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Unconfirmed Minutes File Code: OR.MTG 5/1 UNCONFIRMED MINUTES ORDINARY COUNCIL MEETING 9 AUGUST 2016 UNCONFIRMED MINUTES ORDINARY COUNCIL MEETING 9 AUGUST 2016 ATTENTION/DISCLAIMER These minutes are subject to confirmation. The purpose of this Council Meeting is to discuss and, where possible, make resolutions about items appearing on the agenda. Whilst Council has the power to resolve such items and may in fact appear to have done so at the meeting, no person should rely on or act on the basis of such decision or on any advice or information provided by an Elected Member or employee, or on the content of any discussion occurring during the course of the Meeting. Persons should be aware that regulation 10 of the Local Government (Administration) Regulations 1996 establishes procedures to revoke or change a Council decision. No person should rely on the decisions made by Council until formal written advice of the Council decision is received by that person. The Shire of Mundaring expressly disclaims liability for any loss or damage suffered by any person as a result of relying on or acting on the basis of any resolution of Council, or any advice or information provided by an Elected Member or employee, or the content of any discussion occurring during the course of the Council Meeting. LEGEND To assist the reader, the following explains the method of referencing used in this document: Item Example Description Page Numbers C1 AUGUST 2016 Sequential page numbering of (C2, C3, C4 etc) Council Agenda or Minutes for August 2016 Report Numbers 10.1 (10.2, 10.3 etc) Sequential numbering of reports under the heading “10.0 Reports of 11.1 (11.2, 11.3 etc) Committees” or “11.0 Reports of Employees” Council Decision C7.08.16 Council Decision number 7 from Reference Council meeting August 2016 09.08.2016 COUNCIL MEETING UNCONFIRMED MINUTES C2. AUGUST.2016 CONTENTS 1.0 OPENING PROCEDURES 5 1.1 ANNOUNCEMENT OF VISITORS ............................................................................. 5 1.2 RECORD OF ATTENDANCE/APOLOGIES/APPROVED LEAVE OF ABSENCE .................. 5 2.0 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION 6 3.0 DECLARATION OF INTEREST 6 3.1 DECLARATION OF FINANCIAL INTEREST AND PROXIMITY INTERESTS ........................ 6 3.2 DECLARATION OF INTEREST AFFECTING IMPARTIALITY ........................................... 6 4.0 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE 6 5.0 PUBLIC QUESTION TIME 7 6.0 APPLICATIONS FOR LEAVE OF ABSENCE 9 6.1 REQUEST FOR LEAVE OF ABSENCE – CR DAVID LAVELL ......................................... 9 C1.08.16 ........................... 9 7.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 9 C2.08.16 ........................... 9 8.0 PRESENTATIONS 9 8.1 DEPUTATIONS .................................................................................................... 9 8.2 PETITIONS ........................................................................................................ 10 8.3 PRESENTATIONS ............................................................................................... 10 9.0 REPORTS OF COMMITTEES 10 10.0 REPORTS OF EMPLOYEES 11 10.1 WARDS AND REPRESENTATION REVIEW – OUTCOME OF PUBLIC CONSULTATION AND RECOMMENDATION TO LOCAL GOVERNMENT ADVISORY BOARD .................... 11 C3.08.16 ......................... 20 C4.08.16 ......................... 21 C5.08.16 ......................... 23 10.2 ENDORSEMENT OF DRAFT HELENA VALLEY URBAN EXPANSION STRATEGY FOR ADVERTISING ................................................................................................... 64 C6.08.16 ......................... 87 10.3 COMMUNITY ENGAGEMENT FRAMEWORK .......................................................... 243 C7.08.16 ....................... 247 10.4 ROADSIDE CONSERVATION STRATEGY ............................................................. 285 C8.08.16 ....................... 289 10.5 CORPORATE BUSINESS PLAN – 2016 FINAL ANNUAL PROJECT REPORT ............. 332 C9.08.16 ....................... 334 10.6 FINANCIAL ACTIVITY STATEMENT – JUNE 2016 ................................................. 341 C10.08.16 ..................... 344 09.08.2016 COUNCIL MEETING UNCONFIRMED MINUTES C3. AUGUST.2016 10.7 PAYMENT BETWEEN MEETINGS – JUNE 2016 .................................................... 357 C11.08.16 ..................... 358 11.0 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 436 12.0 URGENT BUSINESS (LATE REPORTS) 436 12.1 COMMUNITY ENGAGEMENT FOR THE BUSHFIRE AREA ACCESS STRATEGY ........... 436 C12.08.16 ..................... 443 12.2 REQUEST TO ATTEND CONFERENCE – CR FISHER ............................................. 450 C13.08.16 ..................... 453 13 CONFIDENTIAL REPORTS 462 14 CLOSING PROCEDURES 462 14.1 DATE, TIME AND PLACE OF THE NEXT MEETING ................................................ 462 14.2 CLOSURE OF THE MEETING ............................................................................. 462 09.08.2016 COUNCIL MEETING UNCONFIRMED MINUTES C4. AUGUST.2016 ORDINARY COUNCIL MEETING COUNCIL CHAMBER – 6.30 PM 1.0 OPENING PROCEDURES The Presiding Person declared the meeting opened at 6.31pm. Acknowledgement of Country Shire of Mundaring respectfully acknowledges Noongar elders past and present and their people (specifically the Whadjuk people who are from this area) who are the traditional custodians of this land. Recording of Meeting Members of Council and members of the gallery are advised that this meeting will be audio-recorded. 1.1 Announcement of Visitors 1.2 Record of Attendance/Apologies/Approved Leave of Absence Elected Cr David Lavell (Shire President) South Ward Members Cr Patrick Bertola (Deputy President) East Ward Cr Stephen Fox East Ward Cr James Martin South Ward Cr Tony Brennan West Ward Cr Lynn Fisher Central Ward Cr Bob Perks Central Ward Cr Doug Jeans Central Ward Cr Tony Cuccaro West Ward Cr Trish Cook South Ward Cr Pauline Clark West Ward Staff Jonathan Throssell Chief Executive Officer Paul O’Connor Director Corporate Services Megan Griffiths Director Strategic & Community Services Shane Purdy Director Infrastructure Services Angus Money Acting Director Statutory Services Chris Jennings Senior Strategic Planning Officer Kaye Abel Manager Libraries & Community Engagement Tamara Clarkson Community Engagement Facilitator Giulia Censi Minute Secretary Apologies Absent Leave of Cr John Daw East Ward Absence Guests Nil 09.08.2016 COUNCIL MEETING UNCONFIRMED MINUTES C5. AUGUST.2016 Members 16 of the Public Members Nil of the Press 2.0 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION 3.0 DECLARATION OF INTEREST 3.1 Declaration of Financial Interest and Proximity Interests Elected Members must disclose the nature of their interest in matters to be discussed at the meeting (Part 5 Division 6 of the Local Government Act 1995). Employees must disclose the nature of their interest in reports or advice when giving the report or advice to the meeting (Sections 5.70 and 5.71 of the Local Government Act 1995). 3.2 Declaration of Interest Affecting Impartiality An Elected Member or an employee who has an interest in a matter to be discussed at the meeting must disclose that interest (Shire of Mundaring Code of Conduct, Local Government (Admin) Reg. 34C). Cr Lavell, Cr Bertola, Cr Clark, Cr Cook, Cr Fox, Cr Brennan, Cr Fisher, Cr Perks, Cr Jeans, Cr Cuccaro, Cr Martin disclosed an interest affecting impartiality in Item 10.1 (Wards and Representation Review – Outcome of Public Consultation and Recommendation to Local Government Advisory Board) as they are current sitting Elected Members. Cr Fisher disclosed an interest affecting impartiality in Item 12.2 (Request to attend Conference – Cr Fisher) as she has lodged the application to attend the MAV – Power to the People conference which is being discussed. 4.0 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE At the Ordinary Council meeting held 2016, Mr Peter Gavranich asked a question which was taken on notice. A response was provided to Mr Gavranich by the Chief Executive Officer in writing. Below is a summary of the questions and the response provided. Question 1 When is the CEO going to respond to my letter dated 16 March 2016? 09.08.2016 COUNCIL MEETING UNCONFIRMED MINUTES C6. AUGUST.2016 Response Your letter of 16 March 2016 requested an inspection of verges at the above properties for fire risk. Your question asked at the Ordinary council meeting of 12 July 2016 sought to follow up a response to your letter. It was confirmed that an inspection of the particular verges was undertaken on 23 March 2016. No problems or concerns were identified. 5.0 PUBLIC QUESTION TIME 15 minutes (with a possible extension of two extra 15 minute periods) are set aside at the beginning of each Council meeting to allow members of the public to ask questions of Council. Public Question Time is to be conducted in accordance with Shire of Mundaring Meeting Procedures Local Law 2015. Martin Lentz, 4 Adair Road Mundaring 1. When will the Shire remove the trees CEO advised that as there is a Council obstructing visibility to traffic turning resolution to present traffic from Pretty Lane into Adair Road? management options for this location which would include options that don’t require removal of the trees in question, traffic warning signs have been put in place until a decision is made. 2. Why is the Shire accepting Director Infrastructure Services development guidelines to be used advised that while the guidelines apply retrospectively to existing to new developments, given the developments
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