Agenda Ordinary Council Meeting

16 September 2015

Notice of an Ordinary Council Meeting

The next Ordinary Meeting of the Shire of Coorow will be held on Wednesday 16 September 2015 at the Warradarge Meeting Room commencing at 3pm.

Darren Friend Chief Executive Officer

Note: A late item is anticipated relating to the Appointment of the new CEO.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 1

DISCLAIMER

No responsibility whatsoever is implied or accepted by Shire of Coorow for any act, omission or statement or intimation occurring during Council/Committee meetings or during formal/informal conversations with Staff. Shire of Coorow disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during Council/Committee meetings or discussions. Any person or legal entity who acts or fails to act in reliance upon any statement does so at that person's or legal entity's own risk.

In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or limitation of approval made by a member or officer of Shire of Coorow during the course of any meeting is not intended to be and is not taken as notice of approval from Shire of Coorow. The Shire of Coorow warns that anyone who has an application lodged with Shire of Coorow must obtain and only should rely on WRITTEN CONFIRMATION of the outcome of the application, and any conditions attaching to the decision made by the Shire of Coorow in respect of the application.

Signed on behalf of Council

Darren Friend Chief Executive Officer

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 2

SHIRE OF COOROW QUESTIONS FROM THE PUBLIC

Any member of the public wishing to participate in Public Question Time during Council or Committee meetings is welcome to do so; however, Council requires your name, address and written questions to be provided to the meeting secretary.

NAME: ______

SIGNATURE: ______

ADDRESS: ______

TELEPHONE: ______MEETING/DATE: ______

NAME OF ORGANISATION REPRESENTING (if applicable):

QUESTION:

Please see notes on Public Question Time overleaf…

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 3

SHIRE OF COOROW QUESTIONS FROM THE PUBLIC

The Shire of Coorow welcomes community participation during public question time. The following is a summary of procedure and a guide to completion of the required form. a. The person asking the question is to give their name and address prior to asking the question. b. Questions are to be directed through the chair, with the Presiding Member having the discretion of accepting or rejecting a question and the right to nominate a Councillor or Officer to answer. c. In order to provide an opportunity for the greatest portion of the gallery to take advantage of question time, questions are to be as succinct as possible. Any preamble to questions should therefore be minimal and no debating of the issue between the Gallery, Councillors or Officers is permissible. d. Where the Presiding Member rules that a member of the public is making a statement during public question time, then no answer is required to be given or recorded in response. e. Questions which are considered inappropriate; offensive or otherwise not in good faith; duplicates or variations of earlier questions; relating to the personal affairs or actions of Council members or employees; will be refused by the Presiding Member as ‘out of order’ and will not be recorded in the minutes. f. Where a member of the public submitting a question is not physically present at the meeting, those questions will be treated as an item of correspondence and will be answered in the normal course of business (and not be recorded in the minutes). g. Questions from members of the public that do not comply with the Rules of Question Time or do not abide by a ruling from the Presiding Member, or where the member of the public behaves in a manner in which they are disrespectful of the Presiding Member or Council, or refuse to abide by any reasonable direction from the Presiding Member, will be ruled ‘out of order’ and the question will not be recorded in the minutes. h. Answers to questions provided in good faith, however, unless reasonable prior written notice of the question is given, answers should not be relied upon as being totally comprehensive. i. Where a question (compliant to these rules) is raised and is unable to be answered at the meeting, the question shall be ‘taken on notice’ with an answer being given at the next appropriate Council Meeting. j. Public Question Time is set for a maximum period of 15 minutes, and will terminate earlier should no questions be forthcoming. k. To enable all members of the public a fair and equitable opportunity to participate in Public Question Time, each person shall be provided a maximum two minutes time limit in the first instance, in which to ask a maximum of two questions (whether these are submitted ‘in writing’ or ‘from the floor’). A question may include a request for the tabling of documents where these are relevant to an issue before Council. l. Questions to be asked at the meeting will be registered, and the priority for asking questions shall be firstly ‘questions on which written notice has been given prior to the meeting’ (that is, prior to 12 noon on the day immediately preceding the meeting) and secondly, ‘questions from the floor’. m. Should there be time remaining on the initial period for Public Question Time (i.e. 15 minutes) after all members of the public have posed their initial allotment of two questions, the Presiding Member will then allow members of the public to sequentially (in accordance with the register) ask a further two questions (with a two minute time limit) until the initial period for Public Question Time has expired. n. Any extension to the initial period for Public Question Time is to be limited to a period that will allow sufficient time for any remaining members of the public to ask their initial allotment of two questions.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 4

Agenda

1. DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS: ...... 6 2. RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE PREVIOUSLY APPROVED ...... 6 3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE: ...... 6 4. PUBLIC QUESTION TIME: ...... 6 5. APPLICATIONS FOR LEAVE OF ABSENCE: ...... 6 6. DECLARATION OF INTEREST: ...... 7 7. PETITIONS/DEPUTATIONS/PRESENTATIONS: ...... 7 8. CONFIRMATION OF MINUTES: ...... 7 8.1 ORDINARY MEETING HELD WEDNESDAY 19 AUGUST 2015 AT THE LEEMAN RECREATION CENTRE ...... 7 9. ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION: ...... 7 10. MATTERS FOR WHICH MEETING MAY BE CLOSED: ...... 7 11. REPORTS: ...... 8 11.1 CHIEF EXECUTIVE OFFICER: ...... 8 11.1.1 INTEGRATED PLANNING AND REPORTING – CORPORATE BUSINESS PLAN (CBP) REVIEW .. 8 11.1.2 CEO ANNUAL LEAVE AND APPOINTMENT OF ACTING CHIEF EXECUTIVE OFFICER ...... 14 11.1.3 FINANCIAL ASSISTANCE GRANTS CAMPAIGN ...... 22 11.1.4 INTEGRATED PLANNING AND REPORTING – LONG TERM FINANCIAL PLAN (LTFP) REVIEW37 11.1.5 STAFF PROVIDED HOUSING ALLOWANCE POLICY ...... 40 11.2 MANAGER REGULATORY SERVICES: ...... 43 11.2.1 PROPOSED SHORT STAY ACCOMMODATION – 4 (LOT 151) BATTERSBY ROAD, GREEN HEAD43 11.2.2 SHIRE OF COOROW HERITAGE INVENTORY ...... 56 11.2.3 RESERVE 22521 – NATURE BASED CAMPING ...... 64 11.3 MANAGER OF WORKS AND SERVICES: ...... 75 11.3.1 NIL...... 75 11.4 DEPUTY CHIEF EXECUTIVE OFFICER: ...... 76 11.4.1 ACCOUNTS FOR PAYMENT ...... 76 11.4.2 MONTHLY STATEMENT OF FINANCIAL ACTIVITY – AUGUST 2015 ...... 85 11.4.3 WRITE-OFF OF OUTSTANDING DEBT ...... 88 12. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN: ...... 90 13. URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION: ...... 90 14. MATTERS BEHIND CLOSED DOORS: ...... 90 15. DATE OF NEXT MEETING: ...... 90 15.1 ORDINARY MEETING OF COUNCIL ...... 90 16. CLOSURE: ...... 90

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 5 1. DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS: The President Cr Damien Rackemann, welcomed those present and opened the Meeting at pm

2. RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE PREVIOUSLY APPROVED

Councillor D A Rackemann President Councillor M R Bothe Deputy President Councillor L R Clement Councillor E M Cullen Councillor B A Jack Councillor D B McTaggart Councillor G C Sims

Mr D A Friend Chief Executive Officer Mrs L J Parola Deputy Chief Executive Officer Mr T B Brandy Manager Regulatory Services Mr K L Bean Manager of Works & Services

Apologies

LOA Previously Approved Councillor R J Clement

3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE:

4. PUBLIC QUESTION TIME:

5. APPLICATIONS FOR LEAVE OF ABSENCE:

The following Councillor/s requested Leave of Absence from Council Meetings and Duties

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

That Council grants Leave of Absence to

CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 6 6. DECLARATION OF INTEREST:

7. PETITIONS/DEPUTATIONS/PRESENTATIONS:

Stephen Keenihan – Latent Petroleum - Warro Gas Field Update

Ron Hayward - Mid-West Aero Medical Group – Provision of GP Services to Leeman and Green Head

8. CONFIRMATION OF MINUTES:

8.1 ORDINARY MEETING HELD WEDNESDAY 19 AUGUST 2015 AT THE LEEMAN RECREATION CENTRE

AUTHOR Darren Friend DISCLOSURE OF INTEREST Nil DATE OF REPORT 31 August 2015

COMMENT: Nil

OFFICER RECOMMENDATION: That the Minutes of the Ordinary Meeting held on Wednesday 19 August 2015 be confirmed as a true and correct record.

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

CARRIED / Simple Majority

9. ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION:

At any meeting of Council the person presiding may announce or raise any matter of interest or relevance to the business of Council or propose a change to the order of business.

Members may move that a change in order of business proposed by the person presiding not be accepted and if carried the change does not take place.

10. MATTERS FOR WHICH MEETING MAY BE CLOSED:

For the convenience of members of the public Council may identify, by decision, early in the meeting any matter on the agenda to be discussed behind closed doors and that matter is to be deferred for consideration as the last item of the meeting.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 7

Items for which the meeting will be closed include:

Late Item – Appointment of new Chief Executive Officer

11. REPORTS:

11.1 CHIEF EXECUTIVE OFFICER:

11.1.1 INTEGRATED PLANNING AND REPORTING – CORPORATE BUSINESS PLAN (CBP) REVIEW

AUTHOR Darren Friend DISCLOSURE OF INTEREST Nil DATE OF REPORT 3 September 2015 ATTACHMENT 11.1.1.1 & Under separate cover FILE ADM0468

SUMMARY: Council is requested to review and adopt the Corporate Business Plan as shown as an attachment to this report

COMMENT: At its Special meeting held on 30 July 2015, Council resolved:-

RESOLUTION: 2015/077

Moved: Cr Cullen Seconded: Cr Jack

That this item be laid on the table until staff have verified the integrity of the annual budget data.

CARRIED: 8/0 Simple Majority

With the Annual Budget adopted at last month’s Council meeting, changes have been made to the Corporate Business Plan which will allow the document to be adopted.

Councillors and staff worked in tandem with Consultant Alison Dalziel of Localise through two workshops to undertake a review of the Shire of Coorow’s Long Term Financial Plan. In doing so, particularly in ensuring the coming four-year cycle is in a balanced position (given grant funding constraints), Council has effectively and as a “by-product” reviewed its Corporate Business Plan (CBP). This is an annual requirement in accordance with clause 19DA (4) of the Local Government (Administration) Regulations 1996.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 8 The revised Corporate Business Plan incorporates changes as discussed in the LTFP review as well as the community consultation process conducted during the early part of the calendar year. The four-yearly budget takes into account the following:-

 Road Construction Program - additional funding as part of the Federal Government’s Roads to Recovery (R2R) program across both the 2015/2016 and 2016/2017 financial years as well as the major MRWA – Regional Road Group Black Spot Funded construction job in the 2015/2016 year before returning to a "normal" construction program.  Revised Plant Replacement Program through to 2025 in accordance with the discussions at the May workshop “resetting” the benchmark. Council will formally consider the revised PRP in the near future.  Infrastructure – Other - 2 bowling greens - Coorow year 1 and Leeman year 2 - funded via loans and CSRFF grant monies  Three houses to be sold in 2015/2016 with net proceeds to be transferred to reserve for future housing projects.  Grant income figures changed to reflect the increase in Roads to Recovery allocation for two years however, a freeze on the Financial Assistance Grants (FAGs) to reflect the Federal Government’s budget decision last year.  Rates figure for 2015/2016 reflects Council resolutions over the last year - Differential Mining rates + 5% overall increase.

There is continual opportunity for review of any Plans once adopted in addition to the statutory review process.

STATUTORY ENVIRONMENT: Local Government Act 1995

5.56. Planning for the future (1) A local government is to plan for the future of the district. (2) A local government is to ensure that plans made under subsection (1) are in accordance with any regulations made about planning for the future of the district. [Section 5.56 inserted by No. 49 of 2004 s. 42(6).] amended in Gazette 13 Jul 2012 p. 3218.] Part 5 — Annual reports and planning [Heading inserted in Gazette 26 Aug 2011 p. 3482.] Division 1 — Preliminary [Heading inserted in Gazette 26 Aug 2011 p. 3482.]

Local Government (Administration) Regulations 1996

Part 5 — Annual reports and planning [Heading inserted in Gazette 26 Aug 2011 p. 3482.] Division 1 — Preliminary [Heading inserted in Gazette 26 Aug 2011 p. 3482.]

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 9 19BA. Terms used In this Part — corporate business plan means a plan made under regulation 19DA that, together with a strategic community plan, forms a plan for the future of a district made in accordance with section 5.56; strategic community plan means a plan made under regulation 19C that, together with a corporate business plan, forms a plan for the future of a district made in accordance with section 5.56. [Regulation 19BA inserted in Gazette 26 Aug 2011 p. 3482-3.]

19DA. Corporate business plans, requirements for (Act s. 5.56) (1) A local government is to ensure that a corporate business plan is made for its district in accordance with this regulation in respect of each financial year after the financial year ending 30 June 2013. (2) A corporate business plan for a district is to cover the period specified in the plan, which is to be at least 4 financial years. (3) A corporate business plan for a district is to — (a) set out, consistently with any relevant priorities set out in the strategic community plan for the district, a local government’s priorities for dealing with the objectives and aspirations of the community in the district; and (b) govern a local government’s internal business planning by expressing a local government’s priorities by reference to operations that are within the capacity of the local government’s resources; and (c) develop and integrate matters relating to resources, including asset management, workforce planning and long-term financial planning. (4) A local government is to review the current corporate business plan for its district every year. (5) A local government may modify a corporate business plan, including extending the period the plan is made in respect of and modifying the plan if required because of modification of the local government’s strategic community plan. (6) A council is to consider a corporate business plan, or modifications of such a plan, submitted to it and is to determine* whether or not to adopt the plan or the modifications.  *Absolute majority required. (7) If a corporate business plan is, or modifications of a corporate business plan are, adopted by the council, the plan or modified plan applies to the district for the period specified in the plan. [Regulation 19DA inserted in Gazette 26 Aug 2011 p. 3484-5.]

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 10 STRATEGIC IMPLICATIONS: The Corporate Business Plan is a fundamental part of Council’s forward planning strategy as well as linking the Strategic Planning documents to Council’s annual Budget process.

POLICY IMPLICATIONS: Nil

FINANCIAL IMPLICATIONS: Nil (unknown at this stage)

VOTING REQUIREMENT: Simple Majority

OFFICER RECOMMENDATION: That Council adopt the revised Corporate Business Plan and four-yearly Budget as shown as an attachment to this report.

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 11 ATTACHMENT 11.1.1.1

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 12

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 13

11.1.2 CEO ANNUAL LEAVE AND APPOINTMENT OF ACTING CHIEF EXECUTIVE OFFICER

AUTHOR Darren Friend DISCLOSURE OF INTEREST Nil DATE OF REPORT 3 September 2015 ATTACHMENT 11.1.2.1 FILE Personal

SUMMARY: The Chief Executive Officer requested leave prior to termination and Council is requested to formally consider the request and appoint an Acting CEO in his absence.

COMMENT: When advising Council of his resignation in early July 2015, the CEO requested consideration to take annual leave for the final fortnight of his notice period as per the attached correspondence. Council is asked to formally consider this request and, in accordance with the provisions of the Local Government Act 1995, appoint an Acting CEO for this period.

It is standard practice for the Deputy CEO to be appointed as Acting CEO in the absence of the CEO.

Leanne has undertaken the Acting CEO role during her previous appointment at the Shire of Moora without any issues. Given how well Leanne has settled into her role with the Shire of Coorow, I am confident that she will carry out any duties associated with the role of Acting CEO in a very capable manner. I am also confident that Leanne’s capabilities extend to the duration of the period prior to the commencement of the new CEO, subject to Council resolution. Council should note that the Deputy CEO has the responsibility written into her position description.

Given that Leanne has a leave commitment later in September, the Officer’s recommendation differs from the period requested in the CEO’s resignation letter to accommodate this requirement.

STATUTORY ENVIRONMENT: Local Government Act 1995 Division 4 — Local government employees

5.36. Local government employees (1) A local government is to employ — (a) a person to be the CEO of the local government; and (b) such other persons as the council believes are necessary to enable the functions of the local government and the functions of the council to be performed.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 14 (2) A person is not to be employed in the position of CEO unless the council — (a) believes that the person is suitably qualified for the position; and (b) is satisfied* with the provisions of the proposed employment contract. * Absolute majority required. (3) A person is not to be employed by a local government in any other position unless the CEO — (a) believes that the person is suitably qualified for the position; and (b) is satisfied with the proposed arrangements relating to the person’s employment. (4) Unless subsection (5A) applies, if the position of CEO of a local government becomes vacant, it is to be advertised by the local government in the manner prescribed, and the advertisement is to contain such information with respect to the position as is prescribed. (5A) Subsection (4) does not require a position to be advertised if it is proposed that the position be filled by a person in a prescribed class. (5) For the avoidance of doubt, subsection (4) does not impose a requirement to advertise a position before the renewal of a contract referred to in section 5.39. [Section 5.36 amended by No. 49 of 2004 s. 44; No. 17 of 2009 s. 21.]

5.37. Senior employees (1) A local government may designate employees or persons belonging to a class of employee to be senior employees. (2) The CEO is to inform the council of each proposal to employ or dismiss a senior employee, other than a senior employee referred to in section 5.39(1a), and the council may accept or reject the CEO’s recommendation but if the council rejects a recommendation, it is to inform the CEO of the reasons for its doing so. (3) Unless subsection (4A) applies, if the position of a senior employee of a local government becomes vacant, it is to be advertised by the local government in the manner prescribed, and the advertisement is to contain such information with respect to the position as is prescribed. (4A) Subsection (3) does not require a position to be advertised if it is proposed that the position be filled by a person in a prescribed class. (4) For the avoidance of doubt, subsection (3) does not impose a requirement to advertise a position where a contract referred to in section 5.39 is renewed. [Section 5.37 amended by No. 49 of 2004 s. 45 and 46(4); No. 17 of 2009 s. 22.]

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 15 5.38. Annual review of certain employees’ performances The performance of each employee who is employed for a term of more than one year, including the CEO and each senior employee, is to be reviewed at least once in relation to every year of the employment.

5.39. Contracts for CEO and senior employees (1) Subject to subsection (1a), the employment of a person who is a CEO or a senior employee is to be governed by a written contract in accordance with this section. (1a) Despite subsection (1) — (a) an employee may act in the position of a CEO or a senior employee for a term not exceeding one year without a written contract for the position in which he or she is acting; and (b) a person may be employed by a local government as a senior employee for a term not exceeding 3 months, during any 2 year period, without a written contract. (2) A contract under this section — (a) in the case of an acting or temporary position, cannot be for a term exceeding one year; (b) in every other case, cannot be for a term exceeding 5 years. (3) A contract under this section is of no effect unless — (a) the expiry date is specified in the contract; and (b) there are specified in the contract performance criteria for the purpose of reviewing the person’s performance; and (c) any other matter that has been prescribed as a matter to be included in the contract has been included. (4) A contract under this section is to be renewable and subject to subsection (5), may be varied. (5) A provision in, or condition of, an agreement or arrangement has no effect if it purports to affect the application of any provision of this section. (6) Nothing in subsection (2) or (3)(a) prevents a contract for a period that is within the limits set out in subsection 2(a) or (b) from being terminated within that period on the happening of an event specified in the contract. (7) A CEO is to be paid or provided with such remuneration as is determined by the Salaries and Allowances Tribunal under the Salaries and Allowances Act 1975 section 7A. (8) A local government is to ensure that subsection (7) is complied with in entering into, or renewing, a contract of employment with a CEO. [Section 5.39 amended by No. 49 of 2004 s. 46(1)-(3); No. 2 of 2012 s. 13(correction to reprint in Gazette 28 Mar 2013 p. 1317).]

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 16

5.40. Principles affecting employment by local governments The following principles apply to a local government in respect of its employees — (a) employees are to be selected and promoted in accordance with the principles of merit and equity; and (b) no power with regard to matters affecting employees is to be exercised on the basis of nepotism or patronage; and (c) employees are to be treated fairly and consistently; and (d) there is to be no unlawful discrimination against employees or persons seeking employment by a local government on a ground referred to in the Equal Opportunity Act 1984 or on any other ground; and (e) employees are to be provided with safe and healthy working conditions in accordance with the Occupational Safety and Health Act 1984; and (f) such other principles, not inconsistent with this Division, as may be prescribed. 5.41. Functions of CEO The CEO’s functions are to — (a) advise the council in relation to the functions of a local government under this Act and other written laws; and (b) ensure that advice and information is available to the council so that informed decisions can be made; and (c) cause council decisions to be implemented; and (d) manage the day to day operations of the local government; and (e) liaise with the mayor or president on the local government’s affairs and the performance of the local government’s functions; and (f) speak on behalf of the local government if the mayor or president agrees; and (g) be responsible for the employment, management supervision, direction and dismissal of other employees (subject to section 5.37(2) in relation to senior employees); and (h) ensure that records and documents of the local government are properly kept for the purposes of this Act and any other written law; and (i) perform any other function specified or delegated by the local government or imposed under this Act or any other written law as a function to be performed by the CEO.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 17

5.42. Delegation of some powers and duties to CEO (1) A local government may delegate* to the CEO the exercise of any of its powers or the discharge of any of its duties under — (a) this Act other than those referred to in section 5.43; or (b) the Planning and Development Act 2005 section 214(2), (3) or (5). * Absolute majority required. (2) A delegation under this section is to be in writing and may be general or as otherwise provided in the instrument of delegation. [Section 5.42 amended by No. 1 of 1998 s. 13; No. 28 of 2010 s. 70.]

5.43. Limits on delegations to CEO A local government cannot delegate to a CEO any of the following powers or duties — (a) any power or duty that requires a decision of an absolute majority or a 75% majority of the local government; (b) accepting a tender which exceeds an amount determined by the local government for the purpose of this paragraph; (c) appointing an auditor; (d) acquiring or disposing of any property valued at an amount exceeding an amount determined by the local government for the purpose of this paragraph; (e) any of the local government’s powers under section 5.98, 5.98A, 5.99, 5.99A or 5.100; (f) borrowing money on behalf of the local government; (g) hearing or determining an objection of a kind referred to in section 9.5; (ha) the power under section 9.49A(4) to authorise a person to sign documents on behalf of the local government; (h) any power or duty that requires the approval of the Minister or the Governor; (i) such other powers or duties as may be prescribed. [Section 5.43 amended by No. 49 of 2004 s. 16(3) and 47; No. 17 of 2009 s. 23.]

5.44. CEO may delegate powers and duties to other employees (1) A CEO may delegate to any employee of the local government the exercise of any of the CEO’s powers or the discharge of any of the CEO’s duties under this Act other than this power of delegation. (2) A delegation under this section is to be in writing and may be general or as otherwise provided in the instrument of delegation.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 18

(3) This section extends to a power or duty the exercise or discharge of which has been delegated by a local government to the CEO under section 5.42, but in the case of such a power or duty — (a) the CEO’s power under this section to delegate the exercise of that power or the discharge of that duty; and (b) the exercise of that power or the discharge of that duty by the CEO’s delegate, are subject to any conditions imposed by the local government on its delegation to the CEO. (4) Subsection (3)(b) does not limit the CEO’s power to impose conditions or further conditions on a delegation under this section. (5) In subsections (3) and (4) — conditions includes qualifications, limitations or exceptions. [Section 5.44 amended by No. 1 of 1998 s. 14(1).] 5.46. Register of, and records relevant to, delegations to CEO and employees (1) The CEO is to keep a register of the delegations made under this Division to the CEO and to employees. (2) At least once every financial year, delegations made under this Division are to be reviewed by the delegator. (3) A person to whom a power or duty is delegated under this Act is to keep records in accordance with regulations in relation to the exercise of the power or the discharge of the duty.

SALARIES AND ALLOWANCES ACT 1975

Section 7A. Recommendations as to remuneration of local government CEOs (1) The Tribunal shall, from time to time, inquire into and make a report containing recommendations as to the remuneration to be paid or provided to chief executive officers of local governments. (2) A report of the Tribunal made under this section shall be — (a) in writing; and (b) signed by the members. (3) A copy of every report made by the Tribunal under this section shall be published in the Gazette.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 19

DEPARTMENT OF LOCAL GOVERNMENT

Local Government Guidelines • Number 10 – Appointing a CEO • Model Contract of Employment – Local Government CEO’s • Gender Diversity and the Selection of CEO’s and Senior Staff in Local Government. • Number 11 – Use of Corporate Credit Cards • Number 17 - Delegations

STRATEGIC IMPLICATIONS: Nil

POLICY IMPLICATIONS: Nil

FINANCIAL IMPLICATIONS: Nil (already built into 2015/2016 Annual Budget)

VOTING REQUIREMENT: Absolute Majority

OFFICER RECOMMENDATION:

1. That Council approves annual leave for the Chief Executive Officer for the period Thursday 24 September to Friday 2 October 2015 – both dates inclusive.

2. That Council appoints Leanne Parola, Deputy Chief Executive Officer (DCEO) as the Shire of Coorow’s Acting Chief Executive Officer for the period Thursday 24 September to Friday 2 October 2015 – both dates inclusive; and

3. That the Deputy Chief Executive Officer be paid 100% higher duties for the duration of the period as Acting CEO.

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

CARRIED /

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 20

ATTACHMENT 11.1.2.1

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 21

11.1.3 FINANCIAL ASSISTANCE GRANTS CAMPAIGN

AUTHOR Darren Friend DISCLOSURE OF INTEREST Nil DATE OF REPORT 3 September 2015 ATTACHMENT 11.1.3.1 FILE

SUMMARY: Council is requested to provide its support to the Australian Local Government Association’s (ALGA) campaign recognising the importance of the Financial Assistance Grants (FAGs).

BACKGROUND: At its May 2014 Ordinary meeting Council resolved:-

RESOLUTION: 2014/066

Moved: Cr Sims Seconded: Cr Cullen

That Council:- 1. Opposes recommendations 5 and 22 (and that regarding the Regional Development Australia Committees) of the Commission of Audit report. 2. Submits a joint notice of motion, in conjunction with the other member local governments of the Northern Country Zone to the WALGA State AGM advising of its opposition to recommendations 5 and 22 of the Commission of Audit report and to stress specific concerns regarding these recommendations as raised in points a, b, c and d of Recommendation 5 by 9 June 2014. 3. Requests the Northern Country Zone consider its opposition to recommendations 5 and 22 made in the Commission of Audit report including specific concerns regarding these recommendations raised in points a, b, c and d of Recommendation 5 prior to 9 June 2014.

CARRIED 6/0 Simple Majority

A full copy of the item from the May 2014 minutes is shown as one of the attachments to this report.

Given that one of the recommendations from last year’s Commission of Audit related to the abolition of FAGs, a nation-wide campaign has been launched to promote the value and benefits of the annual FAGs program and the delivery of services that it assists to provide. Council’s support of this campaign is being sought.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 22

COMMENT: Financial Assistance Grants (FAGs) is key funding that the Commonwealth provides to Local Government across Australia. The funding provided is determined by the Commonwealth Grants Commission under the Local Government (Financial Assistance) Act 1995 using what is referred to horizontal fiscal equalisation and allocated to the States/Territories for redistribution to the local governments.

Former Prime Minister, Gough Whitlam was the architect of FAGs and had it implemented as a key funding program because he was concerned with how the States and Territories were handling Local Government from a funding view point.

The Howard Government was also very active in trying to find ways to get funding in a more streamlined fashion to Local Government, hence the establishment of the Roads to Recovery Programme and the support for Voluntary Regional Organisation of Councils (VROCs) as a less formalised way of getting money to bypass the States etc. Some VROCs have/were successful and others were not.

It should also be noted, that from a WA perspective, the calculation for the allocation of the Country Local Government Fund (CLGF) is based on the same methodology used for FAGs. So, the methodology is quite sound.

In the 2014/2015 Commonwealth Budget handed down on 13 May 2014, it clearly shows the Government’s commitment to FAGs, including the Forward Estimates under Programme 3.2 Local Government (Department of Infrastructure and Regional Development). This funding in effect is frozen for three years before indexing is resumed.

All of this information can be seen as positive with the three year freeze possibly viewed as an “inconvenience” in the grand scheme of things, given the forty years that Councils have benefited from this funding stream.

FAGs are a vital part of the revenue base of all Councils, who this year will receive a total of $2.3 billion from the Australian Government under this important program.

The Government’s decision in the 2014 Federal Budget to freeze the indexation of FAGs for three years beginning in 2014/2015 will unfortunately cost Councils across Australia an estimated $925 million by 2017/2018.

ALGA and its Western Australian equivalent WALGA are seeking the support of Council for advocacy to have the Federal Government reverse the decision to freeze the indexation of FAGs.

While the FAGs are paid through each state’s Local Government Grants Commission, the funding originates with the Commonwealth and it is important it is recognised as such. Council, and every other council in Australia, have been asked to pass a resolution acknowledging the importance of the Commonwealth's Financial Assistance Grants in assisting Council to provide important community infrastructure. Council is also being asked to acknowledge the receipt of Financial Assistance Grants from the Commonwealth in media releases and council publications, including your

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 23

annual report and to highlight to the media a council project costing a similar size to the FAGs received by Council so that the importance and impact of the grants can be more broadly appreciated and understood.

STATUTORY ENVIRONMENT: Commonwealth of Australia – Constitution Act

Part V—Powers of the Parliament

51 Legislative powers of the Parliament [see Notes 10 and 11] The Parliament shall, subject to this Constitution, have power to make laws for the peace, order, and good government of the Commonwealth with respect to: (i) trade and commerce with other countries, and among the States; (ii) taxation; but so as not to discriminate between States or parts of States; (iii) bounties on the production or export of goods, but so that such bounties shall be uniform throughout the Commonwealth; (iv) borrowing money on the public credit of the Commonwealth; (v) postal, telegraphic, telephonic, and other like services; (vi) the naval and military defence of the Commonwealth and of the several States, and the control of the forces to execute and maintain the laws of the Commonwealth; (vii) lighthouses, lightships, beacons and buoys; (viii) astronomical and meteorological observations; (ix) quarantine; (x) fisheries in Australian waters beyond territorial limits; (xi) census and statistics; (xii) currency, coinage, and legal tender; (xiii) banking, other than State banking; also State banking extending beyond the limits of the State concerned, the incorporation of banks, and the issue of paper money; (xiv) insurance, other than State insurance; also State insurance extending beyond the limits of the State concerned; (xv) weights and measures; (xvi) bills of exchange and promissory notes; (xvii) bankruptcy and insolvency; (xviii) copyrights, patents of inventions and designs, and trade marks; (xix) naturalization and aliens; (xx) foreign corporations, and trading or financial corporations formed within the limits of the Commonwealth; (xxi) marriage; (xxii) divorce and matrimonial causes; and in relation thereto, parental rights, and the custody and guardianship of infants; (xxiii) invalid and old-age pensions; (xxiiiA) the provision of maternity allowances, widows’ pensions, child endowment, unemployment, pharmaceutical, sickness and hospital benefits, medical and dental services (but not so as to authorize any

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 24

form of civil conscription), benefits to students and family allowances; (xxiv) the service and execution throughout the Commonwealth of the civil and criminal process and the judgments of the courts of the States; (xxv) the recognition throughout the Commonwealth of the laws, the public Acts and records, and the judicial proceedings of the States; (xxvi) the people of any race, other than the aboriginal race in any State, for whom it is deemed necessary to make special laws; (xxvii) immigration and emigration; (xxviii) the influx of criminals; (xxix) external affairs; (xxx) the relations of the Commonwealth with the islands of the Pacific; (xxxi) the acquisition of property on just terms from any State or person for any purpose in respect of which the Parliament has power to make laws; (xxxii) the control of railways with respect to transport for the naval and military purposes of the Commonwealth; (xxxiii) the acquisition, with the consent of a State, of any railways of the State on terms arranged between the Commonwealth and the State; (xxxiv) railway construction and extension in any State with the consent of that State; (xxxv) conciliation and arbitration for the prevention and settlement of industrial disputes extending beyond the limits of any one State; (xxxvi) matters in respect of which this Constitution makes provision until the Parliament otherwise provides; (xxxvii) matters referred to the Parliament of the Commonwealth by the Parliament or Parliaments of any State or States, but so that the law shall extend only to States by whose Parliaments the matter is referred, or which afterwards adopt the law; (xxxviii) the exercise within the Commonwealth, at the request or with the concurrence of the Parliaments of all the States directly concerned, of any power which can at the establishment of this Constitution be exercised only by the Parliament of the United Kingdom or by the Federal Council of Australasia; (xxxix) matters incidental to the execution of any power vested by this Constitution in the Parliament or in either House thereof, or in the Government of the Commonwealth, or in the Federal Judicature, or in any department or officer of the Commonwealth.

POLICY IMPLICATIONS: Nil

FINANCIAL IMPLICATIONS: The Shire of Coorow’s 2015/2016 allocation as part of the Federal Government’s Financial Assistance Grants is $1,344,148 with $691,683 paid in advance at the end of 2014/2015.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 25

Council should also note the substantial allocation of the Federal Government’s Roads to Recovery allocation in the 2015/2016 and 2016/2017 years totalling in excess of $1.5 million.

VOTING REQUIREMENT: Simple Majority

OFFICER RECOMMENDATION:

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

That Council:- 1. Acknowledges the importance of federal funding through the Financial Assistance Grants program for the continued delivery of the Shire of Coorow’s services and infrastructure; 2. Acknowledges that the Shire of Coorow will receive $1,344,148 in 2015/2016; and 3. Will ensure that this federal funding, and other funding provided by the Federal Government under relevant grant programs, is appropriately identified as Commonwealth grant funding in Council publications, including annual reports.

CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 26

ATTACHMENT 11.1.3.1

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 27

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 28

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 29

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 30

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 31

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 32

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 33

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 34

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 35

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 36

11.1.4 INTEGRATED PLANNING AND REPORTING – LONG TERM FINANCIAL PLAN (LTFP) REVIEW

AUTHOR Darren Friend DISCLOSURE OF INTEREST Nil DATE OF REPORT 3 September 2015 ATTACHMENT Under separate cover FILE ADM0468

SUMMARY: Council is requested to review and adopt the Long Term Financial Plan as shown as an attachment to this report.

COMMENT: At its Special meeting held on 30 July 2015, Council resolved:-

RESOLUTION: 2015/080

Moved: Cr Jack Seconded: Cr L. Clement

That this item be laid on the table until staff have verified the integrity of the annual budget data.

CARRIED 8/0 Simple Majority

With the Annual Budget adopted at last month’s Council meeting, changes have been made to the Long Term Financial Plan which will allow the document to be adopted.

Councillors and staff worked in tandem with Consultant Alison Dalziel of Localise through two workshops to undertake a review of the Shire of Coorow’s Long Term Financial Plan (LTFP).

As discussed at the workshops, there are a number of assumptions that the Plan is based on given the extended period of time that the LTFP covers.

The focus has been to ensure that the LTFP has relevance for the initial four years of the Plan and that this integrates with Council’s Corporate Business Plan (CBP) as well as the annual budget. In consultation with the consultants, staff have worked diligently to achieve this.

In focusing on the initial four years of the LTFP to ensure a balanced bottom line figure being achieved, “guaranteed” funding allocations have been used, given that there are no real guarantees when it comes to funding provisions from either the State or Federal Governments. Perhaps a more appropriate term is assumed grant funding as some allocations are on a four or five year allocation while the Federal Government’s decision to freeze any indexation of its Financial Assistance Grants (FAGs) ensures that any assumptions made in planning for the medium term have no real basis.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 37

The revised Long Term Financial Plan incorporates changes and assumptions as discussed in the LTFP workshops which have subsequently been refined in line with the annual Corporate Business Plan review and Budget process.

STATUTORY ENVIRONMENT: Local Government Act 1995

5.56. Planning for the future (1) A local government is to plan for the future of the district. (2) A local government is to ensure that plans made under subsection (1) are in accordance with any regulations made about planning for the future of the district. [Section 5.56 inserted by No. 49 of 2004 s. 42(6).] amended in Gazette 13 Jul 2012 p. 3218.] Part 5 — Annual reports and planning [Heading inserted in Gazette 26 Aug 2011 p. 3482.] Division 1 — Preliminary [Heading inserted in Gazette 26 Aug 2011 p. 3482.]

Local Government (Administration) Regulations 1996

Part 5 — Annual reports and planning [Heading inserted in Gazette 26 Aug 2011 p. 3482.] Division 1 — Preliminary [Heading inserted in Gazette 26 Aug 2011 p. 3482.]

19BA. Terms used In this Part — corporate business plan means a plan made under regulation 19DA that, together with a strategic community plan, forms a plan for the future of a district made in accordance with section 5.56; strategic community plan means a plan made under regulation 19C that, together with a corporate business plan, forms a plan for the future of a district made in accordance with section 5.56. [Regulation 19BA inserted in Gazette 26 Aug 2011 p. 3482-3.]

19DA. Corporate business plans, requirements for (Act s. 5.56) (1) A local government is to ensure that a corporate business plan is made for its district in accordance with this regulation in respect of each financial year after the financial year ending 30 June 2013. (2) A corporate business plan for a district is to cover the period specified in the plan, which is to be at least 4 financial years. (3) A corporate business plan for a district is to —

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 38

(a) set out, consistently with any relevant priorities set out in the strategic community plan for the district, a local government’s priorities for dealing with the objectives and aspirations of the community in the district; and (b) govern a local government’s internal business planning by expressing a local government’s priorities by reference to operations that are within the capacity of the local government’s resources; and (c) develop and integrate matters relating to resources, including asset management, workforce planning and long-term financial planning. (4) A local government is to review the current corporate business plan for its district every year. (5) A local government may modify a corporate business plan, including extending the period the plan is made in respect of and modifying the plan if required because of modification of the local government’s strategic community plan. (6) A council is to consider a corporate business plan, or modifications of such a plan, submitted to it and is to determine* whether or not to adopt the plan or the modifications.  *Absolute majority required. (7) If a corporate business plan is, or modifications of a corporate business plan are, adopted by the council, the plan or modified plan applies to the district for the period specified in the plan. [Regulation 19DA inserted in Gazette 26 Aug 2011 p. 3484-5.]

STRATEGIC IMPLICATIONS: The Long Term Financial Plan is a fundamental part of Council’s forward planning strategy as well as linking the Strategic Community Plan to Council’s Corporate Business Plan.

POLICY IMPLICATIONS: Nil

FINANCIAL IMPLICATIONS: Nil (unknown at this stage)

VOTING REQUIREMENT: Absolute Majority

OFFICER RECOMMENDATION: That Council adopt the revised Long Term Financial Plan and Budget as shown as an attachment to this report.

RESOLUTION: 2015 Moved: Cr Seconded: Cr CARRIED / Absolute Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 39

11.1.5 STAFF PROVIDED HOUSING ALLOWANCE POLICY

AUTHOR Darren Friend DISCLOSURE OF INTEREST Nil DATE OF REPORT 4 September 2015 ATTACHMENT FILE Policy Manual

SUMMARY: Council is requested to adopt a policy in relation to Staff-Provided Housing Allowance supplementary to its own Housing Policy.

COMMENT: Council introduced a housing allowance payable to staff that provide their own housing during the budget process in 2000 or 2001. It would appear that the allowance was a means of recognising the costs associated with renting houses privately in the Mid-West region as well as providing some form of parity with staff who receive substantially subsidised rent in the occupation of Council provided dwellings.

With the allowance not being part of Council’s Policy Manual, there has been some actions in relation to payment of the allowance, whilst not illegal, could be viewed with some scepticism by a number of parties. The adoption of a policy which links the allowance to Council’s own staff housing policy should ensure any future repetition of “double dipping” is avoided and that a level of parity is maintained.

STATUTORY ENVIRONMENT: Local Government Act 1995

Part 3 — Functions of local governments What this Part is about This Part describes the functions of a local government and deals with some important issues that the performance of those functions may involve. In particular — (a) Division 1 describes the general function of a local government and contains some other general provisions; (b) Divisions 2 and 3 deal with legislative and executive functions respectively; (c) Division 4 allows functions to be performed by regional local governments. Division 1 — General

3.1. General function (1) The general function of a local government is to provide for the good government of persons in its district.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 40

(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. (3) A liberal approach is to be taken to the construction of the scope of the general function of a local government.

Councillors Manual

STRATEGIC IMPLICATIONS: Nil

POLICY IMPLICATIONS: Subject to Council resolution, the new policy will form part of Council’s Policy Manual

FINANCIAL IMPLICATIONS: Nil – Already built into the Annual Budget

VOTING REQUIREMENT: Simple Majority

OFFICER RECOMMENDATION: That Council adopts a new policy as follows:-

Policy Subject: Staff-Provided Housing Allowance

Policy Statement: This policy sets out guidelines and conditions applicable to the payment of an allowance to staff that provide their own accommodation.

Objectives: Council does not provide accommodation for all employees. For those staff who supply their accommodation requirements, an allowance will be paid each week as part of their employment package. At some future point Council may chose to divest itself from the provision of any staff housing.

Conditions: For full-time employees, the weekly allowance shall be $120.

Permanent Part-Time Staff will be paid a pro-rata allowance.

This allowance if not payable to Casual staff.

This allowance is not payable to staff/partners/family members who occupy a Council subsidised dwelling.

The parity between the weekly subsided rent payable by Council staff and the weekly housing allowance shall be no less than $50.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 41

The allowance shall be subject to review as part of the annual budget process.

Resolution No: 2015/

Resolution Date: 16 September 2015

Source: Council

Date of Review: Annually

Review Responsibility: Chief Executive Officer

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

CARRIED /

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 42

11.2 MANAGER REGULATORY SERVICES:

11.2.1 PROPOSED SHORT STAY ACCOMMODATION – 4 (LOT 151) BATTERSBY ROAD, GREEN HEAD AUTHOR Simon Lancaster DISCLOSURE OF INTEREST Nil DATE OF REPORT 2 September 2015 ATTACHMENT 11.2.1.1 FILE A443

SUMMARY: Council is in receipt of an application to operate a Short Stay Accommodation (Holiday Home) from 4 (Lot 151) Battersby Road, Green Head. The application has been advertised for public comment and this report recommends conditional approval of the application.

BACKGROUND: 4 (Lot 151) Battersby Road, Green Head is a 1,012m² property containing a residence, ancillary accommodation (‘granny flat’) and outbuilding.

The applicant is seeking to operate a short stay accommodation from their property, and a copy of the submitted supporting correspondence, floor plans and management statement have been included as Attachment 11.2.1.1 for Council’s information.

Figure 1 - Location Plan for 4 (Lot 151) Battersby Road, Green Head

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 43

Figure 2 – Aerial Photograph of 4 (Lot 151) Battersby Road, Green Head

COMMENT: In considering the merits of short stay accommodation applications in residentially zoned areas against the requirements of the Shire of Coorow Town Planning Scheme No.2 (‘the Scheme’) and Council’s ‘Short Stay Accommodation’ Local Planning Policy the proposal is supported at an officer level as it is generally considered:

• the use is ‘residential’ in nature (i.e. dwelling used for habitation, use of facilities, etc.);

• the development would not cause an inconsistency in the existing streetscape as the use of a dwelling for short stay accommodation will not require any changes to the external appearance of the building;

• the application is considered to meet the objectives, and requirements of Section 4.3, of the ‘Short Stay Accommodation’ Local Planning Policy;

• It is considered that the potential issues of concern, such as noise, nuisance and parking can be sufficiently addressed through the imposition of conditions and the requirement for the home to be inspected by the Shire’s Manager of Regulatory Services.

• Council has the ability to set condition that the approval is subject to review in the event of complaint being received concerning the operation of the development.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 44

Figure 3 – View looking south from Battersby Road at Lot 151 frontage

Figure 4 – View looking south-west across Lot 151 Battersby Road, Green Head

STATUTORY ENVIRONMENT: 4 (Lot 151) Battersby Road, Green Head is zoned ‘Residential R12.5’ under Scheme No.2, this zoning is unchanged under Scheme No.3 which is nearing final gazettal and is therefore given a level of statutory recognition as a ‘seriously entertained document’.

The land use of ‘short stay accommodation’ is not listed within Scheme No.2 and is listed as a use that must be advertised prior to Council’s determination for the R12.5 zone under Scheme No.3.

Schedule 1 of Scheme No.3 defines ‘Short Stay Accommodation’ as being:

“means a building, or group of buildings forming a complex, designed for the accommodation of short-stay guests and which provides on-site facilities for the convenience of guests and for management of the development, where occupation by any person is limited to a maximum of

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 45

three months in any 12-month period and excludes those uses more specifically defined elsewhere.”

Section 4.4.2 of Scheme No.2 addresses a ‘use not listed’ as follows:

“If a person proposes to carry out on land any use that is not specifically mentioned in the Zoning Table and cannot reasonably be determined as falling within the type, class or genus of activity of any other use category the local government may –

(a) determine that the use is consistent with the objectives of the particular zone and is therefore permitted; (b) determine that the use may be consistent with the objectives of the particular zone and thereafter follow the advertising procedures of clause 9.4 in considering an application for planning approval; or (c) determine that the use is not consistent with the objectives of the particular zone and is therefore not permitted.”

Section 9.4.1.b of Scheme No.2 states that if a use is not listed in the Zoning Table that a local government cannot grant approval to that application unless notice is given in accordance with Section 9.4.3 which states:

“The local government may give notice or require the applicant to give notice of an application for planning approval in one or more of the following ways-

(a) notice of the proposed use or development served on nearby owners and occupiers who, in the opinion of the local government, are likely to be affected by the granting of planning approval, stating that submissions may be made to the local government by a specified date being not less than 14 days from the day the notice is served; (b) notice of the proposed use or development published in a newspaper circulating in the Scheme area stating that submissions may be made to the local government by a specified day being not less than 14 days from the day the notice is published; (c) a sign or signs displaying notice of the proposed use or development to be erected in a conspicuous position on the land for a period of not less than 14 days from the day the notice is erected.”

The Shire’s ‘Short Stay Accommodation’ Local Planning Policy also requires that all applications be advertised to surrounding landowners for a period of no less than 14 days.

The Health Act 1911 states that any building used for the accommodation of more than 6 persons is considered a lodging house:

“lodging-house means any building or structure, permanent or otherwise, and any part thereof, in which provision is made for lodging or boarding more than 6 persons, exclusive of the family of the keeper thereof, for hire or reward…”

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 46

As per this definition the proposed short stay accommodation would be required to comply with the requirements of the Health Act 1911 in regards to maximum occupancy based on available floor area and facilities.

The Shire of Coorow Local Law for Overcrowding is also required to be adhered to which calculates maximum occupancy based on the size of each habitable room in which people will be sleeping and this is considered through site inspection by the Manager of Regulatory Services

STRATEGIC IMPLICATIONS: Tourism will play a growing role in the economic development of Leeman and Green Head and the provision of an appropriate and diverse supply of accommodation types is crucial in this regard.

The Shire has previously approved the following short stay accommodation applications:

(20 August 2014 Council meeting) • 20 Thomas Street, Leeman • 16 Bonham Street, Leeman • 2 Craike Way, Green Head • 3 Battersby Road, Green Head • 23 McGilp Street, Green Head • 32 Worthington Street, Green Head • 36 Craike Way, Green Head • 44 Worthington Street, Green Head • 102 Ocean View Drive, Green Head

(17 September 2014 Council meeting) • 1 Banksia Close, Leeman • 4 Bonham Street, Leeman • 6 Morcombe Road, Leeman • 10 Thomas Street, Leeman • 17 Agonis Street, Leeman • 34 Bonham Street, Leeman • 5A Hutchcraft Court, Green Head • 10 Hodgson Parkway, Green Head

(15 October 2014 Council meeting) • 32 Illyarrie Street, Leeman • 15 Worthington Street, Green Head • 26 McGilp Street, Green Head • 50 Hunter Crescent, Green Head

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 47

POLICY IMPLICATIONS: Council adopted the ‘Short Stay Accommodation’ Local Planning Policy at its 19 May 2010 meeting to guide the assessment of applications and assist in the ongoing use and management of such developments.

The Policy has the following objectives:

“• To establish clear guidelines whereby Short Stay Accommodation can be permitted and controlled in residential areas.

• To recognise the increasing market demand for holiday accommodation and to provide operators and other stakeholders with clarity on the issues that the local government wishes to address. • To encourage Short Stay Accommodation in residential dwellings in appropriate zones and locations. • To ensure the proponent addresses relevant issues and suitably manages the use on an ongoing basis. • To ensure that these types of uses do not compromise the amenity of residential areas or nearby residents. • To promote the retention of a predominant residential character whilst augmenting tourism within the region.”

Furthermore Section 4.3 of the Policy states:

“Matters to be considered in assessing, determining and renewing applications include:

• effective on-going management; • appropriate location and compatibility with adjoining/nearby uses; • access and car parking; & • signage.”

FINANCIAL IMPLICATIONS: Nil

PUBLIC CONSULTATION: The application was advertised for public comment from 27 July 2015 until 17 August 2015 with the following actions being undertaken inviting comment:

• Placement of an advisory sign on-site; & • Direct notification being sent to the 6 surrounding landowners.

At the conclusion of the advertising period, 1 submission had been received offering support for the application. No objections were received. A copy of the submission received can be provided to Councillors upon request

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 48

VOTING REQUIREMENT: Simple Majority

OFFICER RECOMMENDATION: That Council resolve to grant formal planning consent for short stay accommodation upon 4 (Lot 151) Battersby Road, Green Head subject to compliance with the following:

Conditions

1 The development shall be in accordance with the attached approved plan(s) dated 16 September 2015 and subject to any modifications required as a consequence of any condition(s) of this approval. The endorsed plans shall not be modified or altered without the prior written approval of the local government.

2 The approval is valid for a period of 1 year after which time the application shall be considered by the Shire CEO (under the delegated authority of Council) as to any impacts arising from the operation of the development in its determination on whether to grant any extension to the approval period.

3 The approval is issued only to the landowner making initial application and is not transferable to any other person or to any other land parcel. Should there be a change of land ownership in respect of which this planning approval is issued this approval shall no longer be valid.

4 Any additions to or change of use of any part of the building or land (not the subject of this consent/approval) requires further application and planning approval for that use/addition.

5 The use hereby permitted shall not cause injury to or prejudicially affect the amenity of the locality by reason of the emission of smoke, dust, fumes, odour, noise, vibration, waste product or otherwise.

6 All parking of vehicles such as boats and trailers associated with the guests to be provided for within the property boundary and the street verge area to be kept free of such vehicles.

7 The short stay accommodation is limited to the maximum number of bedrooms and guests as determined by Shire of Coorow Local Law – Overcrowding.

8 The short stay accommodation is not to be occupied by single or multiple tenants for a period of greater than 3 months at any one time.

9 This planning approval does not extend to signage for the development, for which a separate application will be required.

10 Prior to commencement of the proposed use, the property is required to be inspected by the local government to ensure compliance with relevant health legislation and standards.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 49

Notes a) In relation to condition 5, the landowner is to implement and maintain reporting mechanisms for complaints concerning the operation of the development. In the event of a substantiated complaint being received the applicant is required to demonstrate mitigation response(s) to the approval of the local government. Such response(s) will be treated as conditions of approval/required modifications to the Management Plan. b) In relation to Condition 10 the applicant is advised that they are required to liaise with the Shire’s Manager Regulatory Services for the undertaking of the necessary property inspection. c) The applicant is advised that this planning approval does not negate the requirement for any additional approvals which may be required under separate legislation including but not limited to the following where required, Building Code of Australia, Building Regulations 2012 and Health Act 1911. It is the applicant’s/landowner’s responsibility to obtain any additional approvals required before the development/use lawfully commences. d) Should the applicant be aggrieved by the decision of the Council (in part or whole) a right of appeal exists to the State Administrative Tribunal within twenty eight (28) days from the date of the decision.

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 50

ATTACHMENT 11.2.1.1

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 51

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 52

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 53

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 54

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 55

11.2.2 SHIRE OF COOROW HERITAGE INVENTORY AUTHOR Simon Lancaster DISCLOSURE OF INTEREST Nil DATE OF REPORT 1 September 2015 ATTACHMENT Under separate attachment FILE ADM0204

SUMMARY: The Shire of Coorow Heritage Inventory has been advertised and the received submissions reviewed by the Steering Group. This report recommends that Council adopt the updated Shire of Coorow Heritage Inventory.

BACKGROUND: The Shire of Coorow Municipal Inventory of Heritage Places (‘Heritage Inventory’) was prepared in 1996 as a requirement of the Heritage of Western Australia Act 1990 (‘the Heritage Act’) to record buildings within the district of heritage significance. The Heritage Act requires that a local government review its Heritage Inventory every 4 years and Council resolved at its 11 April 2012 meeting as follows:

“That Council:

1 Establish a Coorow Municipal Inventory of Heritage Places Review Steering Group comprised of the following: • 2 Councillor representatives; • 2 Shire staff representatives; • 3 community representatives; • Heritage Council of WA Mid West Regional Heritage Advisor.

2 Nominate that Council’s representatives on the Coorow Municipal Inventory of Heritage Places Review Steering Group be: Councillor Jack; & Councillor McDonald.

3 Invite the Coorow Heritage Group to nominate 3 representatives to serve as the community representatives on the Project Steering Group.

4 Make allocation of $15,000 in the draft 2012/2013 budget for the review of the Coorow Municipal Inventory of Heritage Places.”

The Shire subsequently sought expressions of interest from the community to serve on the Steering Group and assist in the review of the Heritage Inventory, and the following representatives comprised the Steering Group:

Councillor Emma Cullen - Councillor Shire of Coorow (replacing Councillor McDonald) Councillor Bruce Jack - Councillor Shire of Coorow Hazel Bothe - Community Representative Inez Davies - Community Representative Alison Doley - Community Representative

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 56

Fiona Falconer - Community Representative Mandy Hannington - Community Representative Maxine Kau - Community Representative Jan Muller - Community Representative Betty O’Callaghan - Community Representative Kath Ovens - Community Representative Tanya Henkel – State Heritage Office Darren Friend - CEO Shire of Coorow Kathryn Jackson - Shire of Coorow Simon Lancaster - Shire of Coorow

The Steering Group reviewed the information contained within the 71 entries on the original Heritage Inventory and provided additional local information and source material to include in the document, and recommended 3 sites be removed and 13 additional sites deemed to have heritage significance be included. The 81 sites were visited to enable the entries to be updated to reflect the changes at the sites since the Heritage Inventory’s preparation in 1995-1996.

The draft revised Heritage Inventory was presented to Council at its 10 December 2014 meeting where it was resolved:

“That Council receive the draft Shire of Coorow Municipal Inventory of Heritage Places and advertise the document for public comment for a period of 60 days and at the conclusion of the advertising period return the Heritage Inventory to a further meeting of Council for final consideration.”

The Heritage Inventory was advertised from 24 December 2014 until 6 March 2015 (the advertising period was lengthened to account for it being held over the Christmas/New Year period when people may be away) and following its conclusion the Steering Group met on 26 March 2015 to review the received submissions and finalise the Heritage Inventory. A copy of the minutes from the Steering Group meeting were provided to Council within the 15 April 2015 Information Bulletin.

A copy of the 1996 version of the Heritage Inventory and the post-advertising 2015 version of the Heritage Inventory has been provided to Councillors as separate attachments to the 16 September 2015 Council Agenda.

COMMENT: The Heritage Inventory is a list of places and structures, which in the opinion of the local Council are, or may become, of cultural heritage significance. The Shire of Coorow Heritage Inventory (1996) contained 71 entries, this is proposed to be expanded to 81 entries by the revised draft. The Heritage Inventory includes a brief history of the area, a thematic matrix and a list of sites which are, or may become, of heritage significance with each given a management category that ranks the site’s significance. Whilst change, development and progress are inevitable, an accurate and up to date Heritage Inventory assists in ideally maintaining and protecting the heritage and history of an area, or provide record of a building/place in instances where Council considers demolition or significant alteration appropriate.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 57

As the Shire’s Heritage Inventory has not been updated since its release in 1996 the format of the document required major updating to bring it in line with current standards and technology and to improve its legibility and ease of use. Each of the places listed were visited to allow for an up to date assessment, new photographs to be taken, and to allow for GPS readings to be taken so that maps could be inserted.

The specific aims of this project have been to:

• ensure that the Heritage Inventory is comprehensive, up to date, and represents community views and values; • ensure that the Heritage Inventory is consistent with the common standards for inventories recommended by the State Heritage Office; & • give consideration to public submissions relating to existing places and proposals to include new places in the Heritage Inventory and/or heritage list.

STATUTORY ENVIRONMENT: The review and update of a Local Government Heritage Inventory is required under Section 45 of the Heritage Act which states:

“(1) A local government shall compile and maintain an inventory of buildings within its district which in its opinion are, or may become, of cultural heritage significance.

(2) The inventory required by subsection (1) shall be compiled no later than 4 years from the commencement of this Act and shall be — (a) updated annually; and (b) reviewed every 4 years after compilation.

(3) A local government shall provide the Council with a copy of the inventory compiled pursuant to this section.

(4) A local government shall ensure that the inventory required by this section is compiled with proper public consultation.”

The Planning and Development Act 2005 allows for the protection of heritage places or areas that are identified in a heritage list. Section 7.1 of Shire of Coorow Town Planning Scheme No.2 (2001) makes the following provisions:

“7.1. Heritage List

7.1.1 The local government is to establish and maintain a Heritage List to identify those places within the Scheme area which are of cultural heritage significance and worthy of conservation under the provisions of the Scheme, together with a description of each place and the reasons for its entry.

7.1.2. In the preparation of the Heritage List the local government is to

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 58

(a) have regard to the municipal inventory prepared by the local government under section 45 of the Heritage of Western Australia Act 1990; and (b) include on the Heritage List such of the entries on the municipal inventory as it considers to be appropriate.

7.1.3 In considering a proposal to include a place on the Heritage List the local government is to (a) notify in writing the owner and occupier of the place and provide them with a copy of the description proposed to be used under clause 7.1.1 and the reasons for the proposed entry; (b) invite submissions on the proposal from the owner and occupier of the place within 21 days of the day the notice is served; (c) carry out such other consultations as it thinks fit; and (d) consider any submissions made and resolve to enter the place on the Heritage List with or without modification or reject the proposal after consideration of the submissions.

7.1.4 Where a place is included on the Heritage List, the local government is to give notice of the inclusion to the Commission, the Heritage Council of Western Australia and to the owner and occupier of the place.

7.1.5 The local government is to keep a copy of the Heritage List with the Scheme documents for public inspection.

7.1.6 The local government may remove or modify the entry of a place on the Heritage List by following the procedures set out in clause 7.1.3.

Note: 1 The purpose and intent of the heritage provisions are (a) to facilitate the conservation of places of heritage value; and (b) to ensure as far as possible that development occurs with due regard to heritage values. 2 A “place” is defined in Schedule 1 and may include works, buildings and contents of buildings.”

Draft Shire of Coorow Local Planning Scheme No.3 has been advertised and is now nearing final gazettal with the Minister for Planning advising on 2 July 2015 that the Scheme was supported, subject to very minor modification (which have been completed). Scheme No.3 has the following section relevant to heritage:

“7.1.1The Local Government is to establish and maintain a Heritage List to identify those places within the Scheme area which are of cultural heritage significance and worthy of conservation under the provisions of the Scheme, together with a description of each place and the reasons for its entry.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 59

7.1.2 In the preparation of the Heritage List the Local Government is to: (a) have regard to the municipal inventory prepared by the Local Government under section 45 of the Heritage of Western Australia Act 1990; and (b) include on the Heritage List such of the entries on the Municipal Inventory as it considers to be appropriate.

7.1.3 For the purpose of this Clause, the Heritage List means the Shire of Coorow Municipal Inventory as it relates to the Scheme Area, as amended from time to time, prepared by the local government pursuant to Section 45 of the Heritage of Western Australia Act 1990, or such parts thereof described in the Heritage List.

7.1.4 In considering a proposal to include a place on the Heritage List the local government is to — (a) notify in writing the owner and occupier of the place and provide them with a copy of the description proposed to be used under clause 7.1.1 and the reasons for the proposed entry; (b) invite submissions on the proposal from the owner and occupier of the place within 21 days of the day the notice is served; (c) carry out such other consultations as it thinks fit; and (d) consider any submissions made and resolve to enter the place on the Heritage List with or without modification or reject the proposal after consideration of the submissions.

7.1.5 Where a place is included on the Heritage List, the local government is to give notice of the inclusion to the Commission, the State Heritage Office and to the owner and occupier of the place.

7.1.6 The local government is to keep a copy of the Heritage List with the Scheme documents for public inspection.

7.1.7 The local government may remove or modify the entry of a place on the Heritage List by following the procedures set out in clause 7.1.4.

Note: 1 The purpose and intent of the heritage provisions are — (a) to facilitate the conservation of places of heritage value; and (b) to ensure as far as possible that development occurs with due regard to heritage values. 2 A “place” is defined in Schedule 1 and may include works, buildings and contents of buildings.”

The State Register of Heritage Places is a list of places which are considered by the State Heritage Office as worth conserving. Entry of a place in the State Register of Heritage Places is official recognition by the state of its cultural significance to the heritage of Western Australia. At present there are no sites on the State Register within the Shire of Coorow.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 60

STRATEGIC IMPLICATIONS: Heritage is based on those aspects of our past that we want to keep. They may evoke special meaning for us as individuals or as members of a community. Heritage is the elements which have played an important role in our history, a building which is special because of its architectural style or association with a person, or a landscape feature with cultural associations. Heritage significance is the aesthetic, historic, scientific, or social significance of a place for the present community and the desire to protect these places for the enjoyment of future generations.

POLICY IMPLICATIONS: Nil

FINANCIAL IMPLICATIONS: Council made financial allocation of $15,000 for the review of the Heritage Inventory in its 2012/2013 budget to cover the cost of the review, and $8,000 of this amount was utilised on obtaining the input of the State Heritage Office’s Mid West Regional Heritage Advisor (who also had involvement in the preparation of the original document in 1996) during the site visit phase. $1,000 of this cost was reimbursed by the State Heritage Office.

The Shire undertook the majority of the review process in-house by undertaking editing, entry updating, production (document and correspondence), administration, use of Shire buildings to host the Steering Group meetings and advertising.

It is suggested, for Council’s consideration, that the Shire arrange for a limited 20 copy run of professionally produced hard copies of the Shire of Coorow Heritage Inventory. These would be provided to the 9 community representatives who served on the Steering Group who were extremely generous with their time, knowledge and access to personal photographic and document records. The remaining 11 copies would be provided to the 8 Councillors, with 2 copies also displayed at the Coorow and Leeman Shire office/library and the final copy provided to the State Heritage Office. The anticipated cost of a professional printing (hard back, bound, double sided colour production on 100gsm paper) is estimated as being $1,250-$1,500 for 20 x 300 page documents (final costing dependant on production style and company utilised).

The Heritage Inventory would also be displayed on the Shire website, and members of the public could then access the entire document and relevant sections as they wished, or the Shire could print the document at-cost for members of the public upon request.

PUBLIC CONSULTATION: The review of the Heritage Inventory has been guided by a Steering Group comprising representatives of Council, its staff, the community and the regional representative of the State Heritage Office.

Although it is possible for a site to be included in the Heritage Inventory without the landowner’s consent, ideally this should not occur. The prime objective of the process is to review the existing and proposed new sites in consultation with the community and to achieve consensus on the result. The guidelines of the State Heritage Office

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 61

require that every effort must be made to notify owners of proposals and to discuss the outcomes with them.

The Heritage Inventory was advertised from 24 December 2014 until 6 March 2015 (the advertising period was lengthened to account for it being held over the Christmas/New Year period when people may be away) and included the following actions:

• a notice being placed in the Mid West Times; • repeated notices being placed in the Snag Island News and Magpie Squawk; • a copy of the Heritage Inventory being made available for viewing on the Shire website and at the Shire’s Coorow and Leeman offices; • individual letters containing a copy of the relevant entry from the Heritage Inventory being mailed out to those landowners that had sites contained within the document on their property.

At the conclusion of the advertising period 6 submissions had been received and the Steering Group discussed these submissions and the modifications required to be undertaken to the document arising from the issues raised therein as follows:

• Submission 1 – Andrew Bowman-Bright – the respondent provided a great deal of historical information and the Steering Group agreed to update the Inventory accordingly. • Submission 2 – Public Transport Authority – the respondent advised of their support for the document and no additional modifications were required. • Submission 3 – Kenneth Lipscombe – the respondent provided information in relation to Wilson’s Cottage (3 Nairn Street, Leeman) and sought the removal of the site from the Heritage Inventory due to the magnitude of the modifications to the building. The Steering Group discussed this request but were of the opinion that the entry should remain as the purpose of the document is not to prevent development but record sites and Wilson’s Cottage was considered to still have some local significance as, along with McTaggart’s Cottage (also listed) represents the first houses built on surveyed lots in Leeman. It is noted that the Wilson’s Cottage and McTaggart’s Cottage sites are both listed as Management Category 4 (out of 5 categories) sites and their listing is more to recognise their significance in the history of the town’s growth rather than to ‘stifle’ further development. • Submission 4 – Deborah Maley – the respondent requested that an entry be created for Lavender Cottage (9 Commercial Street, Coorow). There did not appear to be support amongst the Steering Group for inclusion of this site in the Heritage Inventory. • Submission 5 – Diocese of Geraldton - the respondent advised of their support for the document and provided some additional historical information relating to the architect and builder. • Submission 6 – Maxine Kau – suggestion that the photographs of past Shire Presidents and their dates of service be included as additional information for the entry relating to the Coorow Shire Office. Support amongst the Steering Group for this suggestion.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 62

The Steering Group reviewed the Heritage Inventory document page by page at the 26 March 2015 meeting providing a great deal of additional information (both historical information and photographs) for the listed entries, re-ordering of the entries, finalisation of presentation style (i.e. cover page and footers), and corrections to the text.

These modifications were noted by Shire staff and were incorporated into the document, along with the inventory maps, prior to being presented to Council for its consideration and potential endorsement.

VOTING REQUIREMENT: Simple Majority

OFFICER RECOMMENDATION: That Council adopt the Shire of Coorow Heritage Inventory (September 2015) and provide a copy of the document to the State Heritage Office as required by Section 45(3) of the Heritage of Western Australia Act 1990.

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 63

11.2.3 RESERVE 22521 – NATURE BASED CAMPING

AUTHOR Simon Lancaster DISCLOSURE OF INTEREST Nil DATE OF REPORT 4 September 2015 FILE R22521 ATTACHMENT 11.2.3.1 & 11.2.3.2

SUMMARY: Council has been considering the development of further nature based camping nodes upon Reserve 22521 and this required amendment of the management order.

BACKGROUND: Reserve 22521 is a 985.3614ha coastal reserve situated between Green Head and Leeman.

Figure 1 – Location Map and Aerial Photograph for Reserve 22521

Council resolved at its 17 August 2011 meeting to seek exemption from Regulation 49 of the then Caravan Parks and Camping Grounds Regulations 1997 to allow the development of nature based facilities upon Reserve 22521 (amongst others). The Minister for Local Government approved Council’s exemption request on 8 May 2012 (Attachment 11.2.3.1).

Following receipt of this exemption Council amended Policy 4.3.1 - Ranger Services at its 15 August 2012 meeting to enable camping. The Shire also commenced the upgrading of the Billy Goat Bay site upon Reserve 22521 to allow for camping.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 64

COMMENT: Reserve 22521 was previously home to a number of coastal shacks dating back to 1958 that were removed in 1994. The legacy of the shacks is a series of vehicle access tracks leading to popular coastal locations, and the Shire has made improvements to the Billy Goat Bay site to create a low-key nature based (i.e. no power and water provided) camping area that is popular with self- contained/recreational (‘RV’) vehicles.

Figure 2 - Billy Goat Bay Shacks formerly upon Reserve 22521

Figure 3 – Nature Based Camping Area at Billy Goat Bay Shacks upon Reserve 22521

It could be argued that, in addition to responding to ongoing management pressures, that the development of suitable locations to provide for camping provides a social

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 65

offset for the removal of the shacks with their associated issues relating to clearing, fire and waste management, and that providing low-key nature based camping nodes offers a more widely accessible, low-key overnight stay opportunity for recreating along the coast than the previous shack arrangement.

The management order for Reserve 22521 is issued to the Shire of Coorow for the purpose of ‘Parklands and Recreation’ and to reflect the existing and proposed land use for this area application should be made to the Department of Lands for amendment of the management order to ‘Parklands, Recreation & Camping’.

STATUTORY ENVIRONMENT: Reserve 25221 is zoned ‘Parks and Recreation’ under Shire of Coorow Town Planning Scheme No.2, this zoning is unchanged in Scheme No.3.

The Caravan Parks & Camping Grounds Regulations 1997 address the operation of nature based parks and previously contained Regulation 49 as follows:

“49 Position of transit parks and nature based parks A local government is not to grant a licence for a transit park or a nature based park if there is a facility within 50 kilometres, or such shorter distance as is approved in writing by the Minister in a particular case, of the proposed facility.”

Whilst the Department of Local Government had previously advised that Shire operated facilities were not required to be licensed in accordance with section 15 of the Caravan Parks and Camping Grounds Act 1995, this still created uncertainty given the requirements of Regulation 49 and Billy Goat Bay being within 50km of Green Head and Leeman, hence Council’s request for specific exemption from the Minister at its 17 August 2011 meeting.

A National Competition Policy review found Regulation 49 to be anti-competitive and recommended that it be removed, and deletion of Regulation 49 was completed with the amendments to the Regulations published in the Government Gazette on 12 December 2014 that became effective on 1 January 2015.

The amendments were undertaken by the Department of Local Government and Communities as it was considered that the Caravan Parks and Camping Grounds Act 1995 and Caravan Parks & Camping Grounds Regulations 1997 were outdated and limiting the way operators could adapt their businesses to suit changing consumer needs.

The amended regulations define a nature based park as follows:

“means a facility in an area that: (a) is not in close proximity to an area that is built up with structures used for business, industry or dwelling-houses at intervals of less than 100 metres for a distance of 500 metres or more; and (b) has been predominantly formed by nature; and (c) has limited or controlled artificial light and noise intrusion.”

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 66

It is recommended that no power or water be provided at any of the sites to maintain a low-key facility where the primary interest should be as a coastal recreational area with restricted capacity and appeal for overnight stay. This limited level of development is suggested to not only better comply with the definition of a nature based park, and to reduce Shire infrastructure costs, but to make explicit that these sites are being provided to cater for low-key self-contained RV’s that would otherwise seek to stay overnight in unregulated areas that would necessitate ranger policing, or would by-pass Green Head and Leeman altogether, and their capture for overnight stay can lead to some injection into the local economy.

To this end it is recommended that all nature based camping nodes include installation of information signage that details the local businesses and attractions to help generate some local economic spin-off. The information boards should be designed so that panels can be added and removed as local businesses emerge, change contact details etc.

STRATEGIC IMPLICATIONS: The Shire of Coorow Local Planning Strategy (2015) identifies the following issue:

“The protection of the Shire’s natural environment is also of key concern, regardless of the impacts of climate change. The impacts of sporadic camping on coastal areas along Indian Ocean Drive, 4WDing on coastal areas, and also access to the coast via non-authorised access points also present challenges.” (page 67)

The Strategy sets the following sets the following tourism strategies and actions to address this issue:

“Restrict future development in the area between Leeman and Green Head, with a small, low-impact camping or tourism facility possibly being provided at Little Anchorage Bay.” (p.23) “Work with the Department of Parks and Wildlife to open up more reserves and national parks in the locality to be available for short-term camping.” (p.23) “Work to provide additional camping opportunities in the Shire’s reserves and parks.” (p.25) “The accommodation and hospitality offering in the Shire and in the regions needs to be improved. Opportunities for eco-tourism also need to be considered. New camping opportunities should also be provided in Lesueur National Park.” (p.40) “The Shire implementing the Leeman and Green Head Townsite Local Planning Strategy by rationalising coastal access points, and by providing serviced and secure camping areas on the coast between Leeman and Green Head.” (p.67, 69)

The Mid West Development Commission, in collaboration with Regional Development Australia, the Department of Planning and the Mid West Tourism Alliance have released the ‘Tourism Development Strategy’ (2014) with one of the identified priorities being the development of coastal campsites and day use visitor nodes from Jurien Bay to Kalbarri.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 67

The Commission’s subsequent Mid West Coastal Nodes project has identified Little Anchorage, Shell Beach, and between Milligan and Lipfert Islands, also within Reserve 22521, as sites that should be considered for the development of nature based camping areas (Attachment 11.2.3.2).

Figure 4 – Aerial Photograph of Shell Beach area upon Reserve 22521

Figure 5 – Aerial Photograph of Little Anchorage area upon Reserve 22521

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 68

Figure 6 – Aerial Photograph of Milligan Island – Lipfert Island area upon Reserve 22521

POLICY IMPLICATIONS: Shire Policy 4.3.1 – Ranger Services has the objective of providing areas of short term camping for tourism and travellers, and states:

“Camping is permitted in the coastal strip of the Shire of Coorow provided that the camper is within a Registered Caravan Park or authorised camping area.”

FINANCIAL IMPLICATIONS: Local governments who already operate coastal nature based camping nodes have been approached for guidance on how capital and ongoing maintenance costs for such facilities can be minimised. Feedback is to utilise timber frame and stainless steel fixings wherever possible and minimise the metal component to colorbond sheets given the coastal location. It may be considered that the Green Head Men’s Shed could be approached as to whether they would be willing to construct these structures at a capital cost to the Shire and periodically oil or maintain the structures as a fund raiser for the community group.

Toilet and/or shower buildings should be constructed with a 50mm gap between the concrete slab and the wall sheeting to allow a Shire fire vehicle to occasionally visit the campground and give it a hose out as required.

It was recommended that power and water not be provided to any of the sites, and limiting structures to a toilet/shower (where users bring their own water and put a bag on the hook provided in the shower area) and gazebo (no barbeques) at ‘lesser’ ‘satellite’ camping nodes, and having the same level of structures at the ‘main’ camping node (possibly with a few more of each) and providing a bbq if Council deems necessary (push button with time limit rather than coin operated).

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 69

It was also suggested that signage be placed at the camp nodes and on the Shire website advising that no water and power is provided, no fires are permitted, and also advise where a chemical dumping point is provided at Green Head and Leeman, rather than provide them at the camping sites. Council may also wish to consider whether to place bins at the camping grounds or not provide bins and advise clearly that campers are required to take their rubbish with them

Fencing of the campground was recommended, with pine pole and stock fence, or pine pole and water pipe fence to deter users from ‘expanding’ the camping ground (pine pole bollards alone can be susceptible to being pushed over).

The anticipated users of these campgrounds would be self-drive, self-contained holiday makers and they would generally not require (nor demand) a greater level of service. If complaint were to be received about lack of facilities, then the Shire response should be that coastal nodes are deliberately provided to a nature based standard only and there are caravan park facilities in Green Head and Leeman that provide a higher level of servicing if required.

The final advice received related to provision of toilet rolls, with some experience of theft, and this can be combated by installing a single ply jumbo double dispenser in the toilet, as is currently installed in facilities in the area (rather than smaller rolls that can be removed) although big reams of paper can still be removed from these. Alternatively, toilet rolls cannot be provided and advice given on the Shire website and signs on-site can reference that users need to bring their own and also advise of the location of retail outlets in Leeman and Green Head where they may be purchased.

Whilst Council does not presently charge for overnight stay at its nature based camping nodes this is an issue that should continue to be monitored to ensure that they are run on a cost-recovery basis. This may be achieved through a secured ‘honour box’ or Ranger policing for display of purchased ticket similar to Department of Parks & Wildlife facilities.

PUBLIC CONSULTATION: Nil

VOTING REQUIREMENTS: Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 70

OFFICER RECOMMENDATION: That Council:

1 Write to the Department of Lands requesting the amendment of the management order for Reserve 22521 to include ‘Camping’.

2 Ensure that the design of all nature based camping nodes give consideration to the installation of information signage that details the local businesses and attractions to generate local economic activity.

RESOLUTION: 2015/

Moved: Cr Seconded: Cr CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 71

ATTACHMENT 11.2.3.1

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 72

ATTACHMENT 11.2.3.2

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 73

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 74

11.3 MANAGER OF WORKS AND SERVICES:

11.3.1 NIL

AUTHOR DISCLOSURE OF INTEREST Nil DATE OF REPORT FILE ATTACHMENT

SUMMARY:

COMMENT:

STATUTORY ENVIRONMENT:

STRATEGIC IMPLICATIONS:

POLICY IMPLICATIONS:

FINANCIAL IMPLICATIONS:

VOTING REQUIREMENTS: Simple Majority

OFFICER RECOMMENDATION:

RESOLUTION: 2015/

Moved: Cr Seconded: Cr CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 75

11.4 DEPUTY CHIEF EXECUTIVE OFFICER:

11.4.1 ACCOUNTS FOR PAYMENT AUTHOR Leanne Parola DISCLOSURE OF INTEREST Nil DATE OF REPORT 7 September 2015 11.4.1.1 Accounts Due and Submitted to Council Meeting ATTACHMENT 16 September 2015 FILE

SUMMARY: Council approval is required for payment of accounts made within the months August 2015 and September 2015 and to approve payments of accounts due in September 2015.

COMMENT: Approval is sought for the following list of payments of accounts made since Council’s last meeting on 19 August 2015 and of accounts that are now due.

A list of all payments submitted for approval is contained at Attachment 11.4.1.1 Accounts Due and Submitted to Council Meeting on 16 September 2015.

STATUTORY ENVIRONMENT: Local Government (Financial Management) Regulations 1996

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. (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.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 76

(3) A list prepared under subregulation (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. [Regulation 13 inserted in Gazette 20 Jun 1997 p. 2838-9; amended in Gazette 31 Mar 2005 p. 1048.]

STRATEGIC, POLICY & FINANCIAL IMPLICATIONS: There is no financial policy or strategic implications regarding this matter.

VOTING REQUIREMENT: Simple Majority

OFFICER RECOMMENDATION: That payments listed at Attachment 11.4.1.1 Accounts Due and Submitted to Council Meeting on 16 September 2015 including:

MUNICIPAL FUND

Cheque: 19845 – 19854 $48,453.91 Collection Summaries: 71010915 - 72310815 $28,125.30 Payroll DDs: 12/08/15 – 26/08/15 $127,922.00 EFTs: 9111 - 9207 $275,782.09 Superannuation 12/08/15 – 26/08/15 $31,352.44 Credit Card: 13110815 $1,196.94 Trust Cheques: 223-233 $1,200.00

Totalling: $514,032.68

be authorised and passed for payment

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 77

List of Accounts Due & Submitted to Council 04.09.2015

Chq/EFT Date Name Description Muni EFT9111 19/08/2015 AUSTRALIAN TAXATION OFFICE BAS JULY 2015 $ 40,379.00 EFT9112 21/08/2015 BOQ ASSET FINANCE & LEASING CHARGES FOR LEASE PHOTOCOPIERS TO 27/08/15 PTY LIMITED $ 1,465.20 EFT9113 21/08/2015 AGWEST MACHINERY & MIDWEST SERVICE TO 1DYX217 ISUZU $ 1,020.16 EFT9114 21/08/2015 BOC GASES OXYGEN CYLINDER $ 263.91 EFT9115 21/08/2015 TUTT BRYANT EQUIPMENT O RING, DIP STICK, TANK CAP FOR CW3316 $ 240.91 EFT9116 21/08/2015 COURIER AUSTRALIA FREIGHT FOR TUTT BRYANT, COVS, PERTH STICH, JASON SIGNS $ 137.69 EFT9117 21/08/2015 COVS RADIOS, BATTERY TESTER, TYRE INFLATOR $ 1,771.68 EFT9118 21/08/2015 CUNNINGHAMS AG SERVICES BATTERY FOR CW0018 $ 239.58 EFT9119 21/08/2015 COOROW HOTEL MEALS AND REFRESHMENTS FOR SPECIAL BUDGET MEETING $ 828.00 EFT9120 21/08/2015 CARNAMAH TYRE SALES TYRE TUBE AND RUST BAND FOR CW0018 $ 110.66 EFT9121 21/08/2015 CONSOLIDATED SERVICES - MOP HEAD, BUCKET, TOILET BRUSH, DOOR SELF CLOSERS COOROW HARDWARE $ 1,753.88 EFT9122 21/08/2015 DAVE GOODBODY MAINTENANCE REPAIRS TO WALLS AND TILES IN KITCHEN - COOROW HALL SERVICES EXTENSION $ 3,920.00 EFT9123 21/08/2015 DOWNER EDI WORKS 1100LT EMULSION FOR COOROW STORES - 1 $ 1,512.50 EFT9124 21/08/2015 DEPARTMENT OF FIRE & ESL JULY 2015 EMERGENCY SERVICES $ 205.55 EFT9125 21/08/2015 FARMWORKS MITRE 10 CARNAMAH DRAINAGE PARTS FOR COOROW HALL $ 106.07 EFT9126 21/08/2015 FIVE STAR BUSINESS MACHINES PHOTOCOPIER METER PLAN CHARGES AUGUST 2015 - LEEMAN $ 1,053.01 EFT9127 21/08/2015 GREENFIELD TECHNICAL SERVICES PROFESSIONAL SERVICES - TOOTBARDIE ROAD BLACK SPOT CONSULTING ENGINEERS $ 1,232.00 EFT9128 21/08/2015 GREAT SOUTHERN FUELS 4500LT DIESEL AND 1000LT UNLEADED TO LEEMAN STORES - 2 $ 7,919.74 Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 78

EFT9129 21/08/2015 HILLE THOMPSON & DELFOS DESIGNS FOR TOOTBARDIE ROAD INTERSECTION RE- ALIGNMENT $ 2,860.00 EFT9130 21/08/2015 HITACHI CONST MACHINERY (AUST) FUEL FILTERS FOR CW0012 P/L $ 294.69 EFT9131 21/08/2015 HUGHGOES CONTRACTING GREEN HEAD BOAT RAMP CLEAN $ 330.00 EFT9132 21/08/2015 SKIPPER TRUCKS REPAIRS TO CLUTCH, SEAT BELT AND FUSE BOX TO CW004 $ 10,330.30 EFT9133 21/08/2015 BRIAN ALLAN JACK LEASE ON LOT 19 NORTH STREET COOROW SEPTEMBER 15 $ 983.27 EFT9134 21/08/2015 JURIEN BAYVIEW REALTY RENT TUART STREET LEEMAN TO 07/10/15 $ 1,430.00 EFT9135 21/08/2015 JURIEN HARDWARE THRIFTY LINK LITTER PICKER $ 33.00 EFT9136 21/08/2015 LEEMAN FUEL & LIQUOR GAS BOTTLES FOR CEO, DCEO, MRS $ 465.00 EFT9137 21/08/2015 LANDMARK 200LT ROUNDUP FOR LEEMAN STORES $ 2,041.60 EFT9138 21/08/2015 LANDGATE VALUATION ROLLS FOR MINING TENEMENTS $ 209.35 EFT9139 21/08/2015 MOORA TOYOTA SERVICE AT 31,133KMS FOR CW002 $ 463.65 EFT9140 21/08/2015 MIDLAND MOWERS NEW ENGINE FOR TORO MOWER $ 695.00 EFT9141 21/08/2015 MAJOR MOTORS PTY LTD OIL AND FUEL FILTERS FOR CW006 $ 145.59 EFT9142 21/08/2015 METTAM'S MUFFLER MIDLAND REPAIRS AND SUPPLY OF PIPES FOR CW006 $ 25.00 EFT9143 21/08/2015 MERCURE HOTEL PERTH ACCOMMODATION AND MEALS FOR CR D RACKEMANN $ 2,187.50 EFT9144 21/08/2015 MACH 1 AUTO ONE GERALDTON OIL FILTER STRAP WRENCH $ 39.50 EFT9145 21/08/2015 S & L MARINICH PTY LTD GUTTER & DOWNPIPE REPAIRS AT LEEMAN COUNTRY CLUB FOR WANN PARK WATER PROJECT $ 3,146.00 EFT9146 21/08/2015 STAR TRACK EXPRESS FREIGHT FOR HITACHI $ 43.77 EFT9147 21/08/2015 STRATCO FENCING FOR COOROW BOWLING CLUB $ 10,058.79 EFT9148 21/08/2015 TOTALLY WORKWEAR GERALDTON SAFETY BOOTS $ 152.10 EFT9149 21/08/2015 THREE SPRINGS FAMILY PRACTICE FEE FOR SERVICES RENDERED 22/07/15 $ 2,200.00 EFT9150 21/08/2015 TWINSIDE PRECAST PTY LTD SANDSTONE RETAINING WALL FOR COOROW BOWLING CLUB DEPOSIT $ 1,874.00 EFT9151 21/08/2015 WCC ELECTRICAL & AIR REPLACE FLUORO IN PATIO AREA AT 29 COMMERCIAL ST CONDITIONING $ 329.12 EFT9152 21/08/2015 WA LOCAL GOVERNMENT LOCAL GOVERNMENT CONVENTION COUNCILLOR CLEMENT ASSOCIATION (WALGA) $ 7,643.05 EFT9153 21/08/2015 WESTRAC EQUIPMENT REPAIRS TO VARIOUS VEHICLE FAULTS - CW0013 $ 4,621.44 Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 79

EFT9154 21/08/2015 WEST MIDLANDS GROUP WEST MIDLANDS GROUP - BRONZE SPONSORSHIP 1 JULY 2015 - 30 JUNE 2016 $ 5,500.00 EFT9155 21/08/2015 PACIFIC BRANDS - WORKWEAR UNIFORM - DCEO GROUP $ 554.41 EFT9156 21/08/2015 WANN ELECTRICAL ELECTRICAL REPAIRS AT LEEMAN DEPOT $ 100.00 EFT9157 15/08/2015 SG FLEET LEASE PAYMENT ISA TRUCK $ 4,168.32 EFT9158 31/08/2015 WA COUNTRY BUILDERS REFUND OF KERBING BOND $ 500.00 EFT9159 04/09/2015 LEADING EDGE COMPUTERS NEW LAPTOPS FOR CEO AND DCEO $ 3,019.00 EFT9160 04/09/2015 AVON WASTE WASTE REMOVAL SERVICES FOR AUGUST 15 $ 15,463.27 EFT9161 04/09/2015 BUNNINGS BUILDING SUPPLIES PTY PAINT, TURPENTINE, APPLICATORS FOR GREEN HEAD MENS LTD SHED MEETING ROOM $ 118.93 EFT9162 04/09/2015 BEAN KL ELECTRICITY ACCOUNT TO 12/08/15 $ 645.85 EFT9163 04/09/2015 BOHLER UDDEHOLM 50X25 AND 65X35 SQUARE METAL FOR CW0012 $ 253.00 EFT9164 04/09/2015 COURIER AUSTRALIA FREIGHT FOR TUTT BRYANT & MIDLAND MOWER $ 32.26 EFT9165 04/09/2015 COVS MARKER PAINT, HAND PIECE, POLE PLUGS, UHF LEAD, SOCKET ACCESSORY $ 635.35 EFT9166 04/09/2015 CARNAMAH TYRE SALES REMOVE AND FIT TYRE AND TUBE FOR CW3316 $ 141.90 EFT9167 04/09/2015 CONSOLIDATED SERVICES - PVC PARTS FOR COOROW HALL CAR PARK COOROW HARDWARE $ 6.85 EFT9168 04/09/2015 GREEN HEAD PLUMBING & GAS REPAIRS TO GAS REGULATOR, HOOD & FLARED TEST $ 310.97 EFT9169 04/09/2015 GREEN HEAD MEN'S SHED ABLUTION BLOCK CLEANING FOR AUGUST $ 1,386.00 EFT9170 04/09/2015 GREAT SOUTHERN FUELS 25100LT DIESEL FOR COOROW STORES - 1 $ 37,202.00 EFT9171 04/09/2015 GINGIN ROADHOUSE & CARAVAN ACCOMMODATION AND EXPENCES FOR ISA OFFSITE PARK $ 2,829.20 EFT9172 04/09/2015 HILLE THOMPSON & DELFOS PROPOSED SUBDIVISION FOR TOOTBARDIE BLACK SPOT $ 1,155.00 EFT9173 04/09/2015 HITACHI CONST MACHINERY (AUST) BRAKE DISK FOR CW0012 P/L $ 424.12 EFT9174 04/09/2015 HEMPFIELD SMALL MOTORS SEAL KIT PUMP FOR CW0019 $ 450.00 EFT9175 04/09/2015 SHEILA HANNAH CROSSOVER SUBSIDY- 17 NAIRN ST LEEMAN $ 500.00 EFT9176 04/09/2015 JURIEN BAYVIEW REALTY WATER CONSUMPTION FOR 10 TUART ST TO 12/08/15 $ 32.78 EFT9177 04/09/2015 LEEMAN HARDWARE DUCK TAPE, DOOR LOCKS, BRACKETS, RIVETS, PAINT, SHOVEL $ 386.45

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 80

EFT9178 04/09/2015 LOCAL HEALTH AUTHORITIES ANNUAL ANALYTICAL SERVICES 15/16 ANALYTICAL COMMITTEE $ 495.00 EFT9179 04/09/2015 LEEMAN COUNTRY & SPORTING REFRESHMENTS FOR ORDINARY MEETING 19/08/15 CLUB INC $ 414.00 EFT9180 04/09/2015 LANDGATE VALUATION CHARGES GROSS RENTAL 18/07/15 - 14/08/15 $ 86.95 EFT9181 04/09/2015 LAVENDER COTTAGE ACCOMMODATION FOR AUDITORS $ 110.00 EFT9182 04/09/2015 LEEMAN POST AND FUEL POSTAGE, NEWSPAPERS, MILK FOR LEEMAN OFFICE $ 79.00 EFT9183 04/09/2015 LEEMAN FISH AND CHIPS REFRESHMENTS FOR ORDINARY MEETING 19/08/15 $ 189.00 EFT9184 04/09/2015 ML COMMUNICATIONS REPAIRS TO RADIO FOR CW0035 $ 833.49 EFT9185 04/09/2015 LGIS PROPERTY ANNUAL PROPERTY ENDORSEMENT TO 30/06/16 $ 5,544.10 EFT9186 04/09/2015 HOWARD PHILLIP MATTHEWS MEALS FOR COUNCIL MEETING 19/08/15 $ 379.00 EFT9187 04/09/2015 DEBORAH MALEY VARIOUS PURCHASES FOR COOROW HALL EXTENSION $ 1,412.16 EFT9188 04/09/2015 RD MANUEL 2727M3 OF GRAVEL FROM ACACIA FARM $ 5,999.40 EFT9189 04/09/2015 NORTH MIDLANDS AGRICULTURAL PRIZE DONATION FOR NMAS ART EXHIBITION 2015 SOCIETY $ 250.00 EFT9190 04/09/2015 OCLC (UK) LTD AMLIB ANNUAL SUBSCRIPTION TO 13/09/16 $ 1,703.48 EFT9191 04/09/2015 LEANNE PAROLA POLICE CLEARANCE, MEDICAL INVOICE, FUEL $ 266.83 EFT9192 04/09/2015 QUANTOCK S & L ELECTRICS FLOWERS FOR COOROW OFFICE GROUNDS $ 264.45 EFT9193 04/09/2015 ROYAL LIFE SAVING SOCIETY WATER AROUND THE WATER REGISTRATION 2015/16 $ 150.00 EFT9194 04/09/2015 PETER RICETTI VARIOUS MAINTENANCE WORK IN LEEMAN AND COOROW $ 975.00 EFT9195 04/09/2015 STAR TRACK EXPRESS FREIGHT FOR HITACHI $ 69.68 EFT9196 04/09/2015 SHIRE OF MINGENEW REDUNDANCY PAYOUT CONTRIBUTION - ISA $ 3,769.11 EFT9197 04/09/2015 THE SUNDAY TIMES TOURISM ADVERT FOR COOROW, LEEMAN AND GREEN HEAD $ 1,826.55 EFT9198 04/09/2015 TRUCKLINE RACHETS, FLAGS, HAND CLEANER $ 260.19 EFT9199 04/09/2015 TOOLMART 18V IMPACT SOCKET FOR LEEMAN DEPOT $ 649.00 EFT9200 04/09/2015 TUSS GROUP (TUSS CONCRETE) 450MM PIPES, HEAD WALLS, GLUTS AND RACHETS FOR TOOTBARDIE BLACK SPOT $ 13,110.42 EFT9201 04/09/2015 THREE SPRINGS FAMILY PRACTICE FEE FOR SERVICES RENDERED 26/08/15 $ 880.00 EFT9202 04/09/2015 VAC INDUSTRIES GAS DIFFUSERS & EXTENSION LEADS $ 531.30 EFT9203 04/09/2015 WESTRAC EQUIPMENT FILTERS, ELEMENTS, SOS KITS, GREASE FOR CW005 $ 2,738.48 EFT9204 04/09/2015 PACIFIC BRANDS - WORKWEAR UNIFORM - MRS GROUP $ 648.60 Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 81

EFT9205 04/09/2015 AUSTRALIAN SERVICES UNION Payroll deductions $ 50.20 EFT9206 04/09/2015 EASIFLEET MOTOR VEHICLE LEASE - MRS $ 911.40 EFT9207 04/09/2015 W A TREASURY CORPORATION Loan No. 88 Interest payment - Purchase House $ 38,608.38 TOTAL EFT PAYMENTS $ 275,782.09 19845 12/08/2015 SHIRE OF COOROW - LOTTO Payroll deductions $ 160.00 19846 21/08/2015 SYNERGY STREET LIGHTING TO 03/08/15 $ 11,314.57 19847 21/08/2015 TELSTRA PHONE ACCOUNTS FOR JULY 15 $ 3,016.19 19848 21/08/2015 WATER CORPORATION WATER ACCOUNTS TO 06/08/15 $ 13,040.33 19849 21/08/2015 WARRADARGE BUSHFIRE BRIGADE COMPRESSOR FITTINGS, TELEPHONE BOOK, PRINTER INK $ 295.51 19850 26/08/2015 SHIRE OF COOROW - LOTTO Payroll deductions $ 150.00 19851 04/09/2015 SHIRE OF COOROW RUBBISH CHARGES ON SHIRE PROPERTIES FOR 2015.2016 $ 18,690.00 19852 04/09/2015 SYNERGY ELECTRICITY ACCOUNTS FOR AUGUST 15 $ 1,738.50 19853 04/09/2015 TELSTRA ONLINE SMS ACCESS FEE TO 21/09/15 $ 20.00 19854 04/09/2015 WATER CORPORATION WATER ACCOUNT TO 18/08/15 $ 28.81 TOTAL CHEQUES PAYMENTS $ 48,453.91 DD23045.1 12/08/2015 WA SUPER PAYROLL DEDUCTION - Payroll deductions SUPERANNUATION $ 14,023.01 DD23045.2 12/08/2015 COLONIAL FIRST STATE Superannuation contributions $ 181.51 DD23045.3 12/08/2015 REST INDUSTRY SUPERANNUATION Superannuation contributions $ 69.19 DD23045.4 12/08/2015 TWUSUPER Superannuation contributions $ 153.91 DD23045.5 12/08/2015 PRIME SUPER Superannuation contributions $ 205.81 DD23045.6 12/08/2015 MOTOR TRADES ASSOCIATION OF Superannuation contributions AUSTRALIA SUPERANNUATION FUND $ 195.39 DD23045.7 12/08/2015 ONE PATH SUPERANNUATION Superannuation contributions $ 185.26 DD23045.8 12/08/2015 AUSTRALIAN SUPER Superannuation contributions $ 68.07 DD23093.1 26/08/2015 WA SUPER PAYROLL DEDUCTION - Payroll deductions SUPERANNUATION $ 14,098.55 DD23093.2 26/08/2015 COLONIAL FIRST STATE Superannuation contributions $ 187.73 DD23093.3 26/08/2015 REST INDUSTRY SUPERANNUATION Superannuation contributions $ 65.78 DD23093.4 26/08/2015 TWUSUPER Superannuation contributions $ 157.96 DD23093.5 26/08/2015 PRIME SUPER Superannuation contributions $ 205.81 Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 82

DD23093.6 26/08/2015 MOTOR TRADES ASSOCIATION OF Superannuation contributions AUSTRALIA SUPERANNUATION FUND $ 182.69 DD23093.7 26/08/2015 ONE PATH SUPERANNUATION Superannuation contributions $ 187.73 DD23093.8 26/08/2015 AUSTRALIAN SUPER Superannuation contributions $ 53.85 DD23104.1 26/08/2015 WA SUPER PAYROLL DEDUCTION - Superannuation contributions SUPERANNUATION $ 116.77 DD23104.2 28/08/2015 WA SUPER PAYROLL DEDUCTION - Payroll deductions SUPERANNUATION $ 1,013.42 TOTAL SUPERANNUATION PAYMENTS $ 31,352.44 13110815 11/08/2015 BANKWEST MASTERCARD MWS TO 11/08/15 $ 1,196.94 TOTAL CREDIT CARD PAYMENTS $ 1,196.94 71010915 01/09/2015 TRANSPORT DEPT OF TRANS LICENSING $ 166.00 71020915 02/09/2015 TRANSPORT DEPT OF TRANS LICENSING $ 3,140.60 71030915 03/09/2015 TRANSPORT DEPT OF TRANS LICENSING $ 864.50 71110815 11/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 419.70 71120815 12/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 562.20 71130815 13/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 634.90 71140815 14/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 2,822.00 71170815 17/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 34.00 71180815 18/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 297.75 71190815 19/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 840.55 71240815 24/08/2015 TRANSPORT DEPT OF TANS LICENSING $ 803.75 71250815 25/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 433.00 71260815 26/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 407.30 71270815 27/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 2,548.80 71280815 28/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 557.10 71310815 31/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 567.75 72010915 01/09/2015 TRANSPORT DEPT OF TRANS LICENSING $ 53.00 72020915 02/09/2015 TRANSPORT DEPT OF TRANS LICENSING $ 118.50 72030915 03/09/2015 TRANSPORT DEPT OF TRANS LICENSING $ 564.90 72040915 04/09/2015 TRANSPORT DEPT OF TRANS LICENSING $ 93.40 72110815 11/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 851.60 Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 83

72120815 12/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 721.85 72130815 13/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 2,028.95 72140815 14/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 690.55 72170815 17/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 207.10 72180815 18/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 343.85 72200815 20/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 4,290.50 72210815 21/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 679.20 72240815 24/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 132.00 72250815 25/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 96.00 72270815 27/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 190.80 72280815 28/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 905.90 72310815 31/08/2015 TRANSPORT DEPT OF TRANS LICENSING $ 1,057.30 TOTAL LICENSING PAYMENTS $ 28,125.30 DDEBIT 12/08/2015 PAYROLL PAYROLL $ 64,021.00 DDEBIT 26/08/2015 PAYROLL PAYROLL $ 63,901.00 TOTAL PAYROLL PAYMENTS $ 127,922.00 223 31/08/2015 ROSS DAVID CRAKE REFUND OF TIP KEY BOND $ 100.00 224 31/08/2015 PHILLIP WILLIAM CONDER REFUND OF TIP KEY BOND $ 100.00 225 31/08/2015 COASTAL MOBILE AUTO REPAIRS REFUND OF TIP KEY BOND $ 100.00 226 31/08/2015 DG CARPENTRY REFUND OF TIP KEY BOND $ 100.00 227 31/08/2015 GREEN HEAD PLUMBING & GAS REFUND OF TIP KEY BOND $ 100.00 228 31/08/2015 GREEN HEAD CARAVAN PARK REFUND OF TIP KEY BOND $ 100.00 229 31/08/2015 INDIAN OCEAN FERTILISER REFUND OF TIP KEY BOND $ 100.00 230 31/08/2015 JURIEN BAY CONCRETE & REFUND OF TIP KEY BOND EARTHWORKS PTY LTD $ 100.00 231 31/08/2015 JURIEN TRENCHING & REFUND OF TIP KEY BOND EXCAVATIONS $ 100.00 232 31/08/2015 LEEMAN INVESTMENTS PTY LTD REFUND OF TIP KEY BOND $ 100.00 233 31/08/2015 SHIRE OF COOROW REFUND OF TIP KEY BOND $ 200.00 TOTAL TRUST PAYMENTS $ 1,200.00 TOTAL PAYMENTS $ 514,032.68

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 84

11.4.2 MONTHLY STATEMENT OF FINANCIAL ACTIVITY – AUGUST 2015 AUTHOR Leanne Parola DISCLOSURE OF INTEREST Nil DATE OF REPORT 7 September 2015 11.4.2 Statement of Financial Activity for August 2015 ATTACHMENT Under separate cover (refer to attachment file) FILE ADM 0426 – Finance – 2015/16

SUMMARY: In accordance with the Local Government (Financial Management) Regulations 1996, regulation 34 stipulates that a Local Government is to prepare each month a statement of financial activity reporting on the sources and applications of funds, as set out in the annual budget under regulation 22(1) (d), for that month.

BACKGROUND: The form of the Monthly Financial Statements presented to Council is a Statement of Financial Activity, which also includes supplementary information including an Operating Statement Function and Activity, Balance Sheet and Cash Flow Graph. A copy of the Statement of Financial Activity for the month ended 31 August 2015 is included at Attachment 11.4.2 for Councillors’ information.

COMMENT: Council is required to prepare the Statement of Financial Activity as per Local Government (FM) Reg. 36, but can resolve to have supplementary information included as required.

STATUTORY ENVIRONMENT:

Local Government (Financial Management) Regulations 1996

34. Financial reports to be prepared s. 6.4 (1) A local government is to prepare each month a statement of financial activity reporting on the sources and applications of funds, as set out in the annual budget under regulation 22(1)(d), for that month in the following detail - (a) Annual budget estimates, taking into account any expenditure incurred for an additional purpose under section 6.8(1) (b) or (c); (b) Budget estimates to the end of the month to which the statement relates; (c) Actual amounts of expenditure, revenue and income to the end of the month to which the statement relates; (d) Material variances between the comparable amounts referred to in paragraphs (b) and (c); and (e) The net current assets at the end of the month to which the statement relates.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 85

(2) Each statement of financial activity is to be accompanied by documents containing - (a) An explanation of the composition of the net current assets of the month to which the statement relates, less committed assets and restricted assets; (b) An explanation of each of the material variances referred to in sub regulation (1) (d); and (c) Such other supporting information as is considered relevant by the local government. (3) The information in a statement of financial activity may be shown - (a) According to nature and type classification; (b) By program; or (c) By business unit.

(4) A statement of financial activity, and the accompanying documents referred to in sub regulation (2), is to be - (a) Presented to the council - (i) At the next ordinary meeting of the council following the end of the month to which the statement relates; or (ii) if the statement is not prepared in time to present it to the meeting referred to in subparagraph (i), to the next ordinary meeting of the council after that meeting; and (b) Recorded in the minutes of the meeting at which it is presented. (5) Each financial year, a local government is to adopt a percentage or value, calculated in accordance with AAS 5, to be used in statements of financial activity for reporting material variances. STRATEGIC IMPLICATIONS: Nil

POLICY IMPLICATIONS: Nil

FINANCIAL IMPLICATIONS: Nil

PUBLIC CONSULTATION: Not required

VOTING REQUIREMENTS: Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 86

OFFICER RECOMMENDATION: That Council accepts the Monthly Statement of Financial Activity as included at Attachment 11.4.2 for the period ended 31 August 2015 as prepared and presented by the Deputy Chief Executive Officer.

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

CARRIED / Simple Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 87

11.4.3 WRITE-OFF OF OUTSTANDING DEBT

AUTHOR Vin Fordham Lamont DISCLOSURE OF INTEREST Nil DATE OF REPORT 26 August 2015 ATTACHMENT Nil FILE ADM0182

SUMMARY: Outstanding debt is presented to Council for approval to write-off.

BACKGROUND: Excessive levels of seaweed have plagued Leeman beaches for the last few years. In 2012, Council was approached by representatives from a small company with plans to harvest the algal wrack form the local beaches and convert it into a quality fertiliser product. Council was supportive of this initiative and part of its assistance included providing Ian Crawford, a representative for the proponents, rental accommodation at 5 Tuart St Leeman. Rent was set at $350 per week. The project eventually fell through and Mr Crawford departed with unpaid rent of $7700.00 owing to the Shire of Coorow.

The CEO discussed the rent several times with Mr Crawford as the outstanding balance grew. A number of excuses were provided but, at the time we remained confident that the project would go ahead and the debt would be repaid.

COMMENT: A bond of $1,400.00 was paid at the commencement of renting the property. This has been applied to the outstanding rent resulting in the remaining balance of $6,300.00.

The last known address for Mr Crawford was at PO BOX 925, MAIN BEACH QLD 4217.

Council’s collection agent, Ampac was instructed to issue a claim for the debt in March 2014.

In June 2014 Ampac advised that after extensive skip traces that they have been unable to locate Mr Crawford.

The debt has been accounted for within Council’s books as “doubtful” and Council’s resolution to formally write-off the outstanding balance is sought.

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 88

STATUTORY ENVIRONMENT: Local Government Act 1995

6.12. Power to defer, grant discounts, waive or write off debts (1) Subject to subsection (2) and any other written law, a local government may — (a) when adopting the annual budget, grant* a discount or other incentive for the early payment of any amount of money; (b) waive or grant concessions in relation to any amount of money; or (c) write off any amount of money, which is owed to the local government.

* Absolute majority required. (2) Subsection (1)(a) and (b) do not apply to an amount of money owing in respect of rates and service charges. (3) The grant of a concession under subsection (1)(b) may be subject to any conditions determined by the local government. (4) Regulations may prescribe circumstances in which a local government is not to exercise a power under subsection (1) or regulate the exercise of that power.

POLICY IMPLICATIONS: Nil

STRATEGIC IMPLICATIONS: Nil

FINANCIAL IMPLICATIONS: Nil

VOTING REQUIREMENT: Absolute Majority

OFFICERS RECOMMENDATION:

RESOLUTION: 2015/

Moved: Cr Seconded: Cr

That Council, as provided for in Section 6.12(1)(c) of the Local Government Act 1995, writes off the outstanding $6,300 debt from Ian Crawford.

CARRIED / Absolute Majority

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 89

12. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN:

13. URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION:

14. MATTERS BEHIND CLOSED DOORS:

15. DATE OF NEXT MEETING:

15.1 ORDINARY MEETING OF COUNCIL

Ordinary Meeting Next meeting of Council will be held on Wednesday 21 October 2015 at the Coorow District Hall from 3.00pm.

16. CLOSURE:

Agenda for Ordinary Meeting held Wednesday 16 September 2015 Page 90