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Ordinary Meeting of Council Attachments Wednesday 18 December 2019 6.00Pm Ordinary Meeting of Council Attachments Wednesday 18 December 2019 6.00pm Executive Meeting 26 November 2019 Shire of Trayning Council Chambers MINUTES 1.30pm Lunch and networking 2.00pm NEWROC Meeting NEWROC Vision Statement NEWROC is a strong, cohesive regional leadership group that fosters economic prosperity of member Councils. www.newroc.com.au ANNUAL CALENDAR OF ACTIVITIES MONTH ACTIVITY MEETING January Executive February Council refreshes itself on NEWROC Vision, Mission, Council Values (review Vision and Mission every other year) Council reviews NEWROC project priorities March WDC attendance to respond to NEWROC project Executive priorities Submit priority projects to WDC, Regional Development and WA Planning Discussion regarding portfolios vs projects, current governance structure April NEWROC Budget Preparation Council Review NEWTRAVEL Tourism Officer Contract - expires June 2017 May NEWROC Draft Budget Presented Executive NEWROC Executive Officer Contract/Hourly Rate Review (current contract expires June 2019) Local Government Week agenda to be discussed at Executive meeting to determine if EA should attend June NEWROC Budget Adopted Council July Executive August Information for Councillors pre-election Council NEWROC Audit September Executive October NEWROC CEO and President Handover Council November NEWROC Induction of new Council representatives Executive (every other year) Review NEWROC MoU (every other year) December NEWROC Drinks Council ONGOING ACTIVITIES Compliance Media Releases NEWROC Rotation Shire of Mt Marshall Shire of Nungarin Shire of Wyalkatchem Shire of Koorda (Oct 2019 – Oct 2021) Shire of Mukinbudin Shire of Trayning NEWROC Executive Meeting 26 November 2019 - MINUTES TABLE OF CONTENTS 1. OPENING AND ANNOUNCEMENTS ............................................................................... 4 2. RECORD OF ATTENDANCE AND APOLOGIES ............................................................ 4 2.1. ATTENDANCE 4 2.2. APOLOGIES 4 2.3. GUESTS 4 2.4. LEAVE OF ABSENCE APPROVALS / APPROVED 4 3. DECLARATIONS OF INTEREST AND DELEGATIONS REGISTER ............................... 4 3.1. DELEGATION REGISTER 4 4. PRESENTATIONS ........................................................................................................... 5 5. MINUTES OF MEETINGS ................................................................................................ 5 5.1. BUSINESS ARISING 5 6. FINANCIAL MATTERS .................................................................................................... 6 6.1. INCOME, EXPENDITURE AND PROFIT AND LOSS 6 6.2. NEWROC AUDIT 8 7. MATTERS FOR CONSIDERATION ................................................................................. 9 7.1. NEWROC STRATEGIC PLANNING – PROJECT UPDATES 9 7.2. TELECOMMUNICATIONS PROJECT 13 7.3. NEWTRAVEL 16 8. EMERGING NEWROC ISSUES AS NOTIFIED, INTRODUCED BY DECISION OF THE MEETING ............................................................................................................................. 17 9. OTHER BUSINESS ........................................................................................................ 17 9.1. ELECTED MEMBER TRAINING 17 9.2. LOCAL BUSINESS PROGRAMS 17 10. 2019 MEETING SCHEDULE ........................................................................................ 18 11. CLOSURE .................................................................................................................... 18 3 NEWROC Executive Meeting 26 November 2019 - MINUTES NORTH EASTERN WHEATBELT REGIONAL ORGANISATION OF COUNCILS Minutes for the Executive Meeting held at the Shire of Trayning Council Chambers on Tuesday 26 November 2019 commencing at 1.58pm. MINUTES 1. OPENING AND ANNOUNCEMENTS Darren Simmons, NEWROC CEO welcomed everyone and opened the meeting at 1.58pm 2. RECORD OF ATTENDANCE AND APOLOGIES 2.1. Attendance Darren Simmons NEWROC CEO, CEO, Shire of Koorda Taryn Dayman CEO, Shire of Wyalkatchem John Nuttall CEO, Shire of Mt Marshall Dirk Sellenger CEO, Shire of Mukinbudin Adam Majid CEO, Shire of Nungarin Brian Jones CEO, Shire of Trayning NEWROC Officer Caroline Robinson Executive Officer, NEWROC 2.2. Apologies Nil 2.3. Guests Nil 2.4. Leave of Absence Approvals / Approved Nil 3. Declarations of Interest and Delegations Register Caroline Robinson Item 9.1 3.1. Delegation Register Please find below a delegations register as per the new policy adopted in March 2017: Description of Delegations Delegatee Delegated to Approval Records Management CEO NEWROC EO Council NEWROC Financial Management CEO NEWROC EO Council Dec 2017 Bendigo Bank Signatory CEO NEWROC EO Council Dec 2017 (NEWROC) Bendigo Bank Signatory (Shire of Council CEO Council Oct 2019 Koorda) NEWROC Website CEO NEWROC EO Council June 2017 4 NEWROC Executive Meeting 26 November 2019 - MINUTES 4. Presentations Nil 5. MINUTES OF MEETINGS Minutes of the Executive Meeting held 24 September 2019 have previously been circulated. RESOLUTION That the Minutes of the Executive Meeting held on 24 September 2019 be received as a true and correct record of proceedings. Moved J Nuttall Seconded A Majid CARRIED 6/0 5.1. Business Arising Nil 5 NEWROC Executive Meeting 26 November 2019 - MINUTES 6. FINANCIAL MATTERS 6.1. Income, Expenditure and Profit and Loss FILE REFERENCE: 42-2 Finance Audit and Compliance REPORTING OFFICER: Caroline Robinson DISCLOSURE OF INTEREST: Nil DATE: 19 November 2019 ATTACHMENT NUMBER: #1P and L CONSULTATION: STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority COMMENTS Account transactions for the period 1 October 2019 to 31 October 2019 Running Date Description Reference Credit Debit Gross GST Balance BB NEWROC Funds-5557 Opening 202,757.96 0.00 202,757.96 0.00 0.00 Balance 01 Oct 2019 Bendigo Bank 0.00 2.00 202,755.96 (2.00) 0.00 01 Oct 2019 Bendigo Bank 17.87 0.00 202,773.83 17.87 0.00 Payment: Monitor 01 Oct 2019 Bookkeeping Xero Subs 0.00 50.00 202,723.83 (50.00) 0.00 Services Payment: Shire of Mt SEGRA 16 Oct 2019 0.00 2,312.32 200,411.51 (2,312.32) 0.00 Marshall Reimbursement Payment: Trayning Venue Health 16 Oct 2019 and District Sporting 0.00 150.00 200,261.51 (150.00) 0.00 Forum Club Health Forum 25 Oct 2019 Payment: WALGA 1,375.00 0.00 201,636.51 1,375.00 0.00 Catering Total BB NEWROC Funds-5557 1,392.87 2,514.32 201,636.51 (1,121.45) 0.00 Closing 201,636.51 0.00 201,636.51 0.00 0.00 Balance Total 1,392.87 2,514.32 (1,121.45) (1,121.45) 0.00 6 NEWROC Executive Meeting 26 November 2019 - MINUTES RESOLUTION That the income and expenditure from 1 October 2019 to 31 October 2019 and the P and L and balance sheet as at 31 October 2019 be received. Moved B Jones Seconded D Sellenger CARRIED 6/0 7 NEWROC Executive Meeting 26 November 2019 - MINUTES 6.2. NEWROC Audit FILE REFERENCE: 42-2 Finance Audit and Compliance REPORTING OFFICER: Caroline Robinson DISCLOSURE OF INTEREST: Nil DATE: 19 November 2019 ATTACHMENT NUMBER: #2 Audit Report #3 P and L CONSULTATION: Middleton Accountants STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority COMMENTS The NEWROC engaged Middleton Accountants to complete its annual audit for the financial year 2018/19 The Auditor’s report is attached. To note: We need to submit a GST adjustment as there were a few invoices recorded as GST paid but the business was not registered for GST. This will be amended in Q2 2019 BAS RESOLUTION That the audit report and profit and loss report be received Moved B Jones Seconded T Dayman CARRIED 6/0 Discussion: Auditor notes were sent to CEOs prior to the meeting 8 NEWROC Executive Meeting 26 November 2019 - MINUTES 7. MATTERS FOR CONSIDERATION 7.1. NEWROC Strategic Planning – Project Updates FILE REFERENCE: 041-5 Strategic and Future Planning REPORTING OFFICER: Caroline Robinson, Executive Officer DISCLOSURE OF INTEREST: Nil DATE: 19 November 2019 ATTACHMENT NUMBER: #3 InfraNomics Proposal #4 Grant application – Microgrids (to be supplied) CONSULTATION: Darren Simmons Taryn Dayman John Nuttall Giles Perryman – ASK Waste Management Tammy King – Grants Empire STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority COMMENT Below is an updated status report for the NEWROC Strategic Projects: NEWROC STRATEGIC PROJECTS – Status Report NEWROC PRIORITY PROGRESS NEWROC EO NEXT STEP FUTURE PROJECT as FUNDING developed at February CEO SUPPORT 2018 Strategy Day 1. Renewable Energy MicroGrid Report released Renewable Energy Project Plan Micro Grid funding Investigation developed application to be submitted Business Case Stage 2 Report Completed November 21 2019 (included DPIRD and Western Power meetings) NEWROC EO met with Western Power Design Energy Team NEWROC EO met with Steve Projects 2018 Mason ICM regarding their energy project Micro Grids Funding out, Agreement at October Council meeting to pursue Scope sent to various consultants Teleconference with a few CEO’s to discuss proposals and select a preferred supplier 2. IT Services Presentation to Executive at May Formation of a IT steering Executive meeting by IWS group (C Robinson, A Majid) Investigation into IT Corporate support for members as Three members progressing with IT well as businesses in the Vision district 3. Regional Subsidiary Executive working on charter and business plan (DRAFT) Investigation and Meeting held with the Minister for preparation Local Government February 2019 NEWROC Letter of thanks to the Minister for the meeting 9 NEWROC Executive Meeting 26 November 2019 - MINUTES NEWROC CEO and NEWROC EO met with DLG and discussed the regional subsidiary regulations
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