Minutes (403.07

Minutes

Of the

Ordinary Meeting of Council

Held on

Wednesday, 20th March 2013

At 9.05 am

The Council Chambers

Maddock St, Mukinbudin

DISCLAIMER

No responsibility whatsoever is implied or accepted by the Shire of Mukinbudin for any act, omission or statement or intimation occurring during Council or Committee meetings. The Shire of Mukinbudin 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 or Committee meetings. Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or Committee meeting 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 intimation of approval made by a member or officer of the Shire of Mukinbudin during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Mukinbudin. The Shire of Mukinbudin warns that anyone who has any application lodged with the Shire of Mukinbudin must obtain and should only rely on written confirmation of the outcome of the application, and any conditions attaching to the decision made by the Shire of Mukinbudin in respect of the application.

ETHICAL DECISION MAKING AND CONFLICTS OF INTEREST

Council is committed to a code of conduct and all decisions are based on an honest assessment of the issue, ethical decision-making and personal integrity. Councillors and staff adhere to the statutory requirements to declare financial, proximity and impartiality interests and once declared follow the legislation as required.

Table of Contents

1. Declaration of Opening 1.1 Declaration of Opening 2. Public Question Time 2.1 Response to previous questions taken on notice 2.2 Declaration of Public Question time open 2.3 Declaration of public time closed 3. Record of Attendance, apologies, approved leave of absence 3.1 Present 3.2 Apologies 3.3 On Leave of Absence 3.4 Staff 3.5 Visitors 3.6 Gallery 3.7 Applications for leave of absence 4. Petitions, Deputations, Presentations 4.1 Petitions 4.2 Deputations 4.3 Presentations 5. Announcements by the presiding member without discussion 6. Confirmation of minutes of previous meetings 6.1 Confirmation of Minutes of Meeting held 19th December 2012 6.1.1 Business Arising from Minutes 7. Matters for which the meeting may be closed 8. Reports of Committees and Officers 8.1 Deputy Chief Executive Officer’s Report 8.1.1 List of Payments February 2013 8.1.2 Monthly Financial Report February 2013 8.2 Chief Executive Officer’s Report 8.2.1 NEWROC 8.2.2 WALGA Great Eastern Zone 8.2.3 Local Government Reform 8.2.4 Emergency Management Plans 8.2.5 Cropping of Shire Land 8.2.6 Body Pump Classes 8.2.7 NEWROC Literary Lunch 8.2.8 Valuing Visitors Workshop 8.2.9 Drive-In 8.2.10 Swimming Pool 8.2.11 Chief Executive Officer’s Report

8.3 Environmental Health Officer’s Report 8.3.1 Outbuildings Policy 8.4 Caravan Park Manager’s Report 8.4.1 Caravan Park Manager’s Report 8.5 Pool Managers Report 8.5.1 Mukinbudin Swimming Pool Report 8.6 NRM Officer’s Report 8.6.1 NRM Officers Report 8.7 Work Supervisor’s Report 8.7.1 Work Supervisor’s Report (late item) 9. Correspondence and Information Report

10. Elected members Motions of which previous notice has been given Nil 11. Urgent Business without notice (with the approval of the president or meeting) 11.1 Popes Hill Memorial 11.2 Compliance Audit 12. Confidential Items – Meeting to be closed to the Public in accordance with the provisions of the Local Government Act 1995. 12.1 Kununoppin Medical Practice 12.2 DCEO Approval of Package for Advertising and panel appointment 12.3 CEO Approval of Package for Advertising and panel appointment 13. Closure of Meeting

Minutes of the Ordinary Meeting of Council held in Council Chambers, Maddock Street, Mukinbudin on 20th March 2013.

1. Declaration of Opening 1.1 The Shire President declared the Meeting open at 9.05am

Kevin Penrose entered the meeting at 9.05am

2. Public Question Time 2.1 Response to previous questions taken on notice.

2.2 Declaration of public question time opened The Shire president will declare public question time open at 9.06am.

Kevin Penrose; Asked if the Shire could write a letter to Colin Barnet regarding the Multi Peril Insurance or if it was something that NEWROC could do? This has been referred to the next NEWROC Executive Meeting

Can the Shire investigate the opportunity of having a Contract Road Crew in town? This has been referred to Rod Munns at the next NEWROC Executive Meeting.

Look at the possibility to buying a generator for the town from the Royalties for Regions Money. We are almost capped at our capacity for power. This will be discussed in General Business with a response to be forwarded.

Can some of the trees along the North Road be trimmed back as they are hitting the tops of Trucks This has been referred to the Works Supervisor for costing’s.

Comment: David the Horticulturalist is doing wonderful things to the gardens around town.

Kevin Penrose left the meeting at 9.25am.

2.3 Declaration of public question time closed The Shire President will declare public question time closed at 9.25am.

3. Record of attendance, apologies and approved leave of absence 3.1 Present: GJ Shadbolt President Lake Brown/Dandanning Ward RJ Comerford Deputy President Wattoning Ward KD Lancaster Town Ward SG Ventris (arrived at 2.15pm) Town Ward SR Palm Bonnie Rock Ward JD O’Neil Bonnie Rock Ward CW Geraghty (left at 12.40pm) Town Ward KR Sippe Town Ward

3.2 Apologies: BE Watson Wilgoyne Ward

3.3 On leave of absence: NIL

3.4 Staff: Trevor Smith Chief Executive Officer Ellen Maddock Deputy Chief Executive Officer Bob Edwards (arrived at 9.26am – 10.09am) Works Supervisor Ann Brandis (arrived at 10.11am – 10.39am Community Development Officer

3.5 Visitors: Kevin Penrose (arrived 9.05am – 9.25am)

3.6 Gallery: NIL

3.7 Applications for leave of absence: NIL

4. Petitions, deputations and presentations 4.1 Petitions NIL

4.2 Deputations NIL

4.3 Presentations Gavin Stephens & Ann Brandis entered the meeting at 10.11am left at 10.39am Principal from Mukinbudin District High school Gavin Stephens Presentation on his future of the District High school and his vision

5. Announcements by the Presiding person without discussion

MEETING ADJOURNMENT MORNING TEA (10.39AM – 11.05AM)

The meeting adjourned at 10.39am for morning tea and reconvened at 11.05am)

6. Confirmation of the Minutes of previous meetings 6.1 Confirmation of Minutes for the Ordinary Meeting of Council held on the 20th February 2013

Recommendation That the Minutes of the Ordinary Meeting of Council held on the 20th February 2013 be accepted as a true and correct record of proceedings.

Council Decision Number – 785

Voting Requirements – Simple Majority

Moved: Cr Sippe Seconded: Cr Geraghty

That the Minutes of the Ordinary Meeting of Council held on the 20th February 2013 be accepted as a true and correct record of proceedings.

Carried 7/0

6.1.1 Business Arising from Minutes - Long Service Leave

7. Matters for which the meeting may be closed

8. Reports of Committees and Officers 8.1 Deputy Chief Executive Officer Reports 8.1.1 List of Payments February 2013 Location: Mukinbudin File Ref: Applicant: Ellen Maddock - DCEO Date: 12 March 2013 Disclosure of Interest: NIL Responsible Officer Ellen Maddock - DCEO Author: Ellen Maddock - DCEO

If a Councillor has any questions regarding the enclosed finances, please see the Deputy Chief Executive Officer prior to the meeting so that a researched answer may be provided.

Background A list of payments submitted to Council on 28th February 2013, for confirmation in respect of accounts already being paid or for the authority to those unpaid.

Financial Implications A list of payments is required to be presented to Council as per section 13 of the Local Government Act (Financial Management Regulations 1996).

Policy Implications Council Policy No. 1.6.5 (e) states that a list of payments is required to be presented to Council each month in accordance with Financial Management Regulations 13(1) for recording in the minutes.

Recommendation That the list of payments to today’s meeting on Vouchers – Muni 29974 – 30006 and Transfers D/D129.1213 to D/D143.1213 totalling $237,903.10 for payments made in February 2013, be passed for payment.

Council Decision Number – 786

Voting Requirements – Simple Majority

Moved: Cr Comerford Seconded: Cr Geraghty

That the list of payments to today’s meeting on Vouchers – Muni 29974 – 30006 and Transfers D/D129.1213 to D/D143.1213 totalling $237,903.10 for payments made in February 2013, be passed for payment.

Carried 7/0

8.1.2 Monthly Financial Report – February 2013 Location: Mukinbudin File Ref: Applicant: Ellen Maddock - DCEO Date: 12 March 2013 Disclosure of Interest: NIL Responsible Officer Ellen Maddock - DCEO Author: Ellen Maddock - DCEO

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).

The Monthly Statement of Financial Activity for the period ending 28th February 2013 is attached for Councillor Information, and consisting of;

1. Statement of Financial Activity 2. Capital Acquisitions Summary 3. Variances Report 4. Summary of Bank Balances

Financial Implications There is no direct financial Implication in relation to this matter.

Statutory Environment General Financial Management of Council Council 2009/10 Budget Local Government Financial Management Regulation 34 1996 Local Government Act 1995 section 6.4

Policy Implication Council is required annual to adopt a policy on what it considers to be material as far as variances that require to be reported for Council. Council policy is that the material variation be set at $15,000 or 20%.

Recommendation That Council adopt the Monthly Financial Report for the period ending 28th February 2013 and note and material variances greater than $15,000 or 20%.

Council Decision Number – 787

Voting Requirements – Simple Majority

Moved: Cr Lancaster Seconded: Cr Sippe

That Council adopt the Monthly Financial Report for the period ending 28th February 2013 and note any material variance greater than $15,000 or 20%.

Carried 7/0

8.2 Chief Executive Officer Reports 8.2.1 NEWROC Location: NEWROC File Ref: Applicant: Trevor Smith – CEO Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Trevor Smith - CEO

Background A NEWROC Council meeting was held on 26th February 2013. The CEO and Cr Shadbolt were in attendance. A copy of the minutes had not been received at the time of writing the Council agenda.

Comment: Any queries regarding the meeting can be addressed at the Council meeting.

Officer recommendation: That Council note the minutes of the NEWROC Council meeting held on Tuesday 26th February 2013.

Council Decision Number – 788

Voting Requirements – Simple Majority

Moved: Cr Palm Seconded: Cr O’Neil

That Council note the minutes of the NEWROC Council meeting held on Tuesday 26th February 2013.

Carried 7/0

8.2.2 WALGA Great Eastern Country Zone Location: Zone File Ref: Applicant: Trevor Smith – CEO Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Trevor Smith - CEO

Background: A meeting of the Great Eastern Zone of WALGA was held in Kellerberrin on 28th February 2013. Cr Rob (sic) Comerford was in attendance. A copy of the minutes is attached.

Comment: Each item of interest can be discussed as required at the meeting.

Officer recommendation: That Council note the minutes of the Great Eastern Zone meeting held on 28th February 2013.

Council Decision Number – 789

Voting Requirements – Simple Majority

Moved: Cr Sippe Seconded: Cr Geraghty

That Council note the minutes of the Great Eastern Zone meeting held on 28th February 2013.

Carried 7/0

8.2.3 Local Government Reform – Update Location: Shire File Ref: Applicant: CEO Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Trevor Smith- CEO

Metropolitan Local Government Review Local Government will have to wait for the returned Barnett government to forward the Metropolitan Review of local government.

Constitutional Recognition of Local Government The Parliamentary Review Committee looking to the constitutional recognition of local government for funding purposes has recommended that the question be placed in a referendum at the next Federal election. The Liberal representatives on the Committee produced a dissenting report.

At this stage the recommendations would have to be accepted by the government for the question to be put in a referendum. A snap election would ruin any chances of a referendum on the matter at this time.

Officer Recommendation:

That the report be noted.

Council Decision Number – 790

Voting Requirements – Simple Majority

Moved: Cr Comerford Seconded: Cr Lancaster

That Council note the report.

Carried 7/0

8.2.4 Emergency Management Planning – Mukinbudin LEMC Location: Shire File Ref: Applicant: CEO Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Katharine Collins - SAO Author: Trevor Smith - CEO

Background It is a responsibility of a local government — a) subject to this Act (Emergency Management Act), to ensure that effective local emergency management arrangements are prepared and maintained for its district; b) to manage recovery following an emergency affecting the community in its district; and c) to perform other responsibilities given to the local government under this Act (Emergency Management Act). These functions include (but are not limited to) administrating the LEMC and maintaining reporting requirements in accordance with State EM Policy.

Comment The Mukinbudin LEMC approved the emergency management arrangements for endorsement by Council at their meeting on 25 February 2013. A copy of the arrangements is attached. A copy of the minutes of the LEMC meeting is attached for noting.

Options Endorse the arrangements as presented.

Statutory Environment Emergency Management Act

Recommendation That Council: 1. endorse the Shire of Mukinbudin Emergency Management Arrangements as presented by the Mukinbudin LEMC; and 2. note the minutes of the Mukinbudin LEMC held on 25 February 2013.

Council Decision Number – 791

Voting Requirements – Simple Majority

Moved: Cr Geraghty Seconded: Cr Sippe

That Council: 1. endorse the Shire of Mukinbudin Emergency Management Arrangements as presented by the Mukinbudin LEMC; and 2. note the minutes of the Mukinbudin LEMC held on 25 February 2013.

Carried 7/0

8.2.5 Cropping of Shire Land – Bent Street Location: Bent Street, Mukinbudin File Ref: Applicant: CEO Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Trevor Smith - CEO

Background: The Shire wrote to the adjoining landowner Mr R Jones with a proposal to crop the Shire’s 85 acres with whatever grain was to planted on the adjoining paddocks and proportionally share expenses and profits

Mr Jones has declined the invitation. Council must now determine the best method of cropping this land.

Comment This matter is open for the farmers on Council to provide suggestions at the meeting for adoption.

Policy Implications: Nil

Financial Implications: Any profit from the operation is to be placed in a Shire development fund.

Strategic Implications: Nil

Recommendation: That Council offer the Mukinbudin District High school the option to crop the Shire land to raise funds for school needs, with the arrangement being reviewed on an annual basis.

Council Decision Number – 792

Voting Requirements – Simple Majority

Moved: Cr Lancaster Seconded: Cr Sippe

That Council offer the Mukinbudin District High School the option to crop the Shire land to raise funds for school needs, with the arrangement reviewed on an annual basis.

Carried 7/0

8.2.6 Body Pump Classes Location: Sports Complex File Ref: Applicant: Abi Clifford Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Trevor Smith - CEO

Background: Abi Clifford has written to Council requesting that the fees for the use of the complex be waived as she attempts to get Body Pump classes going in Mukinbudin. A copy of the letter is attached.

Comment Council has previously waived fees at the Memorial Hall and Sports Complex for new initiatives. It would be appropriate to waive the fees for the remainder of 2013 to allow Abi to ascertain the viability of running these classes.

Statutory Environment Nil

Policy Implications Nil

Financial Implications Nil

Recommendation: That Council grant Abi Clifford the use of the Sports Complex to run Body Pump classes for 2013 at no cost with the matter to be reviewed for 2014.

Council Decision Number – 793

Voting Requirements – Simple Majority

Moved: Cr Comerford Seconded: Cr Geraghty

That Council grant Abi Clifford the use of the Sports Complex to run Body Pump classes for the reminder of the financial year at no cost with the matter to be reviewed for 2013/2014.

Carried 7/0

MEETING ADJOURNMENT LUNCH (12.40PM – 2.15PM) Cr Comerford adjourned the meeting at 12.40pm for lunch and reconvened the meeting at 2.15pm after a tour of the swimming pool.

Cr Geraghty left the meeting at 12.40pm Cr Ventris entered the meeting at 2.15pm

8.2.7 Mukinbudin Book Club – NEWROC Literary Lunch Location: Shire File Ref: Applicant: Mukinbudin Book Club Date: 12 February 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Trevor Smith - CEO

Background: The NEWROC Literary Luncheon rotates around the NEWROC area and is hosted y the local Book Club. In 2013 Mukinbudin will be hosting the event. The Book Club has requested that Council waive or reduce the fee for the Sports Complex. A copy of the letter is attached.

Comment NEWROC supports the luncheon financially but this does not cover the cost of venue hire. It would be appropriate for Council to waive the fees for a NEWROC sponsored function and also for the reasons outlined in the letter regarding the difficult seasons and the need to continue social events.

Policy Implications: Nil

Financial Implications: Nil

Strategic Implications: Nil

Recommendation: That Council waive the fees for the Sports Complex for the 2013 NEWROC Literary Luncheon.

Council Decision Number – 794

Voting Requirements – Simple Majority

Moved: Cr Palm Seconded: Cr Comerford

That Council waive the fees for the Sports Complex for the 2013 NEWROC Literary Luncheon.

Carried 7/0

8.2.8 Valuing Visitors Location: Shire File Ref: Applicant: Council Date: 13th March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Ann Brandis - CSO

Background: The Wheatbelt Development Commission applied and was successful in obtaining grant funding to employ a Tourism Research and Project Officer. Kylie Whitehead was employed with an end dated contract.

Part of Kylie’s role was to hold workshops throughout the Wheatbelt in regards to Tourism. Last year Kylie organized these workshops which were called Valuing Visitors. The forum was about discovering the Eastern Wheatbelt’s lure and appeal, in the eyes of the global visitor and getting the best out of it for us and them. More visitors want to come to the Eastern Wheatbelt to stay over, experience our amazing country, wildflowers, salt lakes and landscapes. They want to enjoy the little things like collecting eggs from the chook pen, skirting wool, riding in a huge tractor and truly appreciating our art and culture; especially the good yarns. The forum delves into how Visitorism can be another string to our bow; building capacity and creating potential to grow the population. There were five workshops held at the end of last year in different towns and another eight workshops have been planned for this year.

Comment: One of these forums was held in Mukinbudin on Monday 11th March 2013 at the Recreation Centre. Unfortunately there was not a lot of notice but some advertising was done and we had fifteen people attend this session. Three of these attendees did leave early to attend another commitment, however the remaining people who attended all thought the forum was excellent. There was a good cross representation from the community with representatives from the following groups attending MAD Group, Regional Herbarium, Business Association, CRC Staff/Board members and Council Staff

Jurek Leon is an excellent speaker who engages the audience well. One of the main messages that I think we all got out of this is the importance as a united community to welcome visitors and that it is extremely important for the entire community to be on the same page. It is important to educate our own community on visitorism, what we have to offer and how we can all work together to increase the amount of visitors and ensure that all “touchpoints” are a positive one.

Jurek showed a presentation on the Beechworth Bakery and the owner stated that his business was 95% about people and that he invested a lot of training into his staff.

From this I would like to do the same but do it on a community level. I think to be successful the Shire of Mukinbudin should invest some training into the community. The idea it is to host a large community event trying to attract as much of the community as possible. The idea for the format involves hosting a “fancy dress” style event, encouraging people to dress up as their favourite tourist or it could be tourist attraction, invite children they love to dress up and then they will make their parents attend! Prizes could be offered for the best dressed for both children and adults, sausage sizzle/burgers be provided free of charge with the bar being opened. The children could have activities organised for them either on the oval or in the

basketball courts whilst the forum commenced. It is proposed to get Jurek Leon to facilitate the session in conjunction with perhaps local speakers who can speak about what we have to offer and what these visitors actually want to experience. He is a very hands on speaker and I am sure this event would be a huge step forward for the Mukinbudin Community.

I have spoken to Jurek about the possibility of him returning and he has indicated that it costs $2990 to come regional. However if we can link this with another two speaking engagements it would possibly cost us $990 (inc GST). Kylie Whitehead has indicated that she would be very interested in linking in with us which would result in the cost being $990. The estimated cost to hold this event would be:

Presenter/Facilitator $2900 or $990 Caterging – burgers/sausages $725.00 Groceries/buns $650.00 Prizes for fancy dress $100.00 Venue hire – shire premises Stationery items – shire stock

This is for approx 225 burgers, and 200 sausages.

If this was done as a standalone event the total amount would be approximately $4375.00, if we could share the presenter the amount would be approximately $2,465.00.

I have been unable at present to find any funding for this type of event, however speaking to Hayley Watson she said that the CRC may be able to help. Tara Chambers was also at this event and I have approached her with regards to receiving some funds from the Mukinbudin Community Bank. Tara indicated that this proposal would have to be submitted but felt that the bank would be very interested in contributing.

To secure Jurek for October, I need a decision quickly as his diary is quite full.

A lot of ideas came out of this forum and one that I am also keen to pursue is the emailing of like minded people businesses from other areas/countries. For example Russell could obtain email addresses of 50 different tyre shops throughout the world. It was suggested that each person who wished to participate find approx 50 email addresses of people in the same or similar business to them, send an email with standard information on Mukinbudin asking them to visit us and offer to meet them if they do for a cuppa. If everyone sent out 50 emails and we received more visitors we have the opportunity to grow our visitors substantially.

Statutory Environment: Nil

Policy Implications: Nil

Financial Implications: Funds will be required to be allocated in the 2013/14 budget

Strategic Implications: Nil

Recommendation:

That Council: 1. approve of the planned event and secure Jurek Leon as facilitator; 2. that external funding should be applied for if eligible; 3. that the Community Services Officer work with the CRC to host this event; 4. that Council will underwrite the event and cover any shortfall and that these funds be allocated in the 2013/14 budget; and 5. support emailing potential visitors

Council Decision Number – 795

Voting Requirements – Simple Majority

Moved: Cr Sippe Seconded: Cr Lancaster

Carried 6/0

Cr Sippe left the meeting at 2.20pm and returned at 2.23pm

8.2.9 Drive-In Location: Shire File Ref: Applicant: Council Date: 13th March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Ann Brandis - CSO

Background: The Drive-ins have been run intermittently over the last few years with the fantastic assistance of Lindsay from Kookaburra Drive-Ins. Lindsay initially came up and serviced all the equipment and trained our volunteers in the running of the projectors. We have been in contact with Lindsay off and on about the quality of the light and the screen. The projectors are at their limit for making the film any lighter and the only thing that will prove the quality of the vision is the painting of the screen.

When the Drive-in first recommenced, Mukinbudin Transport kindly donated the paint that was required at the time for the screen to be repainted. Our stumbling block was hiring a cherry picker that reached and finding someone with the correct elevated work platform ticket. Koorda repainted their drive-in with great success, however Western Power assisted them and their drive-in screen hinges to allow this to be lowered. The other problem that held us back was the preparation of the screen and the removal of rust if the stains were rust.

Last year another concerted effort was made to try and have the screen painted. Lindsay from Kookaburra was contacted again for advice on how to deal with the preparation of this screen and what was the best paint to use.

Lindsay advised that the paint that we already had was not ideal and that he had found a much better product. The paint product that Lindsay used is made in WA and is supplied by Phoenix Paints in O,Connor and is a membrane paint which makes it flexible so the joint movements where the sheets join do not result in small cracks appearing which then fill with muck and stain the face which is what Lindsay thinks is our main problem in Mukinbudin. He doubts that we have any real rust as it is so dry at Mukinbudin.

The paint requires very little surface preparation and pretty much covers almost anything and sticks like glue. Best of all it is available in brilliant white and so far his screen still looks pristine and the image is great...no sheet join lines and no dirty splotches or mould. It is easily applied with a roller and in one day the painter had done 2 coats on his screen which is recommended and as it dries so fast as he finished the first coat he went straight back into doing the second.

As mention Lindsay doubts that it is rust on the screen, more like cocky poo but in case it is rust he suggest that we get some Penetrol and paint over the rust once any flaky stuff has been removed and then coat with the membrane paint by roller. Lindsay advises that Penetrol is in my experience better than Kill Rust or Fisholene as it dries quickly to a flexible coat and the membrane paint goes over it easily. Kill Rust can be difficult to paint over with water based paints such as this one and Fisholene takes ages to dry enough to be able to coat over again if you are in a hurry which you might well be if you are hiring a cherry picker which is the best way to do the job. Lindsay also suggested that the local fire brigade be contacted to use their high pressure hose to wash the screen down before applying anything.

Comment: I have contacted Phoenix Paints for an up to date price on the paint. The paint is called White Membrane Paint and is code PP0550 costing $142.14 plus GST for 10 litres.

Lindsay advised that at his Drive-in he covered 100 sq M with 7 L of paint with 2 good coats. I have guesstimated the size of screen to be 17.5m x 8.75m giving us 153.125m². On these figures I estimate that we would need approx 10.72 litres of paint. More precise measurements would be needed if we were to go ahead.

Bunnings stock the Penetrol that Lindsay recommended and sell it as an aerosol can 300g for $15.64. The can does not state the coverage; however it is only used on rust affected areas but scraping any flakes off and then saturating the areas. So until the screen is properly inspected this cost is unknown

At present whenever we screen we show a slide thanking Mukinbudin Transport for their donation. I think we should advise them of the developments and ask if he would like to use the paint or whether we can absorb the paint for use in shire buildings. I definitely recommend that Mukinbudin Transport still be recognised for their contribution even if the different paint is used.

After the last council meeting the CEO advised me to advertise in Muka Matters seeking the help of volunteers to paint the drive – in screen, offering the volunteers the right to man the kiosk and run the drive – in for a 12 month period.

In response to this advert, I have had Shaun Shadbolt contact me to advise that he has the required ticket and that he is willing to help any volunteer group. The CEO advised that Council would provide the paint, hire a spray can if necessary and organise the use of a cherry picker through CBH.

I have received a proposal from the Mukinbudin Community Bank as reprinted below for your consideration.

The Mukinbudin Community Bank Branch would like to propose to the Shire that we take on an organisation role with the Mukinbudin Drive-In’s. The Koorda CRC runs the Koorda Drive-Ins by organising advertising, purchasing all catering supplies and deciding which movies are viewed. The CRC then invites local groups to run the gate and canteen, with different groups running each viewing. At the end of the season the profits are equally divided between all the groups that run the drive-ins. This ensures that all groups receive the same amount of money, regardless of numbers through the gate.

We would look at running the Mukinbudin Drive-In’s in the same way, putting offers out at the start of each season for groups to apply to run viewings, with first in, first served.

There would be considerable benefit to all groups in running the drive-ins this way, as it would prevent groups being left with large amounts of stock after a viewing, with all stock organised by the bank and the groups simply have to just turn up on the night, run the canteen and gate, and then tidy up after themselves at the end of night. It also provides groups that might not be in a financial position to purchase stock upfront with the opportunity to participate.

If there happens to be a viewing where no group is available to run the canteen and gate, the bank girls are happy to fill the spot, with the profits going back to the other groups that do help out during the season.

We would also like to suggest that the dates for the drive-ins are set at the start of the session to assist with attracting visitors from surrounding towns and beyond. This would also assist with planning of movies, and finding groups to run the canteen and gate.

With regards to painting the big screen, Shaun Shadbolt has offered his assistance as he holds the appropriate ticket, so we would just need to find someone else to help Shaun out with the painting. The bank girls would do everything they can to assist on the ground.

We feel that this approach provides all local community groups with the same opportunity to benefit from the drive-in’s.

I look forward to hearing the Shire’s thoughts on the above proposal.

Statutory Environment:

Policy Implications: NIL

Financial Implications: NIL

Strategic Implications: NIL

Recommendation: That Council accept the Mukinbudin Community Bank’s offer of painting the screen, running the drive in and that the paint and penetrol as recommended be purchased to enable the printing of the screen at the earliest time.

Council Decision Number – 796

Voting Requirements – Simple Majority

Moved: Cr Lancaster Seconded: Cr Comerford

That Council accept the Mukinbudin Community Bank’s offer of painting the screen, running the drive in and the paint and penetrol as recommended be purchased to enable the printing of the screen at the earliest time.

Carried 7/0

8.2.10 Swimming Pool Tender – Stage Pool upgrade Location: Shire File Ref: Applicant: Council Date: 12th March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Ann Brandis - CSO

Background: The Shire of Mukinbudin has been successful in Stage Two grant funding from the Department of Sport and Recreation for the Mukinbudin Swimming Pool. The amount of funding awarded by the Department of Sport and Recreation is $260,000 ex GST. Total cost of project was quoted at $782,000. Works are progressing well.

During the life of the project, variations have arisen due to the complex nature of refurbishing an aged pool and having problems arise that we could not predict, as well as taking advantage of the current contractor to upgrade the junior pools whilst he was in Mukinbudin. Listed below are the details of Councils commitments to date.

Cost of Councils Funding Purpose of Funding Project Contribution Contribution

Original Tender for Stage 2 of the Upgrade of the Mukinbudin Swimming Pool. Please note that a claim has been made for 75% of the funding contribution in accordance with the funding agreement $782,000.00 $522,000.00 $260,000.00 Variations Replace control joints, replace Line marking tiles, and install steps at the north-west corner of the pool at the base of the Disabled ramp. $20,000.00 $20,000.00 Realignment of the bank of lights on the northern side and the replacement of the electrical supply from the pump shed to the Kiosk, due to the original being illegal as they went through the concrete blocks at the base of the light poles $12,000.00 $12,000.00 Upgrade of Children's Pools $89,700.00 $89,700.00 Construction of limestone wall $30,600.00 $30,600.00

At November’s Ordinary meeting of Council, decision Number 739, Council also prioritised the list of works as follows:

1. Electrical Works to be completed before 2012/2013 season; $11317.31 (these works are underway) 2. Concreting near shed and gates to be completed before the 2012/2013 season; $3,200 (this has been completed) 3. Conduits for reticulation installed during current works; $7,500.00 approx 4. Grass and reticulation to be included in the 2013/14 budget; $10,000.00 approx 5. New diving board stairway to be included in 2013/2014 budget; $10,000.00 approx. Since this decision it has been discovered that the original design of a stairway does not appear to be necessary under the Australian Code so it could be cheaper than first thought. 6. Landscaping and retaining walls for BBQ area be completed with current works; $no cost. Luke will be doing earthworks before Brian McDonald leaves. 7. Solid cover for BBQ be included in the 2013/2014 budget; $10,355.00 approx. 8. All shade cloth covers to be moved during current works

Comment:

The pool is nearly complete and is looking fantastic. Water has been in the pool for over a week and Luke has been chlorinating the water. The Health Department is due to inspect the pool on Thursday 14th March 2013.

When testing the filtration system, water was weiring uneven over the decks. Brian Mc Donald lifted some tiles and relayed them slightly higher at no cost to council.

Brian has then advised us

“As you are aware there has been slight settlement of the pool on the southern side. We have never experienced this in the past, it may be due to the pool leaking badly for many many years causing the clay surrounding the pool to stay wet or damp. As your pool has been fully re- constructed including the installation of new control joints it now does not leak at all. This is proven by lack of water in sub-gravel drainage system. We therefore recommend the retic around swimming pool to be installed, this will stabalise the clay around the pool. We have rectified at our cost. The tiles to the southern side have been raised 3mm.

On commissioning the pool we still found that the southern side weirs slightly stronger then the northern side. We believe the situation should be monitored and also take into account we have been building the ramp for 12 weeks. During these works water was used and the northern side of the pool would have been damp clay in comparison to the southern side being dry. At present the pool is operating well,

All care is taken during construction, Wetdeck Pools takes pride in our workmanship and guarantees our product to be at the highest standard however we cannot be responsible for site conditions eg. clay, movement.”

The pool seems to have settled, the southern side has been watered and the water is weiring much better.

To date Brian McDonald’s workmanship has been outstanding and he has made every effort to help us out with extra’s being completed with no variation or with only the cost being charged to Council. Council has received a quality product for a very reasonable price.

Wetdeck Pools have now submitted several invoices for Council’s consideration for works that they completed over and above their tender. These prices are including GST.

Authorised Invoices Invoice 393 Shade Sails - dismantle and re-erection $5,610.00 Invoice 394 $22,000.00 Control Joint reconstruction and installation of new steps Invoice 395 Floor waste to plant room to eliminate puddling $440.00 Invoice 396 Deckhole installation for false starts $660.00 Invoice 397 Excavator Dry Hire - used at the dam, cemetery and the $1,540.00 caravan park

Unauthorised Invoice Invoice 392 Lane Marking tiles $40,480.00

Invoice 392 includes stripping out and removing the old tiles, removal of the debris from swimming pool, pressure blast and acid etch preparation, contract tiling, tiles and materials, meals and labour.

Contract tiling and materials alone is $28,600 whilst the meals and labour is the balance. Brian has submitted this invoice and would like to recoup the cost of this as it is a substantial cost that was not considered when the original tender was submitted. This has also had a large impact on Wetdecks as the price quoted for the reconstruction of the control joints and new steps was under quoted at the time. There was a massive amount of work in this project and as Brian has indicated in old pools it is often hard to know what is needed until the job has commenced.

Brian has been extremely grateful for Luke’s assistance, the spill over accommodation in the caravan park, however has also done a number of jobs in return such as digging trenches for the electrical and lights, allowed the bobcat to be used free of charge for undercover BBQ area, lot of extra earthworks, extra paving near the plant room, paved to 2.4m instead of 2m of paving as initially quoted, given a valve for use at the Shire Dam. Brian is happy to cover this. He would however like the invoices as presented to be paid.

The outcome of the Health Departments inspection will be reported at the meeting and subject to a positive report a handover inspection will be carried out shortly.

Statutory Environment: Local Government Act and Regulations regarding tendering.

Policy Implications: Nil

Financial Implications: Do to the timelines in finishing this report the financial implications will be presented at the Council meeting.

Strategic Implications:

Nil

Recommendation: That Council approve payment of $40,480 for invoice 392 and all other invoices be paid.

Council Decision Number – 797 Voting Requirements – Simple Majority

Moved: Cr Palm Seconded: Cr Lancaster

That Council approve payment of $40,480 for invoice 392 and all other invoices be paid.

Carried 7/0

8.2.11 Chief Executive Officer’s Report Location: Shire File Ref: Applicant: Trevor Smith – CEO Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Trevor Smith - CEO

1. Meetings - Past 22 Feb LHAG @ Kununoppin Cr Ventris 25 Feb LEMC Meeting @ Mukinbudin CEO, Cr Shadbolt 26 Feb Medical Practice CEO, Cr Shadbolt 26 Feb NEWROC Council @ Koorda CEO, Cr Shadbolt 28 Feb Great Eastern Zone @ Kellerberrin Cr Comerford 14 Mar Better Beginnings Presentation @ School Assembly Cr Sippe

Meetings – Future 19 Mar Medical Practice CEO, Cr Shadbolt 26 Mar NEWROC Executive @ Bencubbin CEO 5 April LGMA Branch Meeting @ Kellerberrin CEO, DCEO 9 Apr Sub-Regional Road Group @ Mukinbudin Cr Geraghty, CEO 11/12 Apr Wheatbelt Conference @ Merredin CEO, Councillors

2. Staff The Shire is currently advertising for cleaners and an admin/trainee position for the front office. CEO and DCEO positions will need to be advertised.

3. Current/Emerging Issues Minister for Local Government – Tony Simpson

Recommendation That Council note the Chief Executive Officer’s Report.

Council Decision Number – 798

Voting Requirements – Simple Majority

Moved: Cr O’Neil Seconded: Cr Lancaster

That Council note the Chief Executive Officer’s Report.

Carried 7/0

8.3.1 Environmental Health Officer’s Report 8.3.1 Proposed Outbuilding Planning policy Location: Mukinbudin File Ref: Applicant: Shire of Mukinbudin Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Julian Goldacre Author: Julian Goldacre

Attachments Draft outbuilding planning policy

Background The State Government endorsed the Residential Design Code (R Code) back in 1991; the R Codes stipulate design standards for residential buildings and street amenity in order to promote orderly development and is adopted by the Shires Local Planning Scheme No4 as the reference document for residential zoned development.

Comment The current State Planning Policy 3.1 – Residential Design Codes 2010 part 6.10.1 ‘Outbuildings’ limits the size of outbuildings to a size of 60m2 or 10% of the lot area ‘…whichever is the lesser’ furthermore ridge heights are also limited. This would have the effect of restricting suitable outbuilding sizes in the regional area where large lots exist such as the ¼ acre lot, or 1,000m2. Council is unable to override this provision unless Council has adopted a policy to govern outbuilding sizes which is now before Council for consideration.

The attached draft policy is also in use in the Shires of Bruce Rock, Merredin and Wyalkatchem and is used widely else ware within regional Western Australia. As read the policy allows outbuilding sizes and collective m2 of outbuildings to be approved and thus overriding the R Codes restrictions. Furthermore should an outbuilding exceed the policy in m2 then Council then has the ability to consider on a case by case basis the proposed outbuilding development before it.

The R Codes only affect Residential zoned areas (domestic) and does not impose limitations on Commercial, light industry, industry or Rural zones under the Local Planning Scheme.

It is required that two consecutive weeks of advertising in the local paper as well as public notice boards and the Shire website directing people where a copy of the policy can be inspected and where to make submissions for or against this policy. Within 21 days of the first public notice being advertised that submissions are received by the Shire for presentation to Council and the draft policy adopted with or without changes, if at all. Should Council adopt the policy then a notice to that effect needs to be published for one week and a copy forwarded to the Western Australian Planning Commission.

Policy Implications A new policy under Local Planning Scheme No4 to govern outbuilding development.

Statutory Requirements Planning and Development Act 2005

Financial Implications Minimal documentation required and in-house administration to perform appropriate advertising.

Recommendation That Council endorses the Outbuilding Policy for two consecutive weeks of advertising and allowing 21 days from the date of the first for persons to submit comments for or against the draft outbuilding policy for Council to consider at the next Ordinary Meeting of Council.

Council Decision Number – 799

Voting Requirements – Simple Majority

Moved: Cr Ventris Seconded: Cr Sippe

That Council endorses the Outbuilding Policy for two consecutive weeks of advertising and allowing 21 days from the date of the first notice for persons to submit comments for or against the draft outbuilding policy for Council to consider at the next Ordinary Meeting of Council.

Carried 7/0

Outbuildings in Residential zoned areas

Policy Number: Policy Subject: Outbuildings in Residential Zoned Areas. Objectives: To control the size and height of outbuildings in residential areas and to ensure that the construction of an outbuilding does not detract from the general aesthetics of the residential area. Guidelines: Applications not meeting this policy development criteria and/or are of a contentious nature is to be referred to Council in the form of a written development application (available at the Shire office) for determination. Where an application is to be referred to Council for consideration, comments from adjoining and/or affected owners are to be obtained and confirmed in writing. Policy: Outbuildings that satisfy the following development criteria may be approved by the Building Surveyor without referral to the Council of the Shire of Mukinbudin. Outbuildings that: i. Comply with the Building Code of Australia 2012 (as amended);

ii. Are constructed of new materials. Where second hand materials are proposed, the Building Surveyor may require a certification from a practising structural Engineer as to the structural adequacy of the design and/or materials. The Building Surveyor may also require the cladding of the proposed second hand outbuilding to be painted in an approved colour or renewed;

iii. Are not attached to a dwelling;

iv. Are not habitable;

v. Are not within the primary street setback area;

vi. Do not reduce the amount of open space required by the Residential Design Codes to less than the prescribed amount;

vii. Are setback in accordance with the requirements of the Residential Design Codes;

Continued; viii. Are of size, or comprise an aggregate size of outbuildings on one lot, that does not exceed the specifications contained in Table 1 below. Should the lot area exceed the table below then the proposed outbuilding will need to be referred to Council as per ‘Guidelines’ above –

Table 1 LOT AREA MAXIMUM TOTAL MAXIMUM MAXIMUM (m2) SINGLE OUTBUILDINGS WALL HEIGHT RIDGE OUTBUILDING (m2) (meters) HEIGHT (m2) (meters)

500 – 749 46 62 2.4 3.6

750 – 999 73 97 3.0 3.6

1000 – 1249 94 125 3.0 3.6

1250 – 1699 117 156 3.0 3.9

1700 – 2049 130 202 3.0 3.9

2050 – 2999 143 262 3.3 4.2

3000 – 5000 157 375 3.6 4.5

8.4.1 Mukinbudin Caravan Park Manager’s 8.4.1 Mukinbudin Caravan Park Report Location: Mukinbudin File Ref: EC.DV.4 Applicant: Luke and Tania Sprigg Date: 12 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith Author: Luke and Tania Sprigg

A sealed road is proposed through the Caravan Park in the next few weeks. Hoping to squeeze another 180 square metres of road mix out of Bob to resurface park bay’s 7-10 on West side of park. Also while the town hot mix truck is around can we make a path from railway cabins across to ablutions?

Dennis is chipping away at the Camp Kitchen.

We have had requests for handicap ramp accommodation in S/C Units. We cannot yet give ramp access.

When we have money a good rivergum prune will need to happen in the park.

We will need to make an urgent decision on Caravan Park TV Digital change over. KTY Electrical visited the park to prepare Quote for cabins. Not sure if they followed up with Shire Admin.

Recommendation That Council note the above report.

Council Decision Number – 800

Voting Requirements – Simple Majority

Moved: Cr Comerford Seconded: Cr Palm

That Council note the above report.

Carried 7/0

Mukinbudin Caravan Park Annual Income Self Contained Washing Units Barracks Sites Machine Total 2005/2006 19358.08 11082.32 10521.76 1171.16 42133.32 2006/2007 22820.21 9753.06 17095.2 981.35 50649.82 2007/2008 27304.76 5422.75 11244.47 678.16 44650.14 2008/2009 37214.39 10554.55 16773.76 663.63 65206.33 2009/2010 33567.84 9096.35 15504.7 1036.36 59205.25 2010/2011 38054.93 15604.59 15817.92 845.55 70322.99 2011/2012 34724.53 11056.46 18753.08 773.19 65307.26 Mukinbudin Caravan Park Income and Expenditure Self Contained Washing Total Units Barracks Sites Machine Income Expenditure July 12 1159.08 1559.08 1154.54 125.68 3998.38 5682.60 Aug 12 3959.05 842.73 1759.81 188.18 6749.77 10226.41 Sept 12 5217.71 2463.60 5976.69 0.00 13658.00 16984.37 Oct 12 3709.09 1412.69 3042.51 0.00 8164.29 6897.83 Nov 12 5736.38 581.80 1067.10 0.00 7385.28 5983.91 Dec 12 1245.45 545.45 2339.10 137.64 4267.64 5582.54 Jan 13 2790.89 545.45 973.63 62.73 4372.70 8511.10 Feb 13 2799.97 690.87 501.82 63.63 4056.29 8337.72 Mar 13 Apr 13 May 13 Jun 13 Total 26617.62 8641.67 16815.20 577.86 52652.35 68206.48

8.5.1 Swimming Pool Manager 8.5.1 Mukinbudin Swimming Pool Report Location: Mukinbudin File Ref: CS.CS.5 Applicant: Luke and Tania Sprigg Date: 14 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith Author: Luke and Tania Sprigg

Pool water is clear and chlorination is underway in a stunning new look Aquatic facility. Loose ends by Wetdecks should be completed by this meeting date.

Power cables are going into ground with Muka Electrical. Trenches dug by Wetdecks.

Muka Steel Fabs are refurbing 4 light poles. 1 more light to cover over car park from pole 1 would be great. I spoke to Jeff about this extra light, he say’s good idea.

It seems we are progressing to pool opening by 20th March. This would give us 2 weeks to normal swimming season end. The water will be too cold thereafter. I’ve used $1500 of chlorine by 11-03-2013 in start up in 5 days. It will settle to about $60 a day of chemical. I hope this was the right decision to proceed.

What does council want to ask for pool admissions for this opening period?

The pool car park will need resurfacing by next November. A cooler coloured surface may wish to be investigated.

Recommendation That Council note the above Report.

Council Decision Number: 801

Voting Requirements – Simple Majority

Moved: Cr Palm seconded: Cr Ventris That Council open pool free of charge once all water testing is complete and approved by the Health Department.

Carried 7/0

Council Decision Number – 802

Voting Requirements – Simple Majority

Moved: Cr Ventris Seconded: Cr Sippe

That Council note the above Report.

Carried 7/0

8.6.1 NRMO Report 8.6.1 NRMO Report Location: Mukinbudin File Ref: Applicant: Claire Baker Date: 11th March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith Author: Claire Baker

Courses/ Workshops/ Meetings attended:

 Meeting with Phil – Wyalkatchem – 20th Feb  NRMO Meeting – Westonia – 25th Feb  Bush food Workshop – Trayning – 1st March  MCG Meeting – Mukinbudin – 7th March  Meeting with Steve Williams (City & Regional Waste Management) 7th March – Koorda  GIS Training Workshop – Perth – 12th/ 13th March  Rabbit Baiting mixing day – Koorda – 14th March

SHIRE OF KOORDA: PRESS RELEASES  Talkin’ Soil Health Conference Bus Trip Flyer  Big Tree Day Out flyer  EOI’s – Bio Fund  Bush Care Group flyer

WASTE MANAGEMENT – RECYCLING  Meeting with Julian/ Peter - will take on advertisement role regarding recycling in Wyalkatchem/Koorda  Spoke to Greg from DEC – education officer about tactics  Working with Julian on next step in process  Planning to target schools  Will contact Greg to organise the school program and dates  Will contact the principals to organise dates also

KOORDA REFUSE SITE  Located the bores within the site  Drafted a final “Post Closure Plan”  Designed a “Schedule of Works” Plan  Drafted a budget for the “Post Closure Plan”  Met with Steve Williams at the refuse site to draft up a quote for recycling

STORM WATER HARVESTING  Plans postponed due to the project not being suitable and no plan documented  Plans for repair to be organised for next project through WNRM run by Don Woodcock

 Will work on a plan with Darren West (Works Supervisor)  Emailed Darren & David in regards to a plan  Have asked Darren to produce a plan including a budget and basic repairs needed to the existing dams  Will then correspond with the next upcoming project through WNRM

EMERGENCY FARMLAND WATER SUPPLY PLANNING  Collating data/responses received  Contacted WNRM Water Services Officer regarding funding opportunities

OTHER  Planned a “Talkin’ Soil Health Conference Bus Trip” to York for the soil conference in March run by WNRM – advertised and waiting for community involvement – due to lack of community involvement will most likely be taking a ute to York.  Organised accommodation & costs for Soil Workshop

WESTERN SPINY TAILED SKINK PROJECT  Planning a revegetation plan – will speak to property owner for fencing and revegetation  Collated data on the area

CWDSG GROUP  Not successful in Executive Officer position  Will be attending rabbit baiting

SHIRE OF WYALKATCHEM: PRESS RELEASES  Tree Register flyer  Talkin’ Soil Health Conference Bus Trip Flyer  Bush Care Group flyer

STORM WATER HARVESTING  Spoke to Don Woodcock regarding Stormwater harvesting funding  Plans postponed due to the project not being suitable and no plan documented  Plans for repair to be organised for next project through WNRM run by Don Woodcock  Will work on a plan with Trevor Webb (Works Supervisor)

WASTE MANAGEMENT  Meeting with Julian/ Peter - will take on advertisement role regarding recycling in Wyalkatchem/Koorda  Spoke to Greg from DEC – education officer about tactics  Working with Julian on next step in process  Planning to target schools  Will contact Greg to organise the school program and dates  Will contact the principals to organise dates also

WYLIE BUSH CARE GROUP

 Due to a decent turn out at event – email group list has been formed  Keeping the BCG email list up to date with the event times/dates will also advertise in local papers for more community involvement  Have arranged guest speakers  Meeting with Phil Lewis to organise next meeting date – 21st March

TREE REGISTER  Researched existing tree registers  Asked NRMO Group if the were aware of any existing around the Wheatbelt – this came back negative  Managed to find a group in NSW & QLD and have corresponding data, also found that Shire of Mandurah have an existing register  Made a flyer to gain community interest – will be advertised for the month of February  Have made a document to be able to gauge the statistics of the tree in question  Once data in collated will proceed with a legitimate tree register once it has gone through council and has Peter K’s approval  No data as yet

SHIRE OF MUKINBUDIN: IN OFFICE/OTHER  Awaiting replies on talk of existing projects – speaking with Tracey.  Meeting with Phil regarding possible projects in the shire  Met with Parks Officer in Trayning will organise another meeting in Mukinbudin

BIOBLITS – FUTURE PLANS  Katrina talking to Mick Davis about guests  Will be meeting late February regarding the group and continuing plans, with MCG & Phil Lewis as well as Katrina and myself.  Meeting after MCG Meeting to organise actions  Data written up in form of a checklist for myself, Katrina & Whispie  Once collated will be shown in monthly reports  Actions to date

NEWROC, SEAVROC & WEROC – NRMO GROUP CFOC  Organised bus for the BIG TREE DAY OUT event (pending on community involvement)  Finalization of project  See minutes for further actions and motions

BIODIVERSITY FUND PROJECT  Biodiversity Fund Project ’12-’17 (Baiting & Fencing Project Officer)  Decided on a Project Management Course through Scope Training  Contacted local bio-security officer for Wyalkatchem for the March meeting to run a small bio-security workshop/presentation.  Next meeting to be held in Wyalkatchem – organised venue & catering  Will write agenda

 See minutes for further actions and motions

ALL MINUTES FOR BIODIVERSITY FUND PROJECT AND CARING FOR OUR COUNTRY SENT TO CEO’S

Recommendation That Council note the above Report.

Council Decision Number – 803

Voting Requirements – Simple Majority

Moved: Cr Comerford Seconded: Cr Lancaster

That Council note the above Report.

Carried 7/0

8.7.1 Works Supervisor’s Report Location: Mukinbudin File Ref: Applicant: Bob Edwards – WS Date: 19th March 2013 Disclosure of Interest: NIL Responsible Officer Bob Edwards – WS Author: Bob Edwards – WS

Wialki – Mukinbudin Reconstruction and Widening (7.3kms) SLK 28.3 to 32.6 has been treated with a two coat seal, which is up to and including the crossroad section of Borlaise Road and Forest Ave. Widening of the section SLK 32.6 to 35.6 is well underway and should still be sealed during the warm weather. This will complete the 2012/2013 program.

Town Dam Pump Station The shed area has been tidied up and gravel filled, some more retaining walls are still to be put in place and the fence to be re-instated.

Maintenance Grading There has been a lull in this while Will Jenkin operated the Spark’s D7 dozer to push more gravel for upcoming road projects. A grader operator couldn’t be found to fill in. There have been requests to grade some school bus routes, Berringbooding Road, currently being done, Kalyanbudding and Milne Roads. Some shoulder repairs will be necessary at the crest on the Kununoppin Rd SLK 9.

Mosquito Control Fogging is still being carried out on Wednesday evenings, however there will be an interruption on the 20th due to a football clinic being held here.

Sports Ground Major works are currently underway to install four additional lighting towers and replace cable feeding the four existing lights on the eastern side of the oval. Several outside works crew and plant are involved, digging trenches and assisting with the laying of electric cable. Winchester Industries have offered to mix the 8-10 cubic metres of concrete for the four anchors and to lift the light poles onto the holding plates once the concrete has cured. Muka Steel has made up the reinforced anchor baskets and holding plates and will drill the holes.

North East Road (Engineers Report on Seal Treatment) A Report was prepared by Rod Munns (Tabled) on the condition of the seal and pavement. The report covers the condition of the edges and recommendations for the type of treatment. Maintenance of the shoulders on all of the Shire’s bitumen roads was carried out in October of 2011. Private Works The Shire delivered four truck/trailer loads of gravel to CBH Warralakin for their contractor. The Nungarin Shire hired our Vibe Roller for a further six days. ($1,500)

Recommendation That Council note the above report.

Council Decision Number – 784

Voting Requirements – Simple Majority

Moved: Cr Comerford seconded: Cr O’Neil

That Council note the above report.

Carried 6/0

 CRC Garden needs further investigation into watering methods  Mukinbudin North Road – is this still being done  Costings for the Town Dam Pump  Loose stone signs when bitumen just been layed to remain on roads  Early morning Fogging for Mosquitoes - Trial  Bitumen on North East Road breaking away

9. Information Report

Trevor Smith left the meeting at 3.45pm and returned at 3.46pm.

10. Elected Members Motions of which previous notice has been given

11. Urgent Business without notice (with the approval of the president or meeting)

11.1 Popes Hill War Memorial Project Location: Shire File Ref: Applicant: Council Date: 13th March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Ann Brandis - CSO

Background:

Last year Cr John O’Neil approached me with an idea of erecting a war memorial in honour of Colonel Harold Pope, C.B., V.D., Commissioner of Railways from 1919-1928 at Popes Hill. John had researched Harold Pope and the area and advises that “Pope’s Hill was a railway siding on the Mukinbudin-Kalkalling section of railway. A request was made by resident soldier settlers to name this siding Pope's Hill in honour of Colonel Harold Pope, C.B., V.D., Commissioner of Railways from 1919-1928, the then Commissioner. The connection was with the 16th Battalion, of whom many ex-members were residents in the area. The name "Pope's Hill" siding was approved on 1st May 1926.”

An email was sent to the Anzac Centenary Local Grants Program requesting further information on Harold Pope and it has been discovered that he was quite an interesting character. In the Australian Dictionary of Biography it states On 13 October 1914 Pope was appointed lieutenant-colonel commanding the 16th Battalion, 4th Brigade, Australian Imperial Force. At dusk on 25 April 1915, at Gallipoli, he led part of his battalion and some New Zealanders to a vital unguarded gap, soon known as Pope’s Hill. There, exposed to Turkish fire from both front and rear, the 16th began its work on Gallipoli. It further states: On 9-17 October Pope was temporary commander of the 4th Brigade, nominated by Brigadier General (Sir) John Monash who held him in the highest regard. Pope was a popular figure on Gallipoli with his confident bearing, strong face and kindly eyes.

In France, as temporary colonel Pope led the 14th Brigade, 5th Division, in the disastrous battle of Fromelles on 19 -20 July 1916. He had written in his diary: “I have done everything possible that I know of for tomorrow”. He directed his part of the attack which began at 6pm until he received orders at 5.40am on 20 July to withdraw his brigade which was isolated and in a desperate situation. He recorded that more than 2000 of his men were either dead or wounded. At 3pm, exhausted, he fell into a heavy sleep. At 4.30pm his divisional commander Major General (Sir) James McCay tried to waken him without success, concluded that he was drunk

and next day dismissed him. Pope protested his innocence. He asked AIF commander Lieutenant-General Sir William Birdwood to grant him a court-martial where he could produce witnesses to prove his sobriety but Birdwood to avoid scandal, refused the request.

Following this Pope lost his rank and his brigade command and had his AIF appointment terminated. He tried to seek justice and the chance to fight again on the Western Front. He did serve again as a continuous office without pay in charge of the transport Hororata and although uncleared, eventually commanded the 52nd Battalion with his original rank and once again led men to the front line. He was seriously injured and several months later again requested to be appointed for transport duty on troopships which was accepted.

Although never cleared Major General (sir) Talbot Hobbs wrote to him “No man, under the circumstances, could have done more than you have done. It is nothing but sheer bad luck that has prevented you from finishing without as many decorations as many other men, but certainly there are few who enjoy more the respect and admiration of their friends than yourself”

As Cr O’Neil states above Pope was appointed Commissioner of Railways in Western Australia from 1920-28. Controversy again followed Pope who faced with administrative and organisational problems attacked these head on. He was cleared in a royal commission in 1922 of much of the criticism levelled against him and went on to introduce many reforms. He died in 1938 and is buried in Karrakatta cemetery.

Comment:

The proposed project is an excellent one as it could be erected in time for the Anzac Centenary and as mentioned above is very significant to our area. Not only will be a fitting World War 1 Memorial, honouring the soldiers who fought in this war, and a Memorial to Harold Pope, it will be an added attraction which is on the Wheatbelt Way and I am sure will create much interest if completed in the correct way with interpretive signage.

In preliminary discussions the concept of the memorial is to gravel an area just east of the Pope’s Hill South Road adjacent to the bitumen of the Koorda/Bullfinch road. The area will have a parking area to accommodate caravans and other vehicles and have an area where the memorial will be erected. It is proposed to plant “the lone Pine tree” have a paved pathway with a trail information board erected to each side of the pine with a paved area for reflection.

See diagram below

A very preliminary costing has been obtained with not all components costed at present. Trail Information Boards the same as the Wheatbelt Way structures sourced locally and made of wood cost approx $3,000, however these may be cheaper and last longer if they were constructed in metal. The signage in a bulk signage order cost approx approx $210 each, however this price would increase as there will be no bulk ordering. Each Trail Information Board holds four signs, two back and front. The purchase of the seedling for the tree will be minimal. Gravel works would be carried out by Council staff and paving would be a substantial amount if paving was installed. Other alternatives could be considered for paths and the area of reflection. Traffic control outlining the parking area would also be needed.

A guestimate puts the project at approx $15,000 and funding could be sourced. The Anzac Centenary Local grants program has just opened and are open until 28 February 2014. An amount of $100,000 has been allocated to support projects in each of the 150 Federal Electorates. It would appear that first in would probably have more chance of securing funds. The grants open on 31st May 2013. This project appears to meet the funding guidelines and although it doesn’t say, would appear to need some sort of contribution.

Statutory Environment: NIL

Policy Implications: NIL

Financial Implications:

If an application was submitted in May/June 2013, notification would not be received for a number of months so any financial contribution would be from the 2013/14 budget. As well as a cash contribution an in kind contribution from Council could be made through providing site works.

Strategic Implications: NIL

Recommendation: That Council: 1. Agree to undertake the Pope’s Hill Memorial Project; 2. Submit a funding application to the Anzac Centenary Local Grants Program; 3. Provide officer support to a working party led by Cr O’Neil and involving any other interested individuals or groups to progress the design of the proposed memorial; and 4. Refer to the 2013/1014 budget process the allocation of $5000 towards the project and that the Works Supervisor make an allowance in allocating workers time and plant to the project.

Council Decision Number 804

Voting Requirements – Simple Majority

Moved: Cr Ventris Seconded: Cr Palm

That Council; 1. Agree to undertake the Pope’s Hill Memorial Project; 2. Submit a funding application to the Anzac Centenary Local Grants Program; 3. Provide officer support to a working party led by Cr O’Neil and involving any other interested individuals or groups to progress the design of the proposed memorial; and 4. Refer to the 2013/2014 budget process the allocation of $5,000 towards the project and that the Works Supervisor make an allowance in allocating workers time and plant to the project.

Carried 7/0

11.2 Compliance Audit Return Location: Shire File Ref: OR.IG.2.13 Applicant: Council Date: 18 March 2013 Disclosure of Interest: NIL Responsible Officer Trevor Smith - CEO Author: Trevor Smith - CEO

Background Since 2000 Councils are required to complete a Compliance Return each year and submit it to the Department of Local Government. The return assists Council to monitor compliance with the statutory requirements placed upon it by the Local Government Act and regulations.

The compliance audit is required to be presented at a meeting of Council, adopted by Council, and then submitted to the Director General , Department of Local Government. A copy of the complete audit will be available at the Council meeting along with a report on any non-compliant items.

Comment The Compliance Audit has one non-compliant item. Section – Delegation of Power/Duty – s5.18 Question: Has Council reviewed its delegations to Committees in the last financial year? Answer: No The only Committee of Council is the Audit Committee which is governed by the Local Government Act in terms of powers. This should still have been reviewed although there would have been no change in the powers of the Committee. This breach will be forwarded to the Department of Local Government.

Statutory Local Government Act 1995

Recommendation That Council adopts the Compliance Return Audit for the period 1stJanuary 2012 to 31st December 2012 and notifies the Department of Local Government.

Council Decision Number – 805

Voting Requirements – Simple Majority

Moved: Lancaster Seconded: Cr O’Neil

That Council adopts the Compliance Return Audit for the period 1st January 2012 to 31st December 2012 and notifies the Department of Local Government.

Carried 7/0

11.3 Movie Night request from Melissa Shadbolt Council Decision Number – 806

Voting Requirements – Simple Majority

Moved: Cr Lancaster Seconded: Ventris

That Council waive the fees for the hire of the complex for the proposed movie night on the 10th May for the P & C.

Carried 7/0

12. Confidential Items – Meeting to be closed to the Public in accordance with the provisions of the Local Government Act 1995.

Items 12.1 is Confidential in accordance with the Local Government Act 1995, Section 5.23 (2) If a meeting is being held by a Council…..the Council may close to members of the public the meeting, or part of the meeting if the meeting or the part of the meeting deals with any of the following – (a) a matter affecting an employee or employees; (b) the personal affairs of any person; (c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting; (d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting; (e) a matter that if disclosed, would reveal - .... (ii) information about the business, professional, commercial or financial affairs of a person;…..

(3) A decision to close the meeting or part of a meeting and the reason for the decision are to be recorded in the minutes of the meeting.

Recommendation That Council close the meeting to members of the public in accordance with the Local Government Act 1995, Section 5.23 as Item 12.1 deals with matters contained under Section 5.23 (2) (a).

Council Decision Number – 807

Voting Requirements – Simple Majority

Moved: Cr Comerford Seconded: Cr Sippe

That Council close the meeting to members of the public in accordance with the Local Government Act 1995, Section 5.23 as Item 12.1 deals with matters contained under Section 5.23 (2) (a).

Carried 7/0

Meeting closed at 4.02pm

Council is now required to re-open the meeting to the public.

Council Decision Number – 810

Voting Requirements – Simple Majority

Moved: Cr Sippe Seconded: Cr Ventris

That Council reopen the meeting to members of the public in accordance with the Local Government Act 1995.

Carried 7/0

The meeting was reopened at 4.46pm

General Business  Is there a possibility of having a boarding school in Mukinbudin  How much of the ESL funding is left  WALGA Wheatbelt Conference  Costing a Satellite Phone for Emergency Services  MAD Group – Entry Statements  Vandalism to the Fountain and Lawn in Main Street  Kevin Penrose’s Idea for a Generator, Talk to Western Power & Geraghty’s  Regional Workforce – Refer to Rod Munns

13. Closure of Meeting The president thanked everyone and closed the meeting at 5.26pm

DECLARATION I declare that these minutes of the Ordinary Meeting of Council held on the 20th March 2013 were confirmed at the Ordinary Meeting of Council held on 17th April 2013.

Signed:

Being the person presiding at the meeting at which these minutes were confirmed

Date: