Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
1 DECLARATION OF OPENING 3
2 ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE 3
3 PUBLIC QUESTION TIME 3
4 OBITUARIES 3
5 GUEST SPEAKERS 3
6 DECLARATIONS OF INTEREST 3
7 CONFIRMATION OF MINUTES 3
8 BUSINESS ARISING FROM THE MINUTES 3
9 MINUTES OF COMMITTEES 4
9.1 AUDIT COMMITTEE MINUTES 4 9.2 TIDY TOWN COMMITTEE MINUTES 4 9.3 WALGA – STATE COUNCIL SUMMARY MINUTES 4 9.4 WALGA – AGM MINUTES 4 9.5 SENIOR CITIZENS CENTRE MINUTES 4
10 MATTERS REQUIRING A COUNCIL DECISION 5
10.1 FINANCE & ADMINISTRATION REPORTS 5 10.1.1 COMMUNITY RESOURCE CENTRE REPORT 5 10.1.2 ACCOUNTS FOR PAYMENT – JULY 2010 8 10.1.3 MONTHLY FINANCIAL REPORT - JULY 9 10.1.4 DUAL FIRE CONTROL OFFICERS – SHIRE OF WICKEPIN 10 10.1.5 DUAL FIRE CONTROL OFFICERS – SHIRE OF KONDININ 11 10.1.6 INTERIM AUDIT REPORT 12 10.1.7 INVESTMENT POLICY 16 10.1.8 FREEMAN OF THE SHIRE OF CORRIGIN – NOMINATION FOR AWARD 18 10.2 HEALTH BUILDING & PLANNING REPORTS 20 10.2.1 MEHBS – INFORMATION UPDATE 20 10.2.2 LOT 68 BULLARING ROAD – LEASE APPLICATION 22 10.2.3 PROPOSED ROAD CLOSURE – UNNAMED ROAD, CORRIGIN 24 10.2.4 GENERALIST MEDICAL SERVICES 26 10.3 WORKS & GENERAL PURPOSE REPORTS 28 10.3.1 NRMO – INFORMATION UPDATE 28 10.3.2 FRIENDS OF CORRIGIN – OFF ROAD RACING EVENT 31
11 NOTICE OF MOTIONS – 33
12 NOTICE OF MOTIONS – NEXT MEETING – 33
1 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
13 CHIEF EXECUTIVE OFFICERS REPORT 33
14 PRESIDENTS REPORT 33
15 COUNCILLORS REPORTS 33
16 URGENT BUSINESS 34
17 INFORMATION BULLETIN 34
18 WALGA & CENTRAL ZONE MOTIONS 34
19 MEETING CLOSURE 34
2 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
1 DECLARATION OF OPENING
The Chairman Cr Lyn Baker opened the meeting at 3.00pm.
2 ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE
President L Baker Deputy President G E Downing D B Bolt G C Bushell D L Hickey G A Johnson N B Talbot M D Szczecinski J Bowles Chief Executive Officer J P Murphy Deputy Chief Executive Officer T L Dayman Environmental Health Officer F Buise (3.31pm) Executive Support Officer A M Stone
3 PUBLIC QUESTION TIME
There were no members of the public present.
4 OBITUARIES
There has been no obituaries since the last meeting.
5 GUEST SPEAKERS
6 DECLARATIONS OF INTEREST
Cr Bushell declared an interest in item 10.2.2 Lot 68 Bullaring Road – Lease Application.
7 CONFIRMATION OF MINUTES
(7599) Moved Crs – Johnson and Talbot That the minutes of the ordinary meeting held on 20 July 2010, be confirmed as a true and correct record. Carried 9/0
8 BUSINESS ARISING FROM THE MINUTES
3 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
9 MINUTES OF COMMITTEES
9.1 Audit Committee Minutes
(7600) Moved Crs – Downing and Bolt That the minutes from the Audit Committee Meeting held on 15 June 2010, be received. Carried 9/0
9.2 Tidy Town Committee Minutes
(7601) Moved Crs – Johnson and Szczecinski That the minutes from the Tidy Town Committee Meeting held on 19 July 2010, be received. Carried 9/0
9.3 WALGA – State Council Summary Minutes
(7602) Moved Crs – Bolt and Bowles That the summary minutes from the WALGA State Council Meeting held on 8 August 2010, be received. Carried 9/0
9.4 WALGA – AGM Minutes
(7603) Moved Crs – Talbot and Bowles That the minutes from the WALGA Annual General Meeting held on 7 August 2010, be received. Carried 9/0
9.5 Senior Citizens Centre Minutes
(7604) Moved Crs – Bolt and Bowles That the minutes from the Senior Citizen’s Committee Meeting held on 28 July 2010, be received. Carried 9/0
4 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10 MATTERS REQUIRING A COUNCIL DECISION
10.1 Finance & Administration Reports
10.1.1 COMMUNITY RESOURCE CENTRE REPORT
Applicant: Shire of Corrigin Location: Shire of Corrigin Date: 17 August 2010 Reporting Officer: Heather Ives, Community Resource Centre Coordinator Disclosure of Interest: No interest to disclose File Number: CMS/005/03
COMMENT 1. JULY 2010 Advertising: Nil JULY 2010 Email Advertising: Corrigin Movie Club – August date reminder & movie selection
2. JULY 2010 ROOM BOOKINGS Conference Room 11 Professional Office 2 Video Conference Room 2 Computer Training Room 0 Exam Supervisions 0
3. JUNE 2010 Courses / Workshops / Training / Information Seminars: Agrimaster Training Courses (3 days) - 27 participants Corrigin Movie Club (July) - 6 people Corrigin Camera Club - 7 people Farm Office Workshop - 9 participants Food Safe Seminar - 38 people Plumgrove Grain Marketing Meeting - 30 people Country Arts WA – Corrigin visit - 2 appointments ‘Skill Hire’ Employment Agency - 4 appointments ‘Community First’ Employment Agency - 6 appointments
4. Grants: 2010 Adult Learners’ Week: $1000 for Workshops x 3 - Unsuccessful.
5. ‘Better Connections’ Project (12 month pilot programme): Continued with compilation of new ‘Groups and Clubs Directory’ (aim to better inform newcomers and existing residents about opportunities for group involvement). Met with Barbara Keyser, Settlement Support Officer, CY O’Connor about training needs Met with representative of Country Arts WA to discuss opportunities for Arts funding
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Continued to update local clubs about funding opportunities
6. General Business: Corrigin 2010 Phonebooks: - Updated 2010/2011 Business Listings & Ads in white & yellow pages - Printed updated 2010 Phonebooks & distributed for sale at Shire; Post Office; Newsagents
7. Contract Renewals Medicare Australia Contract - $385pa
8. Equipment/Funding: Lotterywest Funding $18,220: - New computers installed in Computer Room x 9; CoOrd. Office x 1 CRC Video Conferencing Equipment Funding $3,500: - New Video Conferencing equipment installed – TV; Laptop; Web Cam CRC Rebranding Funding $5,000: - New Corrigin CRC Signage installed in Car Park; Front Door; Foyer - New Corrigin CRC Stationery printed
9. Resource Centre Monthly Usage: July 2010
CUSTOMERS ACCESSING FEE FOR SERVICE & SALES
COMPUTER ROOM HIRE Internet Use 98 Room Hire Payments 4 Computer Use - Data Projector Hire 1 Wireless Hotspot 1 Laptop Hire - SERVICES Folding Machine Hire - B&W Printing / Photocopies 40 Portable Projector Screen Hire 1 Colour Printing / Photocopies 4 White Boards - Photo Printing 4 Portable Pin-Up Board - Laminating 3 Engraver - Faxing 18 NLIS Wand - Binding 1 SALES Secretarial Services 10 Phonebook Sales 5 Scanning - Bird Book Sales 2 Desktop Publishing - Map Book Sales - Westlink Broadcast (View / Record) - Corrigin Book Sales 1 Computer Training (one-on-one) - Shire of Corrigin Polo Shirt - Sales Phone Calls - CD Sales - FEES Corrigin Post Card Sales 2 Resource Centre 2010 Membership 1 Corrigin Wrapping Paper Sales 2 Corrigin Movie Club 3 Courses - Farming Book Sale 1 OTHER OTHER Phonebook Business Listings 43
6 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
Monthly People through the Door : 245
CUSTOMERS ACCESSING RESOURCE CENTRE SERVICES
Phonebook - Enquiries 23 Dept. of Veterans’ Affairs - Centrelink 81 Course & Educational Enquires 9 Tourism 23 General Enquiries 131 Conferences/Training/Meetings 153 Corrigin Toy Library 26 Broadband for Seniors (BBS) 12 Westlink Broadcast (Viewing) - Exam Supervisions - ATO 2 Medicare 3 Monthly People through the Door : 463
TOTAL: 708 (Paying Customers and Customer Services provided)
Paying Customers and Customer Services Yearly Comparison
JUL AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUN YEAR TOTAL 2009-10 629 682 626 757 590 727 421 623 715 529 491 539 7,329 2010-11 708
OFFICER’S RECOMMENDATION That Council receives the Corrigin Community Resource Centre’s Report.
COUNCIL RESOLUTION (7605) Moved Crs – Szczecinski and Johnson That Council receives the Corrigin Community Resource Centre’s Report Carried 9/0
7 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10.1.2 ACCOUNTS FOR PAYMENT – JULY 2010
Applicant: Shire of Corrigin Location: Shire of Corrigin Date: 3 August 2010 Reporting Officer: Karen Dickinson, Finance Officer Disclosure of Interest: No interest to disclose File Number: FM 0036
BACKGROUND This information is provided to Council on a monthly basis in accordance with provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996. A Local Government is to develop procedures for the authorisation of, and payment of, accounts to ensure that there is effective security for, which money or other benefits may be obtained.
COMMENT The cheques and EFT payments that have been raised for the Council meeting and also during the month of July 2010 are attached.
After payment of the following cheques and EFT payments, the balance of creditors will be $NIL
STATUTORY ENVIRONMENT Local Government (Financial Management) Regulations
POLICY IMPLICATIONS There are no direct policy implications in relation to this item.
FINANCIAL IMPLICATIONS Expenditure in accordance with the 2009/2010 Annual Budget.
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council endorse vouchers 19208 to 19222, and EFT Payments in the Municipal Fund, totalling $355,847.28 and Cheque and EFT Payments in the Trust fund totalling $966.90 and EFT Payments in the Licensing account totaling $62,249.65
COUNCIL RESOLUTION (7606) Moved Crs – Hickey and Bowles That Council endorse vouchers 19208 to 19222, and EFT Payments in the Municipal Fund, totalling $355,847.28 and Cheque and EFT Payments in the Trust fund totalling $966.90 and EFT Payments in the Licensing account totaling $62,249.65 Carried 9/0
8 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10.1.3 MONTHLY FINANCIAL REPORT - JULY
Applicant: Shire of Corrigin Location: Shire of Corrigin Date: 3 August 2010 Reporting Officer: Taryn Dayman, Deputy Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: FM 0036
BACKGROUND The Local Government (Financial Management) Regulation 34 states that a local government must prepare a statement of financial activity reporting on the sources and applications of funds, as set out in the annual budget for the month.
Variances between budgeted and actual expenditure including the required Material Variances (10% with a minimum value of $10,000 are included in the variance report.
COMMENT A variance report is included with the monthly financial statements.
STATUTORY ENVIRONMENT Local Government (Financial Management) Regulations 1996.
POLICY IMPLICATIONS There are no direct policy implications in relation to this item.
FINANCIAL IMPLICATIONS Monthly Statement of Financial Activity.
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council adopts the Statement of Financial Activity for the month ending 31 July 2010, as presented, and note any material variances.
COUNCIL RESOLUTION (7607) Moved Crs – Bowles and Hickey That Council adopts the Statement of Financial Activity for the month ending 31 July 2010, as presented, and note any material variances. Carried 9/0
9 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10.1.4 DUAL FIRE CONTROL OFFICERS – SHIRE OF WICKEPIN
Applicant: Shire of Wickepin Location: Shire of Wickepin Date: 3 August 2010 Reporting Officer: Anita Stone, Executive Support Officer Disclosure of Interest: No Interest to Disclose File Number: ES 0001
BACKGROUND Correspondence has been received from the Shire of Wickepin requesting the appointment of Dual Fire Control Officers with the Shire of Corrigin.
COMMENT It is recommended that Council appoints Peter Stacey.
STATUTORY ENVIRONMENT Bush Fires Act 1954
POLICY IMPLICATIONS Policy 5.1.6 – Fire Control Officers - Appointment
STRATEGIC IMPLICATIONS Administration of Bush Fires Act with neighbouring Local Governments.
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council endorses the appointment of Peter Stacey as the Shire of Wickepin’s Dual Fire Control Officer with the Shire of Corrigin.
COUNCIL RESOLUTION (7608) Moved Crs – Hickey and Johnson That Council endorses the appointment of Peter Stacey as the Shire of Wickepin’s Dual Fire Control Officer with the Shire of Corrigin. Carried 9/0
10 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10.1.5 DUAL FIRE CONTROL OFFICERS – SHIRE OF KONDININ
Applicant: Shire of Kondinin Location: Shire of Kondinin Date: 3 August 2010 Reporting Officer: Anita Stone, Executive Support Officer Disclosure of Interest: No Interest to Disclose File Number: ES 0001
BACKGROUND Correspondence has been received from the Shire of Kondinin requesting the appointment of Dual Fire Control Officers with the Shire of Corrigin.
COMMENT It is recommended that Council appoints Phillip Browning.
STATUTORY ENVIRONMENT Bush Fires Act 1954
POLICY IMPLICATIONS Policy 5.1.6 – Fire Control Officers - Appointment
STRATEGIC IMPLICATIONS Administration of Bush Fires Act with neighbouring Local Governments.
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council endorses the appointment of Phillip Browning as the Shire of Kondinin’s Dual Fire Control Officer with the Shire of Corrigin.
COUNCIL RESOLUTION (7609) Moved Crs – Johnson and Bowles That Council endorses the appointment of Phillip Browning as the Shire of Kondinin’s Dual Fire Control Officer with the Shire of Corrigin. Carried 9/0
11 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10.1.6 INTERIM AUDIT REPORT
Applicant: Greg Goodwin, UHY Haines Norton, Auditor Location: Shire of Corrigin Date: 11 August 2010 Reporting Officer: Taryn Dayman, Deputy Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: FM0040
BACKGROUND An interim audit of Council’s finances and operations was undertaken by Greg Goodwin from Council’s auditors UHY Haines Norton in May 2010. A copy of the letter and report on matters requiring follow up is attached.
Mr Goodwin has noted 8 matters and 1 reminder raised with management during the audit review.
COMMENT The following matters and recommendations are noted. Management comments are also included addressing each note.
Annual and Primary Returns Observation Whilst reviewing the Annual and Primary returns in the financial interest register the following areas of non-compliance were noted: • Instead of all current councillors and employees returns being in the register only the returns of the current year were file • Numerous returns had 1 or more sections left blank; and • 1 Councillor had not signed his return
Management comment Previously all current councillors and employee returns have been kept in one register. It appears that confusion has occurred with the new filing system, where previous returns for current councillors and employees were transferred to the new file “GOV0022 Expired Financial interest / Disclosures including Primary & Annual Returns”. This has been addressed and the register now includes all returns for current Councillors and employees.
Shire Staff have provided Councillors and employees with the prescribed form for Annual and Primary Returns for their completion and has re-enforced best practice for completing the returns. The responsibility for the information included in Annual and Primary Returns is the responsibly of the person completing the form. Management will continue to re-enforce best practice for completing the returns and will provide assistance when requested. Forms will be checked to ensure basic information is included such as names, dates and signatures.
Investment Policy Observation A Review of Council’s Investment policy revealed the policy does not require reporting of: (a) the nature and location of all investments; and
12 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
(b) the transactions related to each investment
In addition, the investment policy does not refer to FM Reg 19.
Management comments A review of the investment policy has revealed that the policy does refer to FM Reg 19. Council’s policy is taken from the Department of Local Government’s guidelines on Investment Policies. An updated investment policy, including points (a) and (b) will be presented to council for their consideration at the August 2010 ordinary meeting. Once adopted this policy will be forward to Council’s auditors for their review and comments.
It should also be noted that the monthly investment report, as included in the financial report is fully compliant.
Notice of Annual Electors Meeting and the Annual Report Observation We noted local public notices were not given in the timeframes as required as follows: • Local public notice of availability of the annual report was not given as soon as practical after the report had been accepted by Council. The Annual report was adopted on 27 October 2009 whilst Local Public Notice of its availability was given on 16 November 2009; and • 8 days Local Public Notice was given of the Annual Elector’s Meeting.
Management comments Procedures have been put in place to ensure that the required Local Public Notice is given. All required Local Public Notice will now be advertised in the West Australian and/or Narrogin Observer, instead of relying on the local Windmill publication which is only produced fortnightly.
Monthly Statements of Financial Activity Observation Whilst reviewing the Monthly Statements of Financial Activity we noted the list of reasons for material variance did not tie into the schedule showing the material variances.
Management Comments Whilst it is noted that all material variances are being explained to help ensure compliance with FM Reg 34(2)(b) the schedule reflecting the material variance is now directly included in the variance report for ease of cross referencing.
Manual Rolling Reconciliations Observation Our review of the rates system revealed the opening balances in the Manual Rolling Reconciliations were different to the opening balances in the GRV and UV Rolls provided by the Valuer General’s Office.
Management Comments The opening balances in the Manual Rolling Reconciliations have been resolved. It is noted that the Manual Rolling Reconciliation as at 30 June 2010 is balanced. Monthly reconciliations will now be reviewed by the DCEO to ensure their accurate and timely competition.
13 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
Missing Payment Sequences Observation Whilst reviewing the list of payments presented monthly to Council we noted: • Cheque and EFT numbers were missing from the sequences; and • Direct debits did not appear to have a sequential numbering system
Management Comments The missing cheques and EFT from the monthly list of payment has been a result of the timing between preparing the report and raising of cheques and EFT payments on the same day. To ensure that all payments are correctly included on the monthly list of payments, the previously months report is now reviewed to obtain the last cheque and EFT payment number and the sequences cheques and EFT payments are now being fully reported. A change to the date range to which the monthly list of payments is produce, which commenced from July 2010 which also assist in ensuring that all payments are included in the monthly list of payments.
The Direct Debit numbering allocated is generated by Council’s Financial System, investigations are required to establish if this system can be altered to ensure a sequential number system is in place.
Personnel Records Observation Whilst reviewing payroll records we noted personnel files are stored in a filing cabinet situated in the general office.
Management Comments To ensure that personnel files are stored in a more secure manner, a lockable cabinet will be used in the future. It is anticipated that personnel files will be located in this new lockable cabinet within the next 2 months.
Month End Reconciliations Observations Our review of the month end reconciliations revealed not all reconciliations are being signed and dated by the preparer and review of these reconciliations.
Management Comments All staff are now ensuring that all reconciliations are being correctly signed and dated
Reminders The Accounting Policy in relation to Land under Roads be amended to reflect whether Council has made any election in this regard.
Management Comments Council has adopted a Land under roads policy and therefore the election in this regard is now accurate.
STATUTORY ENVIRONMENT Local Government Act 1995, Part 7 – Audit
POLICY IMPLICATIONS Council does not have a policy in relation to this matter.
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FINANCIAL IMPLICATIONS There are no direct financial implications in relation to this matter.
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council receives the report on the outcomes of the Interim Audit for 2009/2010 and accepts the report of the DCEO in relation to the audit outcomes.
COUNCIL RESOLUTION (7610) Moved Crs –Bolt and Downing That Council receives the report on the outcomes of the Interim Audit for 2009/2010 and accepts the report of the DCEO in relation to the audit outcomes. Carried 9/0
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10.1.7 INVESTMENT POLICY
Applicant: Shire of Corrigin Location: Shire of Corrigin Date: 11 August 2010 Reporting Officer: Julian Murphy, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: Policy Manual
BACKGROUND Council’s investment policy has been developed based on the Department of Local Government best practice guideline for investments. A copy of the investment guidelines can be viewed at the Department’s website www.dlg.wa.gov.au.
The policy aims to achieve the following objectives: To invest the Shire of Corrigin’s surplus funds, with consideration of risk and at the most favourable rate of interest available to it at the time, for that investment type, while ensuring that its liquidity requirements are being met.
The policy has consideration for the following: • Aims and objectives of investments • Legislative requirements • Delegation of authority • Prudent person standard • Ethics and conflicts of interest • Approved investments • Prohibited investments • Benchmarks • Reporting and review of policy
A recent report resulting from the Interim Audit undertaken by UHY Haines Norton has recommended that Council include in its investment policy a reference to the requirement of Regulation 19 of the Financial Management (FM) regulations for a local government to establish and document internal control procedures to enable the identification of — (a) the nature and location of all investments; and (b) the transactions related to each investment.
COMMENT Whilst Council’s investment policy makes reference to the requirement for investments to comply with legislation including FM Reg.19 it does not specifically state the provisions of FM Reg. 19.
It is proposed to include the following provisions in the Investment Policy:
“Reporting and Review
16 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
A monthly report will be provided to Council in support of the monthly statement of activity. The report will detail the investment portfolio in terms of performance, percentage exposure of total portfolio, maturity date and changes in market value, and enable the identification of — (a) the nature and location of all investments; and (b) the transactions related to each investment.”
A copy of the revised policy is attached.
STATUTORY ENVIRONMENT Local Government Act 1995 – section 6.14, power to invest. Local Government (Financial Management) Regulations 1996 – Regulation 19, Management of investments.
POLICY IMPLICATIONS Modification of policy relating to the investment of surplus funds.
FINANCIAL IMPLICATIONS Policy establishes procedures for the investment of surplus funds with consideration of risk, rate of return and liquidity requirements.
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That council adopts the revised Investment Policy as proposed.
COUNCIL RESOLUTION (7611) Moved Crs – Hickey and Downing That council adopts the revised Investment Policy as proposed. Carried 9/0
17 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
OFFICER’S RECOMMENDATION That Council closes the meeting to the public to consider the following item regarding the Nomination for Freeman of the Shire of Corrigin.
COUNCIL RESOLUTION (7612) Moved Crs – Szczecinski and Downing That Council closes the meeting to the public to consider the following item regarding the Nomination for Freeman of the Shire of Corrigin. Carried 9/0
10.1.8 FREEMAN OF THE SHIRE OF CORRIGIN – NOMINATION FOR AWARD
Applicant: Shire of Corrigin Location: Shire of Corrigin Date: 11 August 2010 Reporting Officer: Julian Murphy, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number:
REASON FOR CONFIDENTIALITY The Chief Executive Officer’s Report is confidential in accordance with section 5.23(2)(a) of the Local Government Act because it deals with matters affecting the personal affairs of a person. The Chief Executive Officer’s Report has been provided to Council under separate cover.
STATUTORY ENVIRONMENT Local Government Act 1995
POLICY IMPLICATIONS Freeman – Guidelines for Appointment policy
FINANCIAL IMPLICATIONS There are no direct financial implications in relation to this item
STRATEGIC IMPLICATIONS There are no direct strategic implications in relation to this item
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council approves the nomination dated 9 August 2010 and awards the honour of Freeman of the Shire of Corrigin to the nominee in accordance with the recommendation contained within the Chief Executive Officer’s confidential report.
18 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
COUNCIL RESOLUTION (7613) Moved Crs – Bolt and Hickey That Council approves the nomination dated 9 August 2010 and awards the honour of Freeman of the Shire of Corrigin to the nominee in accordance with the recommendation contained within the Chief Executive Officer’s confidential report. Carried 9/0
COUNCIL RESOLUTION (7614) Moved Crs - Downing and Szczecinski That Council opens the meeting to the public. Carried 9/0
Anita left the meeting at 3.30pm and returned with the MEHBS, Frank Buise at 3.31pm
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10.2 Health Building & Planning Reports
10.2.1 MEHBS – INFORMATION UPDATE
Applicant: Shire of Corrigin Location: Whole of Shire Date: 11 August 2010 Reporting Officer: Frank Buise, Manager Environmental Health and Building Services Disclosure of Interest: No Interest to Disclose File Number: CM 0007
BACKGROUND The following is to update Councillors on various issues within the Health & Building and Town Planning area.
COMMENT The following information is supplied for Council’s information:
Building License’s Issued Under Delegated Authority No building licenses were issued for the period.
Central & Northern Wheat belt and Midwest Regional Environmental Health Group Meeting The meeting was held on Friday 30 July 2010 at the Shire of Northampton office in Kalbarri. The meeting was attended by 25 EHO/BS. Topics covered were;
DEC Changes to DEC Licensing requirements-all mobile concrete batching plants to be licensed. DEC to undertake more surveillance with inspector numbers increasing. Northam office to reopen and have several inspectors (this should make our life easier as we deal with 4/5 people in Perth). Introduction of a new ‘Scoping’ requirement (new name for more information that they require) also include having meetings with a works approval request.
DOH The swimming pool guidelines were published in May 2010. They have now been updated. Changes to the different classes of swimming pools (1,2,3,4) Water reuse to be subject to more control. Talk of ERA taking over a licensing role.
Batavia Regional Organisation of Councils Climate Change Adaptation Plan. A rundown of the issues raised when the report was drafted.
Changes to the Code of Practice for Safe Removal of Asbestos. This was presented by Chris Kirwin Chief Inspector Worksafe. Changes to the requirements for the safe removal of asbestos and what that means for home owners.
The next regional group meeting is to be held in Hyden on 26 November 2010.
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General As usual general advice, building and health inspection work, tip inspections, including complaints, etc have taken place.
STATUTORY ENVIRONMENT Various
POLICY IMPLICATIONS There are no direct policy implications in relation to this item.
FINANCIAL IMPLICATIONS There are no direct financial implications in relation to this item
STRATEGIC IMPLICATIONS There are no direct strategic implications in relation to this item
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council receives the EHO information update.
COUNCIL RESOLUTION (7615) Moved Crs – Johnson and Szczecinski That Council receives the EHO information update. Carried 9/0
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Cr Bushell declared an interest in the following item and left the meeting at 3.50pm. Mr Buise left the meeting at 3.51pm.
10.2.2 LOT 68 BULLARING ROAD – LEASE APPLICATION
Applicant: Zbigniew Dzwonkowski Location: Lot 68 Bullaring Road Bullaring Date: 11 August 2010 Reporting Officer: Julian Murphy, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: A10104
BACKGROUND Council has received a request from State Land Services for comment on the application from Mr Zbigniew (Ziggi) Dzwonkowski to obtain a 10 year lease over Lot 68 Bullaring Road Bullaring. Mr Dzwonkowski intends to extend the existing nursery on neighbouring land owned by Mr Marek Orlowski onto Lot 68.
A plan of the location is attached.
COMMENT Lot 68 Bullaring Road is located in the Bullaring townsite and zoned industrial. The proposed usage as a nursery is an “AA” use under the Shire of Corrigin Town Planning Scheme No.2 (TPS2) meaning that approval must be obtained from Council prior to establishing a nursery there.
Should Council support Mr Dzwonkowski’s application to lease the land then a condition requiring a planning application to establish a nursery is recommended.
STATUTORY ENVIRONMENT Local Government Act 1995 Shire of Corrigin Town Planning Scheme No.2
POLICY IMPLICATIONS Council does not have a policy in relation to this item.
FINANCIAL IMPLICATIONS There are no direct financial implications in relation to this item
STRATEGIC IMPLICATIONS There are no direct strategic implications in relation to this item
VOTING REQUIREMENT Simple Majority
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OFFICER’S RECOMMENDATION That Council raises no objection to the application from Mr Zbigniew Dzwonkowski to lease Lot 68 Bullaring Road Bullaring from State Land Services for the purpose of Plant Nursery and advise State Land Services that Development Approval is required in accordance with the Shire of Corrigin Town Planning Scheme No.2 before a nursery can be established at the location.
COUNCIL RESOLUTION (7616) Moved Crs – Bolt and Szczecinski That Council raises no objection to the application from Mr Zbigniew Dzwonkowski to lease Lot 68 Bullaring Road Bullaring from State Land Services for the purpose of Plant Nursery and advise State Land Services that Development Approval is required in accordance with the Shire of Corrigin Town Planning Scheme No.2 before a nursery can be established at the location. Carried 8/0
Cr Johnson left the meeting at 3.57pm and returned with Cr Bushell at 3.57pm.
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10.2.3 PROPOSED ROAD CLOSURE – UNNAMED ROAD, CORRIGIN
Applicant: Jason Zuglian Location: Lot 383 Walton Street Corrigin Date: 12 August 2010 Reporting Officer: Julian Murphy, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: CP0002
BACKGROUND Council has received a request from Jason Zuglian for support for the closure of an unnamed road adjacent to the property at Lot 383 Walton Street Corrigin. Mr Zuglian wishes to apply to the State of Western Australia to purchase the unnamed road and have it amalgamated into his property at Lot 383 Walton Street Corrigin but requires Council’s support to close the road first.
Council considered this matter at its March 2010 meeting where it resolved to advertise the proposed road closure in accordance with section 58 of the Land Administration Act 1997.
The proposal was advertised state wide on 2 June 2010 with submissions closing on 14 July 2010. No submissions from the public were received about the proposed road closure.
COMMENT If Council resolves to support the road closure proposal the Shire will then need to prepare and lodge a detailed written submission to the State Land Services Division of the Department of Regional Development and Lands (DRDL).
The DRDL will then assess the proposal and write to all government agencies that may have an interest to confirm their position. If there are no issues or problems the DRDL will then prepare a report and recommendation to the Minister for lands who will then make the final decision on the road closure proposal.
If the Minister agrees to the road closure then arrangements will be made by the DRDL to close the road and sell the land directly to the applicant for amalgamation into one or more of the adjoining properties. This will include a valuation of the land to determine its current market value.
The DRDL, on advice from the Department of Planning, may require the land comprising the road reserve area to be rezoned before they agree to the closure and sale of the land. The land is not currently zoned which means that there are no planning controls that would apply to its future development. This is an issue that will need to be addressed. The cost of rezoning the land will need to be borne by the applicant directly.
STATUTORY ENVIRONMENT Local Government Act 1995 Land Administration Act 1997
POLICY IMPLICATIONS Council does not have a policy on this matter.
24 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
FINANCIAL IMPLICATIONS Costs associated with the road closure process to be borne by the applicant.
STRATEGIC IMPLICATIONS Implications for future subdivisions of industrial land in Walton and Rendell Streets Corrigin.
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council in accordance with section 58 of the Land Administration Act 1997 requests that the Minister for Lands formally close the unnamed road between Lots 383 and 475 Walton Street Corrigin subject to the applicant indemnifying Council against all costs associated with the road closure process.
COUNCIL RESOLUTION (7617) Moved Crs – Bowles and Bolt That Council in accordance with section 58 of the Land Administration Act 1997 requests that the Minister for Lands formally close the unnamed road between Lots 383 and 475 Walton Street Corrigin subject to the applicant indemnifying Council against all costs associated with the road closure process. Carried 9/0
25 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10.2.4 GENERALIST MEDICAL SERVICES
Applicant: Shire of Corrigin Location: Shire of Corrigin Date: 16 August 2010 Reporting Officer: Julian Murphy, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: CS 0003
BACKGROUND The generalist medical services at the Corrigin Medical Centre are currently provided by Dr Hans Grobbelaar and managed under contract by Gemini Medical Services. Under the existing arrangement Gemini are contracted to both Dr Grobbelaar and the Shire of Corrigin to manage the practice.
The Doctor also has direct contracts with WA Country Health Service to provide visiting medical services to the Corrigin Hospital.
Following advice from Dr Grobbelaar that he is leaving Corrigin to take up a medical officer position in Exmouth, Gemini Medical Services has advised Council that it will be withdrawing its services from Corrigin on 10 November 2010.
Council has made a provision of $49,400 in the current year’s budget for contract medical services. Council also provides a four bedroom house, a motor vehicle and the Corrigin Medical Centre building to the Doctor at no cost. The Shire of Corrigin has no legal ownership or involvement with the running of the medical practice under the current arrangements.
COMMENT The provision of general practitioner services to the community and hospitals is not the responsibility or jurisdiction of local government. The responsibility for doctors sits with the commonwealth government and the responsibility for servicing hospitals is that of the state government. The reality in some country areas is that if local government does not take on the responsibility for providing medical services then both the state and federal government will do nothing to help find a doctor for rural towns such as Corrigin.
To this end it is imperative that the Shire of Corrigin takes action to fill the breach with respect to the management of the Corrigin medical practice and the recruitment of a suitable doctor to provide generalist medical services to the community.
What is required is for the Shire of Corrigin to establish a new medical practice in Corrigin owned and managed by the Council. This will require negotiation with Dr Grobbelaar and Gemini Medical Services to obtain patients’ records and other information required to operate the medical practice. The Shire will also have to negotiate with the existing medical centre staff over transitioning their employment to the Shire of Corrigin.
Council will also have to begin the process of recruiting a new doctor for Corrigin. There is currently a critical shortage of doctors in rural Western Australia brought about in part by the federal government’s changes to 457 visa rules and overseas trained doctors’ registration
26 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
requirements. This shortage has been exacerbated by the WA Country Health Service’s stringent accreditation requirements for doctors working in rural hospitals.
There are a number of strategies that could be followed to address the issue of the medical practice and recruitment of a doctor. All of these strategies will need to be examined and considered in the initial stages of resolving the loss of generalist medical services to the town. The CEO intends to meet with key stakeholders, service providers and neighbouring local governments in the initial stages of this process in order to establish the best way forward.
Before pursuing the necessary actions required to establish a new Shire owned and managed medical practice and the recruitment of a suitable doctor for Corrigin, the CEO requires Council’s authorization and endorsement.
The CEO in pursuing this issue will work closely with President and Deputy President on a day to day basis and keep the Council regularly updated on the progress and direction of the issues. The process of recruiting a permanent doctor for Corrigin may take up to a year. In the interim, the CEO will endeavour to cover the shortfall by using locums.
STATUTORY ENVIRONMENT Local Government Act 1995
POLICY IMPLICATIONS Council does not have a policy in relation to this item.
FINANCIAL IMPLICATIONS Expenditure for the provision of generalist medical services to Corrigin. Council may need to review the current allowance for medical services in the budget to meet the costs of locums and the recruitment of a new doctor.
STRATEGIC IMPLICATIONS Provision of medical services to the community to support population retention and growth.
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council establishes a medical practice to provide generalist medical services to the Corrigin Community and authorizes the Chief Executive Officer to undertake the necessary actions for the establishment of the new practice including the recruitment of a suitably qualified doctor and practice staff.
COUNCIL RESOLUTION (7618) Moved Crs – Hickey and Downing That Council establishes a medical practice to provide generalist medical services to the Corrigin Community and authorizes the Chief Executive Officer to undertake the necessary actions for the establishment of the new practice including the recruitment of a suitably qualified doctor and practice staff. Carried 9/0
27 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10.3 Works & General Purpose Reports
10.3.1 NRMO – INFORMATION UPDATE
Applicant: Shire of Corrigin Location: Shire of Corrigin Date: 11 August 2010 Reporting Officer: Sandy Turton, Natural Resource Management Officer Disclosure of Interest: No interest to disclose File Number:
BACKGROUND The following is to update Councillors on various issues within the Natural Resource Management Area.
COMMENT The following information is supplied for perusal:
FUNDING OPPORTUNITES The NRMO has been busy writing more grants to address wind erosion issues in the Corrigin district through Wheatbelt NRM funding. The two past successful grants were written under the Corrigin Farm Improvement Group name as funding was available to community groups only.
JUBUK TOWNSITE RESERVE A funding application that was written to improve water flow in the Jubuk Creek at the Jubuk Townsite Reserve has been denied. However the original grant that was approved for works in this area some time ago by the Corrigin Landcare group, and never exercised due to a liability issue with excavation works, still has $3,900 leftover which is held by the Corrigin Farm Improvement Group.
The Corrigin Farm Improvement Group has been approached by the NRMO to use this money allocated for works by Munjin Earthworks; Roger George, for the current project. As this is only half of the original quote by Roger George, Roger has been asked to re-quote on the money available to do what he can. Opening up the blocked creek will see many native shrubs and trees regenerated simply by reducing salt blockages and having the creek flow again. In the future, the NRMO will look into further grants to complete the works.
BAITING Rabbit baiting with local farmers is underway on local road reserves that have been desiccated by the feral imports. The town of Corrigin farmers have been very proactive with the NRMO is addressing issues associated with rabbit infestations and are welcoming the Shire’s assistance in dealing with the problem.
CORRIGIN RESERVE Along with Mike Griffiths; WWF and Greg Durell; District Manager DEC Narrogin, the NRMO is in talks regarding best practice to manage the reserve to reduce feral pests and weeds. The reserve was formally vested with the Water Corporation and has now been given to the DEC for conservation.
28 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
RTP The Rural Towns Program is running very well with three pumps being replaced each year that the NRMO has been in Corrigin. A successful roundup of bores with the local pump distributors; Rob McMiles and Ross Poultney has seen a greater understanding of where, how and to whom these bores pump. Once Rob McMiles returns from holidays the NRMO will complete the updated map and bore schedule that will assist anyone that needs to know how and where these bores pump to; something which has taken some understanding and patience.
CORRIGIN ROCK WALK TRAIL Seven informative signs on the native flora and fauna have been completed for the Corrigin Rock walk through Connelly Images and are ready to erect.
ROADSIDE SPRAYING Along with Greg Aldworth and Kevin Turner, the NRMO has written up a detailed schedule of Declared Plant spraying along road verges within the Shire of Corrigin. The main Declared Plants that Corrigin has are Paterson’s Curse and Cape Tulip, however Mr. Turner and Mr. Aldworth will also be targeting problem areas of African Love Grass, Bridal Creeper [a Declared Plant] and Afghan Thistle.
Using Miss Turtons Farm Improvement Group contacts, many problem areas have been identified and a partnership with local farmers has been formed to counteract future problematic areas; along with a partnership of controlling recognized areas.
THREATENED SPECIES Working with DEC, Miss Turton has brought increased awareness to the Corrigin Community on threatened species sightings and is working with local farmers to identify and report them. A large flock of Carnaby Cockatoos has been identified at Bulyee and Miss Turton is assisting DEC Wildlife Officer Avril Baxter to further document their habits to assist in their survival for future generations.
There has also been several reports of Mallee Fowl in the Corrigin Reserve which has attracted a lot of interest by WWF and DEC.
STATUTORY ENVIRONMENT Various
POLICY IMPLICATIONS There are no direct policy implications in relation to this item.
FINANCIAL IMPLICATIONS There are no direct financial implications in relation to this item.
STRATEGIC IMPLICATIONS There are no direct strategic implications in relation to this item.
VOTING REQUIREMENT Simple Majority
29 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
OFFICER’S RECOMMENDATION That Council receives the NRMO information update.
COUNCIL RESOLUTION (7619) Moved Crs – Johnson and Szczecinski That Council receives the NRMO information update. Carried 9/0
30 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
10.3.2 FRIENDS OF CORRIGIN – OFF ROAD RACING EVENT
Applicant: Shire of Corrigin Location: Shire of Corrigin Date: 12 July 2010 Reporting Officer: Julian Murphy, Chief Executive Officer Disclosure of Interest: No interest to disclose File Number: CS0032
BACKGROUND Council has received a request from the Friends of Corrigin for permission to hold on Off Road Racing Event in the Shire of Corrigin in November 2010.
The event is proposed to be regulated and run by the WA Off Road Racing Association under the control of the Confederation of Australian Motorsports (CAMS).
The event is proposed to be held on private property south of the Corrigin townsite. The race route crosses Shire controlled roads a number of times. The following roads will need to be closed or the flow of traffic controlled for the event: • Corrigin South Road • Dilling Railway Road • Connelly Road • Dilling Road The Friends of Corrigin have indicated that they will be obtaining the necessary approvals for the event with respect to road closures.
Council considered this matter at its July 2010 meeting where it resolved to give in principle support to the off road racing event in Corrigin including the closure of roads subject to the organisers considering a change of date and/or change of route to reduce the risk of fire and disrupting seasonal harvesting commitments.
The CEO has met with Mr John Reynolds form the Friends of Corrigin and inspected the proposed race route. The race route is generally on private land but uses parts of the Dilling Railway Road and Dilling Road and crosses the Corrigin South Road and Connelly road. Mr Reynolds has given an undertaking that race organisers will reinstate any roads damage during the event.
COMMENT
Council’s primary concern was the closure of the Corrigin South Road and the affect of limiting access by farmers to the Corrigin grain receival point via that road. The race organizers do not wish to change the date but have instead suggested that the Corrigin South Road remain open to traffic and controlled by traffic controllers and marshals during the periods that vehicles are on the race course. This would allow access to the wheat bin throughout the event.
With respect to fire risk, the organizers have undertaken to have sufficient fire fighting vehicles located around the course during the event. Organisers have been made aware that any
31 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010 movement or fire bans imposed due to the risk of fire weather danger will result in the race being stopped until those bans have been lifted.
STATUTORY ENVIRONMENT Local Government Act 1995
POLICY IMPLICATIONS Council does not have a policy in relation to this item.
FINANCIAL IMPLICATIONS There are no direct financial implications in relation to this item
STRATEGIC IMPLICATIONS There are no direct strategic implications in relation to this item
VOTING REQUIREMENT Simple Majority
OFFICER’S RECOMMENDATION That Council endorses the arrangements for the control of traffic on the Corrigin South Road and fire fighting arrangements for the Friends of Corrigin and the West Australian Off Road Racing Association off road racing event in Corrigin in November 2010.
COUNCIL RESOLUTION (7620) Moved Crs – Hickey and Bowles That Council endorses the arrangements for the control of traffic on the Corrigin South Road and fire fighting arrangements for the Friends of Corrigin and the West Australian Off Road Racing Association off road racing event in Corrigin in November 2010. Carried 8/1
32 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
11 NOTICE OF MOTIONS –
There were no notices of motions.
12 NOTICE OF MOTIONS – NEXT MEETING –
There were no notices of motions for the next meeting.
13 CHIEF EXECUTIVE OFFICERS REPORT
There was no CEO’s report.
14 PRESIDENTS REPORT
The President commented on the Doctors Forum at Local Government Week.
15 COUNCILLORS REPORTS
Cr Downing – WALGA Road Safety Trailer Tim Thornton has arranged for the Road Safety Trailer to be at the Corrigin Show. The Shire will need to arrange to have it picked up from Mukinbudin. Tim has contacted Graeme about helping to man the trailer – 3 other Councillors will also be involved. Other local reps will man the trailer while Councillors are busy with the Show reception.
Cr Downing - Community & Recreation Forum Cr Downing & Cr Baker attended the Community & Recreation Forum at Kulin on 30 & 31 July. Cr Downing dot pointed some information for Councillors.
Active After School Communities – Corrigin DHS has had this program running for all of 2009 and most of 2010 but are in need of a Coordinator. RDA – spoke on volunteers and the importance of them and grant writing points. Merredin Recreation Centre – have a lack of storage, problems with staff retention, lack of gym is an issue, allocation of office space probably not the best and parental control sometimes is frustrating. The facilities are used well by the community. Membership is $50 full and $30 social. They currently have a tavern license and would not recommend this as the best option. DSR Chelsea Gellard – spoke on funding opportunities and that applying in stages is the best bet for funding but there is no guarantee for funding each stage by DSR. Clubs WA – apparently it is now much easier to get a Club License in WA. The RSA course is available to do online. They encourage clubs to have corporate memberships. DSR on Climate Change – encouraging people to be as pro active as possible. The Avon River is currently at it’s lowest level ever and rainfall has dropped 28% since 1974. Kambalda Rec Centre – has large tanks underneath the building to help water the grassed areas, they also installed waterless urinals. The project cost $10.5 million and was helped along by the mining companies in the area.
33 Minutes of the Ordinary Meeting of Council held in the Shire of Corrigin Council Chambers on Tuesday 17 August 2010
Cr Bolt Spoke to the CEO at Northam regarding their sporting complex (3 basketball courts). Are closing their current pool and building a new 25m pool. $9million project including the pool.
16 URGENT BUSINESS
There was no urgent business.
17 INFORMATION BULLETIN
There was no business arising from the Information Bulletin.
18 WALGA & CENTRAL ZONE MOTIONS
There was no WALGA or Central Zone motions
19 MEETING CLOSURE
There being no further business to discuss, the President thanked everyone for their attendance and closed the meeting at 5.15pm.
President Date
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