SHIRE
of
MEEKATHARRA
MINUTES of a COUNCIL MEETING held AT THE COUNCIL CHAMBERS, MEEKATHARRA on SATURDAY MARCH 20TH 2010 COMMENCING AT 9:30AM
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 1
1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS ...... 2 1.1 DECLARATION OF OPENING ...... 2 1.2 DISCLAIMER READING ...... 2 2 RECORD OF ATTENDANCE/APOLOGIES/APPROVED LEAVE OF ABSENCE ...... 2 3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ...... 2 4 PUBLIC QUESTION TIME ...... 2 5 APPLICATIONS FOR LEAVE OF ABSENCE ...... 2 6 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS ...... 3 6.1 ORDINARY MEETING HELD FEBRUARY 16, 2010 ...... 3 6.2 HEALTH, BUILDING AND TOWN PLANNING COMMITTEE MEETING ...... MINUTES HELD FEBRUARY 10, 2010 ...... 3 6.3 MEEKATHARRA FESTIVAL MANAGEMENT COMMITTEE MEETING ...... MINUTES HELD FEBRUARY 16, 2010 ...... 3 7 PETITIONS/DEPUTATIONS/PRESENTATIONS/SUBMISSIONS ...... 3 8 ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION ...... 3 9 REPORTS OF COMMITTEES & OFFICERS ...... 4 9.1 OFFICERS MONTHLY REPORTS ...... 4 9.1.1 WORKS & SERVICES MANAGER’S REPORT – FEBRUARY 2010 ...... 4 9.1.2 AIRPORT MANAGER’S REPORT – FEBRUARY 2010 ...... 9 9.1.3 YOUTH CENTRE REPORT – FEBRUARY 2010 ...... 11 9.1.4 RANGER’S REPORT – FEBRUARY 2010 ...... 12 9.1.5 STATUS REPORTS ...... 14 9.2 FINANCE ...... 21 9.2.1 MONTHLY FINANCIAL REPORT PERIOD ENDED FEBRUARY 28, 2010.... 21 9.2.2 OUTSTANDING DEBTORS ...... 54 9.2.3 LIST OF ACCOUNTS PERIOD ENDED FEBRUARY 2010 ...... 59 9.3 ADMINISTRATION ...... 65 9.3.1 COMPLIANCE AUDIT RETURN...... 65 9.3.2 LOCAL GOVERNMENT REFORM – MINISTERS REQUEST...... 102 9.4 COMMUNITY DEVELOPMENT...... 120 9.4.1 KIDS AFTER DARK – REQUEST FOR FEES TO BE WAIVED……………...120 9.5 HEALTH, BUILDING & TOWN PLANNING ...... 125 9.5.1 TENDER FOR RENOVATIONS – LOT 87 MAIN ST & LOT 208 HILL ST.....125 9.5.2 COVERTING UV RATING ON MINING ACCOMMODATION VILLAGES AND PROCESSING PLANTS TO GRV ...... 163 9.6 WORKS & SERVICES...... 166 9.6.1 WORKS COMMITTEE ESTABLISHMENT...... 166 9.6.2 TOWN MAINTENANCE CONTRACT...... 170 9.6.3 CONTRACT MECHANIC – WORK ARRANGEMENTS...... 173 10 NEW BUSINESS OF AN URGENT NATURE – INTRODUCED BY RESOLUTION OF THE MEETING...... 176 10.1 PROPOSED MISCELLANEOUS LICENCE 52/116 ...... 176 10.2 GOLDFIELDS HIGHWAY MEEKATHARRA WILUNA SECTION ...... 182 11 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN ...... GIVEN...... 184 12 CLOSURE OF MEETING...... 184
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 2 DECLARATION OF OPENING/ ANNOUNCEMENT OF VISITORS:
1.1 DECLARATION OF OPENING The Shire President, Cr TR Hutchinson, declared the meeting open at 9:30am
1.2 DISCLAIMER READING No responsibility whatsoever is implied or accepted by the Shire of Meekatharra for any act, omission or statement or intimation occurring during this Meeting.
It is strongly advised that persons do not act on what is heard at this Meeting and should only rely on written conformation of council’s decision, which will be provided within fourteen (14) days of this Meeting
The Shire President, Cr TR Hutchinson, read the disclaimer aloud.
2 RECORD OF ATTENDANCE/ APOLOGIES/ APPROVED LEAVE OF ABSENCE Members Cr TR Hutchinson (Shire President) Cr NL Trenfield (Deputy Shire President) Cr HJ Nichols Cr JE Burgemeister Cr PS Clancy CR AG Burrows
Staff Roy McClymont Chief Executive Officer Alan Haslett Works & Services Manager - From 9:35am to 9:45am
Apologies Cameron Watson Corporate & Development Services Manager
Approved Leave of Absence Cr RK Howden
Observers Nil
3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil
4 PUBLIC QUESTION TIME Nil
5 APPLICATIONS FOR LEAVE OF ABSENCE Nil
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6 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS
6.1 ORDINARY COUNCIL MEETING MINUTES HELD FEBRUARY 20, 2010
Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr HJ Nichols
That the minutes from the Ordinary Council Meeting held Saturday, February 20, 2010 be confirmed.
CARRIED 6/0
6.2 HEALTH BUILDING AND TOWN PLANNING COMMITTEE MEETING MINUTES HELD FEBRUARY 10, 2010
Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr JE Burgemeister
That the minutes from the Health, Building and Town Planning Committee Meeting held Wednesday, February 10, 2009 be received.
CARRIED 6/0
6.3 MEEKATHARRA FESTIVAL MANAGEMENT COMMITTEE MEETING MINUTES HELD FEBRUARY 17, 2010
Council Resolution:
Moved: Cr PS Clancy Seconded: Cr JE Burgemeister
That the minutes from the Meekatharra Festival Management Committee Meeting held Wednesday, February 17, 2010 be received.
CARRIED 6/0
7 PETITIONS/ DEPUTATIONS/ PRESENTATIONS/ SUBMISSIONS Nil
8 ANNOUNCMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION Nil MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 4 Alan Haslett entered the meeting at 9.35am
9 REPORTS OF COMMITTEES AND OFFICERS
9.1 OFFICERS MONTHLY REPORTS
9.1.1 WORKS & SERVICES MANAGER’S REPORT – February 2010
Construction & Maintenance Programme. Hereunder I have listed the works to be undertaken and time frames for completion. These are only indicative and may not be met due to the loss of employees and the extreme difficulty in engaging skilled Plant/Machine operators.
Landor Road Construction and Sealing of 5.9 kilometers has been completed. Another 4.6 Kilometers has been constructed to subbase and gravel sheeted with waterbinding in progress. A further 1.10 Kilometers of subbase construction and gravel sheeting is also in progress. If there is sufficient unexpended funds remaining after the completion of the above a further 500 meters at three floodways will be constructed and sealed. Sealing of these sections is anticipated towards the end of this month.
Yoothapina Station Road. A light reformation of this road has been completed. Further works are required by way of gravel sheeting in places with the addition of water and compaction.
Sherwood Road. Realignment and construction is to be done as soon as some plant and equipment and operators are available from the Landor road and recruitment.
Ashburton Downs Road. To commence upon the completion of the Landor road.
Town Footpaths Remedial repairs of the footpath in Hill/McCleary Streets is in progress.
Town Streets – Seals & Reseals. The only remaining work to be done on the town Streets is the widening and sealing of the western side of Marmont Street. The aim is to have this done within the coming month with the laying of approximately 1000 meters of kerbing to follow between then and the end of the financial year.
Maintenance Grading. A “Hit and Miss” grade has been be done on the Youno Downs Road from Sandstone to Murchison Downs Road and then along the latter back to Meekatharra. A maintenance grade has been done on the Landor road from the end of the section being constructed to Bellele. I believe this is approximately another two days grading to complete the section. Little grading is being done as Michael has been away for many days. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 5
Town Crew.
Monthly Report Finishing 12 March 2010
Graffiti and broken bottles on roads are still a problem. Graffiti has been removed from the bins, rocks and signs on the lookout trail. Town signs were subject to graffiti.
Peace Gorge has not been subject to a great deal of litter. Old scrap metal is being removed.
The maintenance of town streets is continuing with scheduled sweeping to stop buildup in gutters. Rubbish has been removed from vacant town blocks and verges and laneways are having weeds removed.
Potholes are being repaired.
The Public Toilets were cleaned daily on work days
Assistance has been given to the mechanic in the repair of plant.
Labour was supplied for footpath construction and road maintenance.
Mechanics Report
Mechanics Report 13/2/2010 to 12/3/2010
P356 Multityred roller Engine mounts drilled out and bolts replaced continuation from 12/2/2010. Right hand rear wheel nuts tighten parts order Windscreen to be replaced by Yulella Paint and Panel
P358 Cat Grader 12H Replaced 2 oil hoses from oil filter to pump. Serviced date 7/3/2010 Hrs 13562 Tighten main turntable slide bolts. Replaced o- ring on steering line. Air conditioner repaired by Yulella Mechanical
P102 Cat Traxcavator Changed brake and transmission filter repaired Fuel problem repaired by Trenfield Motors
P114 Cat Dozer Checked reported problem of dozer steering to left. No problem found. Adjusted tracks. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 6 Tighten air compress bolts as they were loose.
P109 UD Prime Mover Repair electrical fault on lighting system. Awaiting parts for speedo and fuel gauge. Air conditioner being repaired by Yulella Mechanical – Compressor, Dryer/receiver and TX valve to be replaced. Hydraulic pump (60l flow rate) and valve to be fitted by Trenfield Motors
P405 Hino Crew Cab Window switches replaced by Yulella Mechanical. Brakes adjusted. Tighten rear spring (suspension) u bolts. All doors adjusted to close properly.
P108 Cat Grader 12H Replaced right hand side transmission hose from filter to transmission.
P362 Water Cart Removed end plate from dribble bar and cleaned the inside of bar.
Cleaned PTO for return to AV Truck Services for credit.
P354 UD Prime Mover Removed and replaced, panelbeated, welded right hand side mudguard Checked speedo odometer not working. Welded main air dryer. Repaired drivers side step.
P419 Cat Grader M series Replaced main aircleaner fan.
P348 Cat Loader 950 Repair harness to alternator which had burnt out alternator which was replaced.
P396 Bomag Service 11/3/2010 hrs 533 Checked aircon compressor, Manifold Bolts, idler pulleys, rocker cover bolts, drum drive and hydraulic hose fittings.
P390 Airport Multityred Roller Gear linkages repaired by Trenfield Motors
P325 Cat Vib Roller Repaired electrical fault in cab Trenfield Motors
P403 Hilux Ute Service carried out by Trenfield Motors
P24 Gen Set MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 7 250hr services carried out by Trenfield Motors
P86 Cat Scrapper Grease nipple replaced and grease tracks cleaned out Window and door seals to be replaced by Yulella Paint and Panel.
P387 UD Nissan Prime Mover Reconditioned pump and PTO fitted by Trenfield Motors
P354 UD Nissan Prime Mover Hydraulic to be done 20,21,22/3/2010
P362 Water Tanker Trailer legs to be replaced. New legs ordered by Trenfield Motors
Alan Haslett Works and Services Manager Monday 15th March 2010.
Officers Recommendation/ Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr PS Clancy
That the Works and Services Managers report for February 2010 be received.
CARRIED 6/0
Alan Haslett left the meeting 9:45am
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MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 9 9.1.2 AIRPORT MANAGER’S REPORT – FEBRUARY 2010 MEEKATHARRA AERODROME Monthly Report February 2010
Aircraft Movements and Statistics
Aircraft movements for the month of February moved slightly upward from the previous month and almost equaled the February 2009 figure.
The figures below reflect the difference between January 2009 and January 2010.
January 2009 January 2010 Variance
General Aircraft Landed: 108 104 - 4%
Avgas 14,456 ltrs 12,459 - 14% Jet A1 33,352 ltrs 31,254 -7 %
Total Fuel Sold 47,808 ltrs 43,713 - 8%
With no local mining on the horizon, and the fact that Skippers have reduced their RPT flights to three per week, I cannot see any increase in sight.
Aerodrome Works:
Aerodrome works mainly consisted of the following:
Extensive rolling of the apron, taxiway and runway shoulders. Sweeping loose stone from the apron and taxi way area.
Other work completed includes:
Regular servicing and fuelling of the genset providing electricity to the aerodrome. Fencing of garden beds around the terminal area Mulching and repairing trickle system.
Aerodrome Works Outstanding:
Replacement of out of date runway lights. (This will be completed once the weather cools down a bit) Repaint runway edge markings. (To be completed once we have the tractor/sweeper back to sweep loose stone from edges) Finalisation of the Fire Service.
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 10 Annual Aerodrome Emergency Exercise
A date has been set for the annual Aerodrome Emergency exercise. Liasion with the Police is continuing on this subject.
Airport Security
I attended an Aviation Security desktop exercise in Geraldton recently which was very informative. Some of the topics covered were the implementation of items from the Federal Government’s National Aviation Policy White Paper which covers items such as Aviation Security, and legislative and regulatory reform within the Aviation Industry.
Transport Security Plan
Five years have elapsed since the introduction of our Transport Security Plan which came about as a result of the new Transport Security Act 2004. All airports had to go through an initial risk assessment and development of a security plan. The plan was valid for 5 years and has now expired.
Our Consultant has been working on updating our plan to comply with new legislation and has just had approval that the new plan has been passed by Transport Security. I am currently working through it as a final editing process prior to it being distributed to our Airport Security Committee.
General Summary:
Life continues on at the airport in much the same way as it has in the past despite the decline in aircraft and fuel sales.
Mal Trenfield Airport Manager
14th March 2010
Officers Recommendation/ Council Resolution:
Moved: Cr HJ Nichols Seconded: Cr PS Clancy
That the Airport Manager’s report for February 2010 be received.
CARRIED 6/0
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9.1.3 YOUTH CENTRE REPORT – FEBRUARY 2010
Officers Recommendation/ Council Resolution
Moved: Cr NL Trenfield Seconded: Cr AG Burrows
That the Youth Centre Report for February 2010 be received.
CARRIED 6/0
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Details to report
I attended Meekatharra on Monday 8, Tuesday 9, Wednesday 10 February 2010 On this visit patrols were conducted of the townsite and surrounding areas. License enquiries were made. Two dogs were licensed and three were to be licensed. One complaint from Police was dealt with and as a result, three dogs being destroyed. Eight unregistered dogs, owners unknown were seized and destroyed and four dogs were impounded.
Peter Smith Wednesday 10 March 2010
Officers Recommendation/ Council Resolution
Moved: Cr PS Clancy Seconded: Cr AG Burrows
That the Ranger’s Report for February 2010 be received.
CARRIED 6/0
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9.1.5 STATUS REPORTS
Council Decisions – Status Report Note: This report lists only those Council decisions which require a specific, non repetitive action. Meeting Item Date No Title and Resolution Summary Resp Action Status
15/07/06 9.3.6 Meekatharra Heritage and Canyon Trails Project CEO/ Not proceeding with Canyon Trail until approvals are CONS presented to Council Complete Advise Agencies that provided grants about halt and ask if funds can be transferred to other sections of project. Complete Take steps to secure tenure over historic sites connected to Meeka Heritage Trails Project In progress Determine status of all reserves, vesting orders and roads within the shire.
15/07/06 9.5.1 Laneway Closure, Land Adjacent to Lots 425,426, 427 & 428 CEO/ Railway Street CONS Letter written to Minister for Lands Complete
Advise the Minister for Lands that proposal was advertised, that no submissions were received by closing dates, Water Process to be completed by DOLI In progress Corp had no objections. That Shire of Meekatharra request Minister for Land Admin permanently close the laneway and portions adjoining be amalgamated with lots, that Shire has no objections to lots being converted to Freehold Title.
15/07/06 9.5.2 Permanent Closure of Streets within the Nannine Townsite CEO/ That Council advise Dept Land Asset Management that CONS/ Council doesn’t wish to close Nannine Townsite CDAO Letter sent to Dept Complete That Council establish ownership of Recreation Reserve 3917, Explosive Reserve 4748. Water Reserve 12460, Water Pipe Tracks and Id Hillside Homestead site near Nannine In progress Townsite.
19/08/06 9.5.2 Sale Meekatharra Lot 922 – St Barbara Mines CEO Request Health, Building and Planning Committee to inspect Letter sent to Dept 7/9/06 Complete MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 15
property and report to Council potential uses of property etc. Committee to inspect house obtain In progress Advise Dept Planning & Infrastructure that Council has no costs etc. Settlement imminent (St objections to sale of Lot 922, however Council has interest in Barbs to Health Dept) CEO has old building situated at in North West corner of lot. Request advised Health Dept that Council may CEO to advise St Barbara Mines that Council may be have an interest in old Station Masters interested in obtaining tenure of Old Station Masters house on house. Lot 922.
15/12/06 9.5.3 Lease of Reserves 40845 & 40847 CEO Staff re-write the terms and conditions of the lease to ensure that Council and community groups who store items on the reserves can continue to do so with unrestricted access and also to ensure that Council secures the necessary access for the Heritage Trails interpretive sites. Further, that the revised lease be presented to Council for approval.
20/1/07 9.6.2 Reinstatement of Footpath Paving CEO/ Works Works being undertaken by Town The brick paved footpath in Main Street Meekatharra is S’visor Crew. will be completed with other becoming uneven from tree roots and general subsidence. Capital works in 2008-09 The works could be done by our own staff or could be subcontracted out. Plant & Expertise Required – Sub Contract with Townsite Works 2008/09
March – April WSM
17/2/07 9.4.3 Grant Applications for Drive Trail CDAO Letters written to funding bodies As the Canyon Trail will no longer be completed it was - Regional Development 50% Funds recommended that requested be made for the funds to be Scheme: agreed to transfer Received transferred to stage 2 of the Drive Trail Letter have been funds on the condition that 16/09/08 written to the appropriate funding bodies, but as yet no reply other funding is secured and has been received. Council decided to seek the additional any changes to budget are funding required to complete the Drive Trail. also submitted. - Regional Infrastructure Will release Funding Program: funds once confirmation not yet received approvals as several queries are unable have been to be answered at this stage. received for PARs MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 16
17/05/08 9.6.1 Judal- Mileura rd section CEO/ WSM Mr Walsh be advised of this decision Complete Council not undertake any work or maintenance on this road. 19.05.08 That the Mt Gould – Berringarra rd be Councils Preferred link Staff process the official closure of this Deferred Between the shires section of road 20/2/10
21/06/08 9.3.6 Plastic shopping bag reduction program. Replace plastic with CEO Purchase 10,000 calico bags 23/06/08 calico and charge for the calico bags. Consult Retailers In Process Commence project
19/07/08 9.4.1 Entry Statements. Contact the water corp about re-painting CDAO Enquiries to the water corp in regard In Progress the tanks repainting the welcome sign and clearing under growth. Painting a welcome sign on the south tank.
15/11/08 9.5.1 Staff Housing/buildings CDSM Engage consultant In Progress Renovate Lot 86 & 87 Main St Meeting to be held onsite – 11/02/09 Engage suitable person to produce plans & specis for Swimming Pool Roof Lot 208 Hill St Lots 86 & 87 Main Street
19/12/08 10.1 Move Notice Boards from front of Lloyds CEO Discuss possible new location with In Progress owner of Farmer Jacks
20/06/09 9.2.6 Outstanding Rates Commence proceedings to sell properties by auction. Rates Commence proceedings In progress Write off rates on 243/4 Darlot St Rates Write off rates Complete
19/09/09 9.5.1 Town Planning Scheme No 3 and Proposed Amendment No PO Town planning consultant has been Complete 2 requested to action this amendment
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19/09/09 10.1.1 Finalisation of lots 205 & 207 Hill Street CDSM Project Officer obtaining quotes & In progress issuing orders for works. Septic systems to be completed.
17/10/09 9.3.1 Road Condition Signs PO 1 quote received to date. In Progress Signs ordered 8/12/09
21/11/09 9.3.2 Review of Council’s Policy Manual PO CEO to check amended manual In Progress AA Print & distribute
21/11/09 9.3.4 Cornish Lift PO Quote approved 23/11/09. Letter of advise and order sent 23/11/09 Complete Contractor to build In progress
21/11/09 9.1.1 Correct Suggested Design Faults with Water Cart Hydraulics CEO Spoke to Fossil, Alan and Norm. Systems Order written 24/11/09 Complete Faults to be corrected In progress
18/12/09 9.3.1 Relocation Main Street Park Displays CEO Copy to Rigby & Cameron 22/12/09 Complete Works to be undertaken In progress
18/12/09 9.3.2 Plan for the future CEO Amend plan as resolved Undertake public consultation Adopt by May 2010
18/12/09 9.6.1 Contract Gardening and Town Maintenance Service Contract CEO/PO Invite Tenders advertised Complete Close 9/3/10 Agenda item
18/12/09 9.6.2 Works Committee – Establishment CEO/AA Include in March Agenda Complete Defer to March meeting MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 18
18/12/09 10.1.3 Tender Approval – Ashburton Downs Road project 09/10 CEO/WSM Invite tender/s as/when required Invitation of tenders authorised - conditional
16/01/10 10.1.2 Airport Transformer Failure CEO Source potential contractors, contact In progress ASA etc etc
20/02/10 9.4.1 Request for Budget item for Recreation Officer people mover CDSM To be included in 10/11 budget Complete deliberations
20/02/10 9.5.1 Town Planning Scheme No 3 – Amendment No 2 PO Documentation completed 24/02/10 Complete Passed to CEO for signing Complete
20/02/10 9.5.2 Upgrade to Digital TV – Reserve Tranfer CDSM Transfer and record funds
20/02/10 9.6.1 Ashburton Downs Road – Heavy Haulage - Auvex CEO Letter emailed and posted to Auvex Complete copy to PMI 22/2/10
20/02/10 9.6.2 Road Closure Judal – Mileura PO Deferred No further action required Complete
20/02/10 10.1.1 Volvo G370 Grader WSM PO issued for repairs. When done Complete machine to be collected and returned to Meekatharra.
20/02/10 10.1.2 CEO Leave & Appointment of Acting CEO CEO Cameron and Murray advised Complete 22/02/10
20/2/10 10.1.3 Local Government Industry Award 2010 CEO Convert to new award. Consult employees, union etc
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20/02/10 10.1.4 2009/10 Budget Review CDSM Letter and copy of item sent Complete
20/02/10 10.1.5 Broadband Integration & Technology Enablement CEO Copy to Cameron for Budget 22/02/10 Complete
Officers Recommendation/ Council Resolution:
Moved: Cr AG Burrows Seconded: Cr PS Clancy
That the Status reports be received.
CARRIED 6/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 20
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9.2 FINANCE
9.2.1 MONTHLY FINANCIAL REPORT PERIOD ENDED FEBRUARY 28, 2010 LOCATION: N/A APPLICATION: CAMERON WATSON FILE REF: ADM 0171 DISCLOSURE OF INTEREST: NIL DATE OF REPORT: 12 FEBUARY 2010 AUTHOR: CAMERON WATSON CORPORATE & DEVELOPMENT SERVICES MANAGER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Monthly Financial Report
Background: Financial Activity Statement Report – s.6.4
(1) A local government is to prepare each month a statement of financial activity reporting on the sources and applications of funds, as out in the annual budget under regulation 22(1)(d), for that month in the following detail –
(a) Annual budget estimates, taking into account any expenditure incurred for an additional purpose under section 6.8(1)(b) or(c); (b) Budget estimates to the end of the month to which the statement relates; (c) Actual amounts of expenditure, revenue and income to the end of the month to which the statement relates; (d) Material variances between the comparable amounts referred to in paragraphs (b) and (c); and (e) The net current assets at the end of the month to which the statement relates.
(2) Each statement of financial activity is to be accompanied by documents containing-
(a) an explanation of the composition of the net current assets of the month to which the statement relates, less committed assets and restricted assets; (b) An explanation of each of the material variances referred to in sub- regulation (1)(d); and (c) Such other supporting information as is considered relevant by the local government. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 22
(3) The information in a statement of financial activity may be shown –
(a) According to nature and type classification, (b) By program; or (c) By business unit.
(4) A statement of financial activity, and the accompanying documents referred to in sub-regulation (2), are to be –
(a) presented to the council – (i) at the next ordinary meeting of the council following the end of the month to which the statement relates; or (ii) if the statement is not prepared in time to present it to the meeting referred to in subparagraph (i), to the next ordinary meeting of the council after that meeting; And (b) Recorded in the minutes of the meeting at which it is presented.
(5) Each financial year, a local government is to adopt a percentage or value, calculated in accordance with AAS 5, to be used in statements of financial activity for reporting material variances.
(6) In this regulation – } committed assets~ means revenue unspent but set aside under the annual budget for a specific purpose; } restricted assets~ have the same meaning as in AAS 27. [Regulation 34 inserted in Gazette 31 Mar 2005 p. 1049-50.] [35. Repealed in Gazette 31 Mar 2005 p. 1050.]
Comment: A monthly financial report is to be presented to Council at the next ordinary meeting following the end of the reporting period.
Consultation: Ron Back – Local Government Consultant
Statutory Environment: Local Government Act 1995 Section 6.4 Financial Report Financial Management Regulations 34 & 35
Policy Implications: Nil
Financial Implications: Nil
Strategic Implications: Nil
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Voting Requirements: Simple Majority
Officers Recommendation/Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr NL Trenfield
That the financial report for the period ending February 28, 2010 be received.
CARRIED 6/0
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ACTIONS TAKEN UNDER DELEGATED POWER REQUIRING NOTIFICATION TO COUNCIL
There were no actions taken under delegated powers that require reporting to Council in February 2010 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 53
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9.2.2 OUTSTANDING DEBTORS LOCATION: NIL APPLICATION: NIL FILE REF: ADM 171 DISCLOSURE OF INTEREST: NIL DATE OF REPORT: 12 MARCH 2010 AUTHOR: JESSICA LUNKEN DEBTORS & CREDITORS OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Attached is a copy of the detailed outstanding Sundry Debtors.
Background: At the end of every month an aged detailed trial balance is performed. The following applies to all outstanding debtors – >90 day – All outstanding debtors with 90 days or more are sent a 7 day debt collection letter. >60 day – All outstanding debtors with 60 days or more are sent a reminder letter. >30 day – All outstanding debtors with 30 days or more account are sent a statement with a reminder sticker attached.
Comment: Although the outstanding > 90 day accounts are sent letters stating that they will be forwarded onto the debt collection agency, Council needs to be aware of the cost to do so. Therefore from time to time, in relation to minimal amounts i.e. landing fees it is required that Council write off the debt incurred.
Consultation: Roy McClymont – Chief Executive Officer
Statutory Environment: Nil
Policy Implications: Nil
Financial Implications: Loss of revenue
Strategic Implications: Nil MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 55
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr NL Trenfield
That Council receives the outstanding monthly Debtor Trial Balance for February 28, 2010.
CARRIED 6/0
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9.2.3 LIST OF ACCOUNTS PERIOD ENDED FEBRUARY 2010
LOCATION: N/A APPLICATION: NIL FILE REF: ADM 171 DISCLOSURE OF INTEREST: NIL DATE OF REPORT: 12 MARCH 2010 AUTHOR: JESSICA LUNKEN DEBTORS & CREDITORS OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Accounts are to be presented to council for payments.
Background: List of accounts
(1) If the local government has delegated to the CEO the exercise of its power to make payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing each account paid since the last such list was prepared –
(a) the payee’s name; (b) the amount of the payment; (c) the date of the payment; and (d) sufficient information to identify the transaction.
(2) A list of accounts for approval to be paid is to be prepared each month showing – (a) each account which requires council authorization in that month – (i) the payee’s name (ii) the amount of the payment; and (iii)sufficient information to identify the transaction; and (b) the date of the meeting of the council to which the list is to be presented.
(3) A list prepared under sub-regulation (1) or (2) is to be –
(a) presented to the council at the next ordinary meeting of council after the list is prepared; and recorded in the minutes of that meeting.
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Comment: Each month the accounts are presented to council for payment;
Municipal Voucher No’s Amount: $ 446,342.97 Trust Account Voucher No’s Amount: $ 5,902.88 Air BP Voucher No’s Amount: $ 0.00
Consultation: Roy McClymont – Chief Executive Officer
Statutory Environment: Local Government (Financial Management) Regulations 1996 S.6.10.13 List of Accounts.
Policy Implications: Nil
Financial Implications: Accounts to be paid.
Strategic Implications: Nil
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr PS Clancy Seconded: Cr AG Borrows
That Council receives the attached list of creditor accounts paid under delegated power.
CARRIED 6/0
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9.3 ADMINISTRATION
9.3.1 COMPLIANCE AUDIT RETURN 2009 APPLICATION: DLGRD FILE REF: ADM 206 DISCLOSURE OF INTEREST: Nil DATE OF REPORT: 23rd FEBRUARY 2010 AUTHOR: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Council is required to annually complete a Compliance Audit Return and submit it to the Local Government Department. The return focuses primarily on the Local Government Act but also addresses parts of the Caravan Parks and Camping Grounds Act 1995, the Cemeteries Act 1986 and the Local Government Grants Act 1978.
The DLGRD (Department of Local Government and Regional Development) requires the report by 31 March 2010.
Attachments: Report from Consultant Murray Brown Meekatharra’s Compliance Audit Return 2008
Background: This year Mr Murray Brown conducted the compliance audit. Mr Brown has extensive experience in Local Government and with the Department.
Comment: This year there were 347 questions in the return. In terms of compliance requirements, this audit covers a relatively small sample of the legislation that imposes tasks/responsibilities on Local Government. The last count from a reliable source suggested that there are over 114 separate pieces of legislation that involve Local Government.
Mr Brown assessed Council’s compliance at over 99%. This is an improvement on last year (98%).
Mr Brown’s conduct of the audit was done in a very positive and proactive manner. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 66
The use of an experienced consultant to do the compliance audit and progress tasks is considered most beneficial. With dedicated time (no day to day operational tasks, pressures and interruptions), a consultant can often achieve in a few days what would take full time staff many months.
The comments by Mr Brown are noted and require no further explanation.
Consultation: Consultant Murray Brown
Statutory Environment:
Policy Implications:
Financial Implications: Consultants costs were included in the 09/10 Budget.
Strategic Implications: Nil
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr HJ Nichols Seconded: Cr NL Trenfield
That Council adopt the attached Compliance Audit Return 2009 and submit it to the Director General, Department of Local Government
CARRIED 6/0
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SHIRE OF MEEKATHARRA
COMPLIANCE AUDIT RETURN 2009
Notes and advice to the Chief Executive Officer relating to the completion of the Compliance Audit Return 2009.
Disclosure:
For the purpose of Section 5.70 of the Local Government Act 1995, I advise that I have some 41 years experience in Local Government including some 33 years as a Chief Executive Officer, two years working for the Department of Local Government and nearly 4 years working as a consultant carrying various tasks in a number of Shires.
I have been working as a part time consultant for the Shire of Meekatharra for some months.
I am not aware of any specific matter that may create an interest that would require a financial or impartiality interest disclosure to the Council.
Statutory Compliance Audit 2009 Process
I conducted an independent audit for this Shire during the period 15th -17th October 2010.
The audit involved the records of the Shire and in many cases involved a sample check of various records and or discussions with relevant Officers.
This years compliance return consisted of 33 pages involving a total of 347 questions.
The increase in compliance questions to be addressed was due to the “Election Process” which did not generally apply in 2008.
The audit process undertaken enabled determination of a reasonable opinion whether in all material respects, compliance or partial compliance was achieved.
Outcome:
The standard of compliance was very good with only 2 matters of non compliance from the total of 347questions.This indicated a compliance rate of over 99%.
Cemetery:
As mentioned in my 2008 compliance notes the Cemetery Plan needs considerable upgrading and improvement. I again advise that all entries on the plan should be in “Ink” and not in pencil.
The Cemetery Plan was not complete as Interments 1135 (Sept 06) and 1150 (June 09) could not be found on the Cemetery Plan. This matter should be attended to immediately. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 68
It is acknowledged that budget provision has been made in 2009/10 for a new Cemetery Plan to be prepared etc. This needs to be carried out urgently.
Minutes:
There were occasions when the minutes should have shown “Absolute Majority”. The numbers voting was shown which did indicate this, however the minutes should show “Absolute Majority” plus the count.
Various Advertising:
Whilst not a statutory matter, it is recommended that the staff continue to maintain a “scrap book” in which copies of all newspaper advertisements are contained. This is useful for future reference.
Staff:
I acknowledge the assistance provided by all staff in the completion of this task and with the other various duties that I have been involved in.
Conclusion:
The CEO and his Staff have achieved a high level of Compliance.
M N Brown 7 Dominican Close PORT DENISON WA 6525 99 272788 0429 088 122
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9.3.2 LOCAL GOVERNMENT REFORM – MINISTERS REQUEST
LOCATION: WA State APPLICANT: Local Government Minister FILE REF: ADM 330 DISCLOSURE OF INTEREST: Nil DATE OF REPORT: 15 March 2010 AUTHOR: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: The Minister for Local Government has requested Council to consider forming a Regional Cooperative Group (RCG) and advise the Minister of their decision in writing by 26 March 2010.
Attachments: Copy of the draft agreement for a Regional Collaborative Group Copy Council’s positions on Structural Reform and Regional Co-operation.
Further information/documents on this matter have been provided to Councillors in the regular Information Bulletins.
Background: Council is well aware of the background and circumstances around this issue.
On 5 February 2010, The Shire President, Deputy Shire President and the CEO attended a meeting in Mt Magnet with officer of the Department of Local Government.
On 9 February 2010 the Deputy Shire President and the CEO attended a forum in Perth on reform.
Council has formally discussed this matter on eight previous occasions. Council’s most recent resolution on this matter is listed below:
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Meeting 18 December 2010: That Council: 1. re-affirm its Position Statements on Structural Reform and Regional Co- operation (which appear to be in conflict with the Ministers latest determination).
2. advise the Shire of Yalgoo and other Murchison Councils that Meekatharra will consider attending a further regional meeting on reform when more details have been provided concerning the Ministers latest “determination”.
Comment: Staff received the draft Agreement for Collaborative Groups on 9 March 2010.
The Murchison Executive Group (MEG) discussed the draft agreement at its meeting on 11 March 2010. Group members generally rejected the proposal however the group agreed to continue to use the MEG as a means to create efficiencies for group members. The group will specifically consider Clause 5 – Services of the draft agreement with a view to establishing whether there may be benefits to member shires in pursuing any of the suggestions in that clause. The MEG will also consider formalising its structure.
The RCG proposal will come at a cost (see clause 4.1 of the draft agreement).
Clearly, the Regional Collaborative Group proposal is in conflict with Council’s positions on this matter. Specifically; “the Shire of Meekatharra does not support the formation of another decision making body…”
As is demonstrated by our positions statements, this Shire has been opposed to the formation of a regional decision making body.
Consultation: Cr Hutchinson, Shire President Cr Trenfield, Deputy Shire President CEO’s shires of Sandstone, Cue, Mt Magnet, Yalgoo & Murchsion
Statutory Environment:
Policy Implications: Council has formed a position on local government reform and regional co- operation.
Financial Implications: Joining an RCG will cost Council money and time.
Strategic Implications:
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Officers Recommendations / Council Resolutions:
Moved: Cr HJ Nichols Seconded: Cr NL Trenfield
That Council advise the Minister for Local Government that:
“After carefully considering the proposal to form a Regional Collaborative Group, the Shire of Meekatharra has resolved not to participate in any regional group under the terms and conditions that have been proposed.
The proposal, as it stands, conflicts with Council’s adopted positions on Structural Reform and Regional Cooperation. A copy of these position statements were previously provided to the Minister with Council’s Reform Submission. An additional copy is attached.
The Shire of Meekatharra already belongs to a regional collaborative group in the form of the Murchison Executive Group.
The Murchison Executive Group has already commenced a number of regional initiatives that will continue to create benefits and efficiencies for the member shires.
At its meeting on 11 March 2010, the Murchison Executive Group made a commitment to evaluate the proposals and services described in clause 5 (Services) of the Draft Agreement for Collaborative Groups.
The Shire of Meekatharra has encouraged and supported the activities of the Murchison Executive Group and believes that this group is currently the most favorable medium to progress regional collaboration between the member shires.”
CARRIED 6/0
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9.4 COMMUNITY DEVELOPMENT
9.4.1 KIDS AFTER DARK – REQUEST FOR FEES TO BE WAIVED LOCATION: Meekatharra APPLICANT: Kids After Dark Inc FILE REF: ADM 325 DISCLOSURE OF INTEREST: Nil DATE OF REPORT: 15 March 2010 AUTHOR: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Kids After Dark Inc (KAD) have requested that the Community Bus hire fees be waived for that group.
Attachments: Letter from KAD 2/3/10 Letter to KAD 8/3/10
Background:
Comment: The contents of the attached letters provide information on this request. The Community Bus Hire Fees have not been increased for a number of years.
Community Bus Hire Fees 2009/2010 (including GST)
Local Community/Sporting Groups & Ratepayers (includes Gov Dept) Outside Meekatharra Townsite – per day - allowance of 200km per day $110.00 - over allowance each km > 200 $ 0.28
Within Meekatharra Townsite – per hour $11.00
Commercial or Non Ratepayers – per day - allowance of 200km per day $220.00 - over allowance each km > 200 $1.10
Bond on all bus hires (linked to insurance excess) $500.00
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Consultation: Cr Hutchinson
Statutory Environment: Local Government Act 1995
Policy Implications:
Financial Implications: Potential loss of hire fee income.
Strategic Implications:
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr HJ Nichols Seconded: Cr NL Trenfield
That Council affirms and approves the letter sent to KAD (8/3/10) and advise KAD that Council will not waive the Community Bus Hire fees for reasons outlined in our letter of 8/3/10.
CARRIED 5/1
Cr JE Burgemeister voted against the motion.
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9.5 HEALTH, BUILDING & TOWN PLANNING
9.5.1 TENDER FOR RENOVATIONS – LOT 87 MAIN ST & LOT 208 HILL ST
LOCATION LOT 87 MAIN ST & LOT 208 HILL ST APPLICANT NIL FILE REFERENCE ADM 0053 & ADM 0044 DISCLOSURE OF INTEREST NIL DATE OF REPORT 15TH MARCH 2010 AUTHOR CAMERON WATSON CORPORATE & DEVELOPMENT SERVICES MANAGER
SIGNATURE OF AUTHOR
SENIOR OFFICER ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER
Summary: This item puts forward for the Committee’s consideration and acceptance the recommended tenders for the renovations Council housing located at Lots 87 Main Street and 208 Hill Street Meekatharra.
Attachments: Recommended Tender for Alterations & Additions – Lot 208 Hill St Recommended Tender for Alterations & Additions – Lot 87 Main St
Background: At the Health, Building and Town Planning Committee meeting held 5th November 2008 and subsequently at the full Council Meeting Held 15th November 2008, it was decided to renovate the staff residences at Lot 87 Main Street and Lot 208 Hill St. Peter Teakle of Teakle & Lalor was appointed as design and drafting consultant and attended Meekatharra in early 2009.
At subsequent Committee meetings draft plans where presented and informally discussed and accepted. Mr Teakle of Teakle & Laylor Building Design and Drafting Consultants was then requested to produce designs and specifications suitable for inclusion in tender documents, Mr Teakle subsequently completed this with the resultant tender documents being advertised.
Comment: The tender process closed at 4:00 pm Friday 26th February 2010 with two compliant tenders being received for the renovations at Lot 87 Main St and one compliant tender being received for the renovations at Lot 208 Hill St.
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All off the tenders received are well in excess of the amounts budgeted for the renovation works.
As both the renovations are to residential premises, the GST impact is that Council is unable to claim the input tax credit of 10% of the tendered price and as such must take this into consideration when any decision is made. All prices quoted in this item are the actual cost to Council figures.
Tender 07-09/10 – Renovations Lot 87 Main Street
Two tenders were received for this renovation; both tendered prices are in excess of the budgeted allowance by $37,273.00 and $60,582.72 respectively, design/tender preparations by Teakle & Laylor have already cost $5,817.90 in addition to the above. At this time these premises are in a bad way and are repeatedly being broken into, to minimise any damages as much as possible the premises have been left unlocked with the water and power turned off. Councils EHO/Building Surveyor has also indicated that if Council was, at this time, to utilise these premises for staff housing then he would have no other option than to place an unfit for human habitation order on the premises.
There have been several discussions relating to this property in the past, the majority of these related to the suitability of the property for staff housing.
Council has several options in relation to this property;
1. Resolve not to undertake the renovations on this property and, possibly, clear the block of all structures while retaining the land for any possible future needs. If this option was chosen then the demolition costs would be deducted from the budgeted renovation funding with the remainder either being allocated in part or whole to other projects and/or consigned to the Building Reserves.
2. Complete the renovations as tendered and source the additional funds from either identified savings from other sections of the budget or via a withdrawal from the Building Reserve.
Tender 67-09/10 – Renovations Lot 208 Hill Street
There was only one compliant tender received for the renovations to this property and again the tendered price is well in excess of budget expectations by $72,458.48 plus design/tender preparations by Teakle & Laylor of $4,506.15. This property is currently in a habitable condition however research has shown that little to no modernization has been undertaken for over 20 years.
Again, there are several options available for Council with regard to these renovations;
1. Complete the renovations as tendered with the additional funding being source from either;
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a) any unused budget allocation from the renovations of Lot 87 Main Street, this is dependant upon the outcome of Councils decision relating to these renovations; or b) unallocated Building Reserve funds.
2. Reduce the scope of works relating to the renovations, this could be accomplished by renovating the existing floor plan and loosing the building extensions. It is anticipated that this option could show savings in the vicinity of $44,000. It should not be recommended that the quality of the renovations be reduced only the quantity, a “lick of paint” renovation would not significantly increase this properties lifespan and could, in the end cost more.
Consultation: Bill Atyeo – EHO / Building Surveyor
Statutory Environment: Local Government Act 1995, section 3.57 Local Government (Functions & General) regulations 1996, Part 4
Policy Implications: Nil
Financial Implications: These renovations have been included in the 2009/2010 Budget
Strategic Implications: Objective 3 – Maintain and Improve Councils Buildings and Structures
Voting Requirements: Simple Majority
Officer Recommendation:
That the Committee receives the tenders for the renovations to Lot 87 Main Street and Lot 208 Hill St and formulates a recommendation to be presented to Council.
Committee Recommendation:
That this matter be referred to council for full decision
At the meeting the CEO advised Council that he has been advised that C & B Williams have withdrawn their tender for Lot 87, Main Street.
Council Resolution:
Moved: Cr PS Clancy Seconded: Cr JE Burgemeister
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That minor renovations only be undertaken on lot 208 Hill Street to bring it up to a reasonable standard e.g. verandah, bathroom.
Further; that given that C & B William have withdrawn their tender for Lot 87 Main Street, Council awards the tender for Lot 87 Main Street to Murchison Carpentry Pty Ltd for the tendered amount of $230,582.72 inclusive of GST. CARRIED 6/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 129
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9.5.2 CONVERTING UV RATING ON MINING ACCOMMODATION VILLAGES AND PROCESSING PLANTS TO GRV
LOCATION NIL APPLICANT NIL FILE REFERENCE ADM 0075 DISCLOSURE OF INTEREST NIL DATE OF REPORT 11TH MARCH 2010 AUTHOR KRYS EAST RATES OFFICER
SIGNATURE OF AUTHOR SENIOR OFFICER ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER
Summary: Council have the option to change the Unimproved Valuation rating that exists on Mining Camps and Processing Plants to a Gross Rental Valuation rating, in order to raise more revenue.
Attachments: Nil.
Background: Mining leases within the Shire are rated on the Unimproved Value (UV) of the land they are sited on. This method of valuation does not take into account any infrastructure improvements that are on the land, which in many cases are substantial.
By comparison land in the town site is valued on a Gross Rental Value (GRV) basis, i.e. the improved value of the land that includes buildings and other structures etc and rates are generally higher.
The process however to rate these mining accommodation villages and processing plants is complex and a number of procedures will need to be followed:
1. The number and location of the mining villages and processing plants will need to be determined; 2. Dialogue with the companies involved needs to be instigated; 3. A survey of the exact locations needs to be undertaken; 4. An application to change the basis of valuation needs to be prepared; 5. Upon Ministerial approval Gazette notification is required; 6. Objections will need to be dealt with; 7. The GRV Rate in the dollar needs to be determined i.e. apply the GRV town site rate or set a GRV – Mining Rate; and 8. Interim or annual rates need to be raised. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 165
Comment: At present the Shire rates all mining tenements at a UV rate irrespective as to whether the tenement holds a camp or processing plant. It should also be noted than it would not be necessary to rate these facilities at the Town GRV cent in the dollar, a differential rate system similar to the Mining and Pastoral UV rate could be considered.
Below is a table showing revenue raised by other various shires charging GRV Mining.
2009/10 Budgeted Rateable Rate Rate in Number of value Revenue $ Properties $ $ Shire of Wiluna 6.9100 9 3,061,032 211,517 City of Kalgoorlie-Boulder 5.3533 7 4,655,000 249,196 Shire of Dundas 17.3244 3 1,268,120 219,695
Consultation: Cameron Watson – Corporate and Development Services Manager Roy McClymont - CEO
Statutory Environment: Local Government Act 1995 Section 6.28
“Basis of rates 1. The Minister is to – a. Determine the method of valuation of land to be used by a local government as the basis for a rate; and b. Publish a notice of the determination in the Government Gazette
2. in determining the method of valuation of land to be used by a local government the Minister is to have regard to the general principle that the basis for a rate on any land is to be – a. where the land is used predominantly for rural purposes, the unimproved value of the land; and b. where the land is used predominately for non-rural purposes, the gross rental value of the land.”
Policy Implications: Nil
Financial Implications: Implementing a GRV rating method on Mining Accommodation Villages and Processing Plants will increase rate revenue for the Shire.
An example of the amount of revenue that could be raised is based on a value provided from Mr Stephen Fern the Senior Consultant Valuer at Landgate –
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The GRV on a 200 man camp (assuming all rooms are ensuited) would be $468,000 as supplied by Landgate.
If rated at the Town GRV rate currently 10.7547 cents in the dollar, the rates raised would be $50,332.00.
Strategic Implications: Nil
Voting Requirements: Simple Majority
Officer Recommendation :
That Council proceeds with changing the rate basis for mining accommodation villages and processing plants from UV to GRV by:
1. Authorising Shire administration to proceed with conversion; and 2. Determine the method of rating i.e. Town GRV or a new Differential Rate.
Council Resolution:
Moved: Cr NL Trentfield Seconded: Cr AG Burrows
That council does not proceed with the proposal to change the rate basis for mining accommodation villages and processing plants from Unimproved Valuation to Gross Rental Value.
Reason for Change to the Recommendation
Council believes that the proposed change of rate basis cannot currently be justified in terms of comparative rating and service levels.
CARRIED 6/0
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9.6 WORKS & SERVICES
9.6.1 WORKS COMMITTEE - ESTABLISHMENT LOCATION: District APPLICANT: Council FILE REF: DISCLOSURE OF INTEREST: Nil DATE OF REPORT: 15 March 2010 AUTHOR: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Council resolved, at its December 2010 meeting to have this item “lay on the table” until the March 2010 meeting.
Attachments:
Background: An informal Works Group has been operating in Meekatharra for about 3 years. In April 2008 the administration of the group was formalised to the extent that agenda’s are prepared and minutes produced and sent to all Councillors. Meetings are currently generally held once every two weeks, although this does vary depending on the availability of members and staff.
Comment: In establishing a committee there is a number of matters that should be resolved. Each particular course of action will be governed by the requirements of the Act and Regulations. Some matters that may need to be resolved are listed below.
Purpose; (what is the committees purpose) eg. to monitor works projects and finances and make recommendations to the CEO.
Functional Areas, tasks, duties; (what functional areas, tasks and duties will the committee cover) Eg. Schedule 12 (transport). Or the committee could form with no specific functional areas ie discuss matters as they think appropriate. Council may wish to request the committee to assist with tasks such as: drafting the works budget each year, develop a draft 5 or 10 year road construction plan, develop a annual (or periodic) maintenance grading schedule MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 168 review the works program (eg quarterly or six monthly)
review works policies and make recommendations to Council
Membership and number of members; Council recently appointed 4 councillors to the committee. Does Council intend for staff to be members of the committee or will staff perform advisory/administrative functions. Which staff members are required to attend meetings?
Quorum; As per the Local Government Act 1995 – min 50% of members.
Staff reporting structure/procedures; What reports, if any will be presented to the committee (instead of going to Council); Works and Services Managers Report? Town Crew Report? Mechanics Report? Major Plant Cost Report? Airport Managers Report? Other Reports? Should reports to the committee be written reports or verbal reports? Frequency of reports to the committee – fortnightly, four weekly, monthly?
Meeting days/dates/times Mondays are generally not a considered to be a good day to schedule regular meetings (Public holidays, long weekends, RDO’s etc). Consider; Frequency of meetings, day of meetings, syncronising with Council meetings (if necessary), dates of meetings.
Delegated authority Council can delegate to a committee any of its powers and duties other than the power of delegation (Local Government Act 1995 Section 5.16 (1))
Within the Works and Services area the following powers and duties could be delegated to a Works Committee: Determining the criteria for deciding tenders (works tenders only) Deciding tenders (works tenders – can be limited) Make a minor variation in a contract before entering a contract with a successful tenderer (works contract)
This list appears limited, however in terms of delegation there are very few powers that could be delegated to a works committee.
The CEO’s functions can not be delegated to a committee, for example the CEO’s function to “manage the day to day operations of the local government” and “be responsible for the employment, management, supervision, direction and dismissal of other employees” can only be delegated to other employees.
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Meeting open to public Committee meetings only have to be open to the public if the committee has a delegated power or if Council resolves that the meeting should be open to the public.
Public question time Committee meetings only have to have a public question time if the committee has a delegated power or if Council has resolved that the meeting be open to the public.
Advertise meetings (public notice) Local Public notice of Committee meetings only has to occur if the committee meetings are required under the Act to be open to the public or when Council proposes that the meeting be open to the public.
Notice of meetings required and provision of agendas Staff can find no requirements in any legislation concerning timeframes for the notice of committee meetings or the provision of agendas. So this is for council to decide. Currently an agenda is provided to members and staff of the Works Group at the start of each meeting. When meeting schedules are interrupted and meeting times changed notice is usually given verbally.
Council should consider each of the above points in their discussions.
Consultation: Works Group
Statutory Environment: Vast sections of the Local Government Act 1995 and the Local Government (Administration) Regulations 1996 apply to the establishment of a committee and the potential for Council to delegate functions to a committee.
A number of other acts may also come into play, where a Council function under the particular act could be delegated to a committee.
Local Government Operational Guidelines Number 17 – Delegations also provide advice on delegations to committees.
Policy Implications:
Financial Implications:
Strategic Implications:
Voting Requirements: Absolute Majority
Officers Recommendation: For council recommendation
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Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr HJ Nichols
That Council continues operating the works group under current structure and does not establish a formal Works Committee.
CARRIED 6/0
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Council Resolution:
Moved: Cr HJ Nichols Seconded: Cr AG Burrows
That council go behind closed doors to discuss confidential items 9.6.2 and 9.6.3 CARRIED 6/0
Cr NL Trenfield declared a financial interest in this item and left the meeting at 11.32am
CONFIDENTIAL ITEM
9.6.2 TOWN MAINTENANCE CONTRACT LOCATION: Meekatharra APPLICANT: FILE REF: Contracts File DISCLOSURE OF INTEREST: Nil DATE OF REPORT: 10 March 2010 AUTHOR: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Council may now decide the successful tenderer for the Town Maintenance Contract.
Cr NL Trenfield returned to the meeting at 11.35am
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 172 Cr NL Trenfield declared a financial interest in this item and left the meeting at 11.36am
CONFIDENTIAL ITEM
9.6.3 CONTRACT MECHANIC – WORK ARRANGMENTS LOCATION: DISTRICT APPLICANT: Geoff (Fossil) Osborn FILE REF: DISCLOSURE OF INTEREST: Nil DATE OF REPORT: 12 March 2010 AUTHOR: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Council’s plant mechanic has requested that Council consider some changes to his current work arrangements.
Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr PS Clancy
That council come out from behind closed doors
CARRIED 5/0
Cr NL Trenfield returned to the meeting at 11.42am
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10 NEW BUSINESS OF AN URGENT NATURE – INTRODUCED BY RESOLUTION OF THE MEETING
Council Resolution
Moved: Cr HJ Nichols Seconded: Cr AG Burrows
That the urgent new agenda items be included as items of new business of an urgent nature introduced by resolution of the meeting. CARRIED 6/0
10.1 PROPOSED MISCELLANEOUS LICENCE 52/116
LOCATION: Peak Hill area APPLICANT: Goldtribe Corporation Pty Ltd FILE REF: ADM 210 DISCLOSURE OF INTEREST: Nil DATE OF REPORT: 18 March 2010 AUTHOR: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: The Department of Regional Development and Lands have requested Council’s comments concerning a proposal to create a miscellaneous licence for the purpose of road, powerline, pipeline and taking water.
Attachments: Letter and attachements from Manager Mid West State Land Services
Comment: Reserves 1200 and 9700 are the responsibility of the Department for Planning and Infrastructure with no management orders.
The proposed licence is similar to a road reserve and is about 44 kms long.
The various government departments will make comment on matters that are their responsibility. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY MARCH 20, 2010 Page 174
As far as Council’s responsibilities, the only concern may arise if the licence crosses council controlled roads. Council may also wish to endeavour to ensure that affected pastoralists are given the opportunity to comment (to ensure the integrity of mills, fences etc).
Consultation:
Statutory Environment:
Policy Implications:
Financial Implications:
Strategic Implications:
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr HJ Nichols Seconded: Cr AG Burrows
That Council advise the Department of Regional Development and Lands that the proposed Miscellaneous Licence 52/116 should not interfere in any way with Local Government controlled roads in the area and that any pastoral leaseholders affected by the proposal be consulted to ensure that the proposal does not interfere with any pastoral activities or infrastructure in the area such as fences, windmills, tanks, buildings and stock paths.
CARRIED 6/0
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10.2 GOLDFIELDS HIGHWAY MEEKATHARRA – WILUNA SESCTION
LOCATION: Meekatharra/Wiluna APPLICANT: Shire of Wiluna FILE REF: ADM 285 DISCLOSURE OF INTEREST: Nil DATE OF REPORT: 19 March 2010 AUTHOR: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF AUTHOR: SENIOR OFFICER: ROY MCCLYMONT CHIEF EXECUTIVE OFFICER
SIGNATURE OF SENIOR OFFICER:
Summary: Council may wish to consider meeting with representatives from the Shire of Wiluna.
Attachments:
Background:
Comment: Samantha Tarling, CEO, Shire of Wiluna has emailed Council as follows; “Council has resolved to get a consultant in to put a submission together to present to State Govt on the Wiluna recommendation for a Road/Rail Corridor Strategy. This will have the sealing of the Meeka Road as a priority.
Did you see the Road/Rail Corridor Strategy City of Geraldton did in September last year? That is what we are proposing with a report attached with justification for our proposal.
Council would like to meet with your council to discuss and have you involved.
Council has also asked if you are in a position to contribute to the report costs. We are interviewing consultants at the moment and gathering quotes. I am drafting up a scope of works for them to quote on. When we have that finalised, I will forward to you for your council’s consideration.
We would like to be true partners in this exercise especially when the Politicians start visiting.
Wendy Duncan MLC – was here on Tuesday for the whole day hearing our issues and concerns we would like her to take back to cabinet. She is also Brendon Grylls Parliamentary Secretariat.”
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It would now seem important for the two Councils to meet as soon as possible to discuss proposed lobbying action for the Wiluna to Meekatharra road.
Interested/available Councillors are requested to advise the CEO (Roy) of their available times for a meeting.
Consultation: Samantha Tarling, CEO, Shire of Wiluna
Statutory Environment:
Policy Implications:
Financial Implications: Potential consultant and lobbying costs.
Strategic Implications:
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr AG Burrows Seconded: Cr JE Burgemeister
That Council agrees to meet with the Shire of Wiluna as soon as possible to discuss upgrading of the Goldfields Highway Wiluna to Meekatharra section. The CEO’s from the shires are to arrange the meeting.
CARRIED 6/0
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11 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN
12 CLOSURE OF MEETING The Shire President Cr TR Hutchinson declared the meeting closed at 11:48am