Minutes for the 634Th Ordinary Council Meeting 18 October 2017

SHIR E OF NAREMBEEN

th Confirmed Minutes for the 634th Ordinary Council Meeting 18 October 2017

Our Mission: A rural community working together to create a great place to live, attain a safe, healthy and creative environment, which achieves sustainable and innovative development and economic opportunities.

Our Values: Respect, Inclusiveness, Fairness & Equity, Communication

COUNCIL CALENDAR Date Time Meeting Monday 30th October 2017 5.00pm Special Council Meeting Thursday 2nd November 2017 6.00pm Electors Meeting Wednesday 15th November 2017 2.30pm Ordinary Council Meeting Wednesday 20th December 2017 2.30pm Ordinary Council Meeting Wednesday 15th February 2018 2.30pm Ordinary Council Meeting

WEDNESDAY 18TH OCTOBER MEETING PROGRAMME 1.00pm Audit Committee Meeting 1.30pm Afternoon Tea with Student Councillors & Teachers – NDHS 2.00pm – 2.15pm Shire Councillor/Student Councillor Discussion Time 2.30pm Ordinary meeting of Council 6pm Council Dinner (Partners invited)

MEETING GUESTS Student Councillors & Teachers – Narembeen District High School

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 1 of 142 Contents

1.0 Opening & Welcome ...... 3 2.0 Attendance & Apologies ...... 3 3.0 Declarations of Interest ...... 3 4.0 Announcements ...... 3 4.1 Application for Leave of Absence ...... 3 5.0 Public Question Time & Deputations ...... 3 6.0 Minutes from Previous Meetings ...... 4 7.0 Status Report ...... 4 8.0 Reports ...... 11 8.1 Manager Environment Health/Building ...... 11 8.2 Works Manager ...... 12 8.3 Building Supervisor ...... 14 8.4 Chief Executive Officer ...... 16 8.5 Executive Manager Corporate Services ...... 53 9.0 Councillor Reports – Including Other Councillor Business ...... 131 10.0 Urgent Business as Permitted by Council ...... 132 11.0 Date, Time & Place of Next Meeting ...... 142 12.0 Closure ...... 142 13.0 Certification of Meeting Minutes...... 142

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 2 of 142 MINUTES

Shire of Narembeen Ordinary Council Meeting Wednesday 18th October 2017, commencing at 2.30pm

1.0 Opening & Welcome

2.30pm - The Shire President welcomed everyone to the meeting and declared the meeting open.

The Shire President acknowledged the final Council meeting for Cr S Padfield, Cr S Parsons and Cr R DeLuis and thanked Cr G DeLuis for 12 years of service, Cr S Parsons for 8 years of service and Cr S Padfield for 31 years of service to the Narembeen community. 2.0 Attendance & Apologies Attendance

Councillors Cr Rhonda Cole Shire President - Presiding Person Cr Gina DeLuis Member Cr Syd Parsons Member Cr Bevan Thomas Member Cr Kellie Mortimore Member Cr Bill Cowan Member Cr Stephen Padfield Member Cr Amy Hardham Member

Staff Mr Chris Jackson Chief Executive Officer Miss Bonnie Cole Executive Manager Corporate Services Mr Arthur Cousins Works Manager (present for report to Council) Mrs Sheree Thomas Community & Economic Development Officer (minute taker)

Apologies Klint Stone

Approved leave of absence Nil

3.0 Declarations of Interest

Nil

4.0 Announcements

4.1 Application for leave of absence

Nil

5.0 Public Question Time & Deputations (15 min)

Nil

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 3 of 142 6.0 Minutes of Previous Meetings

6.1 Confirmation of Minutes of Ordinary Meeting of Council

6.1.1 Confirmation of Minutes

Confirmation of Minutes from the Shire of Narembeen Ordinary Meeting held on Wednesday 20th September 2017.

RECOMMENDATION:

That the Minutes of the Meeting of the Shire of Narembeen held Wednesday 20th September 2017 be confirmed as a true and accurate record of the proceedings.

COUNCIL RESOLUTION

MIN 6511/17 MOTION - Moved Cr. R DeLuis 2nd Cr. B Thomas

That the minutes of the meeting of the Shire of Narembeen held Wednesday 20th September 2017 be confirmed as a true and accurate record of the proceedings.

CARRIED 8/0 6.1.2 Business Arising Business Arising from the Minutes of the Shire of Narembeen Ordinary Meeting held Wednesday 20th September 2017. Nil

7.0 Status Report

RECOMMENDATION:

That the Status Report for October 2017 be received.

COUNCIL RESOLUTION

MIN 6512/17 MOTION - Moved Cr. K Mortimore 2nd Cr. B Cowan

That the Status Report for October 2017 be received.

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 4 of 142 SHIRE OF NAREMBEEN - STATUS REPORT For October 2017 Council Meeting

Minute Minute Date File No Subject Minute Item Comments Status Staff Member Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen No. Allocation

6026/15 19-Aug-15 33 Thomas That Council authorise the Chief Executive Officer to commence the process of selling 33 Thomas Property settled and now in Ongoing CEO/EMCS Street Street, Narembeen, for non-payment of rates by, auction or private sale. Should the property not Shire's name. sell within twelve months from the date of advertising, Council authorise the Chief Executive Officer to have the property transferred into the Shire’s name.

6134/16 17-Feb-16 ADM535 Kondinin and Road Widening's/Land Resumption: Cramphorne - Approved Ongoing CEO Cramphorne 1. That Council make an offer of $1,250 per hectare in exchange for the resumption of land into the Kondinin - Approved Roads land Kondinin Narembeen Road and the Cramphorne Road reserves from the above property owners, acquisitions as well as the rerouting of the Merredin Road land resumption. Awaiting approval for issue of 2. That staff continue the process of amalgamation of land from these property owners in to the new titles. road reserve with the West Australian Planning Commission with the completion of the required Form 1A Application for Approval of Freehold or Survey Strata Subdivision.

6275/16 21-Sep-16 ADM541 Repeal By That Council commence the 8 year Local Law Review process in accordance with Section 3.16 of Revised Local Laws to be Ongoing CEO Laws and the Local Government Act 1995 and authorise the Chief Executive Officer to give public notice as prepared. Review of required. Local Law

6339/16 21-Dec-16 ADM461 Directional That Council approve the concept for new signage and request the staff investigate the location On hold pending funding. On hold CEO/CED Signage - Cnr options before proceeding. Longhurst St & Latham Road Reason for Change: Council want to ensure the signs are placed in the best possible location which may not be all at the intersection of Latham Road and Longhurst Street.

6356/17 15-Feb-17 ADM591 Grain Item to lay on the table until March Meeting. On hold following advise Ongoing CEO Discovery REASON FOR CHANGE: The draft lease agreement had a number of changes required on received regarding the Centre & it. potential sale of the building. Roadhouse Lease

6360/17 15-Feb-17 ADM171 Integrated That Council: Completed Strategic Plan to Ongoing CEO Planning & 1. Commence a major review of the Shire of Narembeen Integrated Planning and be presented to Council for Reporting Reporting (IPR) including the strategic community plan. endorsement at October 2017 (IPR) 2. Approve that the review is to include a Council workshop, community survey, a meeting. community meeting and regular updates in ‘From the Chief”. 3. Approve the following timeline: Completed Corporate • March 2017 - Councillors/staff workshop Business Plan to be presented • April 2017 - Community survey “letter drop” to Council for endorsement at • June/July 2017 - Community workshop November 2017 meeting. • March/December 2017 - Regular updates in “From the Chief” • October 2017 - draft updated Integrated Planning and Reporting documents presented • November 2017 - Council to adopt updated Integrated Planning and Reporting Documents • Updated Integrated Planning and Reporting Documents advertised

5 of 142 4. Engage Caroline Robinson to assist with the community consultation and preparation of the updated documents. Minute Minute Date File No Subject Minute Item Comments Status Staff Member No. Allocation 6387/17 15-Mar-17 ADM8 Secondary That Council:- Application process underway. Ongoing CEO Freight Route 1. Supports up to Phase 5 of the Secondary Freight Route Project ("Project") with Regional

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen Project Development Australia (Wheatbelt) seeking funding through the Federal Governments 'Building Better Regions Fund'. 2. Support the required co-contributions for the Project to originate from MRWA allocations to the Wheatbelt South and Wheatbelt North Regional Road Groups or any other funding source. 3. Should the allocation referred to in 2. above not be forthcoming, Council consider an allocation in the Shire of Narembeen's 17/18 Budget for up to $20,000, with the final amount dependent upon the required co-contribution and assuming that no other sources of funding are identified (i.e. worst case scenario).

6404/17 19-Apr-17 ADM058 Estate of W That Council; Caveats on properties have Ongoing CEO Jones 1. Proceed with legal advise to issue a notice pursuant to section 26 of the Uncollected Goods Act been lodged with Landgate to Paul Jones directing that he remove the goods and aircraft left by the deceased Walter Jones at the hangar at the Narembeen Airstrip within one month of the date of the notice or that we will seek an order in the Magistrates Court to sell or dispose of the goods and aircraft 2. Request that Repacholi Aviation be requested to remove all items from the aircraft hangar at the Narembeen Airstrip and or discuss entering into formal negotiations for lease of the hangar. 3. Not proceed with any further action on clean-up of Lot 2 Latham Road, Narembeen. 4. Lodge caveats on 5 Doreen Street Narembeen and Lot 2 Latham Road Narembeen for unpaid rates and request that staff commence the process of recovery in accordance with section 6.64 of the Local Government Act.

NA 19-Apr-17 Central Discussion held at April 2017 meeting to place this onto the Status Report. Included in 17/18 budget. Ongoing CEO/CED Churchill St Council's direction will be required in relation to the future development of the area currently Garden/Shade occupied by the Apex Cake Stall Shed and timber pergola structure in Churchill St Precinct Project

6422/17 17-May-17 ADM466 Currall Street - That Council:- Report presented to the Superseded CEO/CEDO Streetscape 1. Accept the quote for services from Zana Sheary, Arboricultural Consultant, Paperbark September 2017 meeting. See Item 6501/17 Plan Technologies Pty Ltd to undertake a Tree Survey Report of trees along Currall Street, to Verge development to be be included in the 17/18 budget. progressed. 2. Following point 1 above, obtain quotes from suitable consultants to develop a Verge Plan for Currall Street that would be included in the 2017/2018 budget considerations. 3. Staff to investigate funding options for the project.

NA 17-May-17 NA Fox Baiting Cr Cowan - could Shire do promotion to encourage residents to bait foxes responsibly? 1080 Accreditation Workshop Completed CEO/CEDO held Wed 4th Oct 17.

NA 17-May-17 NA Roads Cr Padfield - could we look at the Narembeen South Road from Mt Walker Rd to Cemetery - Currently being investigated. Ongoing CEO/WM making it a 7m seal. 6 of 142 Minute Minute Date File No Subject Minute Item Comments Status Staff Member No. Allocation 6347/17 21-Jun-17 ADM500 Narembeen 1. Approve entering into a Licence to Use and Occupy Corridor Land Agreement with Brookfield Refer Motion 6498/17 Superseded CEO Townsite Rail Pty Ltd for the purpose of the construction of the Narembeen Townsite Project that realigns

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen Project Fricker Road with Latham Road (Public Road) and Fricker Road with Soldiers Road as per the attached draft agreement; subject to the CEO seeking advice from WALGA and potential consulting negotiators (if required) on the form of the agreement and that minor amendments to the document can be made, the finalised map of the area clearly defining the licensed area is included and if major amendments are proposed that the matter be presented back to Council for approval. 2. Approve that with amendment subject to point 1. the common seal be affixed to the agreement and be signed by the Shire President and the Chief Executive Officer. 3. Approve that the new section of Road be named Latham Road as it will replace the existing section of Latham Road and that Soldiers Road would then intersect with Fricker Road after crossing the new rail crossing.(refer attached plan marked in yellow)

6441/17 21-Jun-17 Narembeen Staff engage a qualified consultant to examine the use of the gas in the Narembeen Recreation To be investigated. Ongoing CEO/EMCS Recreation Centre and provide a full report back to Council. Centre

6459/17 19-Jul-17 ADM467 Lease of That Council instruct the CEO to investigate a new lease that deals with issues such as rent, area Discussion commenced with Ongoing CEO Crown Land – of space used and utility charges, as well as other matters that may arise. Mr Repacholi. Avon Location 21952, Reserve 18080 Narembeen Airfield

6461/17 19-Jul-17 ADM616 Water That Council enters into a Memorandum of Understanding with the Water Corporation and the Signed MOU received. Staff Ongoing CEO Corporation Department of Water to become a Waterwise Council. to formulate Shire of Waterwise Narembeen Waterwise Action Council Plan Program

6471/17 19-Jul-17 NA Future Project - Council create a working group and instruct staff to commence a feasibility study on a combined First meeting held. Ongoing CEO Combined Turf tennis, hockey synthetic surface. Cr. Thomas, Cr. Cole, Cr. Padfield and Cr. DeLuis plus members Field of the clubs be part of the Working Committee. 7 of 142 Minute Minute Date File No Subject Minute Item Comments Status Staff Member No. Allocation 6478/17 16-Aug-17 ADM044 Animal That Council resolves to:- Letter sent to Chair of Joint Ongoing CEO/EHO Environment 1. Accept the correspondence from the Chair of the Joint Standing Committee on Delegated Standing Committee on

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen Nuisance Local Legislation, The Honourable Ms Emily Louise Hamilton MLA in relation to the Shire of Narembeen Delegated Legislation. Law 2016 Joint Animal, Environment and Nuisance Local Law 2016; Standing 2. Undertake the requirement to delete subclauses 3.9(c) and 4.12(1) and that the subclauses of Committee clause 2.15 is reformatted from subclause 1(b)(iii) to (1)(c) and subclause 1(b)(iv) to (1)(d) as Response provided in ATTACHMENT A and any such consequential amendments arising from the Requiring an undertakings be completed within six months of the date of the letter of ATTACHMENT A or longer Amendment to as approved by the Chair of the Joint Standing Committee on Delegated Legislation if so requested the Local Law by Council and giving good cause; 3. Undertake the following requirements being: a) that until clause 3.9(c) is deleted, a notice will be posted on the Shire's website next the Shire of Narembeen Animal, Environment and Nuisance Local Law 2016 alerting residents to the error and the fact that the Commonwealth now regulates this field through a licensing system; b) that the Shire of Narembeen Animal, Environment and Nuisance Local Law 2016 will not be enforced in a manner contrary to the undertakings given in as detailed in ATTACHMENT A; c) that where the Shire of Narembeen Animal, Environment and Nuisance Local Law 2016 is made publicly available in hard copy and/or electronic form, it shall be accompanied by a copy of the Councils commitment to the undertakings. d) that Shire of Narembeen will furnish a copy of the minutes of this Ordinary Meeting of Council dated 16 August 2017 to the Joint Standing Committee on Delegated Legislation where the Council of the Shire of Narembeen has resolved to provide these undertakings; 4. Authorise the Chief Executive Officer to: a) Provide Council the report that addresses the preparation of a future Shire of Narembeen Amendment Animal, Environment and Nuisance Local Law 2016; and b) Advise the Chair of the Joint Standing Committee on Delegated Legislation of the Shire of Narembeen commitment to the required undertakings as stated in this Council Resolution.

6483/17 16-Aug-17 ADM617 Lot 16240 That the item lay on the table pending State budget implications and Shire of Narembeen budget No action required. CEO Narembeen implications. Property not to be leased in the current condition. Item to lay on the table. South Road (Pony Club Reason for Change: Council are concerned about the budget constraints given reductions in Grounds) funding and the unexpected costs of some projects.

6498/17 20-Sep-17 ADM500 Narembeen The Chief Executive Officer to continue to discuss the Licence Agreement between the Shire of Legal discussion commenced CEO Townsite Narembeen and Arc Infrastructure, previously Brookfield Rail with Civic Legal, LGIS, Main Roads with Arc Infrastructure, formally Project and other parties with a view to presenting a revised agreement to Arc Infrastructure for Brookfield Rail. WALGA consideration prior to being re-submitted to Council for formal endorsement. assisting. 8 of 142 Minute Minute Date File No Subject Minute Item Comments Status Staff Member No. Allocation 6499/17 20-Sep-17 ADM594 Narembeen That Council:- Tender advertised 7/10/17. Ongoing CEO Community 1) Approve the calling of Tenders for the Narembeen Community Precinct Project Tender Number Tenders close 25/10/17.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen Precinct RFT 4/2017. Project 2) Approve the evaluation methodology in respect to the tender as:- • Tenders are to be checked for completeness and compliance. Tenders that do not contain all information requested (e.g. completed Offer form and Attachments) may be excluded from evaluation; • Tenders are assessed against the Selection Criteria; • The most suitable tenderers may be short-listed and may be required to clarify their tender. Referees may also be contacted prior to the selection of the successful tenderer; and • A Contract may then be awarded to the Tenderer(s) whose Tender is considered the most advantageous Tender(s) to the Shire. 3) Approve the following Compliance Criteria; • Compliance with the Conditions of Tendering • Compliance with Specification • Complete Pricing Schedule • Compliance with the Date for Practical Completion deadline 4) Approve the following Weighted Qualitative Criteria:- • Demonstrated experience in completing similar projects – Weighting 20% • Skills and experience of key personnel and sub/contractors – Weighting 15% • A demonstrated understanding of the required tasks - Weighting 10% • Tendered price – Weighting 55% 5) Approve the nominated timeline for the tender process. 6) Approve the outsource of contract administration to support Shire staff to ensure that all work performed is to the standards deemed necessary by the relevant codes, to assist in liaising with both the Shire and builder, to issue variations and to issue payment authorisation, practical completion certificates and other relevant building requirements.

6500/17 20-Sep-17 ADM619 Town Planning - That Council:- MOU signed and returned to Complete CEO Appointment of 1. Endorse the Memorandum of Understanding and Shared Services Agreement between the City City of Kalamunda. Officer of Kalamunda and the Shire of Narembeen for Building Service provision. 2. Authorise the Chief Executive Officer to execute the Agreement as required. 3. Acknowledges the cost structure of City of Kalamunda Building Service provision to the Shire of Narembeen.

6501/17 20-Sep-17 ADM466 Currall Street - That Council:- Recommended item be On Hold CEO Streetscape deferred to Feb 2018 Budget Plan 1. Instruct staff to obtain quotes to address the works required to trees in Currall Street as per the Review. Tree Survey Report undertaken by Paperbark Technologies Pty Ltd in June 2017. 2. Instruct staff to obtain quotes to engage a Townscape Planner to assist with providing advice on moving the project forward to address the Currall Street Verge Plan and entry statement into town from Merredin.

6505/17 20-Sep-17 NA Lesser Hall Council approve that Jordan Sprigg be advised that he may display the Lesser Hall Draught Horse Jordan Spring advised. Completed CEO Draught Horse Sculpture at the International Polo Carnival in Sydney on the basis that Jordan Sprigg takes out adequate insurance on the sculpture. Shire of Narembeen to be acknowledged as the Commissioner of the artwork whilst on display in Sydney. Further that on return, the Sculpture be placed on display in the Shire gardens prior to it being moved to the new Lesser Hall Interpretive Area. 9 of 142 Minute Minute Date File No Subject Minute Item Comments Status Staff Member No. Allocation 6508/17 20-Sep-17 NA Works Staff That Council:- Documents signed and Ongoing CEO Enterprise submitted to the Commission.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen Bargaining 1. Endorse the actions of the CEO in negotiation of the 2017 Works Staff Enterprise Bargaining Agreement Agreement for a three year term. 2. Approves of the wages increases of 0.60c in 2017, 0.50c in 2018 and 0.70c in 2019. 3. Approves that the agreement includes an increase in the Housing Allowance to $60 and a pair of wellington boots. 4. Authorise the CEO to sign the 2017 Works Staff Enterprise Bargaining Agreement 10 of 142 8.0 Reports

8.1 Manager Environment Health/Building

No Report. Mr Will Pearce commences employment Monday 16th October 2017.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 11 of 142 2.40pm - Cr B Thomas exited the meeting 2.40pm - Cr B Thomas returned to the meeting 2.40pm - Mr A Cousins entered the meeting

8.2 Works Manager’s Report

AGENDA ITEM: 8.2.1 - Work’s Manager’s Report – October 2017

Subject: Works Manager’s Report Applicant: Arthur Cousins File Ref: NA Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Arthur Cousins Date: 10th October 2017 Attachments: Nil

SUMMARY

Monthly reports by the Works Manager are now presented in the agenda template format to allow a clear set of information to be presented to Council and to assist in the decision making process.

COMMENT

Winter Re-grades Full winter re-grades including culverts, white post offshoots and where necessary back slopes have taken place on the following roads:-

• Butler Rd • Wilson Rd • Hedges East Rd • Dixon Rd • Slade Rd • Abbott Rd • Cramphorne Rd North • Hyden North Rd • Smith Rd • Emu Hill East Rd • Potter Rd • Mt Walker North Rd

Wogarl Muntadgin - Black Spot Funding The following has taken place to date on the Wogarl Muntadgin Rd:-

• Set out and align road • Clear overhanging trees • Remove into A Starcevich paddock • Remove and replace existing culvert and end walls • Gravel carting • Gravel spreading compacting and water binding

Bruce Rock Narembeen Rd Remove overhanging branches work by Dave’s tree services. Programmed works to take place following the completion of Wogarl Muntadgin Rd.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 12 of 142 Miscellaneous • White lines completed on Merredin Narembeen, Mt Walker and Bruce Rock Rd by Main Roads. • J Wilson pushing up gravel in Mortimore’s pit, Wadderin for Fricker Rd extension. • Isaac Fitch has commenced work as a Truck Driver. • Dave’s Tree Services are pruning the town trees.

CONSULTATION

Nil

STATUTORY IMPLICATIONS

Nil

FINANCIAL IMPLICATIONS

As per budget requirements or as reported above.

POLICY IMPLICATIONS

Work policies to be reviewed in line with current work practices as and when required.

STRATEGIC PLAN REFERENCE

2. Connected Communities through a safe and efficient transport network throughout the Shire

RELATED PARTY TRANSACTIONS

Nil

OFFICER RECOMMENDATION

That the Works Manager's Report for October 2017 be received and actions endorsed.

COUNCIL RESOLUTION

MIN 6513/17 MOTION - Moved Cr. Cr B Cowan 2nd Cr. R DeLuis

That the Works Manager's Report for October 2017 be received and actions endorsed.

CARRIED 8/0

Mr A Cousins also updated Council on the purchase of the budgeted mower and his recent attendance at a Main Roads Heavy Haulage RAV Network Workshop.1

Arthur Cousins thanked the retiring Councillors for their support over the years.

2.57pm - Mr A Cousins exited the meeting

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 13 of 142 8.3 Building Supervisor

AGENDA ITEM: 8.3.1 - Building Supervisor’s Report

Subject: Building Supervisors Report – October 2017 Applicant: N/A File Ref: N/A Disclosure of Interest (Staff): N/A Disclosure of Interest (Member): N/A Author: Klint Stone Date: 11 October 2017 Attachments: Nil

SUMMARY

Council is to consider this report from the Building Supervisor for October 2017.

BACKGROUND

Each month the Building Supervisor will present to Council the activities and issues at hand and provide progress on matters undertaken for Council’s information.

COMMENT

The following is an overview of the Building Supervisor's activities for the past month:

Men’s Shed A split air conditoning system was installed at the Men’s Shed. Additional plumbing work was also done on the storm water drain to assist in directing water away from the workshop to alleviate the workshop flooding.

Emergency Services Facility The Emergency Services Facility internal works are tracking along nicely with ceiling fixers on site fitting and flushing all the walls and ceilings. The workmanship is of a high standard. The shed erectors have been off site for two weeks. They have assured me they will be back the week of the 16th October to continue with the sheeting of the fire shed along with the erection of the bus shelter.

Recreation Centre The Recreation Centre has been the victim of an array of vandalism from broken doors, ripped flyscreens and a bent screen. All damage has been repaired and reported to the police.

Netball Courts The netball/basketball courts have also been vandalised with a snapped netball ring and glitter glue has been dispersed across the basketball court. Luckily the glue product is water based product and will be easily removed. The netball ring has been repaired.

Town Properties Some general works have been tended to on our properties.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 14 of 142 CONSULTATION

Chief Executive Officer

Community & Economic Development Officer

STATUTORY IMPLICATIONS

Compliance with the Residential Tenancies Act and Commercial Tenancies Act.

FINANCIAL IMPLICATIONS

As per the 17/18 Budget.

POLICY IMPLICATIONS

Nil

STRATEGIC PLAN REFERENCE

Strategic Community Plan

9.2 Manage the organisation in a responsible, accountable and consultative manner

RELATED PARTY TRANSACTIONS

Nil

OFFICER RECOMMENDATION

That the Building Supervisor's Report for October 2017 be received and actions endorsed.

COUNCIL RESOLUTION

MIN 6514/17 MOTION - Moved Cr. K Mortimore 2nd Cr. A Hardham

That the Building Supervisor's Report for October 2017 be received and actions endorsed.

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 15 of 142 8.4 Chief Executive Officer

AGENDA ITEM: 8.4.1 - Chief Executive Officer’s Report

Subject: Chief Executive Officer’s Report Applicant: N/A File Ref: N/A Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Chris Jackson Date: 11th October 2017 Attachments: WALGA State & Local Partnership Agreement, WALGA New Councillor Seminar Program, Wheatbelt South Regional Road Group Minutes, Preferred Supplier Program

SUMMARY

To provide Council with updates on various projects and other matters.

BACKGROUND

Monthly reports by the CEO are presented in the agenda template format to allow a clear set of information to be presented to Council and to assist in the decision making process.

COMMENT

Narembeen Townsite Project

At the September meeting of Council it was resolved as follows.

“The Chief Executive Officer to continue to discuss the Licence Agreement between the Shire of Narembeen and Arc Infrastructure, previously Brookfield Rail with Civic Legal, LGIS, Main Roads and other parties with a view to presenting a revised agreement to Arc Infrastructure for consideration prior to being re-submitted to Council for formal endorsement.”

Advice received from Civic Legal included the following statement.

"The draft licence is a non-standard agreement and contains some unusual clauses for this type of agreement. It has clearly been drafted to protect the position of Arc Infrastructure, previously Brookfield Rail and contains clauses that are against the Shire's interests. We have suggested amendments to clauses to strike better balance between the rights of the parties and ensure that the interests of the Shire are better protected. It will be a matter for the Shire to decide whether it has the desire or capacity to negotiate terms better than those currently offered by Arc Infrastructure, previously Brookfield Rail and/or otherwise enter into the licence agreement."

Extensive discussion has taken place with Mal Shervill of WALGA who has agreed to assist the Shire in the negotiation process. A strategy meeting is planned for Tuesday 17 October 2017 with WALGA and Civic Legal to discuss the best approach to the negotiation process with ARC Infrastructure. It is planned to conclude this process by mid-November with a view to having a revised agreement to the November Council meeting. This is a complex process and every effort will be made to ensure that the Shires interests are protected.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 16 of 142 Narembeen Community Precinct Project

Following Council’s approval at the September Council meeting to proceed to Tender on this project, an advertisement was placed in The West Australian on Saturday 7 October 2017. The Tender for Construction, Alterations and Additions to the Narembeen Community Precinct Lot 36 & Part Lot 35 Churchill Street, Narembeen closes 12.00 Noon Wednesday 25th October 2017. A report will then be prepared and presented to a Special Meeting of Council to be held on Monday 30 October 2017.

Thank you to Sheree Thomas for the hard working in pulling together all the required documents. The documents can be accessed via Councils webpage https://www.narembeen.wa.gov.au/council/tenders/

Local Government Act Review

Cr Cole, Cr Mortimore, EMCS and CEO all recently attended a workshop in Merredin facilitated by the Zone and WALGA to formulate a Zone response to the WALGA discussion paper on the Local Government Act Review.

The Minister for Local Government, Sport and Cultural Industries David Templeton has announced a review of the Local Government Act 1995 (the Act) and Regulations. The process will be in two (2) stages.

The focus of phase 1 is modernising Local Government. This will include:

• Electronic availability of information • Meeting public expectations for accountability, including gift disclosures • Meeting community expectations of standards, ethics and performance • Regional subsidiaries • Building capacity through reducing red tape

The Department of Local Government, Sport and Cultural Industries (the Department) has released fact sheets on each of the above issues.

The focus of phase 2 is positioning local government to deliver for the community. This will include:

• Increasing participation and public confidence in local government elections • Increasing community participation in local government decision-making • Improving financial management, including through local government enterprises • Building capacity through reducing red tape

The current round of legislative review is concentrating on the issues detailed in phase 1 because it is the Government’s view that some aspects of the Act are easier to review or require urgent attention. Other matters are more complicated and require more detailed consideration of the options available. It is the State Government’s view that conducting the review in two phases will ensure that priority areas are addressed as quickly as possible.

The final collated feedback will be prepared as a State Council Agenda Item for the Zones to consider during the November/December 2017 round of meetings. State Council will determine its position at its meeting on Wednesday 6 December 2017.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 17 of 142 It should also be noted that the Department will release its own consultation paper related to phase one in November 2017. The Department will hold workshops across the State to gain input from local government, community and industry to help shape its views on the future of the Act and any legislative amendment following completion of phase one of the review.

In correspondence received by the Shire of Merredin on 13 September 2017, the Department advised that on Wednesday 29 November it intends to hold two, two-hour long workshops. Separate workshops will be held for:

• Elected members and staff nominated by yourself and CEOs of neighbouring local governments; and • The general public and other interested parties.

Events

A big thank you and well done to Leanne and all the CRC staff for the recent John Curtin weekend. A lot of time and effort goes into planning and conducting the weekend.

Congratulations to everyone in involved in the Ladies Long Lunch. From all reports the event went off with great success. Well done.

WALGA – State & Local Partnership Agreement (Attachment 2) A copy of the signed State & Local Partnership Agreement was provided by WALGA, attached is a copy for Council’s information.

WALGA – New Councillor Seminar (Attachment 1) WALGA is holding a New Councillor Seminar following the October Local Government Elections and would welcome the attendance of new and existing Elected Members.

The seminar will focus on the essential elements of:

• Good Governance & Professional Development • The Relationship between Mayor & CEO • Integrated Strategic Planning • Planning • Leadership Date: Friday, 17 November Time: 9.00am – 3.15pm Venue: Perth Convention & Exhibition Centre Cost: Complimentary RSVP: Friday, 10 November

The program is attached for Council’s information.

Wheatbelt South Regional Road Group (Attachment 3) The minutes from the Wheatbelt South Regional Road Group are attached for Council’s information.

Preferred Supplier Program (Attachment 4) Following a visit by Dale Chapman and Craig Grant of WALGA to Narembeen to meet with RoeROC CEO's, the attached WALGA Preferred Supplier Program report was presented. You will note that Narembeen has used the program far more than the other three Shires, particularly in relation to WANDRRA. The reports provide an interesting breakup of the suppliers that we have been using.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 18 of 142 Narembeen Volunteer Bushfire Brigade The CEO presented copies of the minutes of the Narembeen Volunteer Bushfire Brigade AGM and Narembeen/Mt Walker Bushfire Meeting for Councillor's information.

WANDRRA Update The CEO provided Council with a progress report on the WANDRRA works. Update to go into Fencepost and on website next week.

Function Dates

Date Function Venue 20th December 2017 Councillors Christmas Function Shire Chambers following Ordinary Council Meeting 22nd December 2017 Staff Christmas Function Shire Chambers 26th January 2018 Australia Day Breakfast & Narembeen Aquatic Centre Awards Ceremony 17th February 2018 Retired Councillors Function Narembeen Recreation Centre

CEO/Council Key Meeting/Appointment Dates

Date Meeting/Appointment 25th October 2017 Request For Tender 04/17 – Narembeen Community Precinct Closes 12 noon 30th October 2017 Special Meeting of Council including Swearing In of New Councillors & President/Deputy President Election 31st October 2017 Nominations close for Citizen of the Year Awards 6th November 2017 – 9th November 2017 National Local Roads & Transport Congress

CONSULTATION

N/A

STATUTORY IMPLICATIONS

Nil

FINANCIAL IMPLICATIONS

As per budget requirements or as reported above.

POLICY IMPLICATIONS

N/A

STRATEGIC PLAN REFERENCE

9 Provide good strategic decision making, governance, leadership and professional management.

9.1 Develop leadership skills and behaviours that enhance the knowledge, skills and experience of the Shire staff and Council. 9.2 Manage the organisation in a responsible, accountable and consultative manner. 9.3 Deliver services that meet the current and future needs and expectations of the community, whilst maintaining statutory compliance.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 19 of 142 RELATED PARTY TRANSACTIONS

Nil

OFFICER RECOMMENDATION

That the Chief Executive Officer's Report for October 2017 be received and actions endorsed.

COUNCIL RESOLUTION

MIN 6515/17 MOTION - Moved Cr. A Hardham 2nd Cr. S Padfield That the Chief Executive Officer's Report for October 2017 be received and actions endorsed including receiving and endorsing the minutes from the Annual General Meeting of the Narembeen Volunteer Bushfire Brigade and the General Meeting for the Narembeen/Mt Walker Bushfire Brigade. CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 20 of 142 Attachment 1 2017 New Councillor Seminar Friday, 17 November Riverview Room 5, PCEC 9:00am – 3:15pm

8:30am Arrival and Registration

9:00am Seminar Opening & Welcome Cr Lynne Craigie, President, WALGA

9:10am Hon David Templeman MLA, Minister for Local Government; Heritage; Culture and the Arts

9:25am Ricky Burges, Chief Executive Officer, WALGA

9:35am Good Governance and Professional Development – WALGA Perspective Tony Brown, Executive Manager- Governance & Organisational Services, WALGA

10:05am Elected Member Legal Responsibilities Anthony Quahe, Civic Legal

10:35am Morning Tea

10:55am The Role of DLGSC in Governance and Compliance Jenni Law, Department of Local Government, Sport and Cultural Industries (invited)

11:25am Partnership – The Relationship Between Mayor & CEO Mayor Dennis Wellington, and Andrew Sharpe, CEO, City of Albany

12:05pm Creating Community Connections – the experience of being a new Councillor Cr Christine Cunningham, City of Canning

12:25pm The Role of LGIS Jonathan Seth, Chief Executive Officer, LGIS

12.45pm Lunch & Networking

1:30pm The Role of the Public Sector Commission and Ethical Decision Making Mal Wauchope AO, Public Sector Commissioner

2.00pm Introduction to Town Planning (including DAPs) Charles Johnson, Principal, Planning Context

2:40pm The Essentials in Leadership Linton Reynolds

3.10pm Closing Remarks 3:15pm Close

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 21 of 142 Attachment 2

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 22 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 23 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 24 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 25 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 26 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 27 of 142 Attachment 3 WHEATBELT SOUTH REGIONAL ROAD GROUP MINUTES Meeting of the Wheatbelt South Regional Road Group held at the Shire of Wickepin Community Centre, Wickepin Tuesday, 9 August 2017 commencing 9:30am

1 Distribution List:

RRG Chairperson, Cr L. Baker, Shire of Corrigin RRG Deputy Chairperson, Cr K. Crute, Shire of Brookton

Sub Group Elected RRG Delegates (8)

Cr K. Murray, Shire of Beverley, Hotham-Dale SG (confirmed to 2017) Cr S. Lange, Shire of Pingelly, Hotham-Dale SG (confirmed to 2017) Cr G. Davidson, Shire of Dumbleyung, Lakes SG (confirmed to 2017) Cr J. De Landgrafft, Shire of Lake Grace, Lakes SG (confirmed to 2017) Cr M. Conley, Shire of Cuballing, Narrogin SG (confirmed to 2017) Cr K. King, Shire of West Arthur, Narrogin SG (confirmed to 2017) Cr I. Dolton, Shire of Bruce Rock, Roe SG (confirmed to 2017) Cr R. Cole, Shire of Narembeen, Roe SG (confirmed to 2017)

LOCAL GOVERNMENT CEOs (18), Secretariat to State Advisory Committee (1) WALGA (1) MRWA Wheatbelt, Narrogin (1)

Please note that as soon as practical after the Local Government Elections to be held during October 2017, and prior to the WBS RRG meeting held in April the following year, the four sub groups will be required to elect for a term of two years their preferred two elected delegate to the WBS RRG. The eight delegates will then be required to elect the WBS RRG Chairperson.

2 Welcome address by Chairman, Record of Attendance and Apologies

Attendance as per register:

Cr Lyn Baker Chairperson WBS RRG Robert Paull Shire of Corrigin John Read Chief Executive Officer Shire of Kondinin Nicole Wasmann Chief Executive Officer Shire of West Arthur Aaron Cook Chief Executive Officer Shire of Narrogin Torre Evans Observer Shire of Narrogin Cr Nathan Wallier Observer Shire of Narrogin Keenan Wening Tech Officer Shire of Narrogin Mal Shervill Observer WALGA Gary Sherry Chief Executive Officer Shire of Cuballing Garrick Yandle Observer Shire of Dandaragan Ron Walker Shire of Wagin Brian Roderich A/CEO Shire of Wagin Allen Hicks Works Manager Shire of Wagin Cr Rhonda Cole Voting Delegate Roe SG

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 1

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 28 of 142 Bonnie Cole Shire of Narembeen Kevin Pethick MBP MRWA Amanda O’Halloran Chief Executive Officer Shire of Wandering Cr Julie Russell Shire President Shire of Wickepin Mark Hook Chief Executive Officer Shire of Wickepin Grant Robins Shire of Kulin Barry West Shire of Kulin Noel Mason Chief Executive Officer Shire of Kulin Barry Gibbs Shire of Pingelly Geoff McKeown Chief Executive Officer Shire of Williams Stephen Gollan Shire of Beverley Cr Keith Murray Voting Delegate Hotham-Dale SG Cr Bill Mulroney Observer Shire of Pingelly Cr Shirley Lange Voting Delegate Hotham-Dale SG Cr Kevin King Voting Delegate Narrogin SG Cr Mark Conley Voting Delegate Narrogin SG Ian Dalton Shire of Bruce Rock Denise Gobbart Chief Executive Officer Shire of Lake Grace Cr Gordon Davidson Voting Delegate Lakes SG Cr Jeanette De Landgrafft Voting Delegate Lakes SG Janet Hartley-West A/Regional Manager MRWA Cathy Morey CSM MRWA Allison Hunt CON MRWA

Apologies:

Cr Katrina Crute Voting Delegate/Deputy Chair Hotham-Dale SG Peter Webster Chief Executive Officer Shire of Wagin Glenn Casley Observer Shire of Bruce Rock Cr Johnson Shire of Williams Ian D’Arcy Chief Executive Officer Shire of Brookton Chris Jackson Shire of Narembeen Cr Leigh Ballard Shire of Narrogin Matt Gilfellon Shire of Dumbleyung Cr Steve Jones Shire of Kondinin Brendan Whitley

Declaration of Interest:

Lyn Baker – Item 8.3 Honorarium

3 Confirmation of minutes

The minutes of the Wheatbelt South Regional Road Group meeting held 4 April 2017 are provided at AGENDA PAGES 1 -14.

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 2

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 29 of 142 That the minutes of the WBS RRG meeting held 4/4/2017 be accepted as a true and correct record with the following amendments:

P10 – Motion moved by Cr Crute, Seconded Cr Cole Carried 8/0 regarding co- contributions. Add words in red:

Wheatbelt South Regional Road Group, in support of the Secondary Freight Route, explore the ramification of taking co-contribution from 2018/19 and advancing to 2017/18. Only to be used if no other funding available. No change in 2017/18 project funding.

The meeting referred to did not happen so request that be removed from the minutes.

Move that minutes be accepted with these amendments.

Moved: Cr. Davidson Seconded: Cr. Cole Carried 8/0

4 Business arising from previous minutes

Please refer to PAGES 11 - 13 of the WBS RRG minutes 4 April 2017 meeting (as included at PAGES 1 - 14) of the agenda supporting documentation.

Lakes Sub Group meeting 22 February 2017

That the Lakes Sub Regional Road Group give in-principle support to the method noting that:

1. Allowances need to be made by Main Roads WA to be flexible in releasing funds when works are completed but statutory requirements currently prevent the release of the funds. 2. That a simplified flow chart or dot point version of the methodology be presented for approval by the Wheatbelt South Regional Road Group and if approved, the flow chart or dot point version be inserted in to the MCA User Manual.

Moved: Cr. Davidson, seconded: CR. De Landgrafft Carried 5/0

Motion: That the above motion from the Lakes sub-group be supported by the WBS RRG.

Moved: Cr. Crute, seconded: Cr. De Landgrafft Carried 8/0

ACTION: MRWA Secretariat

A flow chart has not yet been developed, but subject to be below draft revision of the WBS RRG Policy and Procedures Manual being accepted, and with possible amendments, this can be incorporated.

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 3

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 30 of 142 Please refer to DRAFT REVISION of WBS RRG Policy and Procedures Manual as attached at PAGES 26 - 66 emailed to all councils and WBS RRG Chairperson 10 July 2017 requesting opinions/comments by 21 July 2017.

The above draft includes the road project funding determination process for Local Government councils.

5 Correspondence

Outwards:

 AGENDA PAGES 15-16: letter dated 10 April 2017 from WBS RRG Chairperson to Hon Member for Durack on AGRN 743 and the use of LOCAL GOVERNMENT day labour for re-instatement works  AGENDA PAGES 17-18: email dated 8 June 2017 to all Wheatbelt Councils on Certificates of Completion and statements on a projects total incurred expenditure.

Inwards:

 PAGES 19 - 20: email dated 13 April 2017 from the office of Mr Rick Wilson (MP) Federal Member for O’Connor in response to WBS RRG Chairperson’s email dated 10 April 2017 with letter attachment on AGRN 743, and the use of LOCAL GOVERNMENT day labour.  PAGES 21: letter dated 1 June 2017 from Hon Minister for Justice, Mr Michael Keenen to WBS RRG Chairperson in response to correspondence from WBS RRG Chairperson on the use of LOCAL GOVERNMENT day labour for AGRN 743.  PAGES 22 – 25: letter dated 8 June 2017 from the Roadside Conservation Committee to The Chair, WBS RRG on Wheatbelt Secondary Freight Routes and Conservation

Moved: Cr. De Landgrafft, Seconded: Cr. King Carried 8/0

6 Technical Working Group Representatives are: Mr S. Gollan, CEO Shire of Beverly for Hotham-Dale SG Ms A. O’Halloran, Shire of Wandering for Hotham-Dale SG Mr P. Webster, CEO Shire of Wagin for Lakes SG Mr M. Hook, Shire of Wickepin for Lakes SG Mr A. Cook, CEO Shire of Narrogin for Narrogin SG Mr G. McKeown, CEO Shire of Williams for Narrogin SG Mr J. Read, CEO Shire of Kondinin for Roe SG Mr G. Fardon, CEO Shire of Quairading Roe SG

No actions or deliberations from the TWG since the assessment and prioritisation of the 2017/18 WBS RRG road project funding MCA .

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 4

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 31 of 142 7 WBS RRG Internal Reports

7.1 WBS RRG Chairperson’s Report

Verbal Report given

Regional Road Group Chairs met at WA LOCAL GOVERNMENT week. Financial results for 16/17 State wide resulted in $14 million under expenditure (8% of budget). Wheatbelt South RRG achieved 89% of budget spent against a benchmark of 90%.

7.2 2017/18 WBS RRG Direct Grants, Road Projects (including severe weather events) Black Spots, Commodity Route & State Initiatives funding

Current listing of LOCAL GOVERNMENT projects based ONLY on ACTUAL 2017/18 grant funding, including a summarised report based on sub group allocation

Please refer to a condensed WBS RRG 2017/18 Funding and Recoup Register and auto summary report at PAGES 67 – 88, and 89. The current listing does not include funding re-programmed from 2016/17. The summary includes grants prior to the 42% cut to Direct Grants.

The register will then for 2017/18 include all available funding and will be provided to all WBS RRG councils at the start of each month, and will show allocated funding and claims made against the above listed funding sources.

The register does not record federal R2R funded projects nor funding for local roads bridge projects.

General discussion held on possible future cuts for the Wheatbelt and the effect this will have on the death records for the Wheatbelt which is currently the worst in the State. Discussion covered the State Road Agreement between local government and State Government and the fact that the State have reneged on the previous 27% of all revenue from vehicle licencing agreement.

Motion: Chair to write to Rita Saffioti, Mark McGowan, Alanah McTiernan, WALGA, Opposition and National Party.

Moved Cr Gordon, Seconded Cr Davidson. Accepted: 8/0

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 5

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 32 of 142 7.3 Report on Severe Weather Event Estimates and Claims – WANDRRA and Abnormal A report is not currently available due to AGRN 743.

7.4 FINAL 2016/17 Funding and Payments to WBS Local Government Authorities as at 30 June 2017, and including a summarised report based on sub groups Please refer to PAGES 100 – 121, and 122 for the final WBS RRG 2016/17 Funding and Recoup Register reports.

7.5 Summary of WBS RRG 2016/17 Road Projects NOT COMPLETED or FUNDING NOT CLAIMED or COMPLETED WITH SURPLUS FUNDS as at 30 June 2017 Please refer to PAGES 123 - 129.

7.6 State Road Funds to Local Government Agreement Advice Only – For 2018/19, there has been no indication or advice of any alteration to the existing funding formula of 75/25 for road project funding distribution to all regional road groups.

7.7 Road Project Funding – Sub Group approved Funding Adjustments and Transfers for 2017/18 No funding adjustments to-date.

8 Agenda Items on Notice

8.1 Administrative – maximising 2016/17 road project expenditure as at 30 June 2017. Please refer to PAGES 123 – 129 under 7 above; 7.5 refers.

An anomaly exists whereby MRWA has yet to bill road project funding for LRM works either undertaken or due soon for re-instatement. These funds totalled $15 965.

General discussion on the MRWA Line Marking Contracts and requirements to get programs in early. Request that a copy of the rates be provided to Shires for their information.

8.2 Administrative – Wheatbelt Region Freight Plan. Discussion on progress to-date by Mr Garrick Yandle, Shire of Dandaragan.

Deferred to end of meeting.

8.3 Administrative – WBS RRG Chairperson Honorarium. That the WBS RRG Chairperson be paid an honorarium of $1 800 per year

Chairperson Lyn Baker left the room 10.23am while item discussed. Janet Hartley-West took the Chair in her absence.

Each Shire contribute $100 per year to fund the honorarium.

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 6

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 33 of 142 Suggested that the Shire the Chair represents would invoice other shires for their contribution.

Motion: Request member councils to contribute $100 each to pay an Honorarium of $1800 annually to the Chairperson of the WBS RRG.

Moved: Cr Cole Seconded: Cr Gordon Carried 8/0

NB: To be effective immediately. Then annually thereafter.

Cr Lyn Baker returns and resumes the Chair at 10.53am

8.4 WBS Policy & Procedures Manual - P26 send out so a decision could be made at this meeting. Sent out a month ago for comment. No comment received.

Motion: Adopt policy and procedures manual with updated table

Moved: CR: Lange. CR De Landgrafft. Accepted: 8/0

Request for final document to be distributed. Please destroy old documents.

9 Administrative - External Presentations, Reports and State Advisory Committee (SAC) Minutes

State Advisory Committee (SAC) The minutes of the 5 April 2017 meeting are provided at PAGES 130 - 140.

Moved: Cr De Landgrafft Seconded: Cr Gordon Carried 8/0

WALGA Roadwise Report Mal Shervill

Local roads closed for an emergency or significant event are placed on the Main Roads WA public maps webpage

Some Local Governments have expressed an interest in having closed local roads placed on the Main Roads WA pubic map webpage. WALGA has met with Main Roads WA. The following options were offered by Main Roads WA:

Option 1 All local roads closed for an emergency/incident or large scale event are placed on the Main Roads public map – this option will require each Local Government to enter into a contractual agreement with Main Roads requiring that Local Government accept liability/responsibility for the timely provision of and accuracy of the information.

Option 2 The Main Roads website contains a page with hyperlinks to each Local Government website – this option will require a Local Government to have an updated roads information webpage which the Local Government is responsible for the accuracy

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 7

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 34 of 142 and maintenance of that information. It will also require each Local Government to enter into a contractual agreement with Main Roads requiring that Local Government accept liability/responsibility for the timely provision of and accuracy of the information

Option 3 Maintain the status quo - for local roads that are closed and such closure adversely impacts on the a state road e.g. interrupts traffic flow on the state road, the Local Government liaises with its local Main Roads regional office to have the relevant information uploaded to the Main Roads public map. This option will require the Local Government accept liability/responsibility for the timely provision of and accuracy of the information.

Local Governments were asked to consider and determine their position on which option they want and convey it to the Wheatbelt South RRG at next meeting.

Survey by WALGA Roadwise of Elected Members on a RRG and LG CEOs and officers involved in State and Federal Blackspot applications

The Blackspot Program management guidelines allows for Roadwise Road Safety Advisors to assist Local Governments in the application process. WALGA Roadwise intends to survey Elected Members on RRGs, CEOs and officers involved in Blackspot applications to gain information on:

 Role of Roadwise Program in supporting/assisting RRGs and LGs with the requirements of the Blackspot Programs  Impact of recent changes to the requirements for road safety audits

The survey will be administered by Survey Monkey in September after the Blackspot application process has closed; and all feedback will be aggregated and contain no individual identification or responses.

Model policy for heavy vehicle charging on sealed roads now available on the WALGA website

WALGA currently developing model policy for assessing RAV applications – model policy will inform and assist Local Governments using the Main Roads RAV application process.

WANDRRA - Currently there are 16 LGs proposing to use their own labour and equipment to undertake WANDRRA related work. WALGA seeks advice as to which Local Governments in the Wheatbelt South Region are using own source labour and equipment under the WANDRRA provisions. The Local Governments of Narrogin, Williams, Wandering, Wagin, Kondinin, Pingelly and West Arthur advised at the meeting they are using own source labour and equipment.

CBH advice of preferred routes – WALGA advised that according to CBH they wrote to Local Governments in May advising of their (CBH) preferred routes to empty bins. WALGA asks if Local Governments could respond to CBH regarding the proposed

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 8

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 35 of 142 routes and cc to WALGA. Some Local Governments are the meeting stated they have not received such a letter other than the monthly advice from CBH.

10 WBS RRG Sub Groups – Minutes and Reports

Hotham-Dale Sub Group (Secretary Stephen Gollan) Meeting held in May – no minutes.

Lakes Sub Group (Secretary Matthew Gilfellon) No minutes have been received.

Narrogin Sub Group (Secretary Geoff McKeown) No minutes have been received.

Roe Sub Group (Secretary Chris Jackson) No minutes have been received.

11 General Business

WANDRRA Torre Evans from Shire of Narrogin raised concern regarding WANDRA claims and the concern of inconsistencies between contractor vs own resource submissions with regard to assessment criteria.

Reallocation of Funds Shire of Pingelly requested approval to reallocate funds from one approved road project to another road not approved. This has been discussed with the secretary of sub group and they are in agreeance. Formal submission to and approval required from the RRG.

Acknowledgements Thanks and best wishes to Greg Willis for his efforts. Thanks to Wickepin for use of the venue.

12 Next Meeting Date It is proposed to hold the next meeting of the WBS RRG on 26 February 2018. Venue to be Wickepin Community Centre.

13 Meeting Close: 12.35 PM

22/08/2017 Minutes 9 August 2017 WBS RRG meeting 9

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 36 of 142 Attachment 4

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 37 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 38 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 39 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 40 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 41 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 42 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 43 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 44 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 45 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 46 of 142 AGENDA ITEM: 8.4.2 - Waste Collection and Disposal Contract

Subject: Waste Collection and Disposal Contract Applicant: Chris Jackson File Ref: ADM165 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Chris Jackson Date: 10 October 2017 Attachments: Waste Cost 2016/17 & Waste Data-Avon Waste

SUMMARY

Review of Waste Collection and Disposal Contract and discussion on current recycling process.

BACKGROUND

The RoeROC CEO’s recently met in Narembeen to discuss various matters including the need to review the current waste collection and disposal contract that is in place with Avon Waste and expires on the 30 June 2018. Dale Chapman and Craig Grant of WALGA also attended the meeting to discuss how the WALGA Preferred Supplier Program can support looking at future waste contracts.

COMMENT

Each of the four Shires are currently collecting waste data that includes the volumes collected and the costs associated with providing the full waste collection and disposal service. This information will then be produced as a report and presented to RoeROC and each of the Shires to show the total picture across the ROC.

At present RoeROC Shires are paying for a service through Avon Waste that includes kerb side collection of household waste on a weekly basis, a fortnightly kerb side collection of recyclable materials, collection of cardboard and collection of waste from the Narembeen Transfer Station. Avon Waste also operates the Bendering Landfill site located in the Shire of Kondinin which is owed by the four Shires.

The report prepared by the CEO’s will look at the current total costs of operating the service across the ROC and will look at options that will include the opportunities to reduce the cost of the service and consider if a RoeROC operated service could be a viable option. A recommendation may also be made that an eQuote be obtained through the WALGA Preferred Supplier Program sooner rather than latter to test the market to get a reasonable understanding of what is in the marketplace.

The WALGA representatives, who specialise in procurement, indicated at the recent meeting that the Waste market is very competitive at the moment and all the major players including Avon Waste are on the Preferred Supplier Program.

The Shire of Narembeen also needs to take in to consideration the other components of our local waste and recyclable collection processes which includes;

• The Narembeen Lions Club collection of paper and cans included the collection area opposite the roadhouse • The Narembeen Men’s Shed collection of aluminium cans • Operation of the Waste Transfer Station under contract with Peter Miller which was renewed as at the 1st August 2015, expiring 31st July 2019.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 47 of 142 Other matters that will need to be taken into account include the introduction of the Container Deposit Scheme which is planned to be introduced in 2019 and how this impacts on the recyclable materials collected by Avon Waste, the Men’s Shed and the Lions Club. Recent discussions with some members of the Lions Club regarding the collection of glass has indicated significant concern regarding the dumping of household rubbish at the collection station, the need to separate the glass from this contaminated materials and the dwindling membership of the Lions Club which is making it harder and harder to undertake the task. The Lions Club is currently paid $1,800 each year by the Shire to provide this service.

The glass is taken to the transfer station, stored and then crushed using a glass crasher purchased by the RoeROC Shires. Only Narembeen and Corrigin have in recent times used the crusher and recently Corrigin have indicated that they will not be using the crusher citing safety concerns and lack of suitable uses for the crushed material. Narembeen has only ever used the material in some road base as the material is contaminated with paper etc and very small volumes are produced.

It has been suggested to the Narembeen Lions Club that the collection of the glass by the Lions Club could cease with the glass and paper going out via Avon Waste as part of the kerb side recyclable collection process. A bank of yellow bins could be located in the same location as the current town glass recycling area or an alternative location and collected fortnightly by Avon Waste. The current process is a double up of the service with some glass and paper going out through the yellow bins and some being collected by the Lions Club. If the service by the Lions Club was to cease then an alternative fund raising activity could be proposed by the Shire which could include maintenance of the cemetery so that the funds currently raised could be retained by the Lions Club.

CONSULTATION

RoeROC CEO’s WALGA

STATUTORY IMPLICATIONS

Avon Waste Contract Agreement

FINANCIAL IMPLICATIONS

See attached spread sheet and full report to follow detailing future financial cost implications.

POLICY IMPLICATIONS

Nil

STRATEGIC PLAN REFERENCE

8 A protected and valued natural environment 8.2 Sustainable waste management focusing on waste minimization and resource recovery 8.2.1 Continue to participate in the RoeROC Environmental Health Officer and Building Control services, subject to the budget 8.2.2 Provide power and water services to the Narembeen Waste Transfer Site 8.2.3 Maintain Waste Transfer Site 8.2.4 Maintain the plant and equipment at the waste transfer site 8.2.5 Continue to support the Bendering Regional Waste Site (RoeROC) 8.26 Continue to provide a waste pick up and recycling service 8.2.7 Continue to provide commercial waste services 8.2.8 Continue to promote the community’s involvement in Drum Muster

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 48 of 142 8.2.9 Conduct public campaigns on littering, waste management and recycling

RELATED PARTY TRANSACTIONS

Nil

OFFICER RECOMMENDATION

That Council:-

1. Endorse the actions of the RoeROC CEO’s in review of the current Waste Collection and Disposal Contract. 2. Enter into discussions with the Narembeen Lions Club regarding the glass and paper recycling work undertaken by the club and if changes to the current arrangements should be made.

COUNCIL RESOLUTION

MIN 6516/17 MOTION - Moved Cr. Cr R DeLuis 2nd Cr. B Thomas

That Council:-

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 49 of 142 2016/2017 Actuals Shire of Narembeen Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen Avon Waste Shire of Corrigin NB Lions Club Payroll Peter Miller Bendering Landfill $ 28,225.92 $ 14,160.16 $ 42,386.08 Bulk Recycling $ 16,731.48 $ 1,818.18 $ 18,549.66 Townsite Rubbish Collection $ 653.45 22,510.43$ $ 23,163.88 Transfer Station Collection $ 31,650.17 $ 31,650.17 Domestic Rubbish Collection $ 53,337.06 $ 53,337.06 Domestic Recycling Collection $ 40,866.61 $ 40,866.61 Waste Transfer Station Management $ 67,080.00 $ 67,080.00 $ 171,464.69 $ 14,160.16 $ 1,818.18 22,510.43$ $ 67,080.00 $ 277,033.46

Rubbish Income (Rates $335 pa) $ 85,200.00 Addition Rubbish Income $ 17,160.00 $ 102,360.00 50 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 51 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 52 of 142 8.5 Executive Manager Corporate Services

AGENDA ITEM: 8.5.1 - Executive Manager Corporate Services Report

Subject: Executive Manager Corporate Services Report Applicant: N/A File Ref: N/A Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Bonnie Cole, Executive Manager Corporate Services Date: 11 October 2017 Attachments: Nil

SUMMARY

Council are to consider the report from the Executive Manager Corporate Services and endorse any actions as appropriate.

BACKGROUND

Provide monthly reports in a format that provides information with a view to assist in the decision making process.

COMMENT

Comment from the Department Following the adoption of the 2017/2018 Annual Budget, as per requirements a copy was sent to the Department of Local Government, Sport and Cultural Industries on 20th July 2017. On 13th September I received an email from Alan Carmichael at the department querying a number of comparative differences between last year’s Annual Budget and this year’s annual budget. I have had an extensive conversation with Alan. I had been using the revised adopted budget in the comparative figures when regulation states that the original budget must be used in both the Annual Report and the Annual Budget. He advised that while there is no penalty for this, he did want the matter to be brought to the attention of the Audit Committee. This will be done at the October Audit Committee Meeting.

Long Service Leave As you are all aware, I am going on leave for 6 weeks commencing on 6th November 2017. During this time Mrs Sheree Thomas will be acting in my role with the assistance of Ms Megan Shirt who will be handling the financial reporting during my absence. Chris, Sheree and I spoke with Megan via teleconference late in September to discuss the arrangement. At this stage it is not envisaged that Megan will need to be on site to do the financials as she can log in remotely. I would like to thank Council for the opportunity to have leave for this amount of time, it is really appreciated.

Local Government Act Review On Thursday 28th September 2017, Chris, Cr Cole, Cr Mortimore and I attended a Local Government Review Meeting in Merredin with other representatives from the Great Eastern Country Zone. I am hopeful that getting our opinions through to the Department and the Minister as part of this review will enable the industry to operate more smoothly into the future. There are pros and cons to many of the changes discussed at the time and it will be interesting to see how our organisation will have to change to accommodate them.

Ladies Long Lunch Earlier this year I nominated to be a part of the Ladies Long Lunch Committee. This event occurred on the 7th October 2017. Women from around the regions descended on the

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 53 of 142 Narembeen Hall to what was in deed a very long lunch. I thoroughly enjoyed the day and I am sure everyone else did as well.

It was frustrating to see the delay in the approval for the Occasional Liquor License, given the feedback we had following the issues during the Mt Arrowsmith Tennis Club application. Council may wish to again write to the Department of Racing, Gaming and Liquor in an attempt to get them to sharpen their procedures with regard to this matter.

Enterprise Bargaining Agreement Council is aware that staff and management have reached an agreement for the new EBA 2017-2020. One of the changes agreed upon was for the Housing Allowance to be increased from $50 per week to $60 per week. To ensure equity across the organisation, it is requested that Council Policy 4.3.26 Housing Allowance be amended to reflect the $60 as referenced in the EBA.

Narembeen Netball Club Shed Extension Request

The Narembeen Netball Club has requested permission from Council to extend the shed. The cost of approximately $4,500 will be covered by the netball club. The extension will take the shed at its current width to the end of the first court. It is hoped this will enable a better use of the current covered area by repairing drainage issues in the shed and also allow for more people to be under cover whilst watching the games.

CONSULTATION

Nil

STATUTORY IMPLICATIONS

Nil

FINANCIAL IMPLICATIONS

As per budget requirements or as reported above.

POLICY IMPLICATIONS

Nil

STRATEGIC PLAN REFERENCE

Narembeen Strategic Community Plan 9. Provide good strategic decision making, governance, leadership and professional management.

RELATED PARTY TRANSACTIONS

Nil

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 54 of 142 OFFICER RECOMMENDATION

That Council:-

1. Amend Council Policy 4.3.26 Housing Allowance to $60 per week for eligible staff not living in Council owned properties. 2. Back date this allowance to commence as at 1st July 2017.

COUNCIL RESOLUTION

nd MIN 6517/17 MOTION – Moved: Cr. A Hardham 2 : Cr. B Cowan

That Council:-

1. Amend Council Policy 4.3.26 Housing Allowance to $60 per week for eligible staff not living in Council owned properties. 2. Back date this allowance to commence as at 1st July 2017.

CARRIED 8/0

OFFICER RECOMMENDATION

That Council allows the Narembeen Netball Club to complete the extension of their clubhouse, subject to getting all necessary permits etc and working in conjunction with Council’s Building Supervisor, Mr Klint Stone where possible to assist with the installation of the new fencing.

COUNCIL RESOLUTION

MIN 6518/17 MOTION – Moved: Cr. B Cowan 2nd: Cr. S Padfield

CARRIED 8/0

OFFICER RECOMMENDATION

The Executive Manager Corporate Service's Report for October 2017 be received and all actions endorsed.

COUNCIL RESOLUTION

MIN 6519/17 MOTION – Moved: Cr. G DeLuis 2nd: Cr. B Cowan

The Executive Manager Corporate Services Report for October 2017 be received and all actions endorsed.

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 55 of 142 AGENDA ITEM: 8.5.2- Shire of Narembeen 2016/2017 Annual Report

Subject: Shire of Narembeen 2016/2017 Annual Report Applicant: Shire of Narembeen File Ref: ADM477 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Miss Bonnie Cole, Executive Manager Corporate Services Date: 11th October 2017 Attachments: Shire of Narembeen Annual Report for the Year ending 30 June 2017 includes Independent Auditors Financial Report & Management Report, CRC Annual Financial Report (separate attachments)

SUMMARY

To review Council’s Annual Report as required by regulation.

BACKGROUND

Local Governments are required to produce an audited annual financial report each year (Local Government Act 1995 s6.4) for audit.

COMMENT

The audited Annual Financial Report for the 2016/2017 financial year has been received together with the Independent Auditor’s Report and Management Report and has been presented to the Audit Committee for consideration and recommendation to Council.

Council’s auditor reported that in his opinion the Shire of Narembeen’s Financial Report complies with the Local Government Act and associated Regulations and gives a true and fair view of the Shire’s financial position and its financial performance and cash flows as at 30 June 2017 and complies with Australian Accounting Standards. This means the audit is a clean (unqualified) audit report.

The Management Report again made comment on Council’s ratios. Whilst a number are still below target it is refreshing to see that all but one of the ratios have improved compared to the trend of the last four years where they were getting worse.

While this is good news, it will take a lot of planning and strategy to ensure that this continues and the Shire does not fall into its old trends. It is anticipated that once the Community Strategic Plan is completed by Caroline Robinson, the Long Term Financial Plan and Asset Management Plans will be refreshed to assist in guiding the necessary direction to move the Council forward towards a more sustainable culture.

CONSULTATION

Chief Executive Officer Executive Manager Corporate Services Auditors, Moore Stephens Middleton Accountants Griffin Valuation Services

STATUTORY IMPLICATIONS

Local Government Act 1995, Part 6 Financial Management

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 56 of 142 s6.4. Financial report (1) A local government is to prepare an annual financial report for the preceding financial year and such other financial reports as are prescribed. (2) The financial report is to — (a) be prepared and presented in the manner and form prescribed; and (b) contain the prescribed information. (3) By 30 September following each financial year or such extended time as the Minister allows, a local government is to submit to its auditor — (a) the accounts of the local government, balanced up to the last day of the preceding financial year; and (b) the annual financial report of the local government for the preceding financial year.

Local Government (Financial Management) Regulations 1996, Part 4 Financial Reports

r36. Annual financial report, content of (Act s. 6.4(2)) r37. Trust fund, information about in annual financial report r38. Reserve accounts, information about in annual financial report r39. Rates, information about in annual financial report r40. Service charges, information about in annual financial report r41. Fees and charges, information about in annual financial report r42. Discounts for early payment etc., information about in annual financial report r43. Interest charges etc., information about in annual financial report r44. Fees etc. to council members, information about in annual financial report r45. Trading undertakings, information about in annual financial report r46. Major land transactions, information about in annual financial report r47. Completed major land transactions, information about in annual financial report r48. Borrowings, information about in annual financial report r49. Invested money, information about in annual financial report r50. Financial ratios to be included in annual financial report r51. Annual financial report to be signed etc. by CEO and given to Department

FINANCIAL IMPLICATIONS

Costs associated with the audit will be charged to Account 4111300 audit fees, in the Shire of Narembeen Annual Budget 2017/2018 as per agreement with Moore Stephens.

POLICY IMPLICATIONS

There are no known policy implications in considering this item.

STRATEGIC PLAN REFERENCE

Shire of Narembeen Corporate Business Plan, Part 2, Financial Management.

RELATED PARTY TRANSACTIONS

There are no known related party transactions associated with this item.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 57 of 142 OFFICER RECOMMENDATION

That Council:-

1. Receive the Shire of Narembeen audited Annual Financial Report for the 2016/2017 financial year, including the Annual Financial Report of the Narembeen Community Resource Centre; 2. Adopt the Annual Report, including the Annual Financial Report, Auditor’s Report and Management Report as recommended by the Audit Committee; and 3. Advertise the Annual Electors Meeting to be held at 6.00pm on Thursday 2nd November 2017 in Council Chambers.

COUNCIL RESOLUTION

MIN 6520/17 MOTION - Moved Cr. K Mortimore 2nd Cr. B Thomas

That Council:-

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 58 of 142 AGENDA ITEM: 8.5.3 - Council Meetings 2018

Subject: Council Meeting Dates and Times - 2018 Applicant: Shire of Narembeen File Ref: ADM195 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Bonnie Cole, Executive Manager Corporate Services Date: 19th September 2017 Attachments: Nil

SUMMARY

Council is requested to consider Ordinary Council Meeting dates and times for 2018.

BACKGROUND

Council is required by statutory processes to consider and adopt the Ordinary Council and Committee meeting dates for 2018 including venue, time and place and the advertising of this information to the public.

COMMENT

Council policy 4.2.13 stipulates when Council holds its Ordinary Meetings, being the third Wednesday of every month, except for January, commencing at 2.30pm.

CONSULTATION

Nil

STATUTORY IMPLICATIONS

LOCAL GOVERNMENT ACT 1995 (as amended) Section 5.25. Regulations about council and committee meetings and committees

(1) Without limiting the generality of section 9.59, regulations may make provision in relation to — g) the giving of public notice of the date and agenda for council or committee meetings;

LOCAL GOVERNMENT (Administration) REGULATIONS 1996 Regulation 12. Public notice of council or committee meetings — s. 5.25(1)(g) (1) At least once each year a local government is to give local public notice of the dates on which and the time and place at which — (a) the ordinary council meetings; and (b) the committee meetings that are required under the Act to be open to members of the public or that are proposed to be open to members of the public, are to be held in the next 12 months.

FINANCIAL IMPLICATIONS

Nil

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 59 of 142 POLICY IMPLICATIONS

Policy 4.2.13

The ordinary meeting of Council will be held on the third Wednesday of each month commencing at 2.30pm, unless varied by Council for a specific purpose from time to time. Council meetings will not be held in January of each year, unless a Special meeting is arranged.

STRATEGIC PLAN REFERENCE

Nil

RELATED PARTY TRANSACTIONS

Nil

OFFICER RECOMMENDATION

That Council resolves to hold its Ordinary Council Meetings for 2018 on the third Wednesday of every month with the exception of the month of January, commencing at 2.30pm and to be held at the Council Chambers, 1 Longhurst Street Narembeen.

COUNCIL RESOLUTION

MIN 6521/17 MOTION - Moved Cr. B Thomas 2nd Cr. A Hardham

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 60 of 142 AGENDA ITEM: 8.5.4- Shire Council & Community Resource Centre Office Opening & Closure over Christmas/New Year Holiday period 2017

Subject: Shire Council & Community Resource Centre Office Opening & Closure over Christmas/New Year Holiday Period 2017 Applicant: Shire of Narembeen File Ref: ADM150 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Bonnie Cole, Executive Manager Corporate Services Date: 19 September 2017 Attachments: Nil

SUMMARY

Council to discuss office opening hours over the December Holiday period.

BACKGROUND

In previous years, the Shire of Narembeen and the Narembeen Community Resource Centre offices have closed for a period between Christmas and New Year. This closure did not present any difficulty during the 2016/2017 closure period.

COMMENT

Western Australia Public Holidays for 2016/2017 are as follows:

• Monday 25th December 2017 – Boxing Day • Tuesday 26th December 2017 – Christmas Day Public Holiday • Monday 1st January 2018 – New Year’s Day Public Holiday

The following office opening and closing dates are proposed:

• Closed – Saturday 23rd December 2017 (Weekend) • Closed – Sunday 24th December 2017 (Weekend) • Closed – Monday 25th December 2017 (Public Holiday) • Closed – Tuesday 26th December 2017 (Public Holiday) • Closed – Wednesday 27th December 2017 (Public Service Day) • Closed – Thursday 28th December 2017 • Closed – Friday 29th December 2017 • Closed – Saturday 30th December 2017 (Weekend) • Closed – Sunday 31st December 2017 (Weekend) • Closed – Monday 1st January 2018 (Public Holiday) • Re-opening – 8.30 am Tuesday 2nd January 2018

Staff will be required to take RDO’s or annual leave for the work days not covered by public holidays or public service days.

The CEO will ensure that arrangements are in place and staff are available to undertake required tasks during this period and in the event of an emergency within the Shire.

CONSULTATION

Office Staff

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 61 of 142 STATUTORY IMPLICATIONS

Local Government Act 1995

Section 2.7. The role of Council (1) The Council – a. Directs and controls the local government’s affairs; and b. Is responsible for the performance of the local government’s functions. (2) Without limiting subsection (1), the Council is to – a. Oversee the allocation of the local government’s finances and resources; and b. Determine the local government’s policies. Section 3.1. General Function

(1) The general function of a local government is to provide for the good government of persons in its district. (2) The scope of the general function of a local government is to be construed in the context of its other functions under this Act or any other written law and any constraints imposed by this Act or any other written law on the performance of its functions.

FINANCIAL IMPLICATIONS

Nil

POLICY IMPLICATIONS

Nil

STRATEGIC PLAN REFERENCE

Nil

RELATED PARTY TRANSACTIONS

Nil

OFFICER RECOMMENDATION

That Council approves the following:-

1. The Shire of Narembeen and the Narembeen Community Resource Centre offices be closed to the Public over the Christmas/New Year period, commencing at 4.30pm on Friday 22nd December 2017 and re-open to the public at 8.30 am on Tuesday 2nd January 2018. 2. The office closure be advertised in the Fencepost, the Shire website and on appropriate notice boards. 3. The CEO ensure arrangements are in place and staff are available to undertake required tasks during this period in the event of an emergency within the Shire.

3.52pm - C Jackson exited the meeting

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 62 of 142 COUNCIL RESOLUTION

MIN 6522/17 MOTION - Moved Cr. B Cowan 2nd Cr. S Parsons

That Council approves the following:-

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 63 of 142 3.54pm - C Jackson returned to the meeting. 3.55pm - C Jackson exited the meeting. 3.56pm - C Jackson entered the meeting

AGENDA ITEM: 8.5.5 - Review Policy 3.1.14 Purchasing Policy

Subject: Review Policy 3.1.14 Purchasing Policy Applicant: Shire of Narembeen File Ref: N/A Disclosure of Interest (Staff): Miss Bonnie Cole, Mr Chris Jackson Disclosure of Interest (Member): Nil Author: Miss Bonnie Cole, Executive Manager Corporate Services Date: 11 October 2017 Attachments: Draft Policy 3.1.14 Purchasing Policy

SUMMARY

Council to review the Purchasing Policy 3.1.14 and amend to more accurately reflect the operations of the Shire of Narembeen.

BACKGROUND

Senior Staff have recently decided that the Community and Economic Development Officer should have purchasing authority. To allow this to occur, the policy needs to be changed. Whilst reviewing the current policy, it has been made apparent that the processes outlined in Council’s purchasing policy do not reflect that which is currently being undertaken within the Shire of Narembeen with regard to some aspects of procurement.

COMMENT

Council purchasing policy was last reviewed in mid 2016 when the regulations were changed to increase the limit for tenders from $100,000 to $150,000. At that time the following changes were also authorised:

• Purchasing authority for the Senior Finance Officer position be included up to $10,000. This is to allow the SFO to authorise payment for office products and utility invoices. • Increase purchasing authority for the Works Manager to $100,000. • Change the purchasing authority for the Chief Executive Officer to $150,000 from unlimited, as per Regulation. • Remove Executive Support Officer as this position no longer exists.

Since that time, we have again had some changes occur within the office and the following need to be amended.

• Remove the reference to the Senior Finance Officer as the position no longer exists. • Include purchasing authority for the Community and Economic Development Officer with a delegation limit of $10,000. • Remove all references to Regional Price Referencing. • Include an exception list which includes the following:

o Purchasing the following items locally (Shire of Narembeen) up to $5,000 in value does not require quotes to be received and recorded. o Office and Council consumables including but not limited to the following: - Stationery and paper supplies - Refreshments such as milk, coffee and biscuits - Cleaning items such as detergent, bin bags and other items.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 64 of 142 o Various parts and tools for use at the depot.

o Engaging local contractors to undertake routine and emergency repairs on Council owned properties. These can include the following: o Plumbers o Electricians o Carpet Cleaners o Panel Beaters o Vehicle Tyre Repairs o Vehicle servicing o Transport/Freight Services o Earthmoving requirements

o All Purchases totalling in excess of $500 will require a purchase order to be completed.

CONSULTATION

Chief Executive Officer Executive Manager Corporate Services Works Manager WALGA

STATUTORY IMPLICATIONS

Local Government Act 1995 Section 2.7

2.7. Role of council (1) The council — (a) governs the local government’s affairs; and (b) is responsible for the performance of the local government’s functions. (2) Without limiting subsection (1), the council is to — (a) oversee the allocation of the local government’s finances and resources; and (b) determine the local government’s policies. [Section 2.7 amended by No. 17 of 2009 s. 4.]

Local Government (Functions and General) Regulations 1996

11. When tenders have to be publicly invited (1) Tenders are to be publicly invited according to the requirements of this Division before a local government enters into a contract for another person to supply goods or services if the consideration under the contract is, or is expected to be, more, or worth more, than $150 000 unless subregulation (2) states otherwise.

FINANCIAL IMPLICATIONS

Nil

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 65 of 142 POLICY IMPLICATIONS

Policy 3.1.14 Purchasing Policy

STRATEGIC PLAN REFERENCE

Relevant policies will assist Council in setting and reviewing corporate plans and documents associated with the Integrated Planning and Reporting Framework.

9. Provide good strategic decision making, governance, leadership and professional management

9.3 Deliver services that meet the current and future needs and expectations of the community, whilst maintaining statutory compliance

9.3.2 Adhere to the Community Engagement policy

9.3.6 Develop and implement the Shire of Narembeen Customer Service Charter

RELATED PARTY TRANSACTIONS

Nil

OFFICER RECOMMENDATION

That Council:-

1. Adopt the amended Purchasing Policy 3.1.14 as presented. 2. Present the Policy to local businesses at a Business After Hours in November 2017 for input and buy in by the local business community.

COUNCIL RESOLUTION

MIN 6523/17 MOTION - Moved Cr. S Parsons 2nd Cr. B Thomas

That Council:-

1. Adopt the amended Purchasing Policy 3.1.14 as presented. 2. Present the Policy to local businesses at a Business After Hours in November 2017 for input and buy in by the local business community. CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 66 of 142 POLICY SECTION: Finance POLICY NUMBER: 3.1.14 POLICY TITLE: PURCHASING POLICY

POLICY The Shire of Narembeen is committed to delivering best practice in the purchasing of goods, services and works that align with the principles of transparency, probity and good governance. Procurement processes and practices to be complied with are defined within this Policy.

OBJECTIVES

• To ensure best practice policies and procedures are followed in relation to internal purchasing for the Shire of Narembeen. • To ensure compliance with the Local Government Act 1995 (“the Act”) and the Local Government Act (Functions and General) Regulations 1996 (“the Regulations”). • To ensure compliance with the State Records Act 2000 and associated records management practices and procedures of the Local Government. • To undertake purchasing processes that ensures value for money for the Local Government by delivering the most advantageous outcome possible. • To ensure openness, transparency, fairness and equity through the purchasing process to all potential suppliers. • To ensure efficient and consistent purchasing processes are implemented and maintained across the organisation • To ensure local businesses are given the opportunity to supply goods and services.

SCOPE

PRINCIPLES

Code of Conduct

All officers and employees of the Local Government undertaking purchasing activities must have regard for the Code of Conduct requirements and shall observe the highest standards of ethics and integrity. All officers and employees of the Local Government must act in an honest and professional manner at all times which supports the standing of the Local Government.

The following principles, standards and behaviours must be observed and enforced through all stages of the purchasing process to ensure the fair and equitable treatment of all parties:

• Full accountability shall be taken for all purchasing decisions and the efficient, effective and proper expenditure of public monies based on achieving value for money;

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 67 of 142 • All purchasing practices shall comply with relevant legislation, regulations, and requirements consistent with the Local Government policies and Code of Conduct; • Purchasing is to be undertaken on a competitive basis where all potential suppliers are treated impartially, honestly and consistently. Local business are entitled to certain concessions to ensure that they are also competitive within the markets; • All processes, evaluations and decisions shall be transparent, free from bias and fully documented in accordance with applicable policies, audit requirements and relevant legislation; • Any actual or perceived conflicts of interest are to be identified, disclosed and appropriately managed; and • Any information provided to the Local Government by a supplier shall be treated as commercial-in-confidence and should not be released unless authorised by the supplier or relevant legislation.

1. VALUE FOR MONEY

1.1 Policy

Value for money is an overarching principle governing purchasing which allows the best possible outcome to be achieved for the Local Government. It is important to note that compliance with the purchasing specification is more important than obtaining the lowest price, particularly taking into account user requirements, quality standards, sustainability, life cycle costing and service benchmarks as well as the ability of local suppliers to provide the good or service.

1.2 Application

An assessment of the best value for money outcome for any purchasing process should consider:

• All relevant Total Costs of Ownership (TCO) and benefits including transaction costs associated with acquisition, delivery, distribution, as well as other costs such as but not limited to holding costs, consumables, deployment, maintenance and disposal; • The technical merits of the goods or services being offered in terms of compliance with specifications, contractual terms and conditions and any relevant methods of assuring quality, including but not limited to an assessment of levels and currency of compliances, value adds offered, warranties, guarantees, repair and replacement policies, ease of inspection, ease of after sales service, ease of communications etc. • Financial viability and capacity to supply without risk of default (competency of the prospective suppliers in terms of managerial and technical capabilities and compliance history); and • A strong element of competition in the allocation of orders or the awarding of contracts. This is achieved by obtaining a sufficient number of competitive quotations wherever practicable.

2. PURCHASING THRESHOLDS AND PROCESSES

2.1 Legislative / Regulatory Requirements

The requirements that must be complied with by the Local Governments, including purchasing thresholds and processes, are prescribed within the Local Government (Functions and General) Regulations 1996 and this Purchasing Policy.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 68 of 142 2.2 Policy

Purchasing that is below $150,000 in total value (excluding GST) must use the process as set out in the Guidelines of this Policy.

Purchasing that exceeds $150,000 in total value (excluding GST) must be put to public Tender unless a regulatory Tender exemption is utilised by the Local Government. Tender exemptions apply in the following instances:

• An emergency situation as defined by the Local Government Act 1995; • The purchase is from a WALGA Preferred Supply Contract or Business Service. All WALGA Preferred Supply Contracts have been established utilising a competitive public procurement process to pre-qualify suppliers that meet compliance requirements and offer optimal value for money to the Local Government sector. • The purchase is from a Department of Finance Common Use Arrangements (where Local Government use is permitted), a Regional Local Government or another Local Government; • The purchase is under auction that has been authorised by Council; • The contract is for petrol, oil, or other liquid or gas used for internal combustion engines; or • Any of the other exclusions under Regulation 11 of the Local Government (Functions and General) Regulations 1996 apply.

Determining purchasing value is to be based on the following considerations:

1. The actual or expected value of a contract over the full contract period (including all options to extend); or

2. The extent to which it could be reasonably expected that the Local Government will continue to purchase a particular category of goods, services or works and what total value is or could be reasonably expected to be purchased.

GUIDELINES

Below is the purchasing process that must be followed based on the actual or expected value of each purchase by the Local Government:

Purchases Up to $5,000

Obtain at least two (2) verbal or written quotations from suppliers supported by evidence of the quotation (eg email, fax or record of quotation) in each instance.

Obtain quotations directly from a pre-qualified panel of suppliers which include WALGA Preferred Supply Contracts. It is recommended that wherever possible, the Local Government source multiple competitive quotations (at least two Preferred Suppliers) using a simple quotation process either through eQuotes or directly in writing.

Exceptions to Requirements

Purchasing the following items locally within the Shire of Narembeen up to $5,000 in value does not require quotes to be received and recorded.

• Office and Council consumables including but not limited to the following:

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 69 of 142 - Stationery and paper supplies - Refreshments such as milk, coffee and biscuits - Cleaning items such as detergent, bin bags and other items.

• Various parts and tools for use at the depot.

• Engaging local contractors to undertake routine and emergency repairs on Council owned properties, plant and equipment. These can include the following:

- Plumbers - Electricians - Carpet Cleaners -Panel Beaters - Vehicle Tyre Repairs - Vehicle servicing - Transport/Freight Services - Earthmoving requirements

These arrangements will be made with local businesses.

• All Purchases totalling in excess of $500 will require a purchase order to be completed..

Purchases $5,001 to $50,000

Obtain at least three (3) written quotations (eg email, fax or original copy).

Obtain quotations directly from a pre-qualified panel of suppliers which include WALGA Preferred Supply Contracts. It is recommended that wherever possible, the Local Government source multiple competitive quotations (at least three Preferred Suppliers) using a simple quotation process either through eQuotes or directly in writing.

Purchases $50,000 to $150,000

Obtain at least three (3) written quotations (eg email, fax or original copy) from suppliers containing price and specification of goods and services.

Obtain quotations directly from a pre-qualified panel of suppliers which include WALGA Preferred Supply Contracts. It is recommended that wherever possible, the Local Government source multiple competitive quotations (at least three Preferred Suppliers) using a formal Request for Quotation process either through eQuotes or directly in writing.

The procurement decision is to be based on all value for money considerations in accordance with the definition stated within this Policy.

Note, the purchasing of items relating to plant and machinery or any item that carries a warranty within the above set limits up to $150,000 can be made from the sole provider ie: Westrac, John Deere.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 70 of 142 Purchases above $150,000

Conduct a public Tender process in accordance with the Local Government Act 1995 section 3.57 Tender for Providing Goods or Services, the Local government (Functions & General) Regulations 1996 Part 4 Provision of Goods and Services and this policy under Public Tender.

Anti- Avoidance

The Shire of Narembeen will not enter two or more contracts of a similar nature for the purpose of splitting the value of the contracts to take the value of consideration below the level of $150,000 thereby avoiding the need to publicly tender.

eQuotes

eQuotes through the WALGA Preferred Supply Contracts can be used by staff within the set limits up to $150,000 for purchases as approved by the Chief Executive Officer and via formal motion of Council for all expenditure over the $150,000 threshold. eQuotes is a secure, web-based procurement tool that streamlines and simplifies the Request for Quotation process with WALGA Preferred Suppliers at the same time as facilitating purchasing compliance, probity and control over all aspects of purchasing.

All WALGA Preferred Supply Contracts are available on eQuotes and all necessary contract information is preloaded to enable informed procurement choices, including contract details, insurances, pricing (where applicable) etc. Local Governments can also upgrade eQuotes to include their local suppliers.

Plant Working Group All items of plant and equipment are to be referred to the Plant & Working Group for advice. Note, formal approval to proceed will be dependent on the CEO or Council approval.

Public Tender

Tender Criteria The Shire of Narembeen shall, before tenders are publicly invited, determine in writing the criteria for deciding which tender should be accepted.

Advertising Tenders Tenders are to be advertised in a state wide publication e.g. “The West Australian” newspaper, Local Government Tenders section, preferably on a Wednesday or Saturday.

The tender must remain open for at least 14 days after the date the tender is advertised. Care must be taken to ensure that 14 full days are provided as a minimum.

The notice must include:

• A brief description of the goods or services required; •Information as to where and how tenders may be submitted; •The date and time after which tenders cannot be submitted; and •Particulars identifying a person from who more detailed information as to tendering may be obtained.

Detailed information shall include:

•Such information as the Shire of Narembeen decides should be disclosed to those interested in submitting a tender;

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 71 of 142 •Detailed specifications of the goods or services required; •The criteria for deciding which tender should be accepted; •Whether or not the Shire of Narembeen has decided to submit a tender; and •Whether or not tenders can be submitted by facsimile or other electronic means, and if so, how tenders may so be submitted.

Issuing Tender Documentation Tenders will not be made available (counter, mail, internet, referral, or other means) without a robust process to ensure the recording of details of all parties who acquire the documentation.

This is essential as if clarifications, addendums or further communication is required prior to the close of tenders, all potential tenderers must have equal access to this information in order for the Shire of Narembeen not to compromise its duty to be fair.

Tender Deadline A tender that is not received in full in the required format by the advertised Tender Deadline shall be rejected.

Opening of Tenders No tenders are to be removed from the tender box, or opened (read or evaluated) prior to the Tender Deadline.

Tenders are to be opened in the presence of the Chief Executive Officer’s delegated nominee and preferably at least one other Shire Officer. The details of all tenders received and opened shall be recorded in the Tenders Register.

Tenders are to be opened in accordance with the advertised time and place. There is no obligation to disclose or record tendered prices at the tender opening, and price information should be regarded as commercial-in-confidence to the Shire of Narembeen. Members of the public are entitled to be present.

The Tenderer’s Offer form, Price Schedule and other appropriate pages from each tender shall be date stamped and initialled by at least two Shire of Narembeen Officers present at the opening of tenders.

No Tenders Received Where the Shire of Narembeen has invited tenders, however no compliant submissions have been received; direct purchases can be arranged on the basis of the following:

• A sufficient number of quotations are obtained; •The process follows the guidelines for seeking quotations between $50,000 & $150,000 (listed above); •The specification for goods and/or services remains unchanged; •Purchasing is arranged within 6 months of the closing date of the lapsed tender.

Addendum to Tender If, after the tender has been publicly advertised, any changes, variations or adjustments to the tender document and/or the conditions of tender are required, the Shire of Narembeen may vary the initial information by taking reasonable steps to give each person who has sought copies of the tender documents notice of the variation.

Minor Variation If after the tender has been publicly advertised and a successful tenderer has been chosen but before the Shire of Narembeen and tenderer have entered into a Contract, a minor variation may be made by the Shire of Narembeen

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 72 of 142 A minor variation will not alter the nature of the goods and/or services procured, nor will it materially alter the specification or structure provided for by the initial tender.

Notification of Outcome Each tenderer shall be notified of the outcome of the tender following Council resolution. Notification shall include:

•The name of the successful tenderer •The total value of consideration of the winning offer •The details and total value of consideration for the winning offer must also be entered into the Tenders Register at the conclusion of the tender process.

Purchase Orders - Officer Thresholds (included in Delegated Authority Register)

Purchase order expenditure limits apply to the following staff:

Chief Executive Officer Limit $150,000 Executive Manager Corporate Services Limit $100,000 Works Manager Limit $100,000 Buildings Supervisor Limit $10,000 Community and Economic Development Officer Limit $10,000 Community Resource Centre Manager Limit $10,000 Shire Mechanic Limit $5,000 Administration Officer (Receptionist) Limit $500

RECORDS MANAGEMENT

Policy

Records of all Tenders and Requests for Quotation must be Retained in compliance with the State Records Act 2000 (WA) and the Local Government’s internal Records Management Policy.

Application

All records associated with the Tender or the Quotation process must be recorded and retained.

For a Tender process, this includes:

• Tender documentation. • Internal documentation. • Evaluation documentation. • Enquiry and response documentation. • Approval documentation. • Notification and award documentation.

For a for Quotation process, this includes:

• Quotation documentation • Internal documentation. • Approval documentation. • Order forms and requisitions.

PURCHASING FROM WA DISABILITY ENTERPRISES

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 73 of 142 Pursuant to State Government policy, Local Governments are encouraged to consider the option of purchasing goods and services from registered WA Disability Enterprises. This is contingent on the provision of fair value and quality.

Local Governments are encouraged to invite relevant WA Disability Enterprises to respond to a Request for Quotation or Tender for goods or services. Determining the purchasing process to be followed is based on the actual or expected value of each purchase by the Local Government as outlined above in Section 5 (Purchasing Thresholds and Processes) of this Policy. There are seven (7) Disability Enterprises registered in Western Australia.

A complete list of approved organisations is available from the following website: www.wade.org.au

DELEGATED AUTHORITY

REVIEW EMCS

HISTORY

Adopted: 19/03/2014 MIN: 5668/14 Reviewed: 18/02/2015 MIN: 5896/15 Reviewed: 18/05/2016 MIN: 6194/16 Reviewed: 15/02/2017 MIN: 6367/17 Reviewed: 18/10/2017 MIN:

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 74 of 142 AGENDA ITEM 8.5.6 - Narembeen Community Resource Centre Report – October 2017

Subject: Narembeen Community Resource Centre Report Applicant: N/A File Ref: N/A Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Leanne Brooke-Mee Date: 11 October 2017 Attachments: Nil

SUMMARY

Council is to consider the Community Resource Centre Report for October 2017.

BACKGROUND

The Narembeen Community Resource Centre (CRC) provides a report to Council each month highlighting events, projects and activities undertaken by them during the preceding month and any upcoming events, projects and activities.

COMMENT

The report has been prepared for Council with a view to reporting on the Outcome Areas associated with the Department of Regional Development’s funding for the CRC’s Business and Action Plans.

The Outcome Areas are specified in the CRC’s Action Plan and identify a range of funded activities.

The report is set out below for Council’s consideration.

Community Training The CRC has had an influx of requests for a wide range of training for the community. We will continue to source trainers that can deliver these services to a high level.

Narembeen Fencepost The Narembeen CRC continues to assist with the production of the local community newspaper and to provide the required support to the Fencepost volunteers.

Facebook Page – Social Media Tool The CRC is utilising their Facebook page with status updates and photos on a regular basis, which continues to keep the community and Facebook readers informed. We find that Facebook is our biggest asset in reaching the community and we are constantly seeking new ways to keep the community interested in what we do.

Business Training The CRC continues to provide training opportunities for the business community. We recently held a truck licence course.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 75 of 142 School Holiday Activities The School holiday activities have continued to grow in popularity. We had 17 kids attended a popsicle craft day and a movie day. These days give parents the opportunity to have appointments in town as well giving kids something to do that’s a little different outside of school.

Scam Aware Ivo Da Silva (Consumer Protection), Di Pollard (Bankwest) Sergeant Richie Conkling (Narembeen Police) conducted a Scam Aware Workshop. With over 35 people attending it showed that it was needed in the community. The feedback was very good and we will be looking at more workshops targeting more groups.

John Curtin Weekend 18 John Curtin Volunteers came to Narembeen on the weekend of the 30th of September. They helped set up for the Ladies’ Long Lunch as well as helping at Wadderin Wildlife Sanctuary clearing water drains. As always the volunteers were polite and very helpful. I look forward to welcoming them back to Narembeen next year.

Ladies’ Long Lunch The now Biannual Ladies’ Long Lunch was held on the 7th of October, this year’s focus was on mental health and ensuring we as women are taking times out our day to enjoy life. From all accounts this was a success and feedback has been fantastic.

Coming up: Fremantle Camera Club Visit, Linda Bettenay Author Talk, Market Day and Seniors Week

Annual Report The CRC’s annual report has been completed and submitted to the Department, this is available for viewing at the Shire offices or CRC.

CONSULTATION

Sheree Thomas, Community & Economic Development Officer

STATUTORY IMPLICATIONS

Nil

FINANCIAL IMPLICATIONS

Nil

POLICY IMPLICATIONS

Nil

STRATEGIC PLAN REFERENCE

1 A sense of place and pride in who we are 1.1 An inclusive, safe, considerate and welcoming community 1.2 A community that supports and provides opportunities for our families 1.3 A creative community accompanied by engaging and innovative events and celebrations 6 Access to lifelong learning for all stages of life

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 76 of 142 6.1 The local economy is growing and prosperous, offering a diverse range of job opportunities

RELATED PARTY TRANSACTIONS

Nil OFFICER RECOMMENDATION

That the Narembeen Community Resource Centre Co-ordinator's Report for October 2017 be received and all actions endorsed.

COUNCIL RESOLUTION

MIN 6524/17 MOTION - Moved Cr. B Thomas 2nd Cr. R DeLuis

That the Narembeen Community Resource Centre Co-ordinators Report for October 2017 be received and all actions endorsed.

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 77 of 142 AGENDA ITEM: 8.5.7 – September 2017 Schedule of Account

Subject: September 2017 Schedule of Accounts Applicant: Shire of Narembeen File Ref: N/A Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Ashlyn Savin, Administration Officer Date: 10th October 2017 Attachments: List of Payments and Credit Card Statements

SUMMARY

For Council to review the payments made in September 2017.

BACKGROUND

A schedule of accounts paid during the month of September 2017 is provided as follows:

Municipal Cheque Account $984,170.04 Trust Cheque Account $0.00

COMMENT

The following payments >$5,000.00 were made during the month of August 2017:

EFT10203 14/09/2017 Department Of Fire 2017/2018 ESL Quarter 1 And Emergency Services (FESA) 13,860.00 EFT10217 14/09/2017 PC & JE Kennedy Shire carpark install and replace Shire Depot gutters 18,520.00 EFT10224 14/09/2017 WA Regional Replace Solahart at 26 Plumbing Hilton Way, replace Solahart hot water unit at 10 Hilton Way, Repair water leak at Rec Centre and Install the Men's Shed with a storm water overflow 10,105.92 EFT10225 14/09/2017 WALGA Local Government Week full delegate registration, gala dinner, parking, partner attendees and breakfasts 10,573.09 EFT10226 14/09/2017 Western Australian Loan No. 129 Interest Treasury Corporation payment - Solar Panels 7,850.84 EFT10230 15/09/2017 J.R & V.J Sprigg Gravel from Trevor Sprigg's gravel pit from 26/05/2017 to 02/06/2017 - 6212m3 6,837.60 EFT10232 21/09/2017 Leeuwin Civil Pty Ltd Road Repairs WANDRRA Claim AGRN743 558,491.56 EFT10236 28/09/2017 Ampac Debt Recovery Rate recovery costs for (WA) Pty Ltd August 2017 1,757.25

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 78 of 142 EFT10237 28/09/2017 Antip Engineering Mechanical design Solutions Narembeen Community Precinct 12,320.00 EFT10243 28/09/2017 Carrington Associates Hydraulic services consultancy for Narembeen Community Precinct upgrade 6,050.00 EFT10244 28/09/2017 Chris Bray Electrics Progress claim for Pty Ltd Emergency Services Building Construction. Disconnect underground power from site switchboard. Install conduits in concrete slab. Start pre wiring the emergency centre 11,770.00 EFT10247 28/09/2017 Core Business WANDRRA AGRN743 - Australia Pty Ltd Claim 7 43,713.73 EFT10250 28/09/2017 Fowler Surveys Line marking on Bruce Rock Narembeen Rd, Mt Walker Rd and Merredin Narembeen Rd 16,616.44 EFT10262 28/09/2017 Parmelia Hilton Accommodation at Parmelia Hotel from 01/08/2017 to 05/08/2017 for Local Government Week. Councillors, partners and CEO 7,815.55 EFT10264 28/09/2017 Precise Property Pool refurbishment Maintenance 31,240.00 EFT10266 28/09/2017 Southern City Sheds Payment 3 for Emergency Services Facility shed construction 89,436.80 EFT10272 28/09/2017 Western Australian Loan No. 128 Interest Treasury Corporation payment - Rec Centre 32,570.63 10960 15/09/2017 Synergy - Western Electricity charges for Power Narembeen from 10th July 2017 to 6th September 2017 13,538.75 10963 28/09/2017 Shire of Capel Russell John's - Long Service Leave contribution as per letter signed by Frank Peczka 01/08/2013 9,416.22 DD9174.1 07/09/2017 WA Local Government Payroll deductions Superannuation Plan 8,453.72 DD9191.1 21/09/2017 WA Local Government Payroll deductions Superannuation Plan 8,761.36

CONSULTATION

Nil

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 79 of 142 STATUTORY IMPLICATIONS

Local Government (Financial Management) Regulations 1996 (FMR) Reg 11. Payment of accounts

1. A local government is to develop procedures for the authorisation of and the payment of accounts to ensure that there is effective security for and properly authorised use of:

(a) cheques, credit cards, computer encryption devices and passwords, purchasing cards and any other devices or methods by which goods, services, money or other benefits may be obtained; and

(b) Petty cash systems.

2. A local government is to develop procedures for the approval of accounts to ensure that before payment of an account a determination is made that the relevant debt was incurred by a person who was properly authorised to do so.

3. Payments made by a local government

(a) subject to sub regulation (4), are not to be made in cash; and (b) are to be made in a manner which allows identification of -

(i) the method of payment; (ii) the authority for the payment; and (iii) the identity of the person who authorised the payment.

4. Nothing in sub regulation (3) (a) prevents a local government from making payments in cash from a petty cash system.

Reg 12. Payments from municipal fund or trust fund 1. A payment may only be made from the municipal fund or the trust fund –

(a) if the local government has delegated to the CEO the exercise of its power to make payments from those funds by the CEO; or (b) otherwise, if the payment is authorised in advance by a resolution of the council

2. The council must not authorise a payment from those funds until a list prepared under regulation 13(2) containing details of the accounts to be paid has been presented to the council.

Reg 13. Lists of accounts 1. If the local government has delegated to the CEO the exercise of its power to make payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing for each account paid since the last such list was prepared

(a) the payee’s name; (b) the amount of the payment; (c) the date of the payment; and (d) sufficient information to identify the transaction.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 80 of 142 2. A list of accounts for approval to be paid is to be prepared each month showing:

(a) for each account which requires council authorisation in that month -

(i) the payee’s name; (ii) the amount of the payment; and (iii) sufficient information to identify the transaction; and

(b) the date of the meeting of the council to which the list is to be presented.

3. A list prepared under sub regulation (1) or (2) is to be -

(a) presented to the council at the next ordinary meeting of the council after the list is prepared; and (b) recorded in the minutes of that meeting.

FINANCIAL IMPLICATIONS

Shire of Narembeen 2017/2018 Operating Budget.

POLICY IMPLICATIONS

Nil

STRATEGIC PLAN REFERENCE

9 Provide good strategic decision making, governance, leadership and professional management

9.1 Develop leadership skills and behaviours that enhance the knowledge, skills and experience of the Shire staff and Council 9.2 Manage the organisation in a responsible, accountable and consultative manner 9.3 Deliver services that meet the current and future needs and expectations of the community, whilst maintaining statutory compliance

RELATED PARTY TRANSACTIONS

There are no known related party transactions at this time.

OFFICER RECOMMENDATION

That Council:-

1. Receive the Schedule of Accounts for September 2017; and 2. Receive the Credit Card Statements for September 2017

COUNCIL RESOLUTION

MIN 6525/17 MOTION - Moved Cr. B Cowan 2nd Cr. A Hardham

That Council:-

1. Receive the Schedule of Accounts for September 2017; and 2. Receive the Credit Card Statements for September 2017

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 81 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen SHIRE OF NAREMBEEN SCHEDULE OF ACCOUNTS SUBMITTED TO COUNCIL 18 OCTOBER 2017 Chq/EFT Date Name Description Amount EFT10194 14/09/2017 Ag Implements Narembeen Fittings to repair John Deere grader 56.22 EFT10195 14/09/2017 All Ways Foods Cleaning products, toilet paper and hand towel for the Shire Office and Narembeen Caravan Park 395.48 EFT10196 14/09/2017 Aust Post Postage for August 2017 - this included postage of fox surveys and x 2 boxes stamps 476.01 EFT10197 14/09/2017 Australian Services Union Payroll deductions 51.70 EFT10198 14/09/2017 Australian Taxation Office Child Support Agency Payroll deductions 374.63 EFT10199 14/09/2017 Boc Gases Gas for depot 84.75 EFT10200 14/09/2017 Brownleys Plumbing And Gas Complete and check backflow at Soldiers Rd and Latham Rd 902.00 EFT10201 14/09/2017 Chris Bray Electrics Pty Ltd Replace x 2 faulty RCDs at 8 Cheetham Way (EMCS), replace external power point for water cooler at the Rec Centre, Replace smoke alarm at 2/24 Doreen St, connect Solar Hart at 10 Hilton Way and Check HWS at 26 Hilton Way 795.30 EFT10202 14/09/2017 Conplant Ammann Australia Side mirror for roller 156.52 EFT10203 14/09/2017 Department Of Fire And Emergency Services 2017/2018 ESL Quarter 1 (FESA) 13,860.00 EFT10204 14/09/2017 Easifleet Payroll deductions 651.74 EFT10205 14/09/2017 JR And A Hersey Pty Ltd 2 x beacons 12 x stinger gloves 1 x tyre inflater 1 x box tinted safety glasses 5 L liquid shine and work jacket for Yvonne Collard 1,011.43 EFT10206 14/09/2017 Kleenheat Gas Gas for Rec Centre 1,189.64 EFT10207 14/09/2017 Landgate Rural UV interim valuation shared x 7 values 348.65 EFT10208 14/09/2017 Landmark Operations Limited 60L roundup, 2kg metsulfuron and 30kg atragen for weed

82 of 142 spraying 1,033.54 EFT10209 14/09/2017 Momar Australia Pty Ltd 6 x cans moly DSD 2 x can nutcracker plus 361.35 EFT10210 14/09/2017 Narembeen Community Resource Centre HR Truck licence training for Josh Miller & Klint Stone - $570 each and Country Arts WA event sponsorship 2,140.00 EFT10211 14/09/2017 Narembeen Engineering And Steel Supplies 2 x cream fence posts for 8 Cheetham Way (EMCS) 48.40 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen EFT10212 14/09/2017 Narembeen Hardware and Ag Supplies x 3 20L drums - round up, 20L Broardside, gloves, PVC parts for water repair, reducing bush, Soil wetter, seasol ball valves, camlock and tap fittings 1,157.54 EFT10213 14/09/2017 Narembeen Rural Newsagency Newspapers for August 2017 and notebooks 48.30 EFT10214 14/09/2017 Narembeen Tyre service Tyre repairs and rotation on Skeleton Weed Toyota Landcruiser 513.00 EFT10215 14/09/2017 Nordic Fitness Equipment Bodycraft Functional Trainer HFT 3,345.65 EFT10216 14/09/2017 P M Services Narembeen Waste Transfer Station manned hours from August 26th to September 8th 2017 2,496.00 EFT10217 14/09/2017 PC & JE Kennedy Shire carpark install and replace Shire Depot gutters 18,520.00 EFT10218 14/09/2017 Precise Property Maintenance Re-bed & repoint ridge capping at 5 Churchill St (Numbats) 3,000.00 EFT10219 14/09/2017 Shire Of Kondinin Reimbursement - Roe Roc dinner -LGW 10 @ 105.94 Reimbursement Roe Roc dinner - LGW - entertainment 1 @ 100 1,159.40 EFT10220 14/09/2017 Star Track Express Freight from Kenworth Forrestfield to Narembeen Depot 35.39 35.39 EFT10221 14/09/2017 The Royal Life Saving Society Of Australia Pool lifeguard requalification training for Amy Hardham and Sarah Kuhne-Munroe 430.00 EFT10222 14/09/2017 Toll Ipec Pty Ltd Freight for library exchange, uniforms and envelopes 71.84 EFT10223 14/09/2017 WA Contract Ranger Services Ranger services throughout Narembeen 16/08/2017 & 24/08/2017 888.24 EFT10224 14/09/2017 WA Regional Plumbing Replace solarhart at 26 Hilton Way, replace solarhart hot water unit at 10 Hilton Way, Repair water leak at Rec Centre and Install the Men's Shed with a storm water overflow 10,105.92 10,105.92 EFT10225 14/09/2017 WALGA Local Government Week full delegate registration, gala dinner, parking, partner attendees and breakfasts 10,573.09 EFT10226 14/09/2017 Western Australian Treasury Corporation Loan No. 129 Interest payment - Solar Panels 7,850.84 83 of 142 EFT10227 14/09/2017 Wurth Australia Pty Ltd 6 x tar remover, 4 x HSP 1400 spray and 1 gear 249.81 EFT10228 15/09/2017 Hendy John Cowan 1827m3 gravel taken from hendy Cowan's gravel pit from 27/07/2017 to 03/08/2017 2,009.70 EFT10229 15/09/2017 Ian & Camille Metcalf 1249.5m3 gravel from Ian Metcalf's gravel pit from Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen 04/08/2017 to 18/08/2017 for Cullen Rd 2,748.90 EFT10230 15/09/2017 J.R & V.J Sprigg Gravel from Trevor Sprigg's gravel pit from 26/05/2017 to 02/06/2017 - 6212m3 6,837.60 EFT10231 15/09/2017 Trevor Wayne Cole Gravel from Trevor Cole's gravel pit from 19/05/2017 to 07/07/2017 2268m3 4,643.10 EFT10232 21/09/2017 Leeuwin Civil Pty Ltd Road repairs WANDRRA Claim AGRN743 558,491.56 EFT10233 21/09/2017 Liberty Oil Rural Pty Ltd 4000 litres of diesel @ 1.1520 per litre 4,608.00 EFT10234 28/09/2017 Ag Implements Quairading Drug & alcohol testing for 2 employees 363.00 EFT10235 28/09/2017 All Ways Foods Tea, coffee, sugar, toilet paper, handtowel, kilbac and C&C cleaner for the Narembeen Caravan Park 663.54 EFT10236 28/09/2017 Ampac Debt Recovery (WA) Pty Ltd Rate recovery costs for August 2017 1,757.25 EFT10237 28/09/2017 Antip Engineering Solutions Mechanical design Narembeen Community Precinct 12,320.00 EFT10238 28/09/2017 Australia Day Council Of WA Australia Day merchandise 345.40 EFT10239 28/09/2017 Australian Services Union Payroll deductions 51.70 EFT10240 28/09/2017 Australian Taxation Office Child Support Agency Payroll deductions 374.63 EFT10241 28/09/2017 BGC Quarries 54.66 ton of metal dust 270.57 EFT10242 28/09/2017 Brand Connect 100 coffee mugs with Shire logo printed on mug 1,115.40 EFT10243 28/09/2017 Carrington Associates Hydraulic services consultancy for Narembeen Community Precinct upgrade 6,050.00 EFT10244 28/09/2017 Chris Bray Electrics Pty Ltd Progress claim for Emergency Services Building Construction. Disconnect underground power from site switchboard. Install conduits in concrete slab. Start pre wiring the emergency centre 11,770.00 EFT10245 28/09/2017 Cody Express Transport Freight for chlorine to the Narembeen pool 74.75 EFT10246 28/09/2017 Copier Support Printing for admin office Canon from 03/08/2017 to 20/09/2017 1,066.10 EFT10247 28/09/2017 Core Business Australia Pty Ltd WANDRRA AGRN743 - Claim 7 43,713.73 EFT10248 28/09/2017 DX Print Group Pty Ltd Shire logo window faced enveloped x 5000 594.00 84 of 142 EFT10249 28/09/2017 Easifleet Payroll deductions 651.74 EFT10250 28/09/2017 Fowler Surveys Line marking on Bruce Rock Narembeen Rd, Mt Walker Rd and Merredin Narembeen Rd 16,616.44 EFT10251 28/09/2017 Great Southern Fuel Supplies Fuel for CEO's car for August 2017 167.03 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen EFT10252 28/09/2017 Henry Schein Regional Pty Ltd Dentist sensor kit 35.00 EFT10253 28/09/2017 Ixom 1 x 70KG chlorine for pool 42.28 EFT10254 28/09/2017 Key2 Creative Upgrade security to website 308.00 EFT10255 28/09/2017 Landgate Land enquiry 101.20 EFT10256 28/09/2017 Lopez Ag Contracting Concrete testing for FESA building 479.60 EFT10257 28/09/2017 Medical and Scientific Services Pty Ltd Compliance certificate for Narembeen Dental 385.00 EFT10258 28/09/2017 Merredin Toyota (avn Northam Pty Ltd) 10,000km service on EMCS Toyota Kluger 234.95 EFT10259 28/09/2017 Midland Photographers 16x20" photo print - Gina DeLuis Council timeline" 70.00 EFT10260 28/09/2017 Narembeen P & C Association Shire Council meeting catering for June, July and August 2017 450.00 EFT10261 28/09/2017 Narembeen Rural Newsagency Newspapers from 01/08/2017-12/08/2017 and tax book for Arthur Cousins 31.89 EFT10262 28/09/2017 Parmelia Hilton Accommodation at Parmelia Hotel from 01/08/2017 to 05/08/2017 for Local Government Week. Councillors, partners and CEO 7,815.55 EFT10263 28/09/2017 Perfect Computer Solutions Pty Ltd Monthly fee for daily monitoring, management and resolutions for admin office computers & server 85.00 EFT10264 28/09/2017 Precise Property Maintenance Pool refurbishment 31,240.00 EFT10265 28/09/2017 Roadswest Engineering Group WA Pty Ltd Provision of engineering design and drafting services for the road access into the prposed Narembeen Combined Facility off Latham and Stockyard Access Rd 3,593.15 EFT10266 28/09/2017 Southern City Sheds Payment 3 for Emergency Services Facility shed construction 89,436.80 EFT10267 28/09/2017 Structerre Consulting Engineers Energy assessments for Narembeen Community Precinct upgrade 2,695.00 EFT10268 28/09/2017 Town Planning Innovations Shire of Narembeen Scheme consolidaion - Amendment 8 626.45 EFT10269 28/09/2017 Varley Transport Cartage for August 2017 1,473.09 EFT10270 28/09/2017 WA Contract Ranger Services Ranger services carried out in Narembeen on 13/09/2017 and 18/09/2017 584.37 EFT10271 28/09/2017 WALGA WALGA People & Culture seminar 13th October for Bonnie 85 of 142 Cole and Leanne Brooke-Mee 250.00 EFT10272 28/09/2017 Western Australian Treasury Corporation Loan No. 128 Interest payment - Rec Centre 32,570.63 EFT10273 28/09/2017 Winstons Meat And Provisions Morning tea for Julian's farewell 54.00 EFT10274 28/09/2017 Wurth Australia Pty Ltd 3 x cans leak sealant 244.31 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen Total for MUNI EFT 934,492.79

Chq/EFT Date Name Description Amount 10960 15/09/2017 Synergy - Western Power Electricity charges for Narembeen from 10th July 2017 to 6th September 2017 13,538.75 10961 15/09/2017 Telstra Telstra phone and internet account for August 2017 1,680.19 10962 28/09/2017 Narembeen District High School Contribution towards technology 500.00 10963 28/09/2017 Shire of Capel Russell John's - Long Service Leave contribution as per letter signed by Frank Peczka 01/08/2013 9,416.22 10964 28/09/2017 Synergy - Western Power Electricity charges for the Narembeen swimming pool from 09/08/2017 to 13/09/2017 196.15 Total for MUNI Cheques 25,331.31

Direct D Date Name Description Amount DD9169.1 01/09/2017 Westnet Pty Ltd Westnet monthly charges 219.85 DD9174.1 07/09/2017 WA Local Government Superannuation Plan Payroll deductions 8,453.72 DD9174.2 07/09/2017 IOOF Employer Super Superannuation contributions 274.04 DD9174.3 07/09/2017 BT Super for Life Superannuation contributions 265.82 DD9174.4 07/09/2017 Concept One Superannuation Superannuation contributions 544.51 DD9174.5 07/09/2017 CBUS Super Superannuation contributions 361.15 DD9174.6 07/09/2017 Prime Superannuation Fund Superannuation contributions 221.35 DD9174.7 07/09/2017 Plum Super Fund Superannuation contributions 221.35 DD9174.8 07/09/2017 BT Wrap Superannuation contributions 840.12 DD9174.9 07/09/2017 Australian Super Superannuation contributions 442.17 DD9177.1 13/09/2017 Commander Australia Pty Ltd Admin Office phone charges 68.51 DD9186.1 13/09/2017 Nib Health Insurance EMCS health insurance 186.27 DD9191.1 21/09/2017 WA Local Government Superannuation Plan Payroll deductions 8,761.36 DD9191.2 21/09/2017 BT Super for Life Superannuation contributions 265.82 DD9191.3 21/09/2017 Concept One Superannuation Superannuation contributions 544.51 86 of 142 DD9191.4 21/09/2017 CBUS Super Superannuation contributions 361.15 DD9191.5 21/09/2017 Prime Superannuation Fund Superannuation contributions 221.35 DD9191.6 21/09/2017 Plum Super Fund Superannuation contributions 221.35 DD9191.7 21/09/2017 Australian Super Superannuation contributions 411.92 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 - Minutes Ordinary Council Shire of Narembeen DD9191.8 21/09/2017 AMP Life Limited Superannuation contributions 230.85 DD9191.9 21/09/2017 IOOF Employer Super Superannuation contributions 274.04 DD9195.1 21/09/2017 Bankwest Direct Debit - Bankwest 723.88 DD9174.10 07/09/2017 AMP Life Limited Superannuation contributions 230.85 Total for Direct Debits 24,345.94

Total for MUNI 984,170.04 87 of 142 Credit Card Purchases 1 September 2017 - 1 October 2017

EMCS Date Store Description Amount 1/09/2017 Shire of Narembeen Licence renewal $ 41.40 2/09/2017 Esplanade Hotel Women in LG Conference $ 673.86 2/09/2017 Esplanade Hotel Women in LG Conference $ 756.83 15/09/2017 Department of Racing and Gaming Lliquor Licence - LLL $ 53.00 15/09/2017 Middleton Accountants Report and Audit 2016 - 2017 $ 2,922.86 26/09/2017 Dunnings Toodyay Fuel NB01 $ 69.08 EMCS Credit Card Payments $ 4,517.03 CEO Date Store Description Amount 5/09/2017 Shire of Narembeen Licence renewals x3 $ 127.50 10/09/2017 Canning Bridge Superwash Car Wash 1NB $ 18.00 CEO Credit Card Payments $ 145.50

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 88 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 89 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 90 of 142 AGENDA ITEM: 8.5.8 - Financial Report September 2017

Subject: Financial Report September 2017 Applicant: Shire of Narembeen File Ref: N/A Disclosure of Interest (Staff): N/A Disclosure of Interest (Member): N/A Author: Bonnie Cole, Executive Manager Corporate Services Date: 3 October 2017 Attachments: September 2017 Financial Report, Bank Reconciliation for September 2017, CRC Financial Report and Outstanding Rates Report

SUMMARY

To review Council finances as required by legislation.

BACKGROUND

The attached Financial Reports (including Statement of Financial Activity) are submitted on behalf of the Shire of Narembeen for the period ending 30 September 2017.

COMMENT

Council's closing position at 30 September 2017 amounts to $3,749,633 with current assets of $6,137,465 and $2,052,467 which is restricted cash.

CONSULTATION

Finance Officer Admin Officer Senior Staff

STATUTORY IMPLICATIONS

Local Government (Financial Management) Regulations Reg 34 Financial Activity Statement

FINANCIAL IMPLICATIONS

Shire of Narembeen 2017/2018 Budget

POLICY IMPLICATIONS

Nil

STRATEGIC PLAN REFERENCE

Nil

RELATED PARTY TRANSACTIONS

Nil 4.10pm - S Thomas exited the meeting 4.14pm - S Thomas returned to the meeting 4.15pm - A Hardham exited the meeting

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 91 of 142 OFFICER RECOMMENDATION

That Council:

1. Receive the Shire of Narembeen's Financial Report for the month of September 2017; 2. Receive the bank reconciliation for the month of September 2017 for the all Shire Bank Accounts; 3. Receive the Narembeen Community Resource Centre Financial Report for the Month of September 2017; and 4. Receive the Outstanding Rates Report as at 2 October 2017.

COUNCIL RESOLUTION

MIN 6526/17 MOTION - Moved Cr. S Parsons 2nd Cr. R DeLuis

That Council:-

CARRIED 7/0

4.18pm - Cr A Hardham returned to the meeting

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 92 of 142 Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 93 of 142 SHIRE OF NAREMBEEN

MONTHLY FINANCIAL REPORT

For the Period Ended 30 September 2017

LOCAL GOVERNMENT ACT 1995 LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996

TABLE OF CONTENTS

Compilation Report

Monthly Summary Information

Statement of Financial Activity by Program

Statement of Financial Activity By Nature or Type

Statement of Capital Acquisitions and Capital Funding

Statement of Budget Amendments

Note 1 Significant Accounting Policies

Note 2 Explanation of Material Variances

Note 3 Net Current Funding Position

Note 4 Cash and Investments

Note 5 Budget Amendments

Note 6 Receivables

Note 7 Cash Backed Reserves

Note 8 Capital Disposals

Note 9 Rating Information

Note 10 Information on Borrowings

Note 11 Grants and Contributions

Note 12 Trust

Note 13 Capital Purchases

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 94 of 142 Shire of Narembeen Compilation Report For the Period Ended 30 September 2017

Report Purpose This report is prepared to meet the requirements of Local Government (Financial Management) Regulations 1996, Regulation 34 .

Overview Summary reports and graphical progressive graphs are provided on page 3, 4 and 5. No matters of significance are noted.

Statement of Financial Activity by reporting program Is presented on page 6 and shows a surplus as at 30 September 2017 of $3,749,633.

Note: The Statements and accompanying notes are prepared based on all transactions recorded at the time of preparation and may vary.

Preparation Prepared by: Bonnie Cole Reviewed by: Date prepared: 3-Oct-17

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 95 of 142 Shire of Narembeen Monthly Summary Information For the Period Ended 30 September 2017

Liquidity Over the Year (Refer Note 3) Cash and Cash Equivalents 6,000 as at period end 2015-16 5,000 Unrestricted $ 3,153,041 2016-17 Restricted $ 2,052,477 4,000 2017-18 $ 5,205,519 Amount Amount $( '000s) 3,000 Receivables 2,000 Rates $ 380,024 Other $ 519,358 1,000 $ 899,382

0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Rates Receivable (Refer Note 6) 1,600 Accounts Receivable Ageing (non- rates) (Refer Note 6) 1,400 9Current0+Days 2% 1,200 1% 1,000 30 Days 18% 800 600 Month 2016-17

Amount $('000s) 400 Month 2017-18 200 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 60 Days 79%

Comments

This information is to be read in conjunction with the accompanying Financial Statements and notes.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 96 of 142 Shire of Narembeen Monthly Summary Information For the Period Ended 30 September 2017

Capital Expenditure Program YTD (Refer Note 13)

Furniture and Equipment YTD Actual Total

Plant and Equipment Amended YTD Budget Heritage Assets

Infrastructure Assets - Drainage

Infrastructure Assets - Footpaths

Infrastructure Assets - Public Facilities

Infrastructure Assets - Roads

Land and Buildings

-$4,500,000 -$4,000,000 -$3,500,000 -$3,000,000 -$2,500,000 -$2,000,000 -$1,500,000 -$1,000,000 -$500,000 $0

Year To Date Reserve Balance to End of Year Estimate (Refer Note 7)

Land Development Reserve Actual YTD Closing Balance

Housing Reserve Amended Budget Closing Balance

Recreation Reserve

Avoca Reserve

Infrastructure Reserve

Plant Replacement Reserve

Leave Reserve

$0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 $1,600,000

Comments

This information is to be read in conjunction with the accompanying Financial Statements and notes.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 97 of 142 Shire of Narembeen Monthly Summary Information For the Period Ended 30 September 2017

Revenues Budget Operating Revenues -v- Actual (Refer Note 2) Budget Capital Revenue -v- Actual (Refer Note 2) 10,000 5,000

9,000 Budget 2017-18 4,500 Budget 2017-18 8,000 4,000 Actual 2017-18 Actual 2017-18 7,000 3,500

6,000 3,000

5,000 2,500

2,000

Amount Amount ( $ '000s) 4,000 Amount Amount ( $ '000s) 3,000 1,500

2,000 1,000

1,000 500

0 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Month ending Month ending

Expenditure Budget Operating Expenses -v- YTD Actual (Refer Note 2) Budget Capital Expenses -v- Actual (Refer Note 2) 8,000 14,000 Budget 2017-18 7,000 Budget 2017-18 12,000 Actual 2017-18 6,000 Actual 2017-18 10,000 5,000

8,000 4,000

3,000

Amount Amount ( $ '000s) 6,000 Amount Amount ( $ '000s) 2,000 4,000 1,000 2,000 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Month ending Month ending

Comments

This information is to be read in conjunction with the accompanying Financial Statements and notes.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 98 of 142 SHIRE OF NAREMBEEN STATEMENT OF FINANCIAL ACTIVITY (Statutory Reporting Program) For the Period Ended 30 September 2017

Amended YTD YTD Var. $ Var. % Amended Budget Actual (b)-(a) (b)-(a)/(a) Var. Note Annual Budget (a) (b) Operating Revenues $ $ $ $ % Governance 43,500 10,869 6,715 (4,154) (38.22%) p General Purpose Funding - Rates 9 1,555,560 1,555,650 1,647,537 91,887 5.91% General Purpose Funding - Other 1,162,170 779,040 226,174 (552,866) (70.97%) p Law, Order and Public Safety 77,300 131,820 176,430 44,610 33.84% q Health 0 119,298 0 (119,298) (100.00%) q Education and Welfare 0 0 0 0 Housing 79,881 19,965 25,695 5,730 28.70% p Community Amenities 527,175 279,384 130,021 (149,363) (53.46%) q Recreation and Culture 56,942 40,989 8,784 (32,205) (78.57%) q Transport 4,386,699 2,103,681 185,498 (1,918,183) (91.18%) q Economic Services 242,800 60,693 188,088 127,395 209.90% Other Property and Services 102,601 25,632 42,022 16,390 63.94% p Total Operating Revenue 8,234,627 5,127,021 2,636,964 (2,490,057) Operating Expense Governance (321,196) (80,232) (244,319) (164,087) (204.52%) q General Purpose Funding (105,342) (26,328) (3,530) 22,798 86.59% p Law, Order and Public Safety (167,768) (41,928) (18,489) 23,439 55.90% q Health (162,978) (40,716) (28,636) 12,080 29.67% p Education and Welfare 0 0 0 0 Housing (169,376) (42,243) (50,346) (8,103) (19.18%) Community Amenities (725,590) (181,320) (79,885) 101,435 55.94% p Recreation and Culture (1,202,210) (300,447) (147,900) 152,547 50.77% p Transport (8,800,628) (2,200,101) (1,132,906) 1,067,195 48.51% Economic Services (436,438) (109,068) (56,030) 53,038 48.63% p Other Property and Services (141,859) (35,367) 88,450 123,817 350.09% p Total Operating Expenditure (12,233,385) (3,057,750) (1,673,590) 1,384,160

Funding Balance Adjustments Add back Depreciation 3,516,500 879,105 0 (879,105) (100.00%) p Adjust (Profit)/Loss on Asset Disposal 8 44,000 (6,818) (6,818) q Adjust Provisions and Accruals 0 0 Net Cash from Operations (438,258) 2,948,376 956,556 (1,991,820)

Capital Revenues Grants, Subsidies and Contributions 11 5,652,723 1,241,296 1,241,296 0 0.00% Proceeds from Disposal of Assets 8 99,000 6,818 6,818 0 0.00% Total Capital Revenues 5,751,723 1,248,114 1,248,114 0 Capital Expenses Land Held for Resale 0 0 0 0 Land and Buildings 13 (2,236,385) (350,007) (350,007) 0 0.00% Infrastructure - Roads 13 (3,993,010) (61,640) (61,640) 0 0.00% Infrastructure - Public Facilities 13 0 0 0 0 Infrastructure - Footpaths 13 0 0 0 0 Infrastructure - Drainage 13 0 0 0 0 Heritage Assets 13 0 0 0 0 Plant and Equipment 13 (403,000) 0 0 0 Furniture and Equipment 13 (50,500) (16,363) (16,363) 0 0.00% Total Capital Expenditure (6,682,895) (428,010) (428,010) 0

Net Cash from Capital Activities (931,172) 820,104 820,104 0

Financing Proceeds from New Debentures 0 Proceeds from Advances 0 0 Self-Supporting Loan Principal 7,701 20,000 20,000 Transfer from Reserves 7 0 0 0 Advances to Community Groups 0 0 Repayment of Debentures 10 (66,066) (40,343) (40,343) Transfer to Reserves 7 (683,630) (5,207) (5,207) Net Cash from Financing Activities (741,995) (25,550) (25,550)

Net Operations, Capital and Financing (2,111,425) 3,742,930 1,751,110

Opening Funding Surplus(Deficit) 3 2,111,425 2,111,425 1,998,523

Closing Funding Surplus(Deficit) 3 0 5,854,355 3,749,633

Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold. Refer to Note 2 for an explanation of the reasons for the variance.

This statement is to be read in conjunction with the accompanying Financial Statements and notes.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 99 of 142 SHIRE OF NAREMBEEN STATEMENT OF FINANCIAL ACTIVITY (By Nature or Type) For the Period Ended 30 September 2017

YTD Var. $ Var. % Amended Actual (b)-(a) (b)-(a)/(a) Var. Note Annual Budget (b) Operating Revenues $ $ $ % Rates 9 1,603,936 1,612,489 Operating Grants, Subsidies and 0 Contributions 11 7,044,732 734,268 734,268 p Fees and Charges 593,023 268,992 268,992 p Service Charges 0 0 0 Interest Earnings 55,300 14,397 14,397 p Other Revenue 0 0 0 Profit on Disposal of Assets 8 5,000 6,818 6,818 Total Operating Revenue 9,301,991 2,636,964 1,024,475 p Operating Expense Employee Costs (1,207,716) (492,658) (492,658) q Materials and Contracts (6,944,061) (1,015,186) (1,015,186) q Utility Charges (247,900) (44,366) (44,366) q Depreciation on Non-Current Assets (3,516,500) 0 0 q Interest Expenses (59,056) (8,581) (8,581) q Insurance Expenses (180,587) (108,936) (108,936) q Other Expenditure (28,565) (3,863) (3,863) q Loss on Disposal of Assets 8 (49,000) 0 0 Total Operating Expenditure (12,233,385) (1,673,590) (1,673,590) q

Funding Balance Adjustments Add back Depreciation 3,516,500 0 0 p Adjust (Profit)/Loss on Asset Disposal 8 44,000 (6,818) (6,818) q Adjust Provisions and Accruals 0 0 Net Cash from Operations 629,106 956,556 (655,933)

Capital Revenues Grants, Subsidies and Contributions 11 4,585,359 1,241,296 1,241,296 p Proceeds from Disposal of Assets 8 99,000 6,818 6,818 p Total Capital Revenues 4,684,359 1,248,114 1,248,114 Capital Expenses Land Held for Resale 0 0 0 Land and Buildings 13 (2,236,385) (350,007) (350,007) q Infrastructure - Roads 13 (3,993,010) (61,640) (61,640) q Infrastructure - Public Facilities 13 0 0 0 q Infrastructure - Footpaths 13 0 0 0 Infrastructure - Drainage 13 0 0 0 Heritage Assets 13 0 0 0 Plant and Equipment 13 (403,000) 0 0 q Furniture and Equipment 13 (50,500) (16,363) (16,363) q Total Capital Expenditure (6,682,895) (428,010) (428,010)

Net Cash from Capital Activities (1,998,536) 820,104 820,104

Financing Proceeds from New Debentures 0 Proceeds from Advances 0 0 Self-Supporting Loan Principal 7,701 20,000 20,000 Transfer from Reserves 7 0 0 Advances to Community Groups 0 0 Repayment of Debentures 10 (66,066) (40,343) (40,343) Transfer to Reserves 7 (683,630) (5,207) (5,207) Net Cash from Financing Activities (741,995) (25,550) (25,550)

Net Operations, Capital and Financing (2,111,425) 1,751,110 138,621

Opening Funding Surplus(Deficit) 3 2,111,425 1,998,523 (112,902) (5.35%)

Closing Funding Surplus(Deficit) 3 0 3,749,633 25,719

Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold. Refer to Note 2 for an explanation of the reasons for the variance.

This statement is to be read in conjunction with the accompanying Financial Statements and notes.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 100 of 142 SHIRE OF NAREMBEEN STATEMENT OF CAPITAL ACQUSITIONS AND CAPITAL FUNDING For the Period Ended 30 September 2017 Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen

YTD 30 09 2017 YTD Actual YTD Actual New (Renewal Amended YTD Amended Annual Capital Acquisitions Note /Upgrade Expenditure) YTD Actual Total Budget Budget Variance (a) (b) (c) = (a)+(b) (d) (d) - (c) $ $ $ $ $ $ Land and Buildings 13 (2,036,385) (200,000) (2,236,385) (2,236,385)

Infrastructure Assets - Roads 13 (2,818,236) (1,174,774) (3,993,010) (3,993,010)

Infrastructure Assets - Public Facilities 13 0 0 0

Infrastructure Assets - Footpaths 13 0 0

Infrastructure Assets - Drainage 13 0 0

Heritage Assets 13 0 0

Plant and Equipment 13 (161,000) (242,000) (403,000) (403,000) 0 Furniture and Equipment 13 (20,000) (30,500) (50,500) (50,500)

Capital Expenditure Totals (5,035,621) (1,647,274) -6,682,895 0 0 (6,682,895) 101 of142 Funded By:

Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen Capital Grants and Contributions 4,684,359 4,463,859 4,684,359

Borrowings 0 0 0 0

Other (Disposals & C/Fwd) 0 6,818 99,000 (6,818)

Own Source Funding - Cash Backed Reserves Infrastructure Reserve 0 0 0 Pensioner Unit Maintenance Reserve 0 0 0 Plant Replacement Reserve 0 0 0 Total Own Source Funding - Cash Backed Reserves 0 0 0 0

Own Source Funding - Operations (11,367,254) (6,818) (4,562,859) (11,360,436) Capital Funding Total (6,682,895) 0 0 (6,682,895)

Comments and graphs

Capital Expenditure Program YTD

YTD Actual Total Amended YTD Budget Furniture and Equipment

Plant and Equipment

Heritage Assets

Infrastructure Assets - Drainage

Infrastructure Assets - Footpaths

Infrastructure Assets - Public Facilities

Infrastructure Assets - Roads

Land and Buildings 102 of142 -$4,500,000 -$4,000,000 -$3,500,000 -$3,000,000 -$2,500,000 -$2,000,000 -$1,500,000 -$1,000,000 -$500,000 $0 SHIRE OF NAREMBEEN STATEMENT OF BUDGET AMENDMENTS (Statutory Reporting Program) For the Period Ended 30 September 2017

Adopted Budget Amended YTD Amendments Amended Annual Budget Adopted Budget (Note 5) Budget (a) Operating Revenues $ $ $ $ Governance 43,500 43,500 General Purpose Funding - Rates 1,603,936 1,603,936 General Purpose Funding - Other 1,113,794 1,113,794 Law, Order and Public Safety 77,300 77,300 Health 0 0 Education and Welfare 0 0 Housing 79,881 79,881 Community Amenities 457,175 457,175 Recreation and Culture 64,005 64,005 Transport 5,517,000 5,517,000 Economic Services 242,800 242,800 Other Property and Services 102,600 102,600 Total Operating Revenue 9,301,991 0 9,301,991 0 Operating Expense Governance (321,196) (321,196) General Purpose Funding (105,342) (105,342) Law, Order and Public Safety (167,768) (167,768) Health (162,978) (162,978) Education and Welfare 0 0 Housing (169,376) (169,376) Community Amenities (725,590) (725,590) Recreation and Culture (1,202,210) (1,202,210) Transport (8,800,628) (8,800,628) Economic Services (436,438) (436,438) Other Property and Services (141,859) (141,859) Total Operating Expenditure (12,233,385) 0 (12,233,385) 0

Funding Balance Adjustments Add back Depreciation 3,516,500 3,516,500 Adjust (Profit)/Loss on Asset Disposal 44,000 44,000 Adjust Provisions and Accruals 0 0 Net Cash from Operations 629,106 0 629,106 0

Capital Revenues Grants, Subsidies and Contributions 4,585,359 4,585,359 Proceeds from Disposal of Assets 99,000 99,000 Proceeds from Sale of Investments 0 0 Total Capital Revenues 4,684,359 0 4,684,359 0 Capital Expenses Land Held for Resale 0 0 0 Land and Buildings (2,236,385) (2,236,385) Infrastructure - Roads (3,993,010) (3,993,010) Infrastructure - Public Facilities 0 0 Infrastructure - Footpaths 0 0 Infrastructure - Drainage 0 0 Heritage Assets 0 0 Plant and Equipment (403,000) (403,000) Furniture and Equipment (50,500) (50,500) Total Capital Expenditure (6,682,895) 0 (6,682,895) 0

Net Cash from Capital Activities (1,998,536) 0 (1,998,536) 0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 103 of 142 Financing Proceeds from New Debentures 0 Proceeds from Advances 0 0 Self-Supporting Loan Principal 7,701 7,701 Transfer from Reserves 0 0 Purchase of Investments 0 0 Advances to Community Groups 0 0 Repayment of Debentures (66,066) (66,066) Transfer to Reserves (683,630) 0 (683,630) Net Cash from Financing Activities (741,995) 0 (741,995) 0

Net Operations, Capital and Financing (2,111,425) 0 (2,111,425) 0

Opening Funding Surplus(Deficit) 2,111,425 2,111,425 2,111,425

Closing Funding Surplus(Deficit) 0 0 0 2,111,425

Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 104 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

1. SIGNIFICANT ACCOUNTING POLICIES

(a) Basis of Accounting This statement comprises a special purpose financial report which has been prepared in accordance with Australian Accounting Standards (as they apply to local governments and not-for-profit entities), Australian Accounting Interpretations, other authoritative pronouncements of the Australian Accounting Standards Board, the Local Government Act 1995 and accompanying regulations. Material accounting policies which have been adopted in the preparation of this statement are presented below and have been consistently applied unless stated otherwise.

Except for cash flow and rate setting information, the report has also been prepared on the accrual basis and is based on historical costs, modified, where applicable, by the measurement at fair value of selected non-current assets, financial assets and liabilities.

Critical Accounting Estimates The preparation of a financial report in conformity with Australian Accounting Standards requires management to make judgements, estimates and assumptions that effect the application of policies and reported amounts of assets and liabilities, income and expenses.

The estimates and associated assumptions are based on historical experience and various other factors that are believed to be reasonable under the circumstances; the results of which form the basis of making the judgements about carrying values of assets and liabilities that are not readily apparent from other sources. Actual results may differ from these estimates.

(b) The Local Government Reporting Entity All Funds through which the Council controls resources to carry on its functions have been included in this statement.

In the process of reporting on the local government as a single unit, all transactions and balances between those funds (for example, loans and transfers between Funds) have been eliminated.

All monies held in the Trust Fund are excluded from the statement, but a separate statement of those monies appears at Note 12.

(d) Rates, Grants, Donations and Other Contributions Rates, grants, donations and other contributions are recognised as revenues when the local government obtains control over the assets comprising the contributions. Control over assets acquired from rates is obtained at the commencement of the rating period or, where earlier, upon receipt of the rates.

(e) Goods and Services Tax Revenues, expenses and assets are recognised net of the amount of GST, except where the amount of GST incurred is not recoverable from the Australian Taxation Office (ATO).

Receivables and payables are stated inclusive of GST receivable or payable. The net amount of GST recoverable from, or payable to, the ATO is included with receivables or payables in the statement of financial position.

Cash flows are presented on a gross basis. The GST components of cash flows arising from investing or financing activities which are recoverable from, or payable to, the ATO are presented as operating cash flows.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 105 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(f) Cash and Cash Equivalents Cash and cash equivalents include cash on hand, cash at bank, deposits available on demand with banks and other short term highly liquid investments that are readily convertible to known amounts of cash and which are subject to an insignificant risk of changes in value and bank overdrafts.

Bank overdrafts are reported as short term borrowings in current liabilities in the statement of financial position.

(g) Trade and Other Receivables Trade and other receivables include amounts due from ratepayers for unpaid rates and service charges and other amounts due from third parties for goods sold and services performed in the ordinary course of business.

Receivables expected to be collected within 12 months of the end of the reporting period are classified as current assets. All other receivables are classified as non-current assets.

Collectability of trade and other receivables is reviewed on an ongoing basis. Debts that are known to be uncollectible are written off when identified. An allowance for doubtful debts is raised when there is objective evidence that they will not be collectible.

(h) Inventories General Inventories are measured at the lower of cost and net realisable value.

Net realisable value is the estimated selling price in the ordinary course of business less the estimated costs of completion and the estimated costs necessary to make the sale.

Land Held for Resale Land held for development and sale is valued at the lower of cost and net realisable value. Cost includes the cost of acquisition, development, borrowing costs and holding costs until completion of development. Finance costs and holding charges incurred after development is completed are expensed.

Gains and losses are recognised in profit or loss at the time of signing an unconditional contract of sale if significant risks and rewards, and effective control over the land, are passed on to the buyer at this point.

Land held for sale is classified as current except where it is held as non-current based on Council’s intentions to release for sale.

(i) Fixed Assets All assets are initially recognised at cost. Cost is determined as the fair value of the assets given as consideration plus costs incidental to the acquisition. For assets acquired at no cost or for nominal consideration, cost is determined as fair value at the date of acquisition. The cost of non-current assets constructed by the local government includes the cost of all materials used in the construction, direct labour on the project and an appropriate proportion of variable and fixed overhead.

Certain asset classes may be revalued on a regular basis such that the carrying values are not materially different from fair value. Assets carried at fair value are to be revalued with sufficient regularity to ensure the carrying amount does not differ materially from that determined using fair value at reporting date.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 106 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(j) Depreciation of Non-Current Assets All non-current assets having a limited useful life are systematically depreciated over their useful lives in a manner which reflects the consumption of the future economic benefits embodied in those assets.

Depreciation is recognised on a straight-line basis, using rates which are reviewed each reporting period. Major depreciation rates and periods are:

Buildings 25 to 50 years Construction other than Buildings (Public Facilities) 5 to 50 years Furniture and Equipment 4 to 10 years Plant and Equipment 5 to 15 years Heritage Assets 25 to 50 years Roads 25 years Footpaths 50 years Sewerage Piping 75 years Water Supply Piping and Drainage Systems 75 years

(k) Trade and Other Payables Trade and other payables represent liabilities for goods and services provided to the Council prior to the end of the financial year that are unpaid and arise when the Council becomes obliged to make future payments in respect of the purchase of these goods and services. The amounts are unsecured, are recognised as a current liability and are normally paid within 30 days of recognition.

(l) Employee Benefits The provisions for employee benefits relates to amounts expected to be paid for long service leave, annual leave, wages and salaries and are calculated as follows:

(i) Wages, Salaries, Annual Leave and Long Service Leave (Short-term Benefits) The provision for employees’ benefits to wages, salaries, annual leave and long service leave expected to be settled within 12 months represents the amount the Shire has a present obligation to pay resulting from employees services provided to balance date. The provision has been calculated at nominal amounts based on remuneration rates the Shire expects to pay and includes related on-costs. (ii) Annual Leave and Long Service Leave (Long-term Benefits) The liability for long service leave is recognised in the provision for employee benefits and measured as the present value of expected future payments to be made in respect of services provided by employees up to the reporting date using the project unit credit method. Consideration is given to expected future wage and salary levels, experience of employee departures and periods of service. Expected future payments are discounted using market yields at the reporting date on national government bonds with terms to maturity and currency that match as closely as possible, the estimated future cash outflows. Where the Shire does not have the unconditional right to defer settlement beyond 12 months, the liability is recognised as a current liability.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 107 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(m) Interest-bearing Loans and Borrowings All loans and borrowings are initially recognised at the fair value of the consideration received less directly attributable transaction costs.

After initial recognition, interest-bearing loans and borrowings are subsequently measured at amortised cost using the effective interest method. Fees paid on the establishment of loan facilities that are yield related are included as part of the carrying amount of the loans and borrowings.

Borrowings are classified as current liabilities unless the Council has an unconditional right to defer settlement of the liability for at least 12 months after the balance sheet date.

Borrowing Costs Borrowing costs are recognised as an expense when incurred except where they are directly attributable to the acquisition, construction or production of a qualifying asset. Where this is the case, they are capitalised as part of the cost of the particular asset.

(n) Provisions Provisions are recognised when: The council has a present legal or constructive obligation as a result of past events; it is more likely than not that an outflow of resources will be required to settle the obligation; and the amount has been reliably estimated. Provisions are not recognised for future operating losses.

Where there are a number of similar obligations, the likelihood that an outflow will be required in settlement is determined by considering the class of obligations as a whole. A provision is recognised even if the likelihood of an outflow with respect to any one of item included in the same class of obligations may be small.

(o) Current and Non-Current Classification In the determination of whether an asset or liability is current or non-current, consideration is given to the time when each asset or liability is expected to be settled. The asset or liability is classified as current if it is expected to be settled within the next 12 months, being the Council's operational cycle. In the case of liabilities where Council does not have the unconditional right to defer settlement beyond 12 months, such as vested long service leave, the liability is classified as current even if not expected to be settled within the next 12 months. Inventories held for trading are classified as current even if not expected to be realised in the next 12 months except for land held for resale where it is held as non current based on Council's intentions to release for sale.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 108 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(p) Nature or Type Classifications

Rates All rates levied under the Local Government Act 1995. Includes general, differential, specific area rates, minimum rates, interim rates, back rates, ex-gratia rates, less discounts offered. Exclude administration fees, interest on instalments, interest on arrears and service charges.

Operating Grants, Subsidies and Contributions Refer to all amounts received as grants, subsidies and contributions that are not non-operating grants.

Non-Operating Grants, Subsidies and Contributions Amounts received specifically for the acquisition, construction of new or the upgrading of non-current assets paid to a local government, irrespective of whether these amounts are received as capital grants, subsidies, contributions or donations.

Profit on Asset Disposal Profit on the disposal of assets including gains on the disposal of long term investments. Losses are disclosed under the expenditure classifications.

Fees and Charges Revenues (other than service charges) from the use of facilities and charges made for local government services, sewerage rates, rentals, hire charges, fee for service, photocopying charges, licences, sale of goods or information, fines, penalties and administration fees. Local governments may wish to disclose more detail such as rubbish collection fees, rental of property, fines and penalties, other fees and charges.

Service Charges Service charges imposed under Division 6 of Part 6 of the Local Government Act 1995. Regulation 54 of the Local Government (Financial Management) Regulations 1996 identifies the These are television and radio broadcasting, underground electricity and neighbourhood surveillance services. Exclude rubbish removal charges. Interest and other items of a similar nature received from bank and investment accounts, interest on rate instalments, interest on rate arrears and interest on debtors.

Interest Earnings Interest and other items of a similar nature received from bank and investment accounts, interest on rate instalments, interest on rate arrears and interest on debtors.

Other Revenue / Income Other revenue, which can not be classified under the above headings, includes dividends, discounts, rebates etc.

Employee Costs All costs associate with the employment of person such as salaries, wages, allowances, benefits such as vehicle and housing, superannuation, employment expenses, removal expenses, relocation expenses, worker's compensation insurance, training costs, conferences, safety expenses, medical examinations, fringe benefit tax, etc.

Materials and Contracts All expenditures on materials, supplies and contracts not classified under other headings. These include supply of goods and materials, legal expenses, consultancy, maintenance agreements, communication expenses, advertising expenses, membership, periodicals, publications, hire expenses, rental, leases, postage and freight etc. Local governments may wish to disclose more detail such as contract services, consultancy, information technology, rental or lease expenditures.

Utilities (Gas, Electricity, Water, etc.) Expenditures made to the respective agencies for the provision of power, gas or water. Exclude expenditures incurred for the reinstatement of roadwork on behalf of these agencies.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 109 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(q) Nature or Type Classifications (Continued)

Insurance All insurance other than worker's compensation and health benefit insurance included as a cost of employment.

Loss on asset disposal Loss on the disposal of fixed assets.

Depreciation on non-current assets Depreciation expense raised on all classes of assets.

Interest expenses Interest and other costs of finance paid, including costs of finance for loan debentures, overdraft accommodation and refinancing expenses.

Other expenditure Statutory fees, taxes, provision for bad debts, member's fees or levies including WA Fire Brigade Levy and State taxes. Donations and subsidies made to community groups.

(r) Statement of Objectives

Council has adopted a 'Plan for the future' comprising a Strategic Community Plan and Corporate Business Plan to provide the long term community vision, aspirations and objectives.

Based upon feedback received from the community the vision of the Shire is: "A wonderful place to live, work, invest and visit with the community working together to achieve shared objectives"

The Strategic Community Plan defines the key objectives of the Shire as: "Economic: A strong, resilient and balanced economy. Environment: Our unique natural and built environment is protected and enhanced. Social: Our community enjoys a high quality of life. Civic Leadership: A collaborative and engaged community."

(s) Reporting Programs

Council operations as disclosed in this statement encompass the following service orientated activities/programs:

GOVERNANCE Expenses associated with provision of services to members of council and elections. Also included are costs associated with computer operations, corporate accounting, corporate records and asset management. Costs reported as administrative expenses are redistributed in accordance with the principle of activity based costing (ABC).

GENERAL PURPOSE FUNDING Rates and associated revenues, general purpose government grants, interest revenue and other miscellaneous revenues such as commission on Police Licensing. The costs associated with raising the above mentioned revenues, eg. Valuation expenses, debt collection and overheads.

LAW, ORDER, PUBLIC SAFETY Enforcement of Local Laws, fire prevention, animal control and provision of ranger services.

HEALTH Health inspection services, food quality control, mosquito control and contributions towards provision of medical health services.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 110 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(s) Reporting Programs (Continued)

HOUSING Provision and maintenance of rented housing accommodation for pensioners and employees.

COMMUNITY AMENITIES Sanitation, sewerage, stormwater drainage, protection of the environment, public conveniences, cemeteries and town planning.

RECREATION AND CULTURE Parks, gardens and recreation reserves, library services, television and radio re-broadcasting, swimming facilities, walk trails, youth recreation, Shark Bay World Heritage Discovery and Visitor Centre, boat ramps, foreshore, public halls and Shark Bay Recreation Centre.

TRANSPORT Construction and maintenance of roads, footpaths, drainage works, parking facilities, traffic control, depot operations, plant purchase, marine facilities and cleaning of streets.

ECONOMIC SERVICES Tourism, community development, pest control, building services, caravan parks and private works.

OTHER PROPERTY & SERVICES Plant works, plant overheads and stock of materials.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 111 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017 Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen

Note 2: EXPLANATION OF MATERIAL VARIANCES

Timing/ Reporting Program Var. $ Var. % Var. Permanent Explanation of Variance Operating Revenues $ % Governance (4,154) (38.22%) p General Purpose Funding - Rates 91,887 5.91% General Purpose Funding - Other (552,866) (70.97%) p Timing rates issued Law, Order and Public Safety 44,610 33.84% q Timing ESC Invoiced raised Housing 5,730 28.70% p Community Amenities (149,363) (53.46%) q Timing Rubbish charges invoiced with rates Recreation and Culture (32,205) (78.57%) q Permanent Pools Grant to being funded Transport (1,918,183) (91.18%) q Timing Road Invoices Raised Economic Services 127,395 209.90% Timing Skeleton Weed Invoice raised Other Property and Services 16,390 63.94% p

Operating Expenditure Governance (164,087) (204.52%) q Timing Insurances paid General Purpose Funding 22,798 86.59% p Law, Order and Public Safety 23,439 55.90% q Timing Insurances paid Health 12,080 29.67% p Housing (8,103) (19.18%) Community Amenities 101,435 55.94% p Timing Budget Profiling Recreation and Culture 152,547 50.77% p Timing Depreciation not yet run Transport 1,067,195 48.51% Timing Depreciation not yet run Economic Services 53,038 48.63% p Other Property and Services 123,817 350.09% p Timing Workers Comp insurance paid 112 of142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

Note 3: NET CURRENT FUNDING POSITION Positive=Surplus (Negative=Deficit)

YTD 30 Sep Same Period Note 2017 Previous Period Last year $ $ $ Current Assets Cash Unrestricted 4 3,153,041 3,001,032 3,023,135 Cash Restricted 4 2,052,477 2,052,477 1,795,981 Receivables - Rates 6 391,208 662,456 347,614 Receivables -Other 6 525,132 1,444,175 100,142 Inventories 15,607 15,607 19,457 6,137,465 7,175,747 5,286,329

Less: Current Liabilities Payables (70,498) (133,631) (245,070) Provisions (302,889) (302,889) (243,257) (373,387) (436,520) (488,328)

Less: Cash Reserves 7 (2,052,467) (1,873,668) (1,795,981) Net Adjustment for Borrowings. 38,022 51,496 36,734

Net Current Funding Position 3,749,633 4,917,055 3,038,754

Note 3 - Liquidity Over the Year 6,000 2017-18 5,000 2016-17 2015-16 4,000

3,000

Amount Amount '000s)$ ( 2,000

1,000

0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Comments - Net Current Funding Position

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 113 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY

Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen For the Period Ended 30 September 2017

Note 4: CASH AND INVESTMENTS

Interest Unrestricted Restricted Trust CRC Total Institution Maturity Rate $ $ $ $ Amount $ Date (a) Cash Deposits Municipal Account 0.01% 1,064,223 1,064,223 BankWest At Call Operating Account 0.01% 46,331 46,331 Bankwest At Call Trust Bank Account 0.01% 19,747 19,747 BankWest At Call Reserve Account 1.25% 2,052,467 2,052,467 BankWest At Call Cash Management Account 1.25% 404,791 404,791 BankWest At Call

0 (b) Term Deposits 0 Gold Term Desposit 2.50% 65,000 65,000 BankWest 23-Jun-17

Total 1,469,014 2,052,467 19,747 111,331 3,652,559

Comments/Notes - Investments 114 of142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

Note 5: BUDGET AMENDMENTS Amendments to original budget since budget adoption. Surplus/(Deficit)

Amended GL Account Non Cash Increase in Decrease in Budget Running Code Description Council Resolution Classification Adjustment Available Cash Available Cash Balance $ $ $ $ Budget Adoption Opening Surplus 0 Permanent Changes 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 115 of 142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017 Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen

Note 5 (a): BUDGET AMENDMENTS - CORPORATE BUSINESS PLAN LINKAGE

A number of additional operating actions were forecast to be undertaken during the current period of the Corporate Business Plan CBP which result in additional operating expenditure or revenue. The additional activities for the current year are summarised below along with the amount included within the budget and budget amendments.

Strategy 2015-16 Adopted Amended Ref Strategy Action Ref Action per CBP Budget Budget YTD Expenditure

Total - - - - 116 of142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017 Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen Note 6: RECEIVABLES Receivables - Rates Receivable YTD 30 Sep 2017 30 June 2017 Receivables - General Current 30 Days 60 Days 90+Days $ $ $ $ $ $ Receivables - General 6,155 90,862 409,941 12,400 Opening Arrears Previous Years 87,332 87,332 Levied this year (1,612,489) Total Receivables General Outstanding 519,358 Less Collections to date 1,145,133 Equals Outstanding (380,024) 87,332 Amounts shown above include GST (where applicable)

Net Rates Collectable (380,024) 87,332 Note 6 - Accounts Receivable (non-rates) % Collected 75.08% 0.00% Current 90+Days 1% Note 6 - Rates Receivable 2% 1,600 1,400 30 Days 1,200 18% 1,000

800

600 Amount $('000s) Amount 400 2016-17

200 2017-18 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 60 Days 79%

Comments/Notes - Receivables Rates Comments/Notes - Receivables General 117 of142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017 Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen Note 7: Cash Backed Reserve

2017-18 Amended Amended Amended Amended Budget Actual Budget Actual Budget Actual Budget Interest Interest Transfers In Transfers In Transfers Out Transfers Out Transfer out Closing Actual YTD Closing Name Opening Balance Earned Earned (+) (+) (-) (-) Reference Balance Balance $ $ $ $ $ $ $ $ $ Leave Reserve 152,771 0 390 0 152,771 153,160 Plant Replacement Reserve 430,722 0 1,098 262,386 0 693,108 431,820 Infrastructure Reserve 1,139,945 0 2,906 349,244 1,489,189 1,142,851 Avoca Reserve 43,773 0 112 0 43,773 43,884 Recreation Reserve 89,241 0 228 35,000 0 124,241 89,468 Housing Reserve 165,311 0 421 0 165,311 165,733 Land Development Reserve 20,497 0 52 0 20,497 20,549 Heritage Reserve 5,000 0 22,000 27,000 5,000 Medical Service Support Reserve 0 0 15,000 15,000 0 2,047,260 0 5,207 683,630 0 0 0 0 2,730,890 2,052,467

Note 7 - Year To Date Reserve Balance to End of Year Estimate

1,600,000

1,400,000 Amended Budget Closing Balance 1,200,000 Actual YTD Closing Balance 1,000,000

800,000

600,000

400,000

200,000

0 Leave Reserve Plant Replacement Infrastructure Reserve Avoca Reserve Recreation Reserve Housing Reserve Land Development Heritage Reserve Reserve Reserve 118 of142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017 Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen Note 8 CAPITAL DISPOSALS

Amended Current Budget Actual YTD Profit/(Loss) of Asset Disposal YTD 30 09 2017

Disposals Amended Annual Profit Budget Cost Accum Depr Proceeds (Loss) Profit/(Loss) Actual Profit/(Loss) Variance Comments $ $ $ $ $ $ $ 0 Plant and Equipment 0 0 Community Bus (5,000) 0 5,000 0 NB175 Ford Ranger (22,000) 0 22,000 0 NB806 - Ford Ranger (22,000) 0 22,000 0 NB270 - 2009 Case Tractor 5,000 0 (5,000) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 (44,000) 0 44,000

Comments - Capital Disposal/Replacements 119 of142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017 Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen

Note 9: RATING INFORMATION Rate in Number Rateable Rate Interim Back Total Amended Budget Amended Budget Amended Budget Amended Budget $ of Value Revenue Rates Rates Revenue Rate Interim Back Total Properties $ $ $ $ $ Revenue Rate Rate Revenue RATE TYPE $ $ $ $ General Rate GRV 0.1189 218 1,721,364 204,734 0 0 204,734 204,734 0 0 204,734 UV 0.0145 333 97,420,500 1,416,594 0 0 1,415,230 1,416,591 0 0 1,416,591 UV Mining 0.0145 1 40,988 622 0 0 622 622 0 0 622 Sub-Totals 552 99,182,852 1,621,950 0 0 1,620,586 1,621,947 0 0 1,621,947 Minimum Minimum Payment $ GRV 445.00 18 9,365 8,010 0 0 8,010 8,010 0 0 8,010 UV 445.00 40 531,000 17,355 0 0 17,355 17,800 0 0 17,800 UV Mining 445.00 13 106,019 5,785 0 5,785 5,785 0 0 5,785 Sub-Totals 71 646,384 31,150 0 0 31,150 31,595 0 0 31,595 1,651,736 1,653,542

Discount (49,607) (49,607) Amount from General Rates 1,602,129 1,603,935

Specified Area Rates Totals 1,602,129 1,603,935

Comments - Rating Information 120 of142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017 Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen

10. INFORMATION ON BORROWINGS (a) Debenture Repayments

Principal New Principal Principal Interest 1-Jul-17 Loans Repayments Outstanding Repayments Amended Amended Amended Particulars Actual Budget Actual Budget Actual Budget $ $ $ $ $ $

Loan 127 Homes for the Aged (SSL) 93,648 20,000 7,701 73,648 85,947 1,249 3,881

Loan 125 Swimming Pool 235,753 17,232 235,753 218,521 15,465

Loan 128 Recreation Centre 726,105 13,474 27,303 712,631 698,802 19,097 37,839

Loan 129 Solar Panels 73,000 6,869 13,830 66,131 59,170 982 1,871 1,128,506 0 40,343 66,066 1,088,163 1,062,440 21,328 59,056

All debenture repayments were financed by general purpose revenue.

(b) New Debentures

The proposed new loan will assist in the extension of the Community Centre. This loan will only be drawn upon if other grant funsing is received for the project. 121 of142 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen Note 11: GRANTS AND CONTRIBUTIONS

Program/Details Grant Provider Approval 2017-18 Variations Operating Capital Recoup Status GL Amended Additions Received Not Received Budget (Deletions) (Y/N) $ $ $ $ $ $ GENERAL PURPOSE FUNDING Grants Commission - General WALGGC Y 421,975 0 421,975 421,975 Grants Commission - Roads WALGGC Y 612,412 0 612,412 612,412 Ex Gratia Rates CBH 13,907 13,907 13,907 Instalment Fees 2,200 2,200 2,200 LAW, ORDER, PUBLIC SAFETY 0 FESA Grant - Operating Bush Fire Brigade Dept. of Fire & Emergency Serv. Y 24,000 0 24,000 24,000 ESL Contribution DFES Y 4,000 4,000 4,000 Emergency Services building 450,000 450,000 0 Health Doctor Surgery NSRF Y 477,200 477,200 477,200 COMMUNITY AMENITIES Community Service Centre Fencepost 30,000 30,000 30,000 CRC 65,000 65,000 65,000 DRD 252,300 252,300 252,300 NSRF 243,100 243,100 243,100 RECREATION AND CULTURE 0 Lesser Hall Lotterywest 100,000 100,000 100,000 Pool grant DSR 32,000 32,000 32,000 TRANSPORT Direct Grant Main Roads Y 180,000 0 180,000 106,125 73,875 Regional Road Group Main Roads Y 345,571 0 345,571 138,228 207,343 Regional Road Group 16/17 balance Main Roads Y 66,800 66,800 66,800 R2R Dept. Infrastructure Y 733,888 733,888 733,888 Black Spot Funding Main Roads Y 51,500 0 WANNDRA Main Roads Y 4,601,112 4,601,112 4,601,112 Grain Freight Network Main Roads 1,700,000 0 1,700,000 1,700,000 ECONOMIC SERVICES Skeleton Weed Funding DAFFWA Y 154,000 0 154,000 154,000

TOTALS 10,560,965 0 6,045,606 4,463,859 244,353 9,815,112 122 of142 Operating Operating 6,045,606 106,125 Non-Operating Non-operating 4,463,859 138,228 10,509,465 244,353 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

Note 12: TRUST FUND

Funds held at balance date over which the Shire has no control and which are not included in this statement are as follows:

Opening Closing Balance Amount Amount Balance Description 1 Jul 17 Received Paid 30/09/2017 $ $ $ $ Wadderin Reserve 0 0 0 Sundry Deposits 1,400 480 1,880 Gym Card Bonds 5,300 1,150 (150) 6,300 Nominations 0 240 240 BCITF Levy 0 Building Services Levy 829 829 Joint Venture Bonds 2,508 2,508 Wheatbelt Railway Retention Alliance 8,981 8,981

19,018 1,870 (150) 20,738

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 123 of 142 Level of Completion Indicators 0%  20% 40%

Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen 60% 80% 100%

SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

Note 13: CAPITAL ACQUISITIONS

YTD 30/09/2017 Level of Completion Amended Annual Variance YTD Actual Indicator Infrastructure Assets Budget Amended YTD Budget YTD Actual (Under)/Over (Renewal Exp) Buildings Governance Office Car Park 1816 (41,035) $27,672 13,363 Administration Patio 1810 (10,000) $0 10,000 Governance Total (51,035) 27,672 23,363 Community Amenities $0 Community Service Centre Extension 1610 (590,400) $0 590,400 Community Bus Shed 1803 (25,000) $0 25,000 Cemetery Upgrade - Front Fencing, Pergola and Niche Wall 1817 (89,750) $0 89,750 Community Amenities Total (705,150) 0 0 615,400 0 Law, Order and Public Safety  Emergency Services Buildings 1702 (688,000) $286,597 401,403  Health Total (688,000) 0 286,597 401,403 Health  Doctor Surgery Extension 1701 (477,200) $19,150 458,050  Health Total (477,200) 0 19,150 458,050 Housing  8 Cheetham Way - Replace Flooring 1806 (8,500) $0 8,500 0  3/31 Currall Street - Replace Flooring 1807 (7,000) $0 7,000 0  18 Hilton Way Renovations 1708 (19,000) $0 19,000  Housing Total (34,500) 0 0 34,500 0 Recreation And Culture Netball Fence Installation 1801 (30,000) $0 30,000 Lesser Hall Interpretation Centre 1802 (100,000) $0 100,000 Rec Centre - Modwood bin Bay 1804 (10,500) $0 10,500 Rec Centre - Forklift Ramp 1805 (10,000) $0 10,000 Apex Park Cake Stall Refurbishment 1808 (10,500) $0 10,500 Roads Board Building 1815 (60,000) $0 60,000  Recreation And Culture Total (221,000) 0 161,000 Transport Depot - Replace gutters and Downpipes 1811 (6,000) $4,042 10,042 Depot - Replace Timbers eatern but White Ants 1812 (7,500) $0 7,500 Depot - Relocate office self contained ATCO 1813 (6,000) $0 6,000  Depot - New Washdown Bay Regulations Requirements 1814 (25,000) $0 25,000 Depot Storage Shed Concrete Floor 1818 (15,000) $12,545 27,545  Transport Total (59,500) 0 16,587 25,000  Buildings Total (2,236,385) 0 350,007 1,695,353 0

124 of142 Drainage/Culverts  Drainage/Culverts Total 0 0 0 0 0 SHIRE OF NAREMBEEN NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 30 September 2017

Shire of Narembeen - Minutes - Ordinary Council Meeting -18thOctober 2017 - MinutesOrdinary Council Shire of Narembeen Note 13: CAPITAL ACQUISITIONS

YTD 30/09/2017 Level of Completion Amended Annual Variance YTD Actual Indicator Infrastructure Assets Budget Amended YTD Budget YTD Actual (Under)/Over (Renewal Exp) Furniture & Office Equip. Governance  Photocopier 1819 (10,500) $9,007 1,493  Governance Total (10,500) 0 9,007 1,493 0 Recreation And Culture  Electronic Shire Sign 1820 (20,000) $0 20,000  Recreation And Culture Total (20,000) 0 0 20,000 0 Economic Services  Upgrade Standpipe Controllers 1821 (20,000) $7,356 12,644  Economic Services Total (20,000) 0 7,356 12,644 0  Furniture & Office Equip. Total (50,500) 0 16,363 20,000 0

Plant , Equip. & Vehicles Community Amenities  Community Bus 1824 (140,000) $0 140,000  Community Amenities Total (140,000) 0 0 140,000 0 Transport  Cable/Pipe Locator 1822 (8,000) 0 $0 8,000 0  Sign Trailer 1823 (3,000) $0 3,000  Tractor Slasher 1825 (38,000) 0 $0 38,000 Trade in NB175 & NB806 1826 (64,000) $0 64,000 New Tractor 1827 (150,000) $0 150,000  Transport Total (263,000) 0 0 113,000 0  Plant , Equip. & Vehicles Total (403,000) 0 0 113,000 0

Other Infrastructure Recreation And Culture Pool Bowl Repairs $0 0  Recreation And Culture Total 0 0 0 0 0  Other Infrastructure Total 0 0 0 0 0

Roads Transport  BK - NB Road 0-4slk RRG 1828 (518,236) $8,942 509,294  BK NB Second Seal 10.63-5.9slk (RRG 16/17) 1715 (112,239) $14,671 97,568  Cr Road Reseal 0.995 1829 (49,647) $0 49,647 Kn Road Second Seal 1716 (159,000) $0 159,000  Townsite Realignment - State Initiative 1523 (1,700,000) $11,493 1,688,507  Townsite Grain Freight - Fricker Road 1523 (600,000) 600,000  Cramhorne Road 1.5km R2R 1830 (436,263) $0 436,263  Mt Walker Road Culvery R2R 1831 (45,000) $0 45,000  MD Nb Road 5km from NB R2R 1832 (65,035) $0 65,035  Kn NB Road 4km from NB R2R 1833 (115,590) $0 115,590  Wogarl Muntry Road Black Spot 1625 (120,000) $26,534 93,466  Mt Walker South Road Pipes R2R 1834 (45,000) $0 45,000  Hyden North Road R2R 1835 (15,000) $0 15,000  Mt Walker Road Reseal R2R 1836 (12,000) $0 12,000 125 of142  $0 0  $0 0  Transport Total (3,993,010) 0 61,640 3,931,370 0  Roads (Non Town) Total (3,993,010) 0 61,640 3,931,370 0

 Capital Expenditure Total (6,682,895) 0 428,010 5,759,723 0 Narembeen Community Resource Centre Unit 2 19 Churchill Street Narembeen 6369

Balance Sheet

As of September 2017 11/10/2017 10:28:36 AM

Assets Trading Cheque Account $49,589.49 Petty Cash $100.00 Cash Sale Float $50.00 Undeposited Funds $39.70 Term Deposit 917 $65,000.00 Withholding Credits Trade Debtors $3,010.32 Total Withholding Credits $3,010.32 Leasehold Improvements Electronic Clearing Account $0.00 Total Leasehold Improvements $0.00 Total Assets $117,789.51

Liabilities Trade Creditors $2,537.17 Gym Bonds (Trust) $1,100.00 Gym Memberships $1,080.01 GST Liabilities GST Collected $8,976.50 GST Paid -$8,753.67 Total GST Liabilities $222.83 Total Liabilities $4,940.01

Net Assets $112,849.50

Equity Retained Earnings $98,034.41 Prior Year Adjustment $40.63 Current Earnings $14,774.46 Total Equity $112,849.50

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 126 of 142 Narembeen Community Resource Centre Unit 2 19 Churchill Street Narembeen 6369

Profit & Loss Statement

July 2017 through September 2017 11/10/2017 10:28:56 AM

Income Grants and Funding Service Contract Funding DRD Govt & Community Info $9,559.42 DRD Economic & Business Dev $9,667.04 DRD Hot Office Service $454.55 DRD Social Development $4,545.45 Dept Human Services $4,881.90 Total Service Contract Funding $29,108.36 Project/Event Funding Other Grants $2,209.09 Ladies Long Lunch $8,018.22 Total Project/Event Funding $10,227.31 Merchandise Sales Souvenirs $123.82 Directory Sales $727.37 Customer Merchandise $2,272.95 Total Merchandise Sales $3,124.14 Total Grants and Funding $42,459.81 Operational Income Memberships Income Membership $4,680.00 Total Memberships Income $4,680.00 Project Income Ladies Long Lunch $8,449.89 Country Arts WA Shows $1,672.70 Community Markets $154.53 Total Project Income $10,277.12 Service Income Credit Card Charges $27.18 Calendar Sales $9.09 Printing/Photocopying $2,035.73 Fax Service $49.09 Internet/Computer $202.74 Room Hire/Hot Office $367.27 Customer Postage $8.19 Binding $43.19 Staff Assistance $291.15 Desktop Publishing $648.55 Laminating $365.87 Equipment Hire $320.00 Photo Lab $15.27 Large Format Printing $334.08 Miscellaneous $559.16 Donations $22.40 Interest Income $226.77 Total Service Income $5,525.73 Workshop Income Adult Workshops $6,522.17 Seniors Movie Days $584.09 Children's Workshops $104.56 Total Workshop Income $7,210.82 Total Operational Income $27,693.67 Total Income $70,153.48

Cost of Sales

Gross Profit $70,153.48

Expenses Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 127 of 142 Narembeen Community Resource Centre

Profit & Loss Statement

July 2017 through September 2017 11/10/2017 10:28:57 AM

Grant and Funding Expenses Operational Expenses Staff Training $312.36 Traineeship $747.50 Total Operational Expenses $1,059.86 Capital Funding Purchases Equipment Purchase $3,383.71 Project/Event Expenses Other Grant Costs $1,957.74 Ladies Long Lunch $6,181.17 Networking Events $68.36 Country Arts WA Shows $3,482.27 Total Project/Event Expenses $11,689.54 Merchandise Purchases Directory Purchases $1,452.00 Customer Merch Purchases $1,396.27 Total Merchandise Purchases $2,848.27 Total Grant and Funding Expenses $18,981.38 Operational Expenses Photocopying & Printing Costs $2,561.85 Laminating Costs $18.56 Workshop Expenses Adult Workshops $5,786.33 Children's Workshops $23.23 Seniors Movie Day $506.04 Total Workshop Expenses $6,315.60 Administrative Expenses Bank Charges $368.43 Electricity $1,273.23 Postage $156.15 Repairs & Maintenance $2,274.70 Stationery $54.03 Internet Costs $286.23 Telephone/Fax $572.90 Amenities $62.64 Newspapers $7.27 Licences $82.78 Total Administrative Expenses $5,138.36 Staff Expenses Wages & Salaries $19,820.32 Superannuation $2,542.95 Total Staff Expenses $22,363.27 Regional Price Index Costs Total Operational Expenses $36,397.64 Total Expenses $55,379.02

Net Profit/(Loss) $14,774.46

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 128 of 142 Shire of Narembeen Outstanding Rates as at 3 October 2017 Outstanding Property Ass Address Amount Notes A1003 6 Longhurst Street $ 1,312.97 Final notice sent A1006 36 Longhurst Street $ 940.32 Final notice sent - part payment made A1022 4 Doreen Street $ 1,192.78 Final notice sent A1052 33 Thomas Street $ 15,849.90 3 years unpaid. No sale at Auction. No further action Owner rang on 22/11/16 advising to set up weekly repayments of $100. No repayments demand letter sent 10/02/17 A1058 17 Doreen Street $ 3,510.52 Contact made payments recommenced A1066 29 Churchill Street $ 1,607.25 Payment plan $300 p/w

A1069 28 Thomas Street $ 1,731.45 Agreed to pay $50 per fornight. 14/01/17 sent final notice A1075 5 Doreen Street $ 4,671.38 In Estate - Caveat on property A1076 Lot 2 Latham Road $ 4,399.25 In Estate - Caveat on property A1077 10 Longhurst Street $ 1,040.84 Final notice sent Reminder Letter sent 25/10/16, 17/01/17 sent final notice, A1084 11 Thomas Street $ 1,556.18 Payment plan $50 per fortnight 20/01/17 Owner has spoken to CEO with intention to set up repayment plan, Payed $550 to date - 17/01/17 sent final A1089 1 Northmore Street $ 3,251.84 notice - no contact to date A1094 Lot 200 Currall $ 5,766.75 Final notice sent A1096 4 Churchill $ 1,454.81 Final notice sent A1099 45 Thomas Street $ 10.20 Late instalment - interest only A1100 53 Churchill Street $ 1,176.91 Final notice sent A1101 15 Churchill Street $ 4.11 Late instalment - interest only A1116 15 Doreen $ 1,211.49 Final notice sent A1120 45 Churchill $ 1,061.76 Final notice sent A1124 41 Currall $ 699.20 Final notice sent A1138 Telstra $ 1,348.75 Final notice sent A1143 42 Churchill $ 1,186.54 Final notice sent A1151 4 Northmore Street $ 665.86 Final notice sent A1157 13 Doreen $ 1,248.92 Final notice sent A1172 19 Currall $ 1,169.49 Final notice sent A1182 17 Currall Street $ 1,373.70 Final notice sent A1185 3 Ada Street $ 1,136.63 Final notice sent A1197 23 Doreen $ 1,223.97 Final notice sent A1217 33 Doreen Street $ 1,201.64 Final notice sent A1243 20 Thomas Street $ 861.82 Final notice sent Reminder Letter sent 25/10/16, 17/01/17 sent final notice - 10/11/16 payment plan- no payments Demand letter sent 10/02/17 Sent to Ampac 09/03/17 A1249 11 Wakeman Street $ 2,323.91 15/05/17 plan to pay $100 per fortnight

Reminder Letter sent 25/10/16, 17/01/17 sent final notice 10/02/17 sent to AMPAC 02/03/2017 contacted to advise will email a payment plan A1254 9 Northmore Street $ 2,079.16 02/03/17 agreement to pay $100 per fortnight - A1259 23 Currall $ 1,149.11 Final notice sent

Reminder Letter sent 25/10/16, 17/01/17 sent final notice- 01/02/17 advised will pay $500 per fortnigh Reminder of plan sent 22/03/17 Final notice 04/04/17 Sent to AMPAC. Skip trace done - not located A1261 11 Northmore Street $ 3,611.91 Address obtained from WaterCorp - Final notice sent A1266 2 Northmore $ 18.75 Support query A1309 46 Cheetham $ 520.00 Final notice sent A2825 11 Doreen Street $ 8.24 Interest only A2015 Coverley Road $ 8,434.66 sent to AMPAC. Agreement entered into A2048 Dixon Road $ 9,292.60 sent to AMPAC. Agreement entered into A2054 Wogarl East Road $ 27.89 Interest only A2085 Wogarl East Road $ 25.21 Interest only

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 129 of 142 SFO has emailed owner advising of incorrect payment amount, 17/01/17 sent final notice A2086 Dixon Road $ 5,419.97 Email received 26/09/17 informing of payment A2092 1287 Wadderin-Graball Road $ 13,161.57 Sent to AMPAC. Agreement entered into A2805 Sloss Road $ 6,338.26 Final notice sent A2819 South Kumminin East Road $ 10.63 Instalment interest A3036 Sloss Road $ 1,747.16 Final notice sent A3069 Mt Walker Road $ 137.90 Paid late no discount applied SFO has emailed owner advising of incorrect payment amount, 17/01/17 sent final notice A3075 2792 Dixon Road $ 5,988.72 Email received 26/09/17 informing of payment A3083 Soldiers Road $ 15,057.48 Sent to AMPAC. Agreement entered into A3091 Sloss Road $ 1,439.13 Final notice sent A3098 Soldiers Road $ 11,050.70 Sent to AMPAC. Agreement entered into A3114 Graball $ 520.00 Final notice sent A3115 Soldiers Road $ 520.00 Final notice sent A4026 South Kumminin East Road $ 11.60 Interest only

Reminder Letter sent 25/10/16 - Email received After harvest payment, email sent requesting payment plan 03/03/17 emailed regarding commencment of payment A4047 Narembeen Boundary Road $ 3,430.14 plan - confirmed payments to commence A4072 Narembeen Boundary Road $ 2,392.56 Final notice sent A4076 Triangle Road $ 19.53 Late payment A4127 1387 Calzoni Road $ 205.09 Final notice sent A4148 Narembeen South Road $ 520.00 Final notice sent A4149 Mt Walker South Road $ 520.00 Final notice sent A4152 94 Cavanagh Road $ 52.93 Final notice sent A5039 Soldiers Road $ 12.92 Short payment A5086 Kondinin Narembeen Road $ 93.08 Short instalment payment A5097 285 Cusack Road $ 423.79 Final notice sent A5114 Narembeen $ 10,154.78 sent to AMPAC. Agreement entered into A5122 Narembeen $ 294.83 sent to AMPAC. Agreement entered into A5124 Narembeen $ 3,210.55 sent to AMPAC. Agreement entered into A5126 Yeomans Road $ 149.15 sent to AMPAC. Agreement entered into A5128 Soldiers Road $ 177.50 sent to AMPAC. Agreement entered into A5186 Lot 28381 $ 520.00 Final notice sent A5187 2656 Calzoni Road $ 10,709.37 Final notice sent A5195 Narembeen South Road $ 6,408.64 Waiting to hear from owner regarding dispute over sale A5197 Lot 18341 Narembeen $ 22,191.50 sent to AMPAC. Agreement entered into A5212 Kondinin Narembeen Road $ 21.06 Short payment A5247 2275 Corrigin - Narembeen Road $ 520.00 Dispute over ownership $ 214,789.21

With AMPAC $ 104,620.44 Repayment Plan $ 8,405.40 Other $ 101,763.37 Deferred Rates $ - Instalments $ 214,789.21

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 130 of 142 9.0 Councillor’s Reports – including other Councillor business

Cr R Cole - Attended John Curtin Weekend dinner. - Attended Ladies Long Lunch, great work by Leanne. - Attended LG Act Review meeting - Attended Eastern Wheatbelt Biosecurity Group meeting in Merredin

Cr R DeLuis - Ladies Long Lunch - well done, enjoyable day, good reflection on Narembeen, showcases our town. - Good luck to Councillors for the future. Cr W Cowan - Thanked Syd, Gina & Stephen on advice received whilst on Council. All of your skills will be missed.

Cr S Padfield - Nil

Cr K Mortimore - Attended LG Act Review Meeting. - Town Hall ramp, perhaps not needed but a rail could be put onto the building instead.

Cr B Thomas - Attended Roe Tourism meeting - Nominated Mr Garry Gregan as the Shire of Narembeen's representative on Roe Tourism, he will remain as President of Roe Tourism. - Quairading has withdrawn from the Roe Tourism Association.

Cr A Hardham - Attended John Curtin Weekend dinner, lucky to have Leanne! - Attended Ladies Long Lunch. - RV short term stay - good to see it being used. - Old Ampol building - needs attention. Process has commenced with EHO & Ranger. Will be followed up when new EHO commences.

Cr Parsons - Plant Committee meeting. - Has enjoyed time on Shire, meeting people that he would have had little to do with otherwise. - Roads need more attention.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 131 of 142 10.0 Urgent business as permitted by Council

COUNCIL RESOLUTION

MIN 6527/17 MOTION - Moved Cr. S Padfield 2nd Cr. R DeLuis

That Council receive a late item relating to the Shire of Narembeen's Strategic Community Plan 2017-2027.

CARRIED 8/0

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 132 of 142 LATE AGENDA ITEM: 10.1.1 – Review of the Strategic Community Plan 2017-2027

Subject: Review of the Strategic Community Plan 2017-2027 Applicant: Chris Jackson File Ref: ADM171 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Sheree Thomas Date: 16th October 2017 Attachments: Strategic Community Plan 2017-2027

SUMMARY

The Local Government (Administration) Regulations 1996 explains that the “Plan for the Future” referred to in Section 5.56 of the Local Government Act 1995 is made up of the 10 year Strategic Community Plan and a 4 year Corporate Business Plan.

This report seeks Council’s approval for the adoption of the Shire of Narembeen’s Strategic Community Plan 2017-2027.

BACKGROUND

All Western Australian Local Governments are required to prepare a “Plan for the Future” for their district Under Section 5.56 (1) of the Local Government Act 1995. The “Plan for the Future” comprises the following two key strategic documents which a Local Government is required to have regard for when forming its annual budget.

Strategic Community Plan - Council’s principal 10 year strategy and planning tool. It is the principal guiding document for the remainder of the Shire’s strategic planning as community engagement is central to this plan.

Corporate Business Plan – Council’s 4 year planning document. The core components of this Plan include a 4 year delivery program, aligned to the Strategic Community Plan and accompanied by 4 year financial projections.

Development of the Strategic Community Plan and Corporate Business Plan is undertaken in accordance with the Integrated Planning and Reporting Framework and Guidelines. An essential element of the Integrated Planning and Reporting process is to enable community members and stakeholders to participate in shaping the future of the community and in identifying issues and solutions. It is designed to articulate the community’s vision, aspirations, outcomes and priorities for the future of the district.

The Strategic Community Plan and the Corporate Business Plan are informed by several other key plans and processes. The connection between the community and the Shire’s Strategic Plans, Annual Budget and Corporate documents developed to guide the Shire in delivering services to the community are show in the diagram below. The term of each key plan is shown in blue circles.

The Shire of Narembeen Strategic Community 2013-2023 must be reviewed at least once every four years and a desktop review should be carried out every two years. Council adopted its 10 year Strategic Community Plan in February 2016 and a desktop review was undertaken in December 2015.

Council’s Strategic Community review is required by 31st December 2017.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 133 of 142 Diagram: Integrated Planning and Reporting Cycle Department of Local Government and Communities Integrated Planning and Reporting Framework and Guidelines, September 2016

COMMENT

Council engaged Caroline Robinson, Solum Wheatbelt Business Solutions to conduct a full review of the Shire of Narembeen’s Strategic Community Plan that complies with Section 19C and 19DA of the Local Government (Administration) Regulations 1996. Caroline has conducted an extensive community engagement program and sought to obtain the community’s priorities for the future as well as obtaining feedback in relation to Council’s services and facilities.

A summary of Caroline’s community engagement is below:-

Total number of consultations:

• 53 survey respondents • Random phone calls to ratepayers across all parts of the Shire (20) answering a series of set questions • Community leaders (17) of local clubs and associations separate to online and hard copy survey • Business owners in town site separate to any other consultation (9) • Advisors to the district (3) – outside of the Shire of Narembeen • Shire Councillors one on one meetings (5) plus (2) who attended the first Council workshop • Outside Works Crew toolbox meeting (15) • Administration Staff (5) • Community members that have been approached or have approached C Robinson informally to discuss forward planning (in person and phone) separate to all other groups above (47) • Councillor & Staff workshop Total engagement: 173 (21.3% of total population residing in the Shire of Narembeen, excludes advisors to the district)

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 134 of 142 Based on the above community engagement, Caroline Robinson has developed the draft Strategic Community Plan which sets out the vision for the Shire of Narembeen’s future and captures the community’s aspirations and values. A copy of the draft Strategic Community Plan 2017-2027 is attached.

The 2017-2027 Community strategic Plan has been developed on what we can achieve in the first two years of the new plan with longer broader 10 year outcomes also included. The plan would be to reset the short term goals, Council Strategy and Measurement of Performance every two years whilst still having a 10 year outlook in accordance with the required regulations.

The plan is a clear departure from the 2013-2023 plan which focused on the four areas of Social, Economic, Environment and Civic Legal. Whilst these core areas are the Shire focus the review is a reset to enable achievable goals to be realised in a 2 year period whilst still focusing on the longer term outcomes.

The vision developed for where will the Shire be in 5yrs time? Together we create the opportunity to grow How will we get there?

Council Priorities:-

I. Growing our community and visitor population II. Creating and capturing positive economic opportunities III. Our partnerships and networks return us tangible financial, economic, social and environmental benefits

The adoption of the Strategic Community Plan 2017-2027 will have a direct impact on the Corporate Business Plan. The Corporate Business Plan will require a full review to ensure that it is in line with the objectives within the Strategic Community Plan 2017-2027. This review will commence upon the adoption of the Strategic Community Plan and will be presented to Council for adoption in November 2017.

Other plans that will be reviewed include:-

• Long Term Financial Plan; • Asset Management Plan; • Forward Capital Works Plan; • Workforce Plan; and • Risk Management Plan.

It is anticipated that the above plans will be presented to Council for adoption over the next few months.

In accordance with the Local Government (Administration) Regulations 1996 Section 19D, Council is required to give public notice on the adoption of the Strategic Community Plan and its availability for inspection.

CONSULTATION

Chris Jackson, Chief Executive Officer Caroline Robinson, Solum Wheatbelt Business Solutions Sheree Thomas, Community & Economic Development Officer

4.40pm - Cr R DeLuis exited the meeting. 4.43pm - Cr R DeLuis returned to the meeting. 4.59pm - Cr B Thomas exited the meeting. 5.00pm - Cr B Thomas returned to the meeting.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 135 of 142 STATUTORY IMPLICATIONS

Local Government Act 1995, Section 5.56. Section 5.56(1) and (2) of the Local Government Act requires that each local government is to “plan for the future of the district”, by developing plans in accordance with the Regulations. The Local Government Administration Regulations 1996 were amended to require each local government to adopt a Strategic Community Plan and a Corporate Business Plan.

Local Government (Administration) Regulations sections:- 19C – Strategic community plans, requirements for (Act s.5.56) 19D – Adoption of plan, public notice of to be given.,

FINANCIAL IMPLICATIONS

Future expenditure to meet the Strategic Community Plan objectives.

POLICY IMPLICATIONS

Nil.

RELATED PARTY TRANSACTIONS

Nil.

OFFICER RECOMMENDATION

That Council:-

1. Adopts the Shire of Narembeen Strategic Community Plan 2017-2027.

2. Endorses the Shire President to approve the final proof of the Shire of Narembeen Strategic Community Plan 2017-2027 prior to printing and distribution.

3. Pursuant to Local Government (Administration) Regulations 1996 Section 19D, give public notice on the adoption and availability of the Shire of Narembeen’s Strategic Community Plan 2017 – 2027.

COUNCIL RESOLUTION

MIN 6528/17 MOTION - Moved Cr. R DeLuis 2nd Cr. B Cowan

That Council:- 1. Adopts the Shire of Narembeen Strategic Community Plan 2017-2027.

2. Endorses the Shire President to approve the final proof of the Shire of Narembeen Strategic Community Plan 2017-2027 prior to printing and distribution.

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 136 of 142 Shire of Narembeen Strategic Community Plan 2017 – 2027 Where is our Shire now? Where will the Shire be in 10 years’ time? Our Vision: Together we create the opportunity to grow How will we get there? Council Priorities I. Growing our community and visitor population II. Creating and capturing positive economic opportunities III. Our partnerships and networks return us tangible financial, economic, social and environmental benefits

Goals and Strategies to Achieve Council Priorities

What we must achieve in 1 – 2 years to achieve our 10 year plan

Goal Council Strategy Measurement of our Performance 1. Focus upon our 1.1 Performance and structure of roads are Clear road service local economic included in our annual road management plan, standards are to be drivers to retain communicated to Council and the community developed that focus and grow 1.2 We have a long term local gravel sourcing on Asset existing strategy Preservation and will businesses, 1.3 We investigate group purchasing power on include km’s of employment our plant equipment and road materials to benefit winter grades and to attract from financial discounts achieved, gravel re- new industry sheeting and reseals. When data has been collected benchmarks will be set Plant Inventory life is recorded and benchmarks set on minimum machinery operating hours. At least one successful (cost reduced) plant group purchasing achieved (RoeROC/Other) Local gravel strategy adopted 1.4 We find partners to help investigate and seek Detailed assessment innovative telecommunication solutions to benefit of our resident and the majority and to ensure that solutions are not business

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 137 of 142 cost prohibitive telecommunications needs is conducted Telecommunications solution is developed in partnerships 1.5 Vacant land that will achieve our strategic Rate base is goals is identified for specific purposes and diversified (measure industries to be developed) 10 1.6 It is zoned and rated appropriately in light of blocks of future industry development as well as for industrial land is complementary infrastructure and services planned by 2021 1.7 Shire assets are prepared for commercial and Increase in population increases population by 0.1% annually 1.8 We support the local childcare centre with Narembeen resources that enable continuous service delivery Numbats service is for our families retained at least 3 1.9 We will work with our local businesses to plan days a week significant central business district improvements CBD improvements including beautification, access and activation include streetscape activities developments. 1.10 We will adopt a local purchasing policy that Shire owned vacant supports our local businesses to the best of our buildings are 100% capacity occupied throughout the year 10% of our local procurement is sourced from within the Shire Unemployment rate is below the Region average 2. Internal and 2.1 Our organisational model is responsive to Council and staff external economic conditions, the delivery of core services can articulate our relationships and infrastructure so too the successful pursuit of organisational actively grow economic opportunities that benefit our model, relationships our Shire community and reporting population and 2.2 We review our role and participation in current Alternative income positive sub regional and regional groups against the streams are financial achievement of our strategic goals increased by 5% position 2.3 We are less reliant on government grants and (over a 4 year will work regionally or embrace reforms to identify period). new income streams that are sound and equitable 2.4 Council will initiate new working relationships We facilitate an beyond traditional Shire boundaries for our key annual meeting of organisations and their leadership teams to key organisations benefit from and their leadership teams 2.5 Council recognises the opportunity of Joint priorities are partnering with Go Narembeen, works closely and identified in a formal supports them to help achieve their economic plan between Go development projects and our strategic goals Narembeen and the Shire

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 138 of 142 Joint project plan for at least two projects are developed and adopted by both organisations 2.6 We articulate in our organisational plans and Narembeen CRC is service delivery model the role of the Narembeen retained despite any CRC as a community hub, providing library, State Government community activities, skill development, funding connections and business initiatives in turn announcements helping to help achieve our strategic goals Shire organisational plan is developed with the CRC and articulated to Council, all senior staff Clear economic and community roles Increase in visitation numbers by 5% 2.7 We link the public service organisations to the Public service community so that they are used, they remain, organisations meet they are relevant and help achieve our goals for biannually with the community Council Police, DHS and Hospital are retained Positive feedback from public service organisations regarding Shire facilities and services 3. We contribute 3.1 We can provide leadership and networks to The goals of our to a healthy our local community groups to help them achieve community groups community their goals, identify common priorities and to are articulated in a provide opportunities for active participation in our community plan and community communicated to the CRC and Council Number of unpaid roles in the community is costed and measured. 3.2 Shire owned sport and recreation facilities Number of play and enable access to competitive competitions, recreation leisure activities opportunities. for all ages and help us be physically and Club participation for mentally fit all sporting clubs 3.3 We will investigate major improvements to our grows by .5% sport and recreation facilities following considered annually cost benefit analysis models Club governance is improved. KidSport figures are recorded Number of

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 139 of 142 emergency responses (trying to cover suicide, road accidents, health emergencies etc) Feasibility study completed on the Narembeen tennis and hockey surfaces 3.4 We enable and support medical and GP, Dentist services emergency services to serve in our community and Allied Health Services are retained Emergency services are co-located in new centre and VFES is established Emergency service planning and ‘Shire response after the fact’ scenario conducted annually (focus is on the Shire response during and after the emergency) Volunteer emergency services are retained Increase in Health Services patronage. 3.5 We investigate sub regional waste strategies 80% of household that reduce costs on our community and waste recycled etc environment (Avon Waste can provide these reports) Number of waste solutions that involve more than our Shire Shire energy cost reduces annually (solar panels etc)

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 140 of 142 Our 10 Year Outcomes

Goal 1: Focus upon local economic drivers to retain and grow existing businesses, employment and to attract new industry After 10 years, we will have Current road infrastructure is maintained and continually achieved: improved upon to meet community and business needs Improved telecommunications data capacity and mobile coverage through innovative partnerships and advocacy Shire assets are ready for opportunities to grow local employment The Shire and local businesses communicate and work together to capture opportunities We will demonstrate best practice local purchasing practices Goal 2: Internal and external relationships actively grow our Shire population and positive financial position After 10 years, we will have Our organisational structure and partnerships deliver tangible achieved: economic results, environmental and social benefits to our community and Shire’s financial position Significant tourist, historical and the environmental projects are achieved in partnership with community groups Our permanent and visiting population grows through our partnership with Go Narembeen Shire service delivery is enhanced through a recognised and formal partnership with the Narembeen CRC All public services are retained, used, relevant and have a permanent place in our community Goal 3: We contribute to a healthy community

After 10 years, we will have Shire and community owned health infrastructure and services achieved: complement the public and private health systems in the Shire. They support all life stages and attract new patronage into our community. Sport, recreation and leisure facilities are of a high standard and traditional sporting activities and seasons are extended We own and participate in best practice waste management

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 141 of 142 11.0 Date, time & place of next meeting

Wednesday 15th November 2017 at Narembeen Shire Council Chambers.

12.0 Closure

The Presiding Person again thanked Cr Parsons, Cr DeLuis and Cr Padfield for outstanding service to the Narembeen community and invited Councillors, partners and staff to celebrate the contributions made following the closure of the meeting.

There being no further business the Presiding Person declared the meeting closed at 5.15pm.

13.0 Certification of Meeting Minutes

I, Cr Rhonda Cole, Shire President, certify that the Minutes of the meeting held on 18th October 2017, as shown on page numbers 3 to 142 are confirmed as a true and correct record of the meeting.

______Cr Rhonda Cole Date PRESIDING PERSON

Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 142 of 142