-20 5 6 Town of Mosman Park - Verge Valet $17,781.10 Jun-20 6 7 Shire of Peppermint Grove $6,688.88 Jun-20 7 8 SOLO Resource Recovery $3,388.80 Jun-20 - 9 West to West Group $2,858.91 Jun-20 - 10 City of Nedlands $2,167.92 Jun-20 10

TOP TEN CUSTOMERS - YEAR TO DATE Previous Ranking Name $ excl GST Period Month 1 City of Subiaco $1,499,861.19 Jul 19 - Jun 20 1 2 Town of Claremont $903,167.87 Jul 19 - Jun 20 2 3 Town of Mosman Park $712,857.85 Jul 19 - Jun 20 3 4 Town of Cottesloe $621,636.83 Jul 19 - Jun 20 4 5 Shire of Peppermint Grove $187,092.11 Jul 19 - Jun 20 5 6 Town of Cambridge $79,126.10 Jul 19 - Jun 20 6 7 Town of Mosman Park - Verge Valet $68,566.71 Jul 19 - Jun 20 7 8 LGIS - Insurance broking - WALGA atf LGISWA $53,797.54 Jul 19 - Jun 20 - 9 Cleanaway Pty Ltd $38,759.84 Jul 19 - Jun 20 8 10 West Tip Waste Management $38,149.31 Jul 19 - Jun 20 -

Western Metropolitan Regional Council Monthly Management Accounts June 2020

2. Debtors and Creditors Analysis (continued)

2.2 Debtors Age Analysis

AGED DEBTOR ANALYSIS As at 30 June 2020

Current ($) <1 Month ($) 1 month ($) 2 month ($) Older ($) Total ($) Member Councils City of Subiaco 76,167 0 0 0 0 76,167 City of Subiaco - Recycling 5,172 0 0 0 0 5,172 Town of Cottesloe 28,245 0 0 0 0 28,245 Town of Claremont 39,836 18,200 40,677 0 0 98,714 Town of Mosman Park 29,580 13,526 0 0 0 43,106 Town of Mosman Park - Verge Valet 19,559 17,216 0 0 0 36,775 Shire of Peppermint Grove 7,358 0 0 0 0 7,358 Total 205,918 48,942 40,677 0 0 295,537 70% 17% 14% 0% 0% 30%

Non-members Central Psychiatric Service 313 0 0 0 0 313 City of Nedlands 2,385 0 1,262 0 0 3,647 City of Perth 58 40 0 0 0 98 Davidson Projects Pty Ltd 539 0 0 0 0 539 Hancock Prospecting Pty Ltd 80 0 0 0 0 80 Landscapes for Life 622 0 0 0 0 622 Martin Cuthbert Landscapes 959 160 728 0 0 1,848 Methodist Ladies College 687 0 0 0 0 687 More Than A Mow 984 0 0 0 0 984 Presbyterian Ladies College 30 0 0 0 0 30 Project West 538 0 0 0 0 538 Riverview Flats Pty Ltd 160 0 0 0 0 160 Sir Charles Gairdner Hospital 2,052 0 0 0 0 2,052 SOLO Resource Recovery 3,728 0 0 0 0 3,728 Suez Recycling & Recovery Pty Ltd 1,889 361 661 0 0 2,911 The Claremont Gardener 120 0 0 0 0 120 Tidy Up 597 0 0 0 0 597 TLC - The Lifting Company 229 0 0 0 0 229 Town of Cambridge 120 0 0 0 0 120 Transpacific Cleanaway T/A Multiskip 1,212 0 0 0 0 1,212 UWA Campus Management 1,093 0 0 0 0 1,093 West Tip Waste Management 23,141 18,780 0 0 0 41,920 West to West Group 3,145 0 0 0 0 3,145 Total 44,679 19,341 2,651 0 0 66,671 67% 29% 4% 0% 0% 33%

Grand Total 250,596 68,283 43,329 0 0 362,207 69% 19% 12% 0% 0% 100%

Western Metropolitan Regional Council Monthly Management Accounts June 2020

2.3 Top Ten Suppliers

TOP TEN SUPPLIERS - Jun 2020 Previous Ranking Name $ excl GST Period Month 1 City of Rockingham $117,277.67 Jun-20 1 2 Perth Bin Hire $95,649.96 Jun-20 - 3 Craneswest (WA) Pty Ltd T/A Western Tree Recycl $70,908.60 Jun-20 - 4 Jones Day $55,361.33 Jun-20 2 5 West Tip Waste Management $30,665.00 Jun-20 - 6 D&M Waste Management $23,926.00 Jun-20 - 7 Mandalay Technologies Pty Ltd $23,337.00 Jun-20 - 8 Peter Ward $21,660.00 Jun-20 - 9 WA BOS Semi Trailer Equipment Pty Ltd $20,105.34 Jun-20 3 10 Dallcon $12,819.00 Jun-20 -

TOP TEN SUPPLIERS - YEAR TO DATE Previous Ranking Name $ excl GST Period Month 1 City of Rockingham $1,505,232.48 Jul 19 - Jun 20 1 2 Jones Day $788,883.27 Jul 19 - Jun 20 2 3 Perth Bin Hire $549,390.59 Jul 19 - Jun 20 3 4 Craneswest (WA) Pty Ltd T/A Western Tree Recycl $246,467.74 Jul 19 - Jun 20 4 5 West Tip Waste Management $188,668.38 Jul 19 - Jun 20 5 6 Peter Ward $177,313.36 Jul 19 - Jun 20 6 7 WA Fenceworks Pty Ltd. $108,780.00 Jul 19 - Jun 20 7 8 LGIS - Insurance broking - WALGA atf LGISWA $89,911.46 Jul 19 - Jun 20 8 9 JH Computer Services $58,808.19 Jul 19 - Jun 20 9 10 Statewide Security (WA) Pty Ltd $50,465.00 Jul 19 - Jun 20 10

Western Metropolitan Regional Council Monthly Management Accounts June 2020

2. Debtors and Creditors Analysis (continued)

2.4 Creditors Age Analysis

Aged Creditor Analysis As at 30 June 2020

Contact Current < 1 Month 1 Month 2 Months Older Total Access Cleaning Services 1,760 0 0 0 0 1,760 AIT Specialists Pty Ltd 139 0 0 0 0 139 Alexandra Bell 292 0 0 0 0 292 Anne Lake Consultantancy 5,450 0 0 0 0 5,450 Caltex Australia 136 0 0 0 0 136 Castrol 848 0 0 0 0 848 Churchill Strata Pty Ltd (Rent) 318 0 0 0 0 318 City of Rockingham (20) 0 0 0 0 (20) Claw Environmental Pty. Ltd. 275 0 0 0 0 275 Cleanaw ay Pty Ltd 253 0 0 0 0 253 Commandacom Pty Ltd 132 0 0 0 0 132 Community Resources Limited (Soft Landing mattress recy 2,532 0 0 0 0 2,532 Complete Office Supplies Pty Ltd 0 0 0 0 (113) (113) Cranesw est (WA) Pty Ltd T/A Western Tree Recyclers 39,433 0 0 0 0 39,433 D&M Waste Management 13,680 0 0 0 0 13,680 Department of Transport #39862744 991 0 0 0 (116) 875 Department of Water and Environment Regulation 272 0 0 0 0 272 Di Lena Metal Supplies 3,325 0 0 0 0 3,325 Docu-Shred 42 0 0 0 0 42 Forget Your Books Pty Ltd 767 0 0 0 0 767 Hecs Fire 363 0 0 0 (99) 264 HR Central 380 0 0 0 0 380 Iron Mountain AU Group Pty. Ltd. 168 0 0 0 0 168 JH Computer Services 9,216 0 0 0 0 9,216 Jones Day 2,429 14,778 0 0 0 17,207 Key2 Creative (Design) 4,257 0 0 0 0 4,257 LO-GO Appointments 4,513 0 0 0 0 4,513 Mandalay Technologies Pty Ltd 8,126 0 0 0 0 8,126 Marketforce Express 0 0 0 0 (697) (697) National Storage - Subiaco 225 0 0 0 0 225 People Sense 198 0 0 0 0 198 Perth Bin Hire 53,006 0 0 0 0 53,006 Peter Ward 21,193 0 0 0 0 21,193 Post New spapers 0 (600) 0 0 0 (600) Scott Printers 1,403 0 0 0 0 1,403 St John Ambulance Australia (Western Australia) 88 0 0 0 0 88 Synergy 921 0 0 0 0 921 WA BOS Semi Trailer Equipment Pty Ltd 18,141 0 0 0 0 18,141 WALGA 772 0 0 0 (567) 205 West Tip Waste Management 17,122 0 0 0 0 17,122 WesTrac 1,267 0 0 0 0 1,267 Wren Oil 347 0 0 0 0 347

Total 214,759 14,178 0 0 (1,592) 227,345 94% 6% 0% 0% -1% 100%

Western Metropolitan Regional Council Monthly Management Accounts June 2020

3. Treasury 3.1 Cash Invested

Investments As at 30 June 2020

Inve st Date Reserve Fund Maturity Amount Current Term Bank Maturity Gross No. Invested Date Invested Rate (da ys) Lodged Amount Interest

Investment 1 14/04/2020 Operations Reserve 13/07/2020 $195,098 1.13% 90 NAB $195,642 $544 Investment 2 14/04/2020 Development Reserve 13/07/2020 $473,827 1.13% 90 NAB $475,148 $1,320 Investment 14 18/05/2020 Operations Reserve 18/08/2020 $355,055 0.95% 92 Commonwealth $355,905 $850 Investment 16 3/03/2020 Operations Reserve 3/06/2020 $0 1.40% 92 Commonwealth $0 $0 Investment 17 9/03/2020 Operations Reserve 9/06/2020 $0 1.40% 92 NAB $0 $0 Investment 18 10/04/2020 Operations Reserve 10/07/2020 $87,699 1.10% 92 NAB $87,942 $243 Investment 19 22/04/2020 Operations Reserve 21/07/2020 $151,396 1.07% 91 NAB $151,800 $404 Investment 20 11/05/2020 Operations Reserve 11/08/2020 $251,364 1.00% 90 NAB $251,983 $620

Total Funds Invested $1,514,439

3.2 Cash Analysis

Cash Analysis As at 30 June 2020

30-Jun-20 31-May-20 Movement Reserves Operations Reserve 1,040,612 1,262,403 (221,792) Development Reserve 473,827 473,827 0 Total Reserves 1,514,439 1,736,231 (221,792)

Unrestricted Cash Commonwealth Cheque Account 74,114 89,683 (15,568) Total Unrestricted Cash 74,114 89,683 (15,568)

Total Cash 1,588,553 1,825,913 (237,360)

Western Metropolitan Regional Council Monthly Management Accounts June 2020

4. Capital Expenditure

STATEMENT OF INVESTING ACTIVITIES As at 30 June 2020

Month YTD Budget Revised YTD Actual Movement Jun 2019 Budget Land HHW area cover - Transfer Station 0 0 0 0 Total Land 0 0 0 0

Buildings Concrete Bays 12819 12819 12,820 12,820 HHW Carport Cover - Transfer Station 0 0 10,000 10,000 Total Buildings 12,819 12,819 22,820 22,820

Furniture & Equipment New Phone System - Admin Office 0 6,515 6,515 6,515 New Weighbridge Software 8,360 8,360 30,000 30,000 Furniture Items New Office 1,895 9,695 3,300 3,300 Total Office Furniture 10,255 24,570 39,815 39,815

Plant & Equipment Safety Equipment 0 0 8,000 8,000 Portable Water Stations 0 5,020 5,020 5,020 Total Property, Plant & Equipment 0 5,020 13,020 13,020

Infrastructure Replacement Fencing - Transfer Station 0 108,780 108,780 108780 Security Equipment 0 5,582 5,582 5582 HHW Plumbing for Carport Cover 0 0 6,000 6000 Total Infrastructure 0 114,362 120,362 120,362

Total Capital Expenditure 23,074 156,771 196,017 196,017

Western Metropolitan Regional Council Monthly Management Accounts June 2020

5. Revenue

Western Metropolitan Regional Council Monthly Management Accounts June 2020

6. Actual v Budget Expenditure

Budget v Actuals Summary WESTERN METROPOLITAN REGIONAL COUNCIL 1 Jun 2020 to 30 Jun 2020

Actual Budget Var AUD Var % YTD Actual YTD Budget Var AUD Var % Income Revenue 287,128 247,699 39,429 16% 5,625,177 5,408,108 217,069 4% Total Income 287,128 247,699 39,429 16% 5,625,177 5,408,108 217,069 4%

Less Operating Expenses Administration & Legals 196,668 149,358 47,310 32% 1,807,626 1,859,074 (51,448) -3% Comms & Ed 27,096 31,449 (4,353) -14% 369,852 381,816 (11,964) -3% Governance 10,405 11,394 (989) -9% 53,578 55,928 (2,350) -4% Transfer Station 300,243 319,633 (19,390) -6% 3,764,322 3,865,538 (101,216) -3% Total Operating Expenses 534,412 511,834 22,578 4% 5,995,378 6,162,356 (166,978) -3%

Net Profit (247,284) (264,135) 16,851 6% (370,202) (754,248) 384,046 51%

June Actual v Budget

320K 300K 280K 260K 240K 220K 200K 180K 160K 140K 120K 100K 80K 60K 40K 20K K Administration & Comms & Ed Governance Transfer Station Legals

Actuals Budget

Attachment 10.3A Account Transactions WESTERN METROPOLITAN REGIONAL COUNCIL For the period 1 May 2020 to 31 May 2020 Cash Basis

Date Description Reference Credit

Commonwealth Cheque Account 01 May 2020 Payment: Post Newspapers Advertisment 600.00 01 May 2020 Payment: Seek Limited Job ad 313.50 01 May 2020 Payment: Churchill Strata Pty Ltd (Rent) Water Levies 317.96 01 May 2020 Payment: Churchill Strata Pty Ltd (Rent) New keys 31.50 01 May 2020 Payment: Docu-Shred Docu shredding 41.80 01 May 2020 Payment: Post Newspapers Advertisment 660.00 01 May 2020 Payment: Mini-Tankers Australia Pty Ltd (Refueling Solutions) Fuel 1,503.23 01 May 2020 Payment: Post Newspapers Advertisment 660.00 01 May 2020 Payment: Post Newspapers Advertisment 660.00 01 May 2020 Payment: LGIS - Insurance broking - WALGA atf LGISWA Insurance 792.00 01 May 2020 Payment: Cannon hygiene Australia Pty Ltd Hand sanitisers 415.32 01 May 2020 Payment: West Tip Waste Management Haulage to landfill 15,675.00 01 May 2020 Payment: Allmakes Pty Ltd T/A Brandworx Hats for Recycling centre 931.92 01 May 2020 Payment: Mini-Tankers Australia Pty Ltd (Refueling Solutions) Fuel 118.29 01 May 2020 Payment: Alexandra Bell Staff Reimburse 87.51 01 May 2020 Payment: Australian Services Union John Cummins 51.80 01 May 2020 Payment: Key2Creative Advertisment 264.00 01 May 2020 Payment: Post Newspapers Advertisment 660.00 01 May 2020 Payment: Jones Day Legal Fees 34,592.15 02 May 2020 CBA Merchant Fees March 2020 338.30 04 May 2020 Super Choice Superannuation 1,019.46 07 May 2020 Payment: Craneswest (WA) Pty Ltd T/A Western Tree Recyclers Greenwaste Haulage April 32,236.91 07 May 2020 Payment: JH Computer Services IT 1,725.90 07 May 2020 Payment: Expressway Civic P/L Courter services 46.47 07 May 2020 Payment: JH Computer Services IT 330.00 07 May 2020 Payment: JH Computer Services IT 2,640.19 07 May 2020 Payment: Post Newspapers Advertisment 660.00 07 May 2020 Payment: Commandacom Pty Ltd Phones 47.50 07 May 2020 Payment: Cleanaway Pty Ltd Haulage 351.86 07 May 2020 Payment: Iron Mountain AU Group Pty. Ltd. Archive storage 167.64 07 May 2020 Payment: Perth Bin Hire Haulage 7,986.00 07 May 2020 Payment: PeopleSense Employee benefits program 396.00 07 May 2020 Payment: Forget Your Books Pty Ltd Financial consultant 495.00 07 May 2020 Payment: JH Computer Services IT 264.00 07 May 2020 Payment: Kool Kreative Design services 462.00 07 May 2020 Payment: Claw Environmental Pty. Ltd. Polystyrene 520.30 07 May 2020 Payment: JH Computer Services IT 2,640.19 07 May 2020 HR Central Software subscription 346.50 07 May 2020 Payment: City of Rockingham Tipping fees 64,962.15 11 May 2020 Wages Wages 39,550.87 11 May 2020 Synergy Electricity 276.78 12 May 2020 Super Choice Superannuation 9,489.27 12 May 2020 Payment: National Storage - Subiaco Storage 225.40 13 May 2020 Pentanet Internet 124.95 13 May 2020 Pentanet Internet 134.00 14 May 2020 Payment: Keith Swift Staff Reimbursement 74.78 14 May 2020 Payment: Perth Bin Hire Haulage 231.00 14 May 2020 Payment: WA BOS Semi Trailer Equipment Pty Ltd Trailer repair 11,620.21 14 May 2020 Payment: Perth Bin Hire Haulage 1,550.23 14 May 2020 Payment: West Tip Waste Management Haulage 1,617.00 14 May 2020 Payment: D&M Waste Management Haulage 12,670.90 14 May 2020 Payment: Commandacom Pty Ltd Phones 165.00 14 May 2020 Payment: Total Supplies Misc items RC 194.89 14 May 2020 Payment: City of Rockingham Tipping fees 65,346.15 14 May 2020 Payment: Key2Creative Design services 77.00 14 May 2020 Payment: Perth Bin Hire Haulage 42,300.37 14 May 2020 Payment: Bill Marchbank Waste Management Services Acting operations manager 770.00 14 May 2020 Payment: Covs Parts Pty Ltd Maintenance Trailers 335.50 14 May 2020 Payment: Jones Day Legal fees 17,601.68 14 May 2020 Payment: Total Supplies Misc items RC 126.72 14 May 2020 Payment: Wren Oil Oil disposal 247.50 14 May 2020 Payment: Community Resources Limited (Soft Landing mattress recycling) Mattress recycling 3,146.34 14 May 2020 Payment: West Tip Waste Management Haulage 15,675.00 14 May 2020 Payment: Access Cleaning Services Cleaning RC 770.00 14 May 2020 Payment: B Beckingham Staff Reimbursement 20.00 14 May 2020 Payment: Simply Uniforms Uniforms 274.01 14 May 2020 Payment: Black and White Taxi's Employee Travel expense 72.09 14 May 2020 Payment: Truck Centre (WA) Pty Ltd Volvo repair 2,632.07 14 May 2020 Payment: Perth Bin Hire Haulage 836.00 15 May 2020 TRANS FEES-0223033 (T) COMMBIZ FEES Bank fees 6.47 18 May 2020 Commonwealth Bank Bank fees 2.50 18 May 2020 Commonwealth Bank Bank fees 355,054.96 21 May 2020 Australian Taxation Office Jan-Mar BAS, April PAYG 45,437.00 21 May 2020 Payment: Myaree Crane Hire Building maintenance RC 281.35 21 May 2020 Payment: Bin Bath Bin cleaning 25.58 21 May 2020 Payment: Hosemasters Hose repairs 829.77 21 May 2020 Payment: Totally Workwear (Mt Hawthorn) Uniforms 476.97 21 May 2020 Payment: Specialized Cleaning Group PTY LTD Street sweeping 516.16 21 May 2020 Australian Taxation Office BAS May 45,438.00 21 May 2020 Payment: JH Computer Services IT 119.90 21 May 2020 Payment: More Than A Mow Mowing 520.00 21 May 2020 Payment: JH Computer Services IT 438.90 21 May 2020 Payment: Perth Bin Hire Haulage 3,710.70 21 May 2020 Payment: Heatley Sales Pty Ltd Misc items RC 89.41 21 May 2020 Payment: Heatley Sales Pty Ltd Misc items RC 24.12 25 May 2020 Wages Wages 38,527.15 26 May 2020 SuperChoice Superannuation 6,760.93 28 May 2020 Payment: Key2Creative Design services 462.00 28 May 2020 Payment: Key2Creative Design services 770.00 28 May 2020 Payment: Post Newspapers Advertisment 660.00 28 May 2020 Payment: Laura Monisse Staff Reimbursement 130.19 28 May 2020 Payment: City of Rockingham Tipping fees 64,919.48 28 May 2020 Payment: Key2Creative Design services 70.00 28 May 2020 Payment: Precision Fluid Power & Mech Services Trailer parts 1,140.70 28 May 2020 Payment: Heatley Sales Pty Ltd Misc items RC 131.85 28 May 2020 Payment: WesTrac Loader repair 2,465.00 28 May 2020 Payment: Key2Creative Design services 77.00 Total Commonwealth Cheque Account 973,254.15

Commonwealth Credit Card SF 06 May 2020 Deputy Software Time sheet software 18.43 08 May 2020 Zoom Video Communications Video comminucations 18.67 18 May 2020 Myaree Crane Hire Building maintenance 313.71 18 May 2020 direct 2 florist Flowers for staff bereavement 90.95 19 May 2020 Zoom Video Communications Video comminucations 56.00 22 May 2020 Miss Maud Catering 100.90 28 May 2020 Canva Design services 17.99 Total Commonwealth Credit Card SF 616.65

Commonweath Credit Card GF 08 May 2020 EG FuelCo Floreat Fuel 6.40 18 May 2020 Woolworths Office catering 7.75 Total Commonweath Credit Card GF 14.15

Total 973,884.95 Attachment 10.3B Account Transactions WESTERN METROPOLITAN REGIONAL COUNCIL For the period 1 June 2020 to 30 June 2020 Cash Basis

Date Description Reference Credit

Commonwealth Cheque Account 02 Jun 2020 CBA Merchant Fees 331.43 04 Jun 2020 Payment: Water Corporation Water Usage 905.19 04 Jun 2020 Payment: Synergy Electricity 274.19 05 Jun 2020 HR Central Software Subscription 396.00 08 Jun 2020 Payment: Forget Your Books Pty Ltd Financial Consultant 858.00 08 Jun 2020 Payment: Domain Catering Catering OCM June 445.00 08 Jun 2020 Wages Wages 38,485.85 08 Jun 2020 Payment: Melan Welhenage Office cleaning 220.00 08 Jun 2020 Payment: People Sense C200109 / 21582 198.00 08 Jun 2020 Payment: ABR Security Security 100.10 08 Jun 2020 Payment: Australian Services Union John Cummins 25.90 08 Jun 2020 Payment: Mini-Tankers Australia Pty Ltd (Refueling Solutions) Fuel 1,651.57 08 Jun 2020 Payment: City of Rockingham Haulage 60,956.91 08 Jun 2020 Payment: Perth Bin Hire Haulage 418.00 08 Jun 2020 Payment: Moore Stephens Financial services 1,100.00 08 Jun 2020 Payment: Claw Environmental Pty. Ltd. Polystrene 336.60 08 Jun 2020 Payment: Keith Swift Staff Reimbursement 76.14 08 Jun 2020 Payment: Hartac Sales and Distribution Saftey equipment 594.55 09 Jun 2020 Payment: Caltex Australia Fuel 41.89 09 Jun 2020 Caltex Australia Fuel 70.00 09 Jun 2020 Wages Wages 1,665.69 09 Jun 2020 SuperChoice Superannuation 6,674.88 12 Jun 2020 Payment: National Storage - Subiaco Storage 225.40 14 Jun 2020 Churchill Strata Pty Ltd (other) Rent 3,300.00 15 Jun 2020 Payment: Dallcon Building additions 14,100.90 15 Jun 2020 Payment: Peter Ward Legal Fees 2,633.40 15 Jun 2020 Payment: Craneswest (WA) Pty Ltd T/A Western Tree Recyclers Greenwaste haulage 38,566.26 15 Jun 2020 Payment: Fully Promoted Osborne Park- Embroid Me Beanies RC 324.50 15 Jun 2020 Payment: Cr Paul Shaw APR-JUN 2020 QTR member sittin 1,625.00 15 Jun 2020 Payment: Mandalay Technologies Pty Ltd Weighbridge 9,196.00 15 Jun 2020 Payment: Community Resources Limited (Soft Landing mattress recycling) Mattress recycling 1,125.52 15 Jun 2020 Payment: Stephanie Stroud APR-JUN 2020 QTR 1,625.00 15 Jun 2020 Payment: West Tip Waste Management Haulage 15,262.50 15 Jun 2020 Payment: D&M Waste Management Verge Valet 12,639.00 15 Jun 2020 Payment: Commandacom Pty Ltd Phones 39.39 15 Jun 2020 Payment: Perth Bin Hire Haulage 6,534.00 15 Jun 2020 Payment: WALGA Staff training 236.50 15 Jun 2020 Payment: Department of Local Government, Sport and Cultural Industries Greenwaste Lease 19/20 12,891.35 15 Jun 2020 Payment: Cr. Lorraine Young APR-JUN 2020 QTR 1,625.00 15 Jun 2020 Payment: Key2Creative Design services 693.00 15 Jun 2020 Payment: Workpower Inc. Haulage 277.20 15 Jun 2020 Payment: WA BOS Semi Trailer Equipment Pty Ltd Trailer parts 2,922.43 15 Jun 2020 Payment: West Tip Waste Management Haulage 1,347.50 15 Jun 2020 Payment: Cleanaway Haulage 206.91 15 Jun 2020 Payment: Perth Bin Hire Haulage 40,077.06 15 Jun 2020 Payment: Iron Mountain AU Group Pty. Ltd. Archive Storage 167.64 15 Jun 2020 Payment: Specialized Cleaning Group PTY LTD Street sweeping 1,032.32 15 Jun 2020 Payment: Pentanet Pty Ltd Internet 124.95 15 Jun 2020 Payment: Key2Creative Design services 1,496.00 15 Jun 2020 Payment: Haynes, Cr Bruce APR-JUN 2020 QTR 1,700.00 15 Jun 2020 Payment: Perth Bin Hire Haulage 1,668.70 15 Jun 2020 Payment: Cr Charles Hohnen APR-JUN 2020 QTR 3,425.00 15 Jun 2020 Payment: Commandacom Pty Ltd Phones 249.00 15 Jun 2020 Payment: Perth Bin Hire Haulage 280.50 15 Jun 2020 Payment: Hose Masters Hose repair 518.23 15 Jun 2020 Payment: Pentanet Pty Ltd Internet 134.00 15 Jun 2020 Payment: Hose Masters Hose repair 265.32 15 Jun 2020 Payment: Mandalay Technologies Pty Ltd Weighbridge 8,349.00 15 Jun 2020 Payment: Hecs Fire Fire equipment maintenance 999.90 15 Jun 2020 Payment: Sheridans Pty Ltd Name badges 42.85 15 Jun 2020 TRANS FEES-0223033 (T) COMMBIZ FEES Bank fees 5.01 18 Jun 2020 Payment: Heatley Sales Pty Ltd Saftey boots 137.03 18 Jun 2020 Payment: Perth Bin Hire Haulage 3,230.84 18 Jun 2020 Payment: Mini Tankers Fuel 1,745.39 18 Jun 2020 Payment: Heatley Sales Pty Ltd Misc 197.09 22 Jun 2020 Wages Wages 41,183.93 23 Jun 2020 SuperChoice Superannuation 7,127.02 23 Jun 2020 Australian Taxation Office BAS May 23,678.00 24 Jun 2020 SuperChoice Superannuation 1,698.37 25 Jun 2020 Payment: Keith Swift Staff reimbursment 50.00 25 Jun 2020 Payment: WA BOS Semi Trailer Equipment Pty Ltd Trailer repair 1,052.10 25 Jun 2020 Payment: Shire of Peppermint Grove Security monitoring 116.05 25 Jun 2020 Payment: Eustance, Elisabeth Staff reimbursment 75.93 25 Jun 2020 Payment: City of Rockingham Tipping fees 68,068.43 25 Jun 2020 Payment: Covs Parts Pty Ltd Repayment of Returned Funds 335.50 25 Jun 2020 Payment: Melan Welhenage Office cleaning May 250.00 25 Jun 2020 Payment: Total and Industrial Safety Ground maintenance 726.00 29 Jun 2020 Wages Wages 430.17 30 Jun 2020 Australian Taxation Office Apr-Jun 2020 BAS 10,907.00 30 Jun 2020 Payment: Jones Day Legal Fees 23,056.88 30 Jun 2020 Payment: Jones Day Legal Fees 20,633.54 Total Commonwealth Cheque Account 508,457.40

Commonwealth Credit Card SF 05 Jun 2020 Deputy Software Timesheet software 6.22 05 Jun 2020 Officeworks Stationary 4.14 08 Jun 2020 Brew-ha the Ritual Subiaco Office catering 4.00 08 Jun 2020 Farmer Jacks - Subiaco Office catering 6.99 10 Jun 2020 adobe systems pty ltd Sydney AUS Adobe sign 365.99 18 Jun 2020 Zoom Video Communications Video Communications 56.00 22 Jun 2020 Canva Design Services 17.99 29 Jun 2020 SQ Community Coffee Office catering 28.00 Total Commonwealth Credit Card SF 489.33

Commonweath Credit Card GF 10 Jun 2020 EG FuelCo Floreat Fuel 5.00 16 Jun 2020 Covs Parts Pty Ltd Misc 42.13 17 Jun 2020 Bunnings Wembley Misc 130.21 18 Jun 2020 Covs Parts Pty Ltd Misc 8.87 19 Jun 2020 EG FuelCo Floreat Fuel 5.00 22 Jun 2020 Bunnings Innaloo Misc 46.44 29 Jun 2020 EG FuelCo Floreat Fuel 5.00 Total Commonweath Credit Card GF 242.65

Master Card 30 Jun 2020 Bankwest Bank fees 99.00 Total Master Card 99.00

Petty Cash 25 Jun 2020 Earthwise Community Association Worms 10.00 25 Jun 2020 Australia Post Postage 42.00 25 Jun 2020 Farmer Jacks - Subiaco Office catering 22.20 25 Jun 2020 Office Works Stationary 75.48 30 Jun 2020 Farmer Jacks - Subiaco Office catering 6.00 Total Petty Cash 155.68

Total 509,444.06 Attachment 10.4A

Minutes AUDIT & RISK MANAGEMENT COMMITTEE MEETING (ARMC 2/20)

2 April 2020 Commencing at 5.00pm

via Video Conference instead of: City of Subiaco 241 Rokeby Rd Subiaco WA 6008

2/317 Churchill Avenue, Subiaco WA 6008 T 08 9384 4003 | E [email protected] | www.wmrc.wa.gov.au

CONTENTS 1. DECLARATION OF OPENING ...... 3 2. RECORD OF ATTENDANCE AND APOLOGIES...... 3 3. CONFIRMATION OF PREVIOUS MINUTES ...... 4 3.1 CONFIRMATION OF PREVIOUS MINUTES OF THE AUDIT AND RISK MANAGMEENT COMMITTEE MEETING ...... 4 4 REPORTS OF COMMITTEES AND OFFICERS ...... 5 4.1 SIGNIFICANT MATTERS IDENTIFIED BY THE AUDITORS: ASSET SUSTAINABILITY RATIO REPORT ...... 5 5 CONFIDENTIAL REPORTS ...... 9 6 GENERAL BUSINESS ...... 9 7 CLOSURE OF MEETING ...... 9 8 NEXT MEETING ...... 9

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

2 1. DECLARATION OF OPENING The Chairman Cr. Haynes declared the meeting open at 5.15pm. 2. RECORD OF ATTENDANCE AND APOLOGIES

Committee Member Cr. B Haynes Chairman Town of Claremont Cr. C Hohnen Member Shire of Peppermint Grove Cr. L Young Member Town of Cottesloe Cr. P Shaw Member Town of Mosman Park

Staff Mr. S Frodsham Chief Executive Officer WMRC Ms. A Bell Manager Finance & Governance WMRC Ms. A Christie Executive Assistant WMRC

Apologies Cr. S Stroud Member City of Subiaco

Visitors Cr. M Tucak Deputy Town of Cottesloe Libby Eustance Manager Communication & Education WMRC

Audit and Risk Management Committee Minutes 2 April 2020 3 3. CONFIRMATION OF PREVIOUS MINUTES

3.1 CONFIRMATION OF PREVIOUS MINUTES OF THE AUDIT AND RISK MANAGMEENT COMMITTEE MEETING

Minutes of the Audit and Risk Management Committee meeting which was held on 6 February 2020 were circulated previously under a separate cover and are included at Attachment 3.1A.

RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION

Moved: Cr. Hohnen Seconded: Cr. Young

3.1.1 The Audit and Risk Management Committee confirm the minutes of the WMRC Audit and Risk Management Committee meeting held on 6 February 2020 as a true and correct record.

CARRIED 4/0

Audit and Risk Management Committee Minutes 2 April 2020 4 4 REPORTS OF COMMITTEES AND OFFICERS

4.1 SIGNIFICANT MATTERS IDENTIFIED BY THE AUDITORS: ASSET SUSTAINABILITY RATIO REPORT

Responsible Officer: Finance and Governance Manager Date: 23 March 2020 Attachment: 4.1A WMRC Asset Sustainability Ratio 4.1B Letter from DLG

SUMMARY To present to the Audit Committee a report addressing significant matters identified by the auditor.

BACKGROUND In the 2018/2019 External Audit, Macri Partners found that the Western Metropolitan Regional Council has an Asset Sustainability Ratio (ASR) that has been well below Department standards for the last three years. Macri Partners identified this as a significant issue in its Audit Report dated 6 December 2019. Section 7.12A(4) of the Local Government Act 1995 states that a local government must prepare a report stating the intended action to address matters identified as significant by the auditor. The report must: • state what action the local government has taken or intends to take with respect to each of those matters. • give a copy of the report to the Minister within three months of the audit report being received by the local government; and • within 14 days of providing a report to the Minister, the CEO must publish a copy of the report on the local government’s official website. The WMRC responded to the above requirements in respect of the deficiencies in its ASR in a letter dated 24 February 2020. A letter was received from the Department of Local Government, Sport and Cultural Industries dated 17 March 2020 requesting that the Audit and Risk Management Committee and Council approve the ASR report and resubmit it to the Department of Local Government, Sport and Cultural Industries.

DETAIL

The Asset Sustainability Ratio The Asset Sustainability Ratio (ASR) indicates whether the WMRC is replacing or renewing existing non-financial assets at the same rate that its overall asset stock is wearing out and reaching the end of usefulness. The ASR measures expenditure on an existing asset to return the service potential or

Audit and Risk Management Committee Minutes 2 April 2020 5 the life of the asset up to that which it had originally. It is periodically required expenditure as it reinstates existing service potential it may reduce operating and maintenance costs. The calculation of the ASR is as per the below equation:

Capital Expenditure on Replacement of Assets (Renewals) ASR = Depreciation Expenditure

The ASR excludes expenditure on new or additional assets. Depreciation expense represents an estimate of the extent to which the assets have been consumed during that period. Measuring assets at fair value is critical to the calculation of a valid depreciation expense value. An asset revaluation is currently underway.

Required level of ASR The standard is met if the ASR can be measured and is 90 percent (or 0.90). A ratio over 90 percent indicates that a local government is likely to be sufficiently maintaining, replacing or renewing existing infrastructure assets as they reach the end of their useful lives. A ratio under 90 percent indicates that a local government is likely to not be sufficiently maintaining, replacing or renewing existing infrastructure assets as they are being depreciated. Insufficient capital expenditure on replacement of assets may create an ‘asset renewal backlog’ which may well result in a reduction in service levels and/or useful lives of assets. This in turn may create a burden on the WMRC’s member councils who will either incur financial costs to restore the asset or a convenience cost from not being able to fully utilise the asset.

ASR low in the three years to 2018-19 The WMRC’s ASR was well below the required 90 percent in the three years to 30 June 2019 owing to uncertainties about the strategic direction and future of the organisation. In large part these uncertainties were due to a major contractual dispute in relation to waste processing. The nature of the dispute necessitated that considerable funds be allocated to legal expense; and that capital expense be minimised in the event the WMRC became exposed to liabilities flowing from possible adverse outcomes of the dispute. The WMRC therefore deferred the replacement, renewal and maintenance of assets on an ‘as required’ basis in the three years to 2018-19. The following table shows the low extent of capital expenditure on replacement of assets and its effect on the ASR in the three years to 2018-19.

Annual Budget Asset Sustainability Ratio Total Capital Expenditure

2016-2017 0.04 $12,393

2017-2018 0.00 $0

2018-2019 0.25 $50,494

Action by Council - recovery of the ASR The strategic direction and the future of the WMRC has become far clearer. The extent of uncertainty in respect of the WMRC’s legal disputations were considerably reduced by a Supreme Court judgement in favour of the WMRC in August 2018; and a series of consultations with WMRC Member

Audit and Risk Management Committee Minutes 2 April 2020 6 Councils led to greater certainty about the strategic direction of the organisation. The developments clarified the operational environment for the WMRC to the extent that the organisation embarked on a new Strategic Community Plan which was approved by Council at the 3 October 2019 Ordinary Council Meeting. The greater certainty for the organisation provided the confidence necessary for Council to approve an increase in capital expenditure on replacement of assets in the 2019-20 budget. This step should restore the ASR well above the minimum required and acts to redress the shortfalls in capital expenditure identified by Macri and Partners in the 2018-19 Audit Report.

Annual Budget Asset Sustainability Ratio Forecast Capital Expenditure 2019-2020 108 $153,197

2020-2021 225 $283,000

2021-2022 208 $283,000

Depreciation Method With the development of a digitised asset register the WMRC has changed its depreciation method. Buildings continue to be depreciated via the straight-line method, but other assets are now depreciated via the diminishing value method. Both methods are approved by the Department of Local Government. Diminishing value means more depreciation occurs at the beginning of an asset’s life which more accurately represents the value and usefulness over time. This effectively decreases the amount of depreciation expense for the 2019-20 financial year. Council approval of the 2019-20 capital budget, all of which is allocated for asset renewal and replacement, should see the ASR outcome for this year well above the minimum standard.

Asset Management Planning A new WMRC Strategic Community Plan, Corporate Business Plan, Asset Management Plan and Long-Term Financial Plan have been developed and approved by Council in the past six months. I am pleased to report that the WMRC Asset Sustainability Ratio is not forecasted to drop below the minimum 90% standard in the next 10 years.

STATUTORY ENVIRONMENT Section 7.12A(4) of the Local Government Act 1995

CONSULTATION Nil

REPORT IMPLICATIONS Policy Implications Nil

Audit and Risk Management Committee Minutes 2 April 2020 7

Financial Implications Maintenance of the ASR has been addressed in the WMRC Corporate Business Plan 2020/21 – 2023/24. Strategic Implications Nil

COMMENTS Achievement and maintenance of the ASR will be addressed in the 2020/21 budget proposal.

VOTING REQUIREMENT Simple majority.

Moved: Cr. Hohnen Seconded: Cr. Shaw RESPONSIBLE OFFICER RECOMMENDATION AND COUNCIL RESOLUTION 4.6.1 The Audit Committee note the attached report and recommend that Council endorse it for provision to the Minister for Local Government and publication on the WMRC website.

CARRIED 4/0

Audit and Risk Management Committee Minutes 2 April 2020 8 5 CONFIDENTIAL REPORTS

6 GENERAL BUSINESS

7 CLOSURE OF MEETING The Chairman Cr. Haynes declared the meeting closed at 5.20pm. 8 NEXT MEETING

TBA

Audit and Risk Management Committee Minutes 2 April 2020 9 Attachment 10.4B

Attachment 10.4C

AUDIT PLANNING SUMMARY

WESTERN METROPOLITAN “Better Business REGIONAL COUNCIL People” YEAR ENDING 30 JUNE 2020

www.butlersettineri.com.au www.butlersettineri.com.au

Contents

THE PLANNING SUMMARY ...... 3 INTRODUCTION ...... 4 OUR AUDIT APPROACH ...... 7 BUSINESS OPERATIONS ...... 9 SIGNIFICANT RISKS AND AUDIT FOCUS AREAS ...... 9 AUDIT EMPHASIS AND SIGNIFICANT ACCOUNT BALANCES ...... 1111 COMPLIANCE WITH LAWS AND REGULATIONS ...... 12 GOING CONCERN AND ADVERSE FINANCIAL TRENDS ...... 1313 ACCOUNTING POLICIES ...... 13 INTERNAL AUDIT1314INTERNAL AUDIT ...... 13 MANAGEMENT REPRESENTATION LETTER1314MANAGEMENT REPRESENTATION LETTER ...... 13 RELATED PARTIES ...... 14 REPORTING PROTOCOLS ...... 14 SPECIFIC AUDIT REQUIREMENTS1415SPECIFIC AUDIT REQUIREMENTS ...... 14 YOUR AUDIT TEAM ...... 1515 PROPOSED AUDIT SCHEDULE ...... 1515 OTHER AUDIT ACTIVITIES……………………………………………………………………..…1615

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THE PLANNING SUMMARY This Summary of our Audit Plan explains our approach to the audit of the annual financial report.

In particular, this Summary includes:

1. Introduction 2. Our Audit Approach 3. Business Operations 4. Significant Risks and Audit Focus Areas 5. Audit Emphasis and Significant Account Balances 6. Compliance with Laws and Regulations 7. Going Concern and Adverse Financial Trends 8. Accounting Policies 9. Internal Audit 10. Management Representation Letter 11. Related Parties 12. Reporting Protocols 13. Specific Audit Requirements 14. Your Audit Team 15. Proposed Audit Schedule 16. Other Audit Activities If there are any matters in the Planning Summary that you would like clarified, please do not hesitate to contact us. There may be areas where you would like us to increase the audit focus. We would be pleased to discuss these to determine the most efficient and effective approach to performing this work.

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INTRODUCTION

Auditor General

Following proclamation of the Local Government Amendment (Auditing) Act 2017, the Auditor General is responsible for the annual financial report audit of Western Australian Local Governments.

The Act allows the Auditor General to contract out financial audits however by the year ending 30 June 2021 all Western Australian Local Government audits will become the responsibility of the Auditor General and Office of the Auditor General (“OAG”).

Contractor Appointment – Butler Settineri Audit (“BSA”)

BSA has been contracted by the Auditor General to perform the Western Metropolitan Regional Council financial report audit on the Auditor General’s behalf for the year ending 30 June 2020.

Our audit procedures will be conducted under the direction of the Auditor General, who will retain responsibility for forming the audit opinion and issuing the audit report to the Western Metropolitan Regional Council.

BSA is required to report any matter to the Auditor General which may affect the Auditor General’s responsibilities under the Auditor General Act 2006.

Responsibility of the Council and the CEO

It is important to note that:

1. Under the Local Government Act 1995 and associated regulations, the Council and the CEO are responsible for keeping proper accounts and records, maintaining effective internal controls, preparing the annual financial report, and complying with the Local Government Act and Regulations, and other legislative requirements.

2. Under the Local Government Act 1995 and associated regulations, the Council and the CEO have responsibility for maintaining internal controls that prevent or detect fraud or error and to ensure regulatory compliance. The Audit Committee and the Auditor General should be informed by management of any fraud or material errors. During the audit we will make inquiries with management about their process for identifying and responding to the risks of fraud, including management override. It should be noted that our audit is not designed to detect fraud, however should instances of fraud come to our attention, we will report them to you.

3. The Council and CEO are responsible for ensuring the accuracy and fair presentation of all information in its annual report, and that it is consistent with the audited annual financial statements. We do not provide assurance over your annual report. 4. An audit does not guarantee that every amount and disclosure in the annual financial report is error free. Also, an audit does not examine all evidence and every transaction. However, our audit procedures should identify errors or omissions significant enough to adversely affect the decisions of users of the annual financial report.

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Our audit is conducted in accordance with Australian Auditing Standards. Our aim is to provide reasonable assurance whether the annual financial report is free of material misstatement, whether due to fraud or error. We perform audit procedures to assess whether, in all material respects, the annual financial report is presented fairly in accordance with the Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Australian Accounting Standards.

The nature of the audit is influenced by factors such as:  the use of professional judgement  selective testing  the inherent limitations of internal controls  the availability of persuasive rather than conclusive evidence. As a result, an audit cannot guarantee that all material misstatements will be detected. We examine, on a test basis, information to provide evidence supporting the amounts and disclosures in the annual financial report, and assess the appropriateness of the accounting policies and disclosures used and the reasonableness of significant accounting estimates made by management.

Conflicts of Interest

We confirm we have completed our independence evaluation and are satisfied we do not have any actual or perceived conflicts of interest in completing the annual audit of the Western Metropolitan Regional Council on behalf of the Auditor General.

BSA’s approach is designed to: . Focus on key risks and financial areas; and . Add value to your business by providing constructive ideas for improving internal controls and on-going business systems The partner-led assurance service team is committed to meeting specific business needs by: . Working closely with you to get to know the business whilst maintaining independence; . Using the latest computerised systems and audit techniques; and . Conducting an in-depth review of financial records to enable identification of key areas where additional support and attention will improve the business. The audit will meet the statutory requirements under the Local Government Act 1995 and Regulations and will be carried out in accordance with the Australian Auditing Standards.

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We will carry out such work as is necessary to form an opinion as to whether the: a) Accounts of the Council are properly kept; and b) Annual financial report of the Council, i) Is prepared in accordance with its financial records; and ii) Represents fairly, in all material respects, the results of the operations of the Council for the year ending 30 June 2020 and its financial position at the end of the period in accordance with the Local Government Act 1995 (the Act) and, to the extent that they are not inconsistent with the Act, Australian Accounting Standards.

We will also include the following matters in the auditor’s report: a) Any material matters that in the opinion of the auditor indicate significant adverse trends in the financial position or the financial management practices of the Council; b) Any material non-compliance with Part 6 of the Act, the Local Government (Financial Management Regulations 1996 or applicable financial controls in any other written law; c) Details of whether information and explanations were obtained by the auditor; d) A report on the conduct of the audit; and e) The opinion of the auditor as to whether or not the asset consumption ratio and the asset renewal funding ratio included in the annual financial report are supported by verifiable information and reasonable assumptions. In addition to the standard audit structure, additional audit matters may be performed upon direction from yourself.

The attendance of at least one meeting per year of the Council’s audit and risk committee by a member of our audit team may also be carried out if required. The engagement partner and audit team will visit the Council’s offices during each stage of the audit and will be available for subsequent meetings at the Council’s request.

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OUR AUDIT APPROACH

Our audit approach comprises the following steps:

Pre-engagement activities  Legislative requirements of independence

Risk assessment procedures  Discussions with the management team and members of the audit committee  Review of key accounting systems and operations  Understand and evaluate control environment  Identify and assess risk  Identify significant accounts  Develop procedures to address risk and significant accounts

Audit procedures  Assess reliance on controls  Perform tests of control, analytical review procedures and tests of detail at transaction level

Completion and review  Completion procedures  Evaluation of audit evidence  Review format of the financial report  Verify balances and disclosures in the financial report, including the Notes

Reporting and communication  Form an opinion and provide opinion to OAG  Report to management and OAG

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Our audit approach involves assessing your overall control environment and understanding key business processes/cycles and internal controls relevant to the audit.

The level of testing will be dependent on our assessment of the risk in each business cycle. We plan to cover the following cycles:  Revenue  Expenditure  Payroll  Cash and Financing  Property, Plant, Equipment and Infrastructure

The extent of our reliance on controls, together with the materiality level, determines the nature and extent of our audit procedures to verify individual account balances.

Our audit will be split into two components as follows:

Interim audit This includes: 1. Understanding your current business practices 2. Understanding the control environment and evaluating the design and implementation of key controls and, where appropriate, whether they are operating effectively 3. Testing transactions to confirm the accuracy and completeness of processing accounting transactions, namely rates and grant revenue, expenditure and payroll 4. Clarifying significant accounting issues before the annual financial report is prepared for audit 5. An assessment of the implementation of new accounting standards

Final audit This focuses on verifying the annual financial report and associated notes, and includes: 1. Verifying material account balances using a combination of substantive analytical procedures, tests of details, substantiation to subsidiary records and confirmation with external parties 2. Reviewing the annual financial report and notes for compliance with the Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Australian Accounting Standards.

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BUSINESS OPERATIONS

The Western Metropolitan Regional Council (WMRC) is a progressive and innovative regional local government working on behalf of five member Councils located in Perth's Western Region: City of Subiaco, Town of Claremont, Town of Cottesloe, Town of Mosman Park and Town of Peppermint Grove.

The WMRC provides a broad range of services across the region including waste collection, treatment and disposal, waste recycling and re-use, waste management facilities and education and promotion. Working in partnership with member Councils and other stakeholders, the WMRC delivers local and scale projects across each of these areas for the beneﬁt of the region.

The Council uses Xero Accounting System. Our primary contacts at the Council are Stefan Frodsham (CEO) and Alex Bell (Deputy CEO).

SIGNIFICANT RISKS AND AUDIT FOCUS AREAS

Through discussions with your staff, we have identified the following issues and key areas of risk affecting the audit:

Details of Risk / Issue Audit Approach COVID-19 We will work with your management to minimise the risk for your staff and councillors, our staff, and to your operations, while completing audits in the best timeframe possible under the circumstances. This will likely involve more audit work being performed remotely rather than at your premises, and/or delaying audit work as and when unforeseen circumstances arise. Audit findings reported in the previous audit as We will follow-up the issues reported during the under: 2019-20 audit.  Journal entries not reviewed  Lack of review of monthly bank reconciliations  Asset Renewal Funding ratio not reported

Key changes to accounting standards that impact We will review management’s assessment of your entity for the first time this year: the impact of the new standards, determine whether, to the extent necessary, your entity  AASB 15 Revenue from Contracts with has applied the standards correctly, and Customers ensure the annual financial report complies New requirements for recognising revenue i.e. with the revised requirements of each when performance obligations are satisfied. standard. Critical elements that need to be satisfied: - Agreement between parties must create We intend to review management’s ‘enforceable’ rights and obligations assessment of the impact of these standards - Entity’s promise to transfer goods or services during our interim audit in April. needs to be ‘sufficiently specific’ to be able to determine when the obligation is satisfied.

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Details of Risk / Issue Audit Approach  AASB 1058 Income of Not-for-Profit Entities Applies to transactions of not-for-profit entities where the consideration to acquire an asset is significantly less than fair value principally to enable the entity to further its objectives. Whether income is recognised and its timing will depend on whether a transaction gives rise to a performance obligation, liability or contribution by owners. Transactions include those where an entity acquires or receives an asset in exchange for no consideration (i.e. cash grants, taxes and rates).  AASB 16 Leases For lessees the distinction between operating leases and finance leases has been removed and requires all leases (except short term leases and leases of low-value) to be recognised as lease assets and lease liabilities on the balance sheet. This will result in the grossing up of the balance sheet and higher expenses in the early years of the lease term. Lessor accounting remains similar to current practice (i.e. lessors continue to distinguish between operating leases and finance leases). Changes to Local Government (Financial We do not anticipate any significant impact on Management) Regulations that have been signalled your financial report for this year. by the Department of Local Government, Sport and Cultural Industries (DLGSCI):  None

We have identified the following areas that we We will review the accounting treatment and consider require additional focus during our 2019-20 disclosure processes during our interim and local government audits: final audits.  Related party disclosures  Revenue recognition  Unauthorised expenditure  Unrecorded liabilities and expenses  Fictitious employees  Revaluation of land & buildings  Right of Use of Land

The following annual financial report items are We will review the method and underlying data derived from accounting estimates and hence will that management and where applicable third receive specific audit attention: parties use when determining critical  Provision for annual and long service leave accounting estimates. This will include  Fair value of Property, Plant and Equipment considering the reasonableness of  Impairment of assets assumptions and corroborating  Useful lives of assets representations.

Important changes in management or the control None at this stage environment

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AUDIT EMPHASIS AND SIGNIFICANT ACCOUNT BALANCES

The table below lists those items in the Statement of Financial Position and the Statement of Comprehensive Income that are significant account balances, and our planned audit approach for these balances. When selecting significant account balances, we consider materiality, the nature of the balance, inherent risk and the sensitivity of disclosures.

2019 Audited Significant Account Audit Approach Balance $ Statement of Financial Position Cash and cash equivalents $2,159,821  Review internal controls and reconciliations  Verify year end balance through bank confirmations  Analytical review Receivables $253,295  Year end cut-off testing  Review subsequent receipts  Review provision for doubtful debts  Analytical review Intangibles $56,948  Assess whether carrying amounts approximate fair value  Review for impairment Property, plant, equipment $2,189,668  Review key processes/controls and infrastructure and  Verify asset additions and disposals intangible assets  Assess assets for impairment  Test items posted to construction in progress to assess appropriateness of expenses being capitalised  Assess whether carrying amounts approximate fair value  Where relevant, confirm balances to independent valuation reports Payables $337,128  Review of key processes/controls  Test for unrecorded liabilities  Year end cut off testing Provisions $228,286  Review the reasonableness of assumptions and calculations  Agree amounts to actuary/expert’s report  Analytical review

Statement of Comprehensive Income Operating grants, subsidies $1,116,576  Review of key processes and controls & contributions;

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2019 Audited Significant Account Audit Approach Balance $ Non-operating grants, $nil  Analytical review subsidies & contributions  Sample testing of transactions Fees and charges $3,932,331  Review of key processes and controls  Analytical review  Year end cut-off testing Interest received $57,942  Analytical review Other revenue $89,561  Analytical review  Sample testing of transactions Employee related expenses $1,477,413  Review of key processes and controls  Sample testing of transactions  Analytical review Materials and contracts $3,299,192  Review of key processes and controls  Sample testing of transactions  Analytical review Utilities $12,719  Review of key processes and controls  Sample testing of transactions  Analytical review Depreciation and $204,012  Review of management’s assessment of the useful amortisation lives of assets and assess reasonableness.  Analytical review Insurance and interest $57,840  Analytical review  Sample testing of transactions Other expenses $883,153  Review of key processes/controls  Sample testing of transactions  Analytical review

COMPLIANCE WITH LAWS AND REGULATIONS

Management is to ensure the entity complies with the Local Government Act 1995 (as amended), and the Local Government (Financial Management) Regulations 1996 (as amended).

We are required by the Local Government Act 1995 and Local Government (Audit) Regulations 1996 to test compliance with the Act and Regulation.

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GOING CONCERN AND ADVERSE FINANCIAL TRENDS

Auditing Standard ASA 570 Going Concern requires that we consider the appropriateness of the going concern assumption at the planning stage.

The Council, being a form of local government is backed by the state government; hence going concern assumption is deemed reasonable.

However, the auditor’s report, per the Local Government (Audit) Regulations 1996, is still required to disclose if there are any significant adverse trends in the financial position or financial practices.

Based on the 2019/20 Amended Budget, the Council is expecting a net deficit of $697,748 after non-operating grants and disposals. We further note that as at 30 June 2019, the council has a net current asset position of $1,867,081 of which $1,859,446 relates to restricted cash reserves and had non-current liabilities of $19,379.

The Council’s liability is significantly less than its total cash holdings. Hence it is reasonable to expect that the Council is able to pay off its liabilities when it becomes due and payable.

Hence the going concern basis of accounting is considered appropriate at planning stage.

ACCOUNTING POLICIES

The Council appears to be adopting all the recognition and measurement requirements of the applicable Australian Accounting Standards.

Three potentially major changes to accounting policies noted during the year as discussed under Significant Risks and Audit Focus Areas.

INTERNAL AUDIT

We seek to rely on internal audit work to reduce our own audit work wherever possible. This avoids duplication of audit effort and the associated workload on your operational and administrative staff. This year, no reliance is planned to be placed on internal audits as the Council does not have an internal audit function and no internal audits are conducted.

MANAGEMENT REPRESENTATION LETTER

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Our audit procedures assume that management expects to be in a position to sign a management representation letter. The proposed letter for this purpose is attached. This letter should be reviewed and tailored to meet your Council’s particular circumstances, and be signed and dated by the CEO as close as practicable to the date of the proposed auditor’s report. Ordinarily, this would be no longer than five working days prior to the issue of the auditor’s report. We will also be relying on the signed Statement by CEO in the annual financial report as evidence that they confirm that:  they have fulfilled their responsibility for the preparation of the annual financial report in accordance with the Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Australian Accounting Standards  they have provided us with all relevant information necessary or requested for the purpose of the audit  all transactions have been recorded and are reflected in the annual financial report.

RELATED PARTIES

Section 7.12AL of the Local Government Act 1995 applies section 17 of the Auditor General Act 2006 to a local government. Section 17 requires a local government to advise the Auditor General in writing of details of all related parties and entities that are in existence.

REPORTING PROTOCOLS

Significant issues identified during the course of the audit will be discussed with relevant staff and management as soon as possible after being identified. Draft management letters will be provided to your Deputy CEO for coordination of comments from appropriate members of your management. We request that these be returned as soon as you are able to. At the conclusion of the audit, the abovementioned management letter will accompany the auditor’s report and the audited annual financial report forwarded to the President, the CEO and the Minister for Local Government. The management letter is intended to communicate issues arising from the audit that may impact on internal control, compliance, and financial reporting. Where considered appropriate, and to ensure timely reporting of audit findings and action by management, interim management letters may be issued to the CEO. Interim management letters will be forwarded to the President and Minister with the auditor’s report.

SPECIFIC AUDIT REQUIREMENTS

We will discuss our requirements with your staff to facilitate a timely, efficient and effective audit. We will formally agree our information requirements and timeframes for the audit with your Deputy CEO and by using your staff to have various documents readily available when we perform our audit.

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Please note however that in several instances, particularly during our audit sampling at the interim visits, audit staff will need to retrieve some evidence themselves, rather than being given the evidence by your staff. This is essential for an independent audit.

YOUR AUDIT TEAM

Name Contact (08) 6557 7551 OAG Representative Suraj Karki [email protected] (08) 6389 5222 Marius van der Merwe Butler Settineri Director [email protected] (08) 6389 5222 Butler Settineri Audit Manager Robert Hall [email protected] (08) 6389 5222 Michael St John Butler Settineri Auditor [email protected]

Robert Hall will be your primary contact and will communicate progress and any emerging issues to you.

PROPOSED AUDIT SCHEDULE

See attached Audit Timetable.

OTHER AUDIT ACTIVITIES The OAG has recently completed or undertaking the following audits relevant to local government. Through these audits, OAG aims to identify good practice and opportunities for improvement. You may therefore wish to review these reports as they may have relevance to your local government. They are available at www.audit.wa.gov.au: • Controls over corporate credit cards (May 2018) • Timely payment of suppliers (June 2018) • Local Government procurement (October 2018) • Management of supplier master files (March 2019) • Records management in Local Government (April 2019) • Cloud application (software as a service arrangement) (May 2019) • Local Government building approvals (June 2019) • Project Management (June 2019)

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• Engaging consultants for strategic advice (June 2019) • Verifying employees identity and credentials (June 2019) • Fraud prevention in Local Government (August 2019) • Effective Fee-setting (December 2019) • Audit Result Report – Annual 2018-19 Financial Audits of Local Government Entities (March 2020) – This report summarises the results of 112 local government entities’ annual financial report audits for the year ended 30 June 2019. All but 5 auditor’s reports included clear (unqualified) audit opinions on the financial reports. The OAG reported 93 material matters of non-compliance with the Local Government Act 1995, Local Government (Financial Management) Regulations 1996, or other written law in 48 of our auditor’s reports. In addition, 823 financial management and control matters of varying significance were also reported to management in the management letters. In accordance with the Local Government (Audit) Regulations 1996, the OAG reported 106 ratios with adverse trends in the financial position of 72 LG’s.

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Attachment 10.4D CLIENT WESTERN METROPOLITAN REGIONAL COUNCIL

YEAR END 30 JUNE 2020

FRAUD RISK ASSESSMENT QUESTIONAIRE

In accordance with ASA 240 ‘The Auditor’s Responsibilities Relating to Fraud in an Audit of a Financial Report’ in order to assess the risk of material misstatement of the financial report we require managements assessment of fraud risk.

Kindly provide the following information and return the questionnaire to the requesting auditor.

Management’s assessment of the risk that the financial statements may be materially misstated due to fraud, including the nature, extent and frequency of such assessments.

An annual external audit confirms accounting treatments are compliant as part of finalising the annual financial statements. There are no contractual arrangements set; and no payments made to suppliers or staff; that are signed off by any one person. The budget cost estimates are subject to half yearly review which are approved by council. The Finance and Governance Manager reviews the monthly results with the CEO and other managers. No material misstatement in the financial statements has occurred due to fraud.

Management’s process for identifying and responding to these risks of fraud, including the specific risks of fraud that management has identified or impact on account balances, classes of transactions or disclosures for which a risk of fraud is likely to exist.

The Council’s financial systems, including procurement, are supported by documented policies and procedures which are regularly reviewed and updated where required. Annual interim audit assesses adequacy of internal controls across several financial activities including bank reconciliations, investment of surplus funds, purchases, payments, fees and charges, general accounting, IT controls, property, plant and equipment infrastructure. The Council annually ensures that it has adequate insurance cover for Corporate Practices Liability, Councillors and Officers Liability and Fidelity Guarantee.

Provide details of knowledge or suspicion of actual fraud and awareness of allegations of fraud.

No areas identified and no allegations were made against any staff.

Internal controls the Local Government has implemented to address the identified fraud risks.

Separation of duties; a reviewed suite of policies and procedures; and a complete review of all contracts and procurement practices has been made.

Your communication, if any, to employees regarding its views on business practices and ethical behaviour

The WMRC Code of Conduct specifies ethical behaviour and business practices expected from all staff and elected members. To date there have been no areas of concern identified by any staff or elected members.

Internal controls that the Local Government has implemented in order to prevent fraudulent payments from being made.

The Finance department has reviewed the rules and regulations surrounding procurement and has implemented changes to ensure compliance. Staff have been trained in these areas.

Except for the purchase of fuels and utilities, staff reimbursements and credit card expenditure, all expenditure requires a purchase order or a contract number.

There are no contractual arrangements set; and no payments made to suppliers or staff; that are signed off by any one person.

Does management or employees receive and pay expenses in cash of the Local Government and if so what Internal controls are in place to ensure that the cash is not misappropriated?

The only payments made in cash are petty cash payments. The petty cash is reconciled monthly by the Customer Services and Finance Officer and checked by the Finance & Governance Manager. Staff are aware that a receipt and change must be given to the Customer Services and Finance Officer or a Statutory Declaration must be completed and signed by an approved witness.

Does management receive remuneration based on the financial performance of the Local Government, i.e. profit / production incentives?

All staff, except for the CEO, are remunerated according to the level determined by the tasks on their position descriptions. The levels for senior members of staff was determined by an external HR Consultant which many years of experience in such matters to remove any potential fraud.

The band of remuneration of the CEO is set by the Salaries and Allowances Tribunal. The remuneration of the CEO within that set band may be reviewed by Council as part of the CEO’s annual performance review. The paperwork is prepared by an external HR Consultant and presented to council. Any changes to the CEO’s salary is decided upon and approved by Council and fits within the range determined by the Salaries and Allowances Tribunal.

Where those charged with governance differ from management (e.g audit committee) complete the following:

Your communication, if any, to those charged with governance regarding its processes for identifying and responding to the risks of fraud in the entity

The Audit and Risk Management Committee recommended to Council that the WMRC implement a formal Risk Management Policy which was completed in August 2019

How those charged with governance exercise oversight of your processes for identifying and responding to risks of fraud in the entity.

The Audit and Risk Management Committee review CEO and officer reports and make recommendations to Council.

Whether those charged with governance have knowledge of any actual, suspected, or alleged fraud affecting the entity.

No staff or elected member has knowledge of any actual, suspected, or alleged fraud.

Completed by Name Alexandra Bell Position Manager Finance & Governance

Date 22.7.2020 Signature

Auditor Comments:

Attachment 10.5A

MINUTES CHIEF EXECUTIVE OFFICERS’ ADVISORY COMMITTEE MEETING (CEOAC 03/2020)

21 May 2020 Commencing at 2:00 pm

Meeting held by e-meeting software (link under separate cover)

2/317 Churchill Ave, Subiaco, WA 6008 T 08 9384 4003 | E [email protected] | www.wmrc.wa.gov.au

CONTENTS 1. DECLARATION OF OPENING ...... 3 2. RECORD OF ATTENDANCE AND APOLOGIES ...... 3 3. CONFIRMATION OF PREVIOUS MINUTES ...... 4 4. MATTERS FOR CONSIDERATION ...... 4 4.1 Confidential Report – DiCOM Facility ...... 4 4.2 Resident Access Pass ...... 5 5. INFORMATION ITEMS ...... 5 5.1 WMRC Council Meeting Outcomes ...... 5 5.2 Verge Valet ...... 6 5.3 Bin tagging program ...... 6 5.4 Recycling Centre Passes ...... 7 5.5 Waste to Energy Tender ...... 7 5.6 Operations Report ...... 8 5.7 Communications and Education Report ...... 9 5.8 Financial Report ...... 10 5.9 Progress on CEOAC Recommendations ...... 10 6. GENERAL BUSINESS ...... 11 7. CLOSURE OF MEETING ...... 11 Next Meeting ...... 11

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

MINUTES 21 May 2020 2

1. DECLARATION OF OPENING Welcome and opening of meeting by the Chair of the CEOAC, Ms R Lavery at 2:07 2. RECORD OF ATTENDANCE AND APOLOGIES Member Position Council Ms R Lavery (Chair) Chief Executive Officer City of Subiaco Mr D Burnett (Deputy Chair) Chief Executive Officer Shire of Peppermint Grove Ms L Ledger Chief Executive Officer Town of Claremont Mr N Hartley Acting Chief Executive Officer Town of Cottesloe Visitors Position Council / Organisation Mr S Frodsham Chief Executive Officer WMRC Manager Communications & Ms L Eustance WMRC Education Mr K Swift Manager Operations WMRC

Leave of Absence Nil

Apologies

Ms C Bywater Chief Executive Officer Town of Mosman Park

MINUTES CEOAC Meeting 21 May 2020 3

3. CONFIRMATION OF PREVIOUS MINUTES Draft minutes from the CEOAC meeting held on 19 March 2020 are at Attachment 1.

OFFICER’S RECOMMENDATION

3.1 The minutes of the CEOAC meeting held on 19 March 2020 be accepted as a true and proper record of that meeting.

Moved: Don Burnett Seconded: Neil Hartley CARRIED 4:0

4. MATTERS FOR CONSIDERATION

4.1 Confidential Report – DiCOM Facility

The WMRC Chief Executive Officer will speak to the immediately previous confidential reports, emails and minutes which have been circulated to CEOAC members. The protocol followed is that all confidential and other information provided to WMRC Councillors is copied to CEOAC members.

The confidential reports, emails and minutes referred to above are not reproduced as an attachment to this agenda, but members are reminded they are:

• DiCOM Confidential Progress Report of 25 March 2020 dealt with at the WMRC Ordinary Meeting of 2 April 2020.

Members will be updated verbally on any new developments.

Answers to questions from members will be provided where possible.

OFFICER’S RECOMMENDATION

4.1.1 The verbal report of the WMRC CEO be noted.

Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

MINUTES CEOAC Meeting 21 May 2020 4

4.2 Resident Access Pass

Design and consultation work has progressed well on a West Metro Recycling Centre Residents’ Access Pass following previous WMRC Council resolutions to introduce:

• the pass if either Nedlands or Cambridge elect not to contribute towards the costs of waste treatment and recycling services provided to their residents; and • a $25/entry fee in the 2020/21 budget for residents using the West Metro RC without a pass.

At its committee meeting of 12 May, the City of Nedlands deferred discussing their officer’s recommendation not to impose a per household fee for resident access to the West Metro RC, instead opting for a further briefing session. The earliest the City of Nedlands will decide on whether to contribute towards the cost of services for their residents is therefore end-June. At the committee meeting, the CEO of the WMRC addressed Councillors and answered more than a few questions. Since the meeting we have prepared and issued Nedlands’ councillors with a WMRC briefing pack and offered tours of the West Metro RC.

In an email of 14 May, the CEO of the WMRC has indicated to each member of CEOAC the share of Nedlands’ costs (a total of $96,000 for recycling and waste treatment services) which their rate payers are bearing annually. CEOs may consider following up this information with the City of Nedlands directly.

OFFICER’S RECOMMENDATION

4.2.1 The CEOs of WMRC Member Councils consider making their positions on this matter known to the CEO of the City of Nedlands. An alternate recommendation was proposed 4.2.1 The report be noted

Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

5. INFORMATION ITEMS

5.1 WMRC Council Meeting Outcomes

WMRC held its most recent OCM on 2 April 2020. Apart from points noted earlier, the Council at the meeting approved: • the preparation of draft Waste to Energy tender documents; • a 2020/21 Fees and Charges schedule;

MINUTES CEOAC Meeting 21 May 2020 5

• The 2020/21 Annual Budget as presented; and • the latest ABS Estimated Resident Population (ERP) figures used to determine Member Council shares of fixed costs.

OFFICER’S RECOMMENDATION

5.1.1 The report be noted.

Moved: Liz Ledger Seconded: Neil Hartley CARRIED 4:0

5.2 Verge Valet

In discussion with the Town of Mosman Park and D&M Waste Management we are compiling a joint report into the first three months of the Verge Valet experience in Mosman Park. The report shows the continued high level of resident satisfaction with the service they have received and outlines the areas for ongoing improvement, including the continued need for resident education and communication; and dealing with illegal dumping. This report will be a useful base point to learn from the Mosman Park experience when introducing Verge Valet into other councils. The report also indicates that the service provision is forecast to come in at or below Mosman Park’s budget.

OFFICER’S RECOMMENDATION

5.2.1 The report be noted.

Moved: Don Burnett Seconded: Neil Hartley CARRIED 4:0

5.3 Bin tagging program

The bin tagging program took place in February and March and was curtailed by COVID- 19 restrictions. With 2/3rds of the project completed we can draw some useful conclusions which we will use in our ongoing education with residents. A report is attached at Attachment 2 The main points were: • although residents know the basics of what to put in their recycling bins, the changes from 2018 (lids off, no soft plastics etc.) do not seem to have been fully taken on board yet; • a significant percentage of bins presented are only partially filled, very few are overfilled; and • contamination in GO bins is very low.

MINUTES CEOAC Meeting 21 May 2020 6

Once current restrictions are lifted, we propose revisiting only those properties that had a high degree of contamination in their bins. This will allow us to access the remaining funding.

OFFICER’S RECOMMENDATION

5.3.1 The report be noted.

Moved: Liz Ledger Seconded: Neil Hartley CARRIED 4:0

5.4 Recycling Centre Passes

Some Member Councils have communicated their decisions on the quantity of Recycling Centre Passes (waste passes, often referred to as tip passes) that they will provide to their residents; and we are discussing final arrangements with others. These will be distributed with the Residents Access Passes (see item 4.2). Printing of the passes will be to the WMRCs account, distribution at Member Council cost.

OFFICER’S RECOMMENDATION

5.4.1 The report be noted.

Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

5.5 Waste to Energy Tender

WMRC Council at its April OCM approved the preparation of draft tender documents for a waste to energy service as an alternative to landfill for residual wastes. The contract will be strictly on a residual waste arising basis (i.e. no tonnage commitment). The WMRC intends to make its WtE service available to all municipalities across its central west metropolitan catchment area. A briefing on the principal features of the draft tender document will be provided by the CEO WMRC at the meeting.

OFFICER’S RECOMMENDATION

5.5.1 The report be noted.

Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

MINUTES CEOAC Meeting 21 May 2020 7

5.6 Operations Report

The West Metro Recycling Centre has remained open as an essential service throughout the Covid-19 crisis. A series of measures were implemented early to allow the facility to maintain services to member councils and the wider community. These included enhanced hygiene procedures, placement of hand sanitizers throughout the site, social distancing for staff and visitors, EFTPOS payments, wearing of appropriate PPE where required, plus weekly management contingency reviews to assess the continued effectiveness. Patronage well up The West Metro Recycling Centre is experiencing a sustained major increase in patronage. In the first three months of the year, patronage was up 90% compared with the same three months last year. An average of 80 carloads a day is now being received, up from around 15 two years ago. The quantity of resident material is experiencing a similar increase. Surveys demonstrate that the increase in patronage is evenly spread across the catchment area. Staffing Staff numbers remain the same as the last report. A new HR portal (HR Central) has been rolled out to each employee. This is a cloud-based resources compliance system. It offers employees access to policies and procedures, position descriptions and other vital documents pertaining to their position. It also alerts managers when an employee's training records are approaching expiry. Training The training matrix is currently under review to identify any potential gaps and areas for improvement. Training will be organized as required.

Licensing • A submission has been made to the DWER to amend our current operating licence, requesting permission to accept FOGO material (conversations have begun with City of Perth in relation to receival and handling of FOGO waste). • A submission has been made to the DWER to renew the Green Waste licence on the storage facility based off Brockway Road. Site • Plans are underway to erect a shelter over the HHW receival area. Works should begin within the next fortnight. • Plans are also underway to create two new receival bays, one will house C&D waste, a new waste stream being re-introduced to the recycling centre.

MINUTES CEOAC Meeting 21 May 2020 8

• Requests for quotation have been sought from 3 weighbridge software providers. Submissions closed on 13th May. WMRC expects to provide a much higher standard of waste reporting to Member Councils and other customers because of modernising its weighbridge software.

OFFICER’S RECOMMENDATION

5.6.1 The information be received.

Moved: Neil Hartley Seconded: Don Burnett CARRIED 4:0

5.7 Communications and Education Report

In line with the Program Report presented at a previous meeting of CEOAC, and restrictions imposed by the current situation, the communications and education team have or are in the process of: • Project managing the communications and other aspects of the Verge Valet service • Withdrawn all battery and globe recycling station from open public places • Running several waste education webinars and designing a program for future webinars • Briefing Member Council staff on the material and support available to them from the Plastic Free July Council package • Renewing/reviewing the equipment used in school incursions in anticipation of term 3 and 4 bookings In addition, the team continue to service the Recycling Hotline, create and circulate newsletters and social media material and provide an advisory service to Member Council officers in waste, communications and other allied areas.

OFFICER’S RECOMMENDATION 5.7.1 The information be received.

Moved: Liz Ledger Seconded: Neil Hartley CARRIED 4:0

MINUTES CEOAC Meeting 21 May 2020 9

5.8 Financial Report

The 2020/21 Annual Budget and Fees and Charges were accepted at the 2 April 2020 Ordinary Council Meeting and are included at Attachments 3 and 4. The WMRC is tracking very well to the current budget: • For March 2020, WMRC had an operating deficit of $202,264 compared to a budgeted deficit of $265,910 with a variance of $63,645. • As at 30 April 2020, Council had an operating deficit of $106,891 compared to a budgeted operating deficit of $255,810 with a variance of $148,919. • The year-to-date as at 30 April 2020 had an operating surplus of $9,254 compared to a budgeted operating deficit of $266,695 with a variance of $275,949. • As at 30 April, revenue for the year-to-date is 3.1% above budget owing to increased waste receivals and expenses are 2.4% below budget owing to good cost control. The new 7-day ordinary roster at the West Metro Recycling Centre has successfully increased opening hours by 24% for a 1.2% increase in employee costs. OFFICER’S RECOMMENDATION 5.8.1 The information be received.

Moved: Neil Hartley Seconded: Don Burnett CARRIED 4:0

5.9 Progress on CEOAC Recommendations

An updated table highlighting the status of all CEOAC recommendations through to May 2020 is provided at Attachment 5.

The table is presented at each CEOAC meeting with completed items being presented once.

OFFICER’S RECOMMENDATION

5.9.1 The report be noted.

Moved: Liz Ledger Seconded: Don Burnett CARRIED 4:0

MINUTES CEOAC Meeting 21 May 2020 10

6. GENERAL BUSINESS

7. CLOSURE OF MEETING 3:05

Next Meeting Thursday 16 July 2020, 14:00 hrs, at the Town of Mosman Park or electronically.

MINUTES CEOAC Meeting 21 May 2020 11

Attachment 10.5B

MINUTES CHIEF EXECUTIVE OFFICERS’ ADVISORY COMMITTEE MEETING (CEOAC 04/2020)

16 July 2020 Commencing at 2:00 pm

Meeting held by e-meeting software (link under separate cover)

2/317 Churchill Ave, Subiaco, WA 6008 T 08 9384 4003 | E [email protected] | www.wmrc.wa.gov.au

CONTENTS 1. DECLARATION OF OPENING ...... 3 2. RECORD OF ATTENDANCE AND APOLOGIES ...... 3 3. CONFIRMATION OF PREVIOUS MINUTES ...... 4 4. MATTERS FOR CONSIDERATION ...... 4 4.1 Confidential Report – DiCOM Facility ...... 4 5. INFORMATION ITEMS ...... 5 5.1 WMRC Council Meeting Outcomes ...... 5 5.2 Resident Access Pass ...... 5 5.3 Verge Valet ...... 6 5.4 Waste Passes ...... 6 5.5 Waste Plans Progress ...... 8 5.6 Waste to Energy Tender ...... 9 5.7 Operations Report ...... 9 5.8 Communications and Education Report ...... 10 5.9 Financial Report ...... 11 5.10 Progress on CEOAC Recommendations ...... 12 6. GENERAL BUSINESS ...... 12 7. CLOSURE OF MEETING ...... 12 Next Meeting ...... 12

WMRC Member Councils Town of Claremont | Town of Cottesloe | Town of Mosman Park | City of Subiaco | Shire of Peppermint Grove

MINUTES 16 July 2020 2

1. DECLARATION OF OPENING The Chair of the CEOAC, Ms R Lavery, opened the meeting at 2:04. 2. RECORD OF ATTENDANCE AND APOLOGIES Member Position Council Ms R Lavery (Chair) Chief Executive Officer City of Subiaco Mr D Burnett (Deputy Chair) Chief Executive Officer Shire of Peppermint Grove Mr S Stewert Dawkins (from A/Executive Manager Technical Town of Mosman Park 2:08pm) Services Ms L Ledger Chief Executive Officer Town of Claremont Visitors Position Council / Organisation Mr S Frodsham Chief Executive Officer WMRC Manager Communications & Ms L Eustance WMRC Education Mr K Swift Manager Operations WMRC

Leave of Absence Nil

Apologies

Ms C Bywater Chief Executive Officer Town of Mosman Park Mr N Hartley Acting Chief Executive Officer Town of Cottesloe

MINUTES CEOAC Meeting 16 July 2020 3

3. CONFIRMATION OF PREVIOUS MINUTES Draft minutes from the CEOAC meeting held on 21 May 2020 are at Attachment 1.

OFFICER’S RECOMMENDATION

3.1 The minutes of the CEOAC meeting held on 21 May 2020 be accepted as a true and proper record of that meeting.

Moved: Liz Ledger Seconded: Don Burnett CARRIED 3:0

4. MATTERS FOR CONSIDERATION

4.1 Confidential Report – DiCOM Facility

The confidential reports, emails and minutes referred to above are not reproduced as an attachment to this agenda, but members are reminded they are:

• DiCOM Confidential Progress Report of 26 May 2020 dealt with at the WMRC Ordinary Meeting of 4 June 2020.

Members will be updated verbally on any new developments.

Answers to questions from members will be provided where possible.

OFFICER’S RECOMMENDATION

4.1.1 The verbal report of the WMRC CEO be noted. Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

MINUTES CEOAC Meeting 16 July 2020 4

5. INFORMATION ITEMS

5.1 WMRC Council Meeting Outcomes

WMRC held its most recent OCM on 4 June 2020. Apart from points noted earlier, the Council at the meeting approved: • a Request for Tender for Waste to Energy services; • a $25 West Metro Recycling Centre per entry fee for residents of non-member councils to apply from I July 2020; • funding for the erection of storage bays for C&D waste and mulch at the West Metro Recycling Centre; • a WMRC submission to DWER on the review of the Waste Levy; • a WMRC submission to DWER on Waste Reforms for a Circular Economy; and • an extension of WMRC weighbridge services to include vehicle weighing for registration purposes.

OFFICER’S RECOMMENDATION

5.1.1 The report be noted. Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

5.2 Resident Access Pass

The Council of the WMRC approved the introduction of a $25 per visit entry fee at the OCM of 4 June for all residential customers who cannot prove that they live in a Member Council. Resident Access Passes (RAPs) serve as a proof of residence when the resident visits the West Metro Recycling Centre. The entry fee does not apply to commercial customers. The RAPs have been printed and delivered to all Member Councils for distribution with rates notices. Most Member Councils have also opted to include Waste Passes with the RAP (see item 5.4). Currently a driver’s licence is also being used as proof of residence to accommodate residents who rent their property and do not receive the RAP from their landlords. The situation will be monitored for abuse. FAQs have been provided to all customer service officers at Member Councils.

The RAP will only continue to be produced in future years if both the City of Nedlands and the Town of Cambridge do not elect to pay a small per household annual fee for their residents to use the Recycling Centre. If they do, around 90% of the residential users of the West Metro Recycling Centre will be from Councils which contribute to the services provided. The Town of Cambridge has indicated that a report on this matter recommending payment of the annual per household fee is to be presented to its Council this month. If they are to pay, the Town’s residents will be able to use the resident facilities

MINUTES CEOAC Meeting 16 July 2020 5

without paying an entry fee. There has been no further indication of likely outcome from the City of Nedlands.

OFFICER’S RECOMMENDATION

5.2.1 The report be noted. Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

5.3 Verge Valet

A report on the first three months of Verge Valet’s operation in Mosman Park has been written and presented to the Council of the Town of Mosman Park and of the WMRC. A copy is available upon request. Mosman Park has continued to fine tune the program in the light of the recommendations of the report. Resident acceptance of the service remains notably high: 80% prefer it to the traditional system, 11% are indifferent and 9% prefer the old system. Current best estimates of the cost to the Town of Mosman Park are for the collection and disposal cost to be close to the target $160,000 for the financial year (itself down from the $220,000 anticipated cost of the previous system). Estimated opt in rates for bulk waste is 34% and for green waste 28%. The estimated annual weight of bulk waste to be collected in Mosman Park is 222T and green waste 162T. This compares with 316T and 303T from 2018/19 according to DWER data here and represents a 30% and 46% decline in tonnages respectively. Verge Valet will form a useful addition to meeting the State Government waste avoidance target. The Town of Cottesloe will start providing the service as from 21 July. Booking are already being made. Each additional participating council triggers a 3.5% reduction on the collection costs which constitute 75% of the total cost in a single council operation.

OFFICER’S RECOMMENDATION

5.3.1 The report be noted.

Moved: S Stewert Dawkins Seconded: Liz Ledger CARRIED 4:0

5.4 Waste Passes

Work continues to simplify the provision and operation of waste pass (= tip pass or recycling centre pass) system concurrently with the introduction of both the new weighbridge software at the West Metro RC and the RAP. The changes in the provision of waste passes for 2020/21 compared to 2019/20 are listed below:

MINUTES CEOAC Meeting 16 July 2020 6

2019/20 2020/21 Price – bulk waste pass (MC) $40 Price – green waste pass (MC) $20 Format Numbered card pass Watermarked paper Included in RAP Validity - dates No end date For the FY only Acceptable amount of waste “one 4x6 or 1.2x1.8 1m3 – equivalent to a trailer” 4x6 trailer filled to 0.5m Type of waste Bulk waste pass can be used as part payment Availability of top-up passes Yes – variety of prices Yes – at MC price above (from office) (from site) Availability to non-Member Yes, at increased price No. Council residents Existing passes expire 31 December 2020. Proof of ownership requested None RAP or driver’s licence at site Availability of free passes by Member Council: • Claremont 1 bulk 1 green 1 bulk 1 green (with calendar) (with rates) • Cottesloe 2 bulk 2 green 1 bulk 1 green (from office for seniors only) (from office for seniors only) • Mosman Park none 1 bulk 1 green (with rates) • Peppermint 2 bulk 3 green 2 bulk 2 green Grove (from office) (with rates) • Subiaco none none

These simplifications remove the interaction with the Member Council offices for the provision of both free and top-up waste passes (except in the case of Cottesloe seniors) and the questionably legal practice of selling top-up passes at a profit. They also prevent private businesses using member Council-issued free tip passes except where they are directly servicing member Council residents. The numbers of free and top-up passes used will be tracked and reported. Member Council customer service officers have been provided with FAQs for clarification.

MINUTES CEOAC Meeting 16 July 2020 7

Further simplifications will be pursued for 2021/22 as facilitated by the new Mandalay weighbridge software.

OFFICER’S RECOMMENDATION

5.4.1 The report be noted.

Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

5.5 Waste Plans Progress

The WMRC has been progressing waste plan production with all five Member Councils. The current status is as shown below: Council Waste plan status as at early July 2020 Town of Claremont With ToC executive for signing prior to submission of V1 to DWER Town of Cottesloe Second draft received from DWER with minor comments “good to go up to Council for its approval and final submission to DWER” Town of Mosman Park V2 draft with DWER for feedback Shire of Peppermint Comments received from DWER on V1 draft Grove City of Subiaco Draft finalized, Waste Plan 2020-2025 in production for community consultation / council approval Western Metropolitan Draft V1 with DWER for feedback Regional Council

Part 1 of the plan provides the context/baseline against which Part 2; the Implementation Plan is developed. Councils to sign off on Part 2 of the Plan as this sets out how the local governments will deliver their services going forward (See Section 43(2) of the WARR Act 2007). It is up to the local government to determine if and how it presents the baseline information contained in Part 1 of the template to Councils for endorsement. The WMRC will provide a series of dot point describing the Waste Plan process and purpose for Member Council officers to consider including reports to their Council.

OFFICER’S RECOMMENDATION

5.5.1 The report be noted.

Moved: Liz Ledger Seconded: Don Burnett CARRIED 4:0

MINUTES CEOAC Meeting 16 July 2020 8

5.6 Waste to Energy Tender

WMRC Council at its 4 June OCM approved the release of a Request for Tender for a waste to energy service as an alternative to landfill for residual wastes. The RFT was advertised in the West Australian newspaper the following week on 11 June. The tender documents included a draft supply agreement drawn up by the WMRC’s lawyers. The contract will be strictly on a residual waste arising basis (i.e. no tonnage commitment) and no undertakings will be given about waste composition or calorific value. The WMRC intends to make its WtE service available to all municipalities across its central west metropolitan catchment area. The tender closed on Monday 13 July. WMRC expects to receive at least two tenders.

OFFICER’S RECOMMENDATION

5.6.1 The report be noted.

Moved: Liz Ledger Seconded: Don Burnett CARRIED 4:0

5.7 Operations Report

Business as usual for the transfer station amid uncertain times around COVID-19. Contingency plans remain in place and are reviewed on a weekly basis. Staffing Staff numbers remain the same as the last report. We will be advertising the position of Site Supervisor in coming weeks, a position held by the late John Cummins, and now currently being undertaken by George Fowler in an acting role. Training Recent training and health checks have included: • Hearing checks • Asbestos Awareness course Future Training booked in: • Front End Loader / Backhoe operator training July 17th • HHW training from WALGA August 6th Licensing • DWER has responded favorably so far with our request to begin accepting FOGO material. They have requested some additional supporting information which has been submitted for review.

MINUTES CEOAC Meeting 16 July 2020 9

• DWER has renewed the Green Waste licence on the storage facility based off Brockway Road. Site • The new shelter for the HHW receival area was erected in June. HHW items can now be dropped off and processed, sheltered from the elements. • Two new receival bays have been set up using concrete wall paneling. One bay is used to stockpile C&D waste (a new waste stream for the WMRC) and the other is being used to store mulch which is provided free of charge to member council residents. • The verge on Brockway and Lemnos has been landscaped to in greatly improving the visual aspect of the premises. Trees have been pruned / mulch laid, grass areas edged and some native planting completed. • A $25 entry fee for non-member council residents was introduced on 1 July 2020. • A modern, new Mandalay weighbridge operating system was introduced, going live on 1 July 2020. The new weighbridge system greatly improves reporting and operating efficiencies, including feeding data directly into the WMRC’s invoicing system. New Service WMRC’s new Construction and Demolition waste recycling services commenced in June 2020. The service reduces the cost to member councils of disposing of this material from $145 per tonne to $60 per tonne. Service procurement • The WMRC has a request for tender for Waste to Energy Services closing on Monday 13 July 2020 • The WMRC has a request for quotations for FOGO Processing Services closing on 20 July 2020.

OFFICER’S RECOMMENDATION

5.7.1 The information be received.

Moved: Don Burnett Seconded: S Stewert Dawkins CARRIED 4:0

5.8 Communications and Education Report

The review of the year’s activities undertaken by the team is attached at Attachment 2. A similar plan for the 2020/21 year will be presented at the next CEOAC meeting. The plan review shows that although the in-person events were all affected by the pandemic, the team has pivoted successfully to online provision of education material in a range of formats. The team has also produced a wide range of communications material.

MINUTES CEOAC Meeting 16 July 2020 10

The recycling hotline has continued to provide useful information to community members with over 2000 calls taken: • Mosman Park, Claremont and Subiaco residents were the most frequent callers, • Verge Valet and items taken at the West Metro Recycling Centre were the most frequent questions • Green waste and E-waste were the most frequent materials queried • 1.5% of queries could not be answered The team has worked very closely with Member Council officers through various projects including Verge Valet, Waste Plans, GO bins communications, resident access passes and waste passes, bin tagging and problem waste days.

OFFICER’S RECOMMENDATION 5.8.1 The information be received.

Moved: Liz Ledger Seconded: Don Burnett CARRIED 4:0

5.9 Financial Report

The WMRC did exceptionally well in the 2019-20 financial year: • For May 2020, WMRC had an operating deficit of $632,264 compared to a budgeted deficit of $881,232 with a positive variance of $248,967. • For June 2020, WMRC had a provisional operating deficit of $213,461 compared to a budgeted operating deficit of $267,260 with a positive variance of $53,798. • As at June 2020, Council had a provisional operating deficit of $332,335 compared to a budgeted operating deficit of $789,765 with a positive variance of $457,429. • As at 30 June, revenue for the year-to-date was provisionally 5.6% above budget due to additional throughput at the West Metro Recycling Centre and expenses are 16% below budget owing to good cost control. The 2019/20 revenue was 8% up on 2018/19 and expenses increased by 0.2%.

Note: these figures are subject to minor changes as this report written prior to June financial closure.

OFFICER’S RECOMMENDATION 5.9.1 The information be received.

Moved: Don Burnett Seconded: Liz Ledger CARRIED 4:0

MINUTES CEOAC Meeting 16 July 2020 11

5.10 Progress on CEOAC Recommendations

An updated table highlighting the status of all CEOAC recommendations through to July 2020 is provided at Attachment 3. All recommendations have been actioned apart from one on hold pending the resolution of the legal dispute with DiCOM.

The table is presented at each CEOAC meeting with completed items being presented once.

OFFICER’S RECOMMENDATION

5.10.1 The report be noted.

Moved: Liz Ledger Seconded: Don Burnett CARRIED 4:0 6. GENERAL BUSINESS

7. CLOSURE OF MEETING The meeting closed at 2:34

Next Meeting Thursday 17 September 2020, 14:00 hrs, electronically.

MINUTES CEOAC Meeting 16 July 2020 12

Attachment 10.7A

Delegations Register 2020

Date of last review by Council: 6 February 2020

Table of Contents

A. INTRODUCTION...... 3 1. Background to Delegations ...... 3 2. Requirements for Delegated Authorities ...... 3 3. Delegated Authority under the Local Government Act 1995 ...... 3 4. Delegation by Council to CEO ...... 3 5. Sub-delegation by CEO to an employee ...... 4 6. Sub-delegation by CEO to an employee under other legislation ...... 4 7. Acting Through ...... 4 8. Register of Delegations ...... 4 9. Record of Delegations ...... 5 10. Primary and Annual Returns ...... 5 11. This Delegations Register ...... 5 B. DELEGATIONS ...... 6 1. Appointment of Acting CEO ...... 6 2. Payments from Municipal and Trust Funds and transfer to and from Reserve Accounts ...... 7 3. Authorisation of Expenditure from Municipal and Trust Funds ...... 8 4. Power to Invest ...... 9 5. Discounts on Fees for Council Services ...... 10 6. Inviting Tenders and Determining Tender Evaluation Criteria ...... 11 7. Accepting Tenders ...... 12 8. Inviting Expressions of Interest and Determining Evaluation Criteria ...... 13 9. Execution of Documents ...... 14 10. Disposing of Property ...... 15

Page 2 of 16 A. INTRODUCTION

1. Background to Delegations

The aim of delegations is to assist with improving the time taken to make decisions within the constraints imposed by legislation. This is consistent with the WMRC’s commitment to efficiency and customer service.

A delegation is where a person or body is appointed to exercise a power or discharge a duty by the person who has the responsibility to exercise that power or duty. In exercising a delegated authority, such appointed person does so “on behalf” of the delegator.

2. Requirements for Delegated Authorities

There are two requirements for a delegation to be effective: • there must be a power to delegate; and • a power to be delegated must exist.

Power to Delegate The power to delegate must be contained within legislation. However, a legislative power to delegate only relates to the powers or duties under the Act which the delegated power is located.1

For example, the Local Government Act 1995 contains powers to delegate (as described below), however it is not possible to rely on this power of delegation, to delegate functions of local government under other legislation. For example, under the Bush Fires Act 1954 any delegation by a local government can only be delegated by the delegation provisions of that Act.

Power to be Delegated The power to be delegated must be able to be exercised by the person or body delegated that power. The power must also be contained in the same legislation as the associated power to delegate.

3. Delegated Authority under the Local Government Act 1995

The Local Government Act 1995 was introduced on 1 July 1996 and made significant changes to the way local governments’ conduct their business. Its general aim was to enable local governments to provide good open and accountable government to the community.

4. Delegation by Council to CEO

Section 5.42 of the Local Government Act 1995 provides the local government may delegate to the CEO the exercise of any of its powers or duties under the Act, subject to limitations in section 5.4. All delegations made must be by absolute majority.

Section 5.43 of the Local Government Act 1995 specifies the decisions which cannot be delegated by Council to the Chief Executive Officer. These are as follows: • any power or duty that requires a decision of an absolute majority or 75% majority of the local government; • accepting a tender which exceeds an amount determined by the local government; • appointing an auditor;

1 Government of Western Australia, Department of Local Government Delegations – Local Government Operational Guidelines - #17 Jan 2007

Page 3 of 16 • acquiring or disposing of any property valued at an amount determined by the local government; • any of the local government’s powers under sections 5.98, 5.98A, 5.99, 5.99A and 5.100 of the Local Government Act 1995; • borrowing money on behalf of the local government; • hearing or determining an objection of a kind referred to in section 9.5 of the Local Government Act 1995; • any power under section 9.49(4) of the Local Government Act 1995 to authorise a person to sign documents on behalf of the local government; • any power or duty that requires the approval of the Minister or the Governor; and • such other powers or duties that may be prescribed.

5. Sub-delegation by CEO to an employee

Section 5.44 of the Local Government Act 1995 allows for the Chief Executive Officer to delegate to an employee any of their powers or the discharge of any of their functions under the Act, other than their power of delegation.

Section 5.44(2) of the Act provides that the delegation to an employee is to be in writing and s.5.44 (3) states that the delegation shall be subject to any conditions imposed by the local government on its delegation to the Chief Executive Officer. Section 5.44(4) allows the CEO to place conditions on any delegations under this section.

6. Sub-delegation by CEO to an employee under other legislation

Under common law, sub-delegation is only permitted where it is expressly provided for in legislation. The Local Government Act 1995, expressly permits sub-delegation by a Chief Executive Officer, as outlined in paragraph 5 above.

Numerous pieces of legislation do not specifically refer to a power of delegation. For example, the Bush Fires Act 1954 does not provide for a CEO to delegate to another employee to exercise the powers delegated by council to the CEO under s.48 of that Act. Therefore, only the CEO may exercise the powers delegated by council to the CEO under that Act.

7. Acting Through

In addition to covering delegations, the Local Government Act 1995 introduces the concept of “acting through”. Section 5.45 of the Act states that in relation to delegations, nothing prevents a “local government from performing any of its functions by acting through a person other than the CEO” or “a CEO from performing any of his or her functions by acting through another person.” The Act does not specifically define the meaning of the term “acting through”. However, the key difference between a delegation and “acting through” is that a delegate exercises the delegated decision making function in his or her own right. The principal issue is that where a person has no discretion in carrying out a function, then that function may be taken through the “acting through” concept. Alternatively, where the decision allows for discretion on the part of the decision maker, then that function needs to be delegated for another person to have that authority.

8. Register of Delegations

Under s.5.46 of the Local Government Act 1995, the CEO is to keep a register of the delegations made to the CEO under s.5.42 and employees under s.5.44. Section 5.46(2) of the Act provides that at least once every financial year, delegations are to be reviewed by the delegator.

Page 4 of 16 9. Record of Delegations

Under s.5.46(3) of the Local Government Act 1995, delegates who are appointed under the Local Government Act 1995 are to keep a written record of each occasion on which they exercise the powers or discharge the duties delegated to them.

Regulation 19 of the Local Government (Administration) Regulations 1996, states that the record is to contain the following information: • how the person exercised the power or discharged the duty; • when the person exercised the power or discharged the duty; and • the person or classes of persons, other than council or committee members or employees of the local government, directly affected by the exercise of the power or the discharge of the duty. This delegations register identifies the relevant record of use for each delegation, to assist delegates in determining what information to record when exercising a delegation. Note, that there is only a specific requirement in legislation to keep a written record of the exercise of the delegation, where the delegation has been made and exercised under the Local Government Act 1995. However, for consistency, the same requirements should be followed for delegations made and exercised under other legislation.

10. Primary and Annual Returns

A person to whom a power is delegated under the Local Government Act 1995 is considered to be a ‘designated employee’ under s.5.74 (b) of the Local Government Act 1995 and is required to complete a primary return within three months of receiving a delegation. Annual returns are to be completed by 31 August in each year in accordance with s.5.76 of the Local Government Act 1995.

11. This Delegations Register

This delegations register: • details the related legislation where the power to delegate is derived from, along with the related legislation or documents confirming the power delegated; • states if the relevant delegation can be sub-delegated by the CEO to employees and if so who the delegations are sub-delegated to; • details in its appendix separate “one-off” delegations that have been made to the CEO directly from the local government; and; • will be reviewed in accordance with the Local Government Act 1995 on an annual basis.

Page 5 of 16 B. DELEGATIONS

1. Appointment of Acting CEO

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/authority delegated: Authority to appoint an officer in the role of Acting Chief Executive Officer, in the absence of a Chief Executive Officer.

Conditions: The appointment must be made in writing and is to be for a maximum period of four (4) weeks. The role of Acting Chief Executive Officer will assume all of the Authorisations and Delegations of the Chief Executive Officer, unless expressly written otherwise.

References: Sections 5.36, 5.39(1a) Local Government Act 1995 Regulation 18A(1)(b) Local Government (Administration) Regulations 1996

Power to sub-delegate: Yes - s.5.44 Local Government Act 1995 – a CEO may delegate to any employee of the local government the exercise of any of the CEO’s powers or the discharge of any of the CEO’s duties under the Local Government Act 1995.

Sub-delegated to: Not sub-delegated.

Record of use: Details of decisions made are to be recorded in writing and retained in the Council record keeping system, along with any evidentiary documents. Such records/documents must contain sufficient information to ensure that the requirements of Regulation 19 of the Local Government (Administration) Regulations 1996 are met.

Date Adopted: 02/12/2010

Last reviewed: 0706/02/2020

Page 6 of 16 2. Payments from Municipal and Trust Funds and transfer to and from Reserve Accounts

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/authority delegated: Regulation 12 Local Government (Financial Management) Regulations 1996. Authority to make payments from the municipal fund and trust fund. Section 6.11 Local Government Act 1995 This includes the transfer of funds to and from Reserve accounts as allowed for in the budget.

Conditions: All payments are to be authorised by two appropriately delegated officers – being the CEO and a sub-delegate; or two Category A sub-delegates; or a Category A and a Category B sub-delegate. References: N/A

Sub-delegated to: Group A: Manager Finance and Governance; Manager Communications and Education and Manager Operations. Group B: Executive Assistant. At the CEO’s sole discretion an employee acting in one of the above positions may be authorised to become a bank signatory should the need arise.

Date Adopted: 02/12/2010

Last reviewed: 06/02/2020

Page 7 of 16 3. Authorisation of Expenditure from Municipal and Trust Funds

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/authority delegated: Sections 6.7 and 6.9 Local Government Act 1995 Authority to authorise expenditure from the municipal fund and trust fund. Conditions: All purchases must be within budget allocation or through Council resolution; All purchases must be made in accordance with the WMRC’s adopted Purchasing Policy.

References: Purchasing Authority Limits from Section 6.8 Local Government Act 1995

Power to sub-delegate: Yes - Section.5.44 Local Government Act 1995 – a CEO may delegate to any employee of the local government the exercise of any of the CEO’s powers or the discharge of any of the CEO’s duties under the Local Government Act 1995.

Sub-delegated to: Those positions detailed in the Purchasing Authority Limits form.

Conditions of sub-delegation: Expenditure authorised must be within the limit detailed in the Purchasing Authority Limits form.

Date Adopted: 02/12/2010

Last reviewed: 06/02/2020

Page 8 of 16 4. Power to Invest

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/ authority delegated: Section 6.14(1) Local Government Act 1995 Authority to invest money held in the municipal fund or the trust fund of a local government that is not, for the time being, required by the local government for any other purpose may be invested as trust funds under the Trustees Act 1962 Part III.

Conditions: To comply with the Local Government (Financial Management) Regulations 1996 including Reg.19 – Management of Investments. All investments are to be authorised by two appropriately delegated officers.

References: WMRC Policy: Finance

Power to sub-delegate: Yes – s.5.44 Local Government Act 1995 – a CEO may delegate to any employee of the local government the exercise of any of the CEO’s powers or the discharge of any of the CEO’s duties under the Local Government Act 1995.

Sub-delegated to: Finance and Governance Manager; Manager Communications and Education and Operations Manager Record of use: Details of decisions made are to be recorded in writing and retained in the Council record keeping system, along with any evidentiary documents. Such records/documents must contain sufficient information to ensure that the requirements of Regulation 19 of the Local Government (Administration) Regulations 1996 are met.

Date adopted: 02/12/2010

Last reviewed: 06/02/2020

Page 9 of 16 5. Discounts on Fees for Council Services

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/ authority delegated: Section 6.12 Local Government Act 1995. Authority to provide up to a 10% concession on any fee for Council services.

Conditions: N/A

References: Fees & Charges as adopted by Council

Sub-delegated to: N/A

Date adopted: 02/06/2016

Last reviewed: 06/02/2020

Page 10 of 16 6. Inviting Tenders and Determining Tender Evaluation Criteria

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/ authority delegated: Section 3.57 Local Government Act 1995; and Regulations 11 to 24 Local Government (Functions & General) Regulations 1996 Authority to invite tenders in accordance with section 3.57 where: • there is a “discrete and identifiable” budget allocation provided by Council as part of their budget adoption or review; and • the value of the tender is not to exceed $1million (excluding GST). Authority to determine tender evaluation criteria, the form of contract and the Contract Superintendent in accordance with Regulation 14 where: • the value of the tender is not to exceed $1million (excluding GST); and • the criteria is to be in accordance with the Public Tenders Policy.

Conditions: N/A

References: Policy: Purchasing & Tenders

Sub-delegated to: Not sub-delegated.

Record of use: Details of decisions made are to be recorded in writing and retained in the Council record keeping system, along with any evidentiary documents such as relevant tender documentation. Such records/documents must contain sufficient information to ensure that the requirements of Regulation 19 of the Local Government (Administration) Regulations 1996 are met.

Date adopted: 02/12/2010

Last reviewed: 06/02/2020

Page 11 of 16 7. Accepting Tenders

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42. Section 5.43(b) Local Government Act 1995 – a local government cannot delegate to the CEO the power to accept a tender which exceeds an amount determined by the local government for the purpose of s.5.43(b).

Delegated to: Chief Executive Officer

Power/ authority delegated: Section 3.57 Local Government Act 1995 Regulations 11 to 24 Local Government (Functions & General) Regulations 1996 Authority to reject and accept tenders.

Conditions: A tender may only be accepted where the consideration involved does not exceed $100,000.00 (excluding GST) and the appropriate provision is made in the budget.

References: N/A

Sub-delegated to: Not sub-delegated.

Date adopted: 02/12/2010

Last reviewed: 06/02/2020

Page 12 of 16 8. Inviting Expressions of Interest and Determining Evaluation Criteria

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/ authority delegated: Regulations 20 to 24 Local Government (Functions & General) Regulations 1996 • Authority to invite Expressions of Interest in accordance with regulation 21, where the estimated value of the proposed purchase does not exceed $1million (excluding GST); and • Authority to determine appropriate expression of interest evaluation criteria.

Conditions: N/A

References: N/A

Sub-delegated to: Not sub-delegated

Record of use: Details of decisions made are to be recorded in writing and retained in the Council record keeping system, along with any evidentiary documents such as relevant expression of interest documentation. Such records/documents must contain sufficient information to ensure that the requirements of Regulation 19 of the Local Government (Administration) Regulations 1996 are met. Date adopted: 02/12/2010

Last reviewed: 06/02/2020

Page 13 of 16 9. Execution of Documents

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/ authority delegated: Section 9.49A (4) and (5) of the Local Government Act 1995 Authority to sign documents on behalf of the local government

Conditions: The Chief Executive Officer and senior employees are authorised to execute a document as a deed on behalf of the City where there is a requirement for the document to be executed as a deed; All employees are authorised to sign documents on behalf of the local government to all matters arising under delegated authority given by the Council under Section 5.42 of the Act; and generally as is necessary or appropriate in carrying out his or her function under the Act or under any written law, so long as they do so in accordance with WMRC Operations Policy: Execution of Documents and Use of Common Seal.

References: N/A

Sub-delegated to: Not sub-delegated.

Date adopted: 07/02/2019

Last reviewed: 06/02/2020

Page 14 of 16 10. Disposing of Property

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/ authority delegated: Section 3.53 (2) and (3 of the Local Government Act 1995 Authority to dispose of property in accordance with section 3.58 of the Local Government Act 1995

Conditions: The delegation is subject to: • the value of the property not exceeding $250,000; and • the disposal of any land and / or building assets being specified in the Annual Budget or Corporate Business Plan.

References: N/A

Sub-delegated to: Not sub-delegated.

Date adopted: 07/02/2019

Last reviewed: 06/02/2020

Page 15 of 16 11. Authority to Make, Vary and Discharge of Contracts Formed other than through a Public Tender

Delegated by: Local Government

Power to delegate: Section 5.42 Local Government Act 1995 – a local government may delegate to the CEO the exercise of any of its powers or any of its duties as specified in s.5.42.

Delegated to: Chief Executive Officer

Power/ authority delegated: Section 9.49B Local Government Act 1995 Authority to make, vary and discharge a contract in accordance with section 9.49B of the Local Government Act 1995

Conditions: The delegation is subject to the value of the contract not exceeding delegated purchasing authorities.

References: N/A

Sub-delegated to: Manager Operations, Manager Finance & Governance, Manager Communications & Education Record of use: Details of decisions made are to be recorded in writing and retained in the Council record keeping system, along with any evidentiary documents. Such records/documents must contain sufficient information to ensure that the requirements of Regulation 19 of the Local Government (Administration) Regulations 1996 are met.

Date adopted: 22/07/2020

Last reviewed: 22/07/2020

Page 16 of 16 Attachment 11.1A

Supporting managing waste wisely by establishing the WMRC as the key provider of waste communications and education services for member Councils, their communities, and other stakeholders in the western suburbs: Actual Activities Jul 19-Jun 20 Planned Activities for Jul 19-Jun Program area 20 as at Jul 2019 • Verge Valet rolled out in Mosman Park Jan 2020, monitored, reviewed, reported, and adapted 1.1 Verge waste project to • Verge Valet poised to go for Cottesloe December 2019. • Early discussions with Subiaco • Residents access pass (RAP) introduced from 1 July 2020 1.2 Recycling centre pass – work to • ‘free’ Waste Passes combined with RAP as decided by MCs start July 2019. • Top-up waste passes now available at site 1. Council 1.3 Council projects as required • Consulted with MC officers on production of draft Waste Plans. Two are ready to present to consultation/ relevant councils for adoption, others in the process of DWER acceptance support and joint 1.4 Mosman Park / Claremont / • rd planning/projects 3 bin comms delivered in Peppermint Grove Peppermint Grove 3rd (eg verge waste, • Matching collateral produced for all 5 MCs bin comms bin counting etc) 1.5 Ongoing meetings with MC staff • Meetings held with staff from each MC during August/September - at least 2 per Council per year • Second round of meetings postponed – COVID and ongoing higher level of contact 1.6 Problem waste days – 2 • Problem Waste day held in Subiaco - November • Problem Waste day March/April in Claremont postponed (COVID) • 70% of bin tagging program (WALGA-funded) delivered before COVID postponement. To be 1.7 Other completed spring 2020 • Verge Valet brochures and other collateral designed for Mosman Park and Cottesloe • Construction and demolition waste brochure delivered June 2020 2.1 Brochures - design and print x 4 • ‘Waste Matters for Local Governments’ delivered as slideshow, and brochures May/June 2020 2. Waste • Three Bin Superhero reduction & • Problem waste day - Subiaco recycling • Free mattress recycling advertising • Recycle Right this Christmas 2.2 Advertisements - 13 including social • Free mulch media, print media • Extended hours x 4 & online (media • Verge Valet x 4 (WSW and The Post) relations, website, • Residents Access Pass and Entry Fee newsletters etc) • Introduction of West Metro Recycling Centre Instagram and Facebook Page • Instagram reactivated. 2.3 Social media - ongoing • Facebook page likes up by 17% over year • Facebook volunteers group introduced • Full online education program is now live 2.4 Website - ongoing • Webinars posted on website enhancements (inc online education) • Verge Valet page for Mosman Park live and in preparation for Cottesloe • Redesign of hazardous and problematic waste pages underway • Monthly Word on Waste newsletters circulated with 2 special editions (total 14 newsletters) 2.5 Newsletters - approx 10 • Coordination of fortnightly bulletin for MCs • Enhanced signage for West Metro Recycling Centre commissioned and installed • Banners for West Metro RC installed 2.6 Other • ‘No Junk Mail’ stickers made available to all MCs • Garden Organics and Recycle Bin stickers made available to all MCs • Participation in 6PR radio live interview with associated online and media collateral • Celebrate Lake Claremont stall 3.1 Council events - 4 • Mosman Park Craft Fair stall • Others postponed (COVID) • Ace your Op Shopping with Steve 3.2 Specialist community events - 4 • High Rise Low Waste with Pam (Vol 1-4) • Others postponed (COVID) 3. Waste • Waste Watchers Workshop with Mosman Park Primary School management 3.3 General community education • Waste Watchers Workshop with North Cottesloe Surf Lifesaving community events - 6 (WWW1-6) • 6 Waste Watchers Webinars produced (COVID Special, Bin Basics, Compost+Wormfarms) education • Little Green Steps webinar (community and • North Cottesloe and Mosman Park Primary Council events, 3.4 Schools events - as requested • (out of area) Nedlands, Dalkeith and Swanbourne Primary specialist forums and courses, • Others postponed (COVID) • Total Green Recycling Tour facility tours 3.5 facility tours - 4 Recycling Hotline, • Others postponed (COVID) schools ) 3.5 Online toolkit development - 3 • 3 chapters delivered (DWER-funded) modules • Recycling Hotline staffed 5 days/week and took over 2000 calls. • Lunch+Learn talk at Stantec 3.6 Other • Others postponed (COVID) • Collaboration with Recycle Right in progress • Membership of Plastic Free July on behalf of MCs 4. Infrastructure • All recycling stations reskinned planning and 4.1 Review of public place battery • School battery collections withdrawn (safety reasons) provision etc collection in first 3 months • All recycling stations withdrawn (COVID) but being reintroduced July 2020 (including signage, Ongoing through year • New battery handling protocols put in place low waste events, • New MOU for hosting of a recycling station/battery collection point developed problem waste • Introduction of polystyrene and X ray recycling at West Metro Recycling Centre collection) • Introduction of sports equipment recycling (Fairgame) at West Metro RC 4.2 Other • Introduction of bottle top recycling • Introduction of bicycle tyre recycling 5. Representation • WMRR WA waste educators rep to and • CDS policy forum collaboration • WALGA Consistent Comms Collective with relevant • Chair of Waste Educators Networking Group bodies - WMRR, 5.1 Ongoing through year • FOGO working group rep WALGA, MWAC, • Submissions on circular economy, waste levy DWER, WAWA etc including policy advocacy and coordination

Attachment 11.2A

Total Waste Tonnes Waste Tonnes by Year Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total 2016 - 2017 2,017 1,960 2,429 2,168 2,403 2,208 1,845 2,094 2,486 2,271 1,786 1,784 25,451 Total Wa 2017 - 2018 1,761 1,880 2,484 2,608 4,295 3,836 3,705 2,334 1,707 2,461 1,987 1,733 30,791

2018 - 2019 1,632 1,721 1,786 2,083 1,926 1,753 1,731 1,959 1,787 2,026 1,541 1,452 21,397

2019 - 2020 1,685 1,778 1,878 2,525 1,782 1,966 1,877 1,895 2,286 2,427 2225 2264 24,588

Total Waste Tonnes 12000

10000

8000

6000

4000

2000

0 16-17 16-17 16-17 16-17 17-18 17-18 17-18 17-18 18-19 18-19 18-19 18-19 19-20 19-20 19-20 19-20 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Total Incoming Waste Tonnes by Waste Type for 2019-20 Waste Tonnes by Waste Type for 2019-20 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total 1 Member Council Waste Waste: Member Council Bulk 18 62 0 167 1 21 29 75 21 45 0 0 439 Waste: Member Council MSW 926 880 865 965 914 1,002 951 829 904 886 857 914 10893 Waste: Member Council Other 53 86 83 111 100 126 97 125 107 101 139 99 1227 Waste: Member Council Illegal Dumping 0 3 3 3 3 0 2 0 1 0 1 2 18 2 Domestic Waste Waste: Additional to Pass 3 3 0 0 1 2 0 2 1 1 1 0 14 Waste: Bootload 55 44 43 52 43 91 81 63 77 81 74 66 770 Waste: Member Council Resident 33 30 28 28 20 32 33 23 21 34 23 23 328 Waste: Sand and Rubble 4 4 3 3 6 3 3 8 6 5 2 3 50 Waste: Small Trailer 43 52 45 60 50 64 60 56 59 60 42 52 643 3 Commercial Waste Waste: Commercial MSW 136 129 169 241 126 151 134 129 137 124 131 130 1737 Waste: Non-member Council MSW 0 1 1 1 0 1 1 1 2 0 0 1 9 Waste: Non-member Council Resident 1 1 0 2 2 2 6 1 2 2 1 0 20 4 Member Council Greenwaste Greenwaste: Member Council 43 43 58 95 72 50 61 76 73 65 139 76 851 Greenwaste: Member Council Bulk 74 85 77 344 88 119 68 54 100 216 35 84 1344 Greenwaste: Member Council GO 101 114 130 171 135 113 120 178 217 259 263 266 2067 5 Domestic Greenwaste Greenwaste: Member Council Resident 31 34 26 28 21 26 39 25 20 29 33 22 334 Greenwaste: Small Trailer 32 36 33 38 44 34 51 50 65 78 68 57 586 Greenwaste: Additional to Pass 0 0 0 0 0 0 0 3 1 0 0 0 4 6 Commercial Greenwaste Greenwaste: Commercial 84 61 53 56 57 37 55 57 54 59 309 368 1250 Greenwaste: Non-member Council Bulk 14 71 223 123 19 11 14 65 311 235 0 0 1086 Greenwaste: Transfer Fee 10 12 15 14 15 11 15 11 19 12 18 10 162 Greenwaste: Non-member Council Resident 1 0 1 1 0 0 1 0 0 0 0 0 4 7 Recycling and Problematic Waste Problematic Waste: Asbestos 8 6 5 3 4 5 5 6 5 10 5 8 70 Recycling: Mattresses 11 13 10 13 8 13 17 15 15 17 8 11 151 Recycling: Tyres 2 5 4 4 4 8 4 4 7 4 2 3 51 Recycling: Degassing Appliances 2 3 3 2 2 5 3 2 3 2 3 3 33 Recycling: Transfer Fee 0 0 0 0 48 39 24 22 27 29 28 22 239 11 Verge Valet Verge Valet: Member Council Waste 0 0 0 0 0 0 3 8 21 22 18 23 95 Verge Valet: Member Council Greenwaste 0 0 0 0 0 0 1 7 9 51 25 21 114 Month Totals 1,685 1,778 1,878 2,525 1,782 1,966 1,877 1,895 2,286 2,427 2225 2264 24,588 Cumulative Month Totals 1,685 3,460 5,338 7,861 9,642 11,608 13,485 15,382 17,668 20,023 22,249 24,513 Attachment 11.3A ATTACHMENT 11.3A - Progress on WMRC Resolutions as at 29 July 2020

Key: Red – resolution not yet commenced. Orange – resolution underway. Green – resolution complete

DATE ITEM TITLE COMMENT

OCM 10.9.2 The resident access pass be introduced at the West Metro Recycling Centre from 1 Complete 6 February 2020 July 2020 in the circumstance that either City of Nedlands or Town of Cambridge decline to participate.

10.10.3 An amended Council Policy 5 – Sitting Fees be submitted for the approval of Complete Council at the April 2020 OCM.

OCM 15.1.2 The CEO be authorised to spend up to $5,000 on a concrete bay for stockpiling of Complete. The storage bay was erected, 2 April 2020 construction and demolition waste. and the C&D waste recycling service commenced in June 2020.

15.1.3 The CEO be authorised to spend up to $30,000 on new weighbridge management Complete software.

OCM 16.2.1 Council approve the WMRC releasing an RFT for waste to energy services. Complete. The tenders received are 4 June 2020 currently under evaluation.

10.6.1 Council by absolute majority pursuant to section 6.16 of the Local Government Act Complete. The Non-resident Entry Fee 1995, adopt a Non-Resident Entry Fee of $25 inclusive of GST per visit for the was introduced on 1 July 2020. Financial Year 2020-21. 10.7.1 Council approve an increase of $7,820 in the 2019-20 capital budget for the Complete. The storage bays were purposes of erecting two waste storage bays at the West Metro Recycling Centre. erected, and the C&D waste recycling service commenced in June 2020.

10.9.1 The CEO submit the feedback contained in this [Circular Economy] report to DWER Complete on behalf of the WMRC and its Member Councils.

1 10.10.1 Council by absolute majority pursuant to section 6.16 of the Local Government Act Complete 1995, adopt Public Vehicle (tare weight) Fee of $30 inclusive of GST per weigh for the Financial Year 2020-21.

10.11.2 Council by absolute majority pursuant to section 6.16 of the Local Government Act Complete 1995, adopt a Bicycle Tyre Fee of $3.50 incl GST per tyre and $5.00 per single tyre on the rim for the Financial Year 2020-21.

SCM 9.1.1 That Council by absolute majority pursuant to section 6.16 of the Local Complete. New schedule of fees and 19 June 2020 Government Act 1995, confirm the adoption of the Fees and Charges included as charges activated on 1 July 2020. Attachment 9.1A

9.2.3 Council, pursuant to the provisions of section 6.2 of the Local Government Act Complete. 1995 and Part 3 of the Local Government (Financial Management) Regulations 1996, adopt the Municipal Fund Budget.