SHIRE
of
MEEKATHARRA
MINUTES of COUNCIL MEETING held AT THE COUNCIL CHAMBERS, MEEKATHARRA on SATURDAY OCTOBER 15, 2011 COMMENCING AT 9.32 am
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 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 COUNCIL MEETING HELD SEPTEMBER 17, 2011 ...... 3 6.2 HEALTH, BUILDING AND TOWN PLANNING COMMITTEE MEETING HELD SEPTEMBER 7, 2011 ...... 3 6.3 SPECIAL MEETING HELD OCTOBER 4, 2011 ...... 3 7 PETITIONS / DEPUTATIONS / PRESENTATIONS / SUBMISSIONS ...... 3 8 ANNOUNCMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION ...... 3 9 REPORTS OF COMMITTEES AND OFFICERS ...... 4 9.1 OFFICERS MONTHLY REPORTS ...... 4 9.1.1 WORKS & SERVICES MANAGER’S REPORT – SEPTEMBER 2011 ...... 4 9.1.2 AIRPORT MANAGER’S REPORT – SEPTEMBER 2011 ...... 8 9.1.3 YOUTH CENTRE REPORT – SEPTEMBER 2011 ...... 11 9.1.4 RANGERS REPORT – SEPTEMBER 2011 ...... 13 9.1.5 STATUS REPORTS ...... 14 9.6 WORKS AND SERVICES ...... 21 9.6.1 PLANT REPLACEMENT TENDERS/QUOTES ...... 21 9.6.2 TENDERS – BITUMENS AND AGGREGATES 2011-2012 ...... 25 9.2 FINANCE ...... 29 9.2.1 MONTHLY FINANCIAL REPORT PERIOD ENDED AUGUST 31, 2011 ...... 29 9.2.2 OUTSTANDING DEBTORS ...... 58 9.2.3 LIST OF ACCOUNTS ENDED AUGUST 2011 ...... 64 9.2.4 WRITE OFF OF RATE AMOUNTS ...... 70 9.3 ADMINISTRATION ...... 73 9.3.1 SMALL BUSINESS CENTRE – MID WEST – REQUEST FOR FINANCIAL SUPPORT ...... 73 9.3.2 INSTALLATION OF CCTV IN MAIN STREET MEEKATHARRA ...... 83 9.3.3 ROYALTIES FOR REGIONS – COUNTRY LOCAL GOVERNMENT FUND (CLGF) 2011-12 REGIONAL FUNDS ...... 92 9.3.4 LLOYD’S SHOPS MAIN STREET MEEKATHARRA ...... 98 9.4 COMMUNITY DEVELOPMENT ...... 101 9.5 HEALTH, BUILDING & TOWN PLANNING...... 101 10 NEW BUSINESS OF AN URGENT NATURE – INTRODUCED BY RESOLUTION OF THE MEETING ...... 102 10.1 DONATION – MEEKATHARRA COMMUNITY RESOURCE CENTRE ...... 102 10.2 MEETING WITH PREMIER ...... 105 10.3 PURCHASE OF SEMI TRAILER ...... 105 11 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 105 12 CLOSURE OF MEETING ...... 105
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 2
1 DECLARATION OF OPENING/ ANNOUNCEMENT OF VISITORS
1.1 DECLARATION OF OPENING The Shire President, Cr TR Hutchinson, declared the meeting open at 9:32 am.
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 confirmation 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 President Cr RK Howden Cr JE Burgemeister
Staff Roy McClymont - Chief Executive Officer John Dyer - Works and Services Manager, arrived 9:35am, left 10:07am
Apologies Cr HJ Nichols
Approved Leave of Absence Cr PS Clancy Cr AG Burrows
Observers Nil
3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil
4 PUBLIC QUESTION TIME Nil
5 APPLICATIONS FOR LEAVE OF ABSENCE Nil
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 3
6 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS
6.1 ORDINARY COUNCIL MEETING HELD SEPTEMBER 17, 2011
Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr RK Howden
That the minutes from the Ordinary Council Meeting held Saturday September 17, 2011 be confirmed.
CARRIED 4/0
6.2 HEALTH, BUILDING AND TOWN PLANNING COMMITTEE MEETING HELD SEPTEMBER 7, 2011
Committee Recommendation / Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr RK Howden
That the minutes from the Health, Building and Town Planning Meeting held Wednesday September 7, 2011 be received.
CARRIED 4/0
6.3 SPECIAL MEETING HELD OCTOBER 4, 2011
Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr RK Howden
That the minutes from the Special Meeting held Tuesday October 4, 2011 be confirmed.
CARRIED 4/0
7 PETITIONS / DEPUTATIONS / PRESENTATIONS / SUBMISSIONS Nil
8 ANNOUNCMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION Swearing in – Councillor Burgemeister, as newly re-elected Councillor, made the required declaration before the CEO. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 4
9 REPORTS OF COMMITTEES AND OFFICERS
9.1 OFFICERS MONTHLY REPORTS
John Dyer arrived at meeting at 9:35 am.
9.1.1 WORKS & SERVICES MANAGER’S REPORT – SEPTEMBER 2011
Road Maintenance and Grading Landor Rd thru to the Shire boundary has been graded in preparation for the Landor Races. From the old jail to the boundary there were some very rough sections of formation and these sections have been re-sheeted with finer material. Ashburton Downs Rd is being graded by a contractor using the Shire’s Volvo grader, this work has now been completed from the Shire boundary to Milgun. Mt Clere Rd, the last 30 kms to the Shire boundary has been graded. This section was found to be badly scoured from the end of the new works to the Shire boundary. Airport Rd Realignment During Gravel carting on Landor Rd there has been surplus capacity with the construction crew. This has allowed us to carry out part of the realignment works.
Landor Rd Construction 17.3 SLK to 24.9 SLK 7kms of gravel cartage has been completed. The remaining 0.6 km will take 2-3 days Water binding the gravel surface in preparation for the bitumen surface is approx. 40% complete. Flood Damage Works Part of Flood Damage Works has been awarded to Northern Goldfield Engineering and work will commence late October 2011. As part of the Flood Damage Works 10 additional water bores will be required. Dunlop Drilling has been contracted to carry out these works, scheduled to commence Monday the 17th October 2011. Town Maintenance-Monthly Report Finishing 7th October 2011 Smashed glass strewn across roadways, graffiti to town signs, buildings, lamp posts and footpaths has continued and is taking up a considerable amount of time to remove. The sweeping of town streets is being done in accordance with Council’s directive. At a four to six week interval sweeping along all kerb lines is and has been undertaken to avoid sand/leaves build-up. Rubbish has been removed from vacant town blocks. The Public Toilets are and have been cleaned on a daily basis each week day. Road repairs carried out on Wiluna North Rd Vacated unit yard cleaned and abandoned household goods removed Vacant Shire houses lawns mowed Youth Centres BBQ relocated and slabs laid Block Slashing and Verge Clearing throughout town-site MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 5
Spraying of verges to reduce weeds Heritage Trail maintenance Signage maintenance – Replace and Repair Directional signs as needed Road Maintenance and Bitumen Repairs – Potholes, Edge breaks, Shoulder repairs Assist Works Manager undertake survey work on Landor Rd Handrail on Savage St floodway has been painted white Plant taken to Maintenance grading sites Assistance provided to Meeka’s Outback Festival
Plant report for the period 10 September 2011 to 7 October 2011 P108 Caterpillar 12H Grader Repaired tow hitch
P100 Tennant Broom Replaced door latches on centre broom doors Replaced hopper filter
P407 Nissan Prime Mover Replaced broken windows. Note damaged occurred after hours when truck parked up Serviced
P387 Nissan Prime Mover Replaced broken windows. Note damaged occurred after hours when truck parked up Serviced
P114 Caterpillar D6N Dozer Radiator cleaned
P358 Caterpillar 12H Grader Serviced and hose replaced
P428 Nissan Prime Mover Serviced
P405 Hino Duel Cab 9T Truck Clutch repaired Serviced
P109 Nissan Prime Mover Serviced
P348 Caterpillar 950G Loader Air conditioner repaired
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 6
John Dyer Works and Services Manager. Friday 7th October 2011
Officers Recommendation / Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr RK Howden
That the Works and Services Manager’s report for September 2011 be received.
CARRIED 4/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 7 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 8
9.1.2 AIRPORT MANAGER’S REPORT – SEPTEMBER 2011
MEEKATHARRA AERODROME Monthly Report September2011
Aircraft Movements and Statistics
Aircraft movements slowed considerably during September after very good figures for the first 8 months of the year, even though this September was slightly up on September of last year. Better weather conditions in Perth has meant that aircraft are not being diverted in here for fuel and reconstruction of the second runway in Perth has been completed reducing aircraft time slots and “holding” fuel requirements. Avgas sales continue to grow as pastoralists have been undertaking their stock muster programs.
The figures below reflect the difference between September 2010 and September 2011 whilst the next table shows the comparative year to date figures.
September 2010 September 2011 Variance General Aircraft Landed: 140 141 +0% Avgas 16,422 ltrs 24,521 ltrs +49% Jet A1 37,862 ltrs 35,474 ltrs -6%
Total Fuel Sold 54,284 ltrs 59,995 ltrs +11%
YTD 2010 YTD 2011 Variance Aircraft Landed: 1,164 1,395 +20% Avgas 152,136 ltrs 208,718 ltrs +49% Jet A1 294,157 ltrs 359,933 ltrs +22%
Total Fuel Sold: 446,293 ltrs 568,651 ltrs +27%
As can be seen very good increases overall are being achieved over the first half year and in fact, it is the most productive first half year since 2008.
Aerodrome Works:
Aerodrome works for the month include:
General maintenance upkeep of facilities and equipment. Chipping weeds around airport buildings and facilities. Chipping weeds and grass from along taxiway and light aircraft parking area. Chipping weeds on gravel runway Slashing long grass and weeds along runway strips
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 9
Aerodrome Works Outstanding:
Finalisation of the fire service system. Concrete the floor of the new shed
Aerodrome Security:
No breaches this month.
Aerodrome Safety Management:
No issues this month.
CASA Annual Aerodrome Inspection and Audit:
Our annual aerodrome inspection was conducted during the 24th to 26th August 2011 by Darryl Evans, Aerodrome Inspector, Airways and Aerodromes Regulation Division.
The results were very pleasing considering it was the inspector’s first visit to Meekatharra. No major items were highlighted, certainly no non-compliance issues but a few technical observations were mentioned. A full report will be provided once it is to hand.
Comments from the Inspector were very favourable and he rates the management of Meekatharra Aerodrome as one of the top two aerodromes in his patch. Considering he looks after half of the airports in Country West Australia it proves that we are on the right track with our maintenance and management of the aerodrome. (Written report from CASA still not received)
Two Main Items of Interest
1. Unfortunately, Mike Cuthbertson has resigned from our business and has accepted a job with a mining company FIFO from Perth. Mike has been a very valued member of this team and his professionalism and experience as Aerodrome Reporting Officer and Works safety Officer will be sadly missed.
During his 33 months here he has excelled in all facets of the job, embracing emergencies, working through CASA audits, impressing AirBP personnel with his knowledge, experience and professionalism of managing their fuelling facility and being a reliable and loyal acting Airport Manager. It will be difficult enough to find someone to train up let alone finding someone of Mike’s calibre to fill the void.
2. AirBP has won the contract to supply aviation fuel for RFDS Western Operations in West Australia. The contract commenced on 1/10/11 however RFDS will continue to use the Mobil facility until the fuel in the storage tank is exhausted (approx. 3 weeks’ time). Exxon Mobil are keen to withdraw the facility after this time.
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 10
At this stage, AirBP have not advised me of an operational method for RFDS refuelling but it looks like I will be doing the refuelling at the AirBP facility on the main apron until they have an alternative plan. This could have a huge effect on the operations here as the majority of RFDS refuels are at night. I don’t think it is physically possible for a single operator to manage both night and day refuels to this magnitude.
I will be pressing for a self-service Jet A-1 facility here or alternatively a fuelling truck so that RFDS can look after themselves.
Stay tuned for further information from AirBP.
Mal Trenfield Airport Manager 4th October 2011
Officers Recommendation / Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr JE Burgemeister
That the Airport Manager’s report for September 2011 be received.
CARRIED 4/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 11
9.1.3 YOUTH CENTRE REPORT – SEPTEMBER 2011
AFTER SCHOOL ACTIVITY PROGRAM
The After School Activity Program continued to be a success for the remainder of Term 3.
The gardening program at the Youth Centre on Monday’s is starting to produce some great vegetables, which will be used in the Cooking Program on Thursday evenings. The young people who attend are enjoying seeing the progression of the garden and the ‘fruits’ of their labour.
Tuesday’s dance class has been very successful, with kids performing at the Prince and Princess’s Ball, held at the school, and was enjoyed by both teachers and parents.
Wednesday’s Art program saw the kids working on an array of art and craft activities, but the most rewarding was the banners for the Meekatharra Festival. All the kids put in a huge effort to get the banners done on time, and were very proud of their work, especially once they were displayed down town.
Thursday’s ‘Girls Zone’, has now come to an end, but the girls had an opportunity to cook, sew, learn about hygiene, protective behaviours, and enjoy some art sessions. This group has been aimed at young girls aged 9-11 years.
Friday’s is ‘Music with Dave’, and this always is a popular program, enjoyed by various young people over the term. Some of the young people have been eagerly practising for the float parade at the Meeka Festival.
EVENING PROGRAM
The evening program does not include Monday or Wednesdays scheduled activities, as the Youth & Rec Officer will be reporting on those.
Tuesday nights continues to involve a trip to Karalundi from 5.30pm and returning to town at 9.30pm, where kids are exposed to a range of life skill topics.
Thursday evenings continues to be successful, with the Cooking Program focussing on preparation of healthy alternatives. Young people have been able to assist with planning, preparing and cooking meals.
Friday night continues to be highly successful, with ‘Open Nights’ at the Youth Centre on a permanent basis. We are still experiencing large numbers of young people, between 50-100, which is wonderful to see. Music is still a big draw card, with kids coming along to have ‘jam’ sessions, or just to hang out and play pool or the Wii.
MUSIC PROGRAM AT LUNCH TIMES This program is continuing to be a huge success, being conducted by David, and run at the school, five days per week. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 12
ONE- OFF ADDITIONAL PROGRAMMING This month we had the opportunity to invite Glenise, from Midwest Men’s Health, to conduct several workshops aimed at young males. In consultation with police, the high school, and Office of Corrections, we were able to organise Glenise to conduct this at the high school, aimed specifically at young males in town who were identified as being involved in sniffing substances on a regular basis. Glenise also conducted another workshop relating to sexual health and the use of alcohol and cannabis.
After the festival, we launch into our holiday program, with Shire workers conducting the first week, and Subiaco Church of Christ providing a second week of programming.
We have some exciting new programs organised for Term 4, which will take a different focus, with the pool being open and summer on our doorstep.
Belinda Hicks Youth Officer
Officers Recommendation / Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr NL Trenfield
That the Youth Centre report for September 2011 be received.
CARRED 4/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 13
9.1.4 RANGERS REPORT – SEPTEMBER 2011
Details to report
I attended Meekatharra on Monday 5, Tuesday 6 and Wednesday 7 September 2011.
Patrols were conducted of the townsite and surrounding areas and license enquiries made.
Two complaints were dealt with.
One registered dog was trapped and impounded. Owner is still being sought. Four other unregistered dogs were trapped and destroyed at a later date.
Two feral cats were trapped at the Meeka Hall and destroyed.
Officers Recommendation / Council Resolution:
Moved: Cr RK Howden Seconded: Cr JE Burgemeister
That the ranger’s report for September 2011 be received.
CARRIED 4/0
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 14
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 No Date 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 & CEO/ 428 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 In progress Nannine Townsite.
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 15 19/08/06 9.5.2 Sale Meekatharra Lot 922 – St Barbara Mines CEO Request Health, Building and Planning Committee to Letter sent to Dept 7/9/06 Complete inspect property and report to Council potential uses of Committee to inspect house obtain In progress property etc. Advise Dept Planning & Infrastructure that costs etc. Settlement imminent (St Council has no objections to sale of Lot 922, however Barbs to Health Dept) CEO has Council has interest in old building situated at in North West advised Health Dept that Council corner of lot. Request CEO to advise St Barbara Mines may have an interest in old Station that Council may be interested in obtaining tenure of Old Masters house. Station Masters house on 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.
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 other funding is secured and reply has been received. Council decided to seek the any changes to budget are additional funding required to complete the Drive Trail. also submitted. - Regional Infrastructure Will release Funding Program: funds once confirmation not yet received approvals have as several queries are been received unable to be answered at for PARs this stage.
21/06/08 9.3.6 Plastic shopping bag reduction program. Replace plastic CEO Purchase 10,000 calico bags 23/06/08 with calico and charge for the calico bags. Consult Retailers In Process Commence project
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 16
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.
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
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
22.5.10 9.3.5 Royalties for Regions – Country Local Government Fund CEO Actions ongoing to 30.6.11 Complete (CLGF) 2009-10 FCWP, Asset Mgt Plan, Strategic Plan, FCWP sent 9/9/10 Complete Acquittals etc. Audited acquittal sent 27/10/10 Complete
21.8.10 9.3.2 Installation of CCTV in Main Street Meekatharra CEO Write to 4 Council’s with recent systems – seeking any relevant info. Complete Report info received to Meeka Complete Council – Done Meeting Oct 2011
18.9.10 10.1.2 Lot 205 & 207 Unbudgeted Expenditure DCEO Amend budget Noted Arrange works – concrete Complete Landscaping In progress
16.10.10 9.4.2 Capital Improvements – Meekatharra Rodeo Arena CDAO Festival Committee & CDAO to Complete Council to consider changes to rodeo undertake
19.03.11 9.5.1 Delegation of Council Powers under the Food Act 2008 EHO Delegation Register to be amended Complete CDSM to reflect this MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 17
20.05.11 9.3.3 Lease K076047 – Meekatharra Lots 589, 590, 591, 598, CEO Email sent 26.05.11 – Renew Lease Complete 599 & 600 – Paddy’s Flat Check Status, Complete Request freehold Complete Await response from Landgate In progress
20.05.11 9.3.5 Management/Structure Review CEO Liaise/advise staff Complete Amend/create PD’s & Infopacks In progress
20.05.11 9.4.1 Meekatharra Trails Project – Financial Reimbursement Mid CDAO Advise MWDC & return funds Complete West Development Commission Invoice to be sent & funds returned In progress Awaiting MWDC Invoice In progress
18.06.11 9.3.3 Council Policy – Camping allowance amendment CEO Email WSM, OO, Payroll 20/6/11 Complete Letter to crew 24/6/11 Complete Policy amended 24/6/11 Complete Distribute amendment In progress
18.06.11 10.4 Lot 208 Hill Street – Renovations DCEO Architect contacted to commence Complete drawing of plans. Drafts complete.
18.06.11 10.5 Purchase of Secondhand Landcruiser Ute for Maintenance CEO CDSM emailed – budget amendment Complete Grading WSM advised 20/6/11 Complete Find and Purchase suitable ute In progress
18.06.11 10.6 Liquor Restrictions CEO Arrange meeting with local police Complete acting OIC Letter to Premier, Ministers etc Complete
16.07.11 9.3.1 Annual Leave and Local Government Public Holiday Policy DCEO Changes made to Payroll Leave Complete Records Letter sent to outside crew informing Complete of change Policy distributed to Policy Manual In progress MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 18 Holders
16.07.11 9.5.1 Disposal of Land DCEO Letter sent to Doray Complete Land surveyed Complete Organise valuation with AVP In Progress
16.07.11 9.6.1 Council Policy – Bituminous Seals CEO/WSM Reword Policy and submit to Council In Progress
16.07.11 9.6.2 Council Policy – Crossovers CEO/WSM Distribute Policy In progress
16.07.11 10.5 New Policy – Councillor Uniforms CEO Print and distribute Policy In progress Order uniforms – Svenja In Progress
20.08.11 9.3.2 Delegate – Murchison Regional Vermin Council (MRVC) CEO MRVC advised 23/08/11 Complete Defer to council after elections In progress
20.08.11 9.5.2 Tenders – Plant Replacement 2011/2012 WSM Trial WALGA preferred supplier Complete panel and trade disposal service. To Council Oct 2011
20.08.11 9.6.1 Tenders – Bitumens and Aggregates 2011/2012 WSM Specification details being finalised In progress Tenders or quotes to be called In progress
17.09.11 9.3.1 Meekatharra War Memorial Swimming Pool Management DCEO Contractor in place, pool open Complete MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 19 17.09.11 9.3.2 Write off Rate Amounts DCEO Account Journals Done Complete
17.09.11 9.3.3 Ministerial Approval for Road Dedication CEO Survey plan available shortly. Then In progress send all info to Minister
17.09.11 9.3.4 CEO Annual Leave and Appointment of Acting CEO CEO John Read accepted 2/11 acting Complete position Advise LOGO In progress
17.09.11 9.3.5 Promotional Video & Air Time CEO Co advised. Visiting Wed 5/10 Complete arriving 10am and departing Thu 6/10 10am
17.09.11 9.3.6 Budget Amendments DCEO Amend Budget Complete
17.09.11 9.4.1 Donation – Janine Mongoo CDAO Letter written to Janine Complete Cheque requested In progress
17.09.11 9.4.2 2010 Dry Season Assistance Scheme CDAO Letters written to: In progress Eastern Gascoyne Race Club – invoice requested Eastern Gascoyne Gymkhana Club – invoice requested Junjar Mudar Mia – Invoice requested Meekatharra DHS – Invoice requested Discussion held with new swimming In progress pool manager Still need to order inflatable and In progress ascertain remaining funds for open day and set date before November 30th MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 20
17.09.11 10.1 Donation – Meekatharra Community Resource Centre CDAO CRC informed of decision Complete Folders arrived and handed over Complete
17.09.11 10.2 School Oval Facility – Agreement CEO New report to October Council In progress meeting required
17.09.11 10.3 Tenders – Natural Disaster Relief Fund CEO Resolved at Special Meeting 4/10/11 Complete
17.09.11 10.4 Renovations to Lot 208 Hill Street DCEO Tender to be written and tenders In progress invited.
Officers Recommendation / Council Resolution:
Moved: Cr RK Howden Seconded: Cr NL Trenfield
That the Status reports be received.
CARRIED 4/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 21
9.6 WORKS AND SERVICES
9.6.1Title/Subject: PLANT REPLACEMENT PLANT TENDERS/QUOTES REPLACEMENT TENDERS/QUOTES Agenda/Minute Number: 9.6.1 Applicant: Nil File Ref: Nil Disclosure of Interest: Nil Date of Report: 30 September 2011 Author: Jon Jones
Works Supervisor Signature of Author
Senior Officer: John Dyer Works and Services Manager Signature Senior Officer
Summary/Matter for Consideration: Purchase of Truck Prime Mover without trade. Purchase of Multi Tyre Rubber Wheel Roller without trade. Purchase of Wheel Loader without trade. Retain existing Nissan UD Prime Mover P109 (Registration Number – 1CBX525) Attachments: Quotes received, specifications and other supporting documentation will be tabled for perusal at the meeting.
Background: The Shire of Meekatharra adopted budget 2011 – 2012 allows for purchase and replacement of described plant.
Transport/Road Plant Purchases/Capital Expenditure Account 5124 Truck – Prime Mover 5294 Multi Tyre Rubber Wheel Roller 5334 Loader – Wheel Loader
Transport/Asset Disposal/Operating Income Proceeds from sale of assets Account 5105 Trade – P356 Multipac Multi Tyre Roller Trade – P348 950G Cat Loader Trade – P109 Nissan Prime Mover
At its August, 2011 meeting the Council resolved:
Council Resolution:
Moved: Cr Trenfield Seconded: Cr Burgemeister That Council trial the WALGA preferred supplier system and group tender process for the sale of the trade items including advertising in both Pilbara and Goldfields newspapers for the changeover of a Prime Mover, Multi Tyred Roller and Loader.
CARRIED 7/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 22
Reason for Resolution Differing from Officers Recommendation: Council gained new information on the WALGA group disposal tender service and felt that this new process could achieve a much higher price for the trade items – especially with wider advertising to target areas.
Quotes were sourced via the West Australian Local Government Authority (WALGA) -Preferred Supplier Contract listing for plant required. WALGA allows for the direct purchase of Plant via the WALGA system and allows for the direct trade or separate sale of plant. These WALGA programs exempt Councils from direct compliance with the current Tender legislation.
The shires existing plant have been advertised via WALGA “Preferred Supplier Panel” closing Thursday 13 October 2011.
Three quotes were requested and received for the purchase of a Prime Mover. Direct Trade values on the shires existing Nissan Prime-mover were also invited. Truck Centre: Nissan UD $206,189.00 exc. GST (Trade price offered $55,000) WA Hino: Hino $211,072.53 exc. GST (Trade price offered $65,454.54) Scania Australia: Scania $248,315.45 exc. GST (Trade not offered)
Four quotes were requested and two received for the purchase of a Multi Tyre Roller. Direct Trade values on the shires existing Multi-pac Roller were also invited. Tutt Bryant Equipment: Bomag $168,000 exc. GST (Trade price offered $35,000.00) Westrac: Cat PS-150C $204,825 exc. GST (Trade price offered $31,000.00) CJD: no response received Komatsu Australia: no response received
Four quotes were requested and three were received for the purchase of a Wheel Loader. Direct Trade values on the shires existing Cat 950G Loader were also invited. Tutt Bryant Equipment: Kawasaki $309,000 exc. GST (Trade price offered $100,000.00) Westrac: Cat 950H $321,950 exc. GST (Trade price offered $90,000.00) CJD Equipment: Volvo $315,000 exc. GST (No trade price offered)
Comment: The Works Manager would prefer to keep P109 Nissan Prime Mover as against trading or public sale as it can be effectively utilized by the Works Department.
This Prime Mover can be permanently attached to the shires Low Loader Float P316 minimizing down time at Road Construction projects when transporting other shire plant. It will also be advantageous as “back-up” whilst carrying out service or repair to other Prime- Mover plant. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 23
Staff will provide details of the sale prices received (through the WALGA disposal system) at the Council meeting. Council’s Plant Replacement Program currently recommends changeover of Prime Movers at 5 years or 150,000 to 250,000 kms.
Consultation: Advice sourced from the West Australian Local Government Authority (WALGA) for direct purchase and sale of existing plant.
Works Manager John Dyer and Norm Trenfield of Trenfield Motors for Mechanical specification advice.
Statutory Environment: Local Government Act 1995 and Tender Regulations
Policy Implications: Purchasing Policy 4.2 Budget Policy 4.7
Budget/Financial Implications: 5124 Truck – Prime Mover: Budget $200,000 Purchase of Prime Mover will exceed budget.
5294 Multi Tyre Rubber Wheel Roller: Budget $200,000 Budget is sufficient to purchase the recommended plant item.
5334 Loader – Wheel Loader: Budget $310,000 Purchase of Loader will exceed budget for the recommended plant item.
Existing Plant Disposal – Final offers to be presented at the Council meeting.
Strategic Implications: Nil
Voting Requirements: Simple Majority
At the Meeting: The CEO read out aloud the offers received for plant following advertising the three items for sale as previously resolved by Council (all amounts are inclusive of GST). Prime Mover – one offer for $40,535 Multi Tyred Roller – one offer for $33,150 950G Loader – four offers of $66,000, $68,550, $63,442.50 and $1,300
Therefore all offers received are below the trade prices of the recommended suppliers.
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 24
Officers Recommendation:
That Council: 1. Retain the existing Nissan Prime Mover P109 (Acquired Oct 2005, kilometers unknown) as part of fleet (that is; not accept any offers on this item for sale or trade). 2. Accept the quote and purchase outright a UD Prime Mover as quoted and specified from Truck Centre WA Pty Ltd at a cost of $206,189 exc GST. 3. Accept the quote and purchase outright a Caterpillar 950H as quoted/specified from Westrac Pty Ltd at a cost of $321,950.00 exc GST. 4. Accept the quote and purchase outright a Bomag BW25RH Multi Tyre Roller as quoted/specified from BT Equipment Pty Ltd trading as Tutt Bryant Equipment at a cost of $168,000.00 exc GST. 5. Consider offers for the sale/trade of the existing Nissan Prime Mover (P109) (subject to item 1. above), 950G Loader (P348) and Multi Tyred Roller (P356) as presented at the meeting.
Council Resolution:
Moved: Cr RK Howden Seconded: Cr JE Burgemeister
That Council: 1. Retain the existing Nissan Prime Mover P109 (Acquired Oct 2005, kilometers unknown) as part of fleet (that is; not accept any offers on this item for sale or trade). 2. Accept the quote and purchase outright a UD Prime Mover as quoted and specified from Truck Centre WA Pty Ltd at a cost of $206,189 exc GST. 3. Accept the quote and purchase outright a Caterpillar 950H as quoted/specified from Westrac Pty Ltd at a cost of $321,950.00 exc GST 4. Accept the quote and purchase outright a Bomag BW25RH Multi Tyre Roller as quoted/specified from BT Equipment Pty Ltd trading as Tutt Bryant Equipment at a cost of $168,000.00 exc GST 5. Accept trade offer of $90,000 from Westrac for the 950G Loader (P348) and Accept trade offer of $35,000 from Tutt Bryant Equipment for the Multi Tyred Roller (P356).
CARRIED 4/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 25
Title/Subject: TENDERS – BITUMENS AND AGGREGATES 2011-2012 Agenda/Minute Number: 9.6.2 Applicant: Nil 9.6.2File TENDERSRef: – BITUMENS ADM AND AGGREGATES 2011-2012 Disclosure of Interest: Nil Date of Report: 10 October 2011 Author: Roy McClymont Chief Executive Officer Signature of Author Senior Officer: Roy McClymont Chief Executive Officer Signature Senior Officer
Summary/Matter for Consideration: Council discussed bitumen and aggregate tenders at its meeting of 19 August 2011. Staff are currently researching best options for Council in terms on sealing methods and processes and therefore recommend calling quotes for the first two project components of this year’s Landor Road sealing program.
Attachments: Nil
Background: At its August, 2011 meeting the Council resolved::
Council Resolution:
Moved: Cr Trenfield Seconded: Cr Burrows
That Council requests staff to invite tenders for a complete bitumen service in accordance with Council Policies and for the supply, spray and cover of suitable bitumen products and the supply & delivery of suitable aggregates in the required quantities (for 2011/2012) with the criteria for deciding the tenders being based on the following:-
Price 70% Capacity 30% Total 100%
CARRIED 7/0
Reason for Resolution Differing from Officers Recommendation: Council require staff to call for tenders for a complete bitumen service so that the required works can be undertaken without utilising Council’s plant and equipment and the bitumen contractor is to manage the sealing process and take responsibility in the event that the seal fails in any way.
Comment: The Works and Services Manager is currently researching sealing methods with the aim of making a recommendation to Council for a sealing process that will provide the best possible value for MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 26 money to Council over the long term. With a number of large works projects underway this year, this research is taking longer than anticipated.
However early indications are that changes to both the bitumen application method and size of aggregate may be recommended. Given that our tender requirements may therefore change, staff have deferred inviting tenders until the best methods are discussed and resolved by Council.
There is however a supply of 10mm aggregate on site at Landor Road which is estimated to be sufficient to undertake the primer seal of the next 7.4 kms of the Landor Road (to the start of the Berringine Wash). Regardless of future sealing processes, this material would best be used for a primer seal on the next sealed section of Landor Road. It is estimated that a primer seal using this (10mm) material could last up to 10 years before a final seal is required.
Due to funding sources the next 7.4 km seal of Landor Road has, by necessity, been split into two separate and distinct projects; Royalties For Regions 2010/11 = 4kms - 17.3 SLK (straight line kilometers) to 21.3 SLK and Roads to Recovery 2011/12 = 3.4 kms – 21.5 SLK to 24.9 SLK.
Given that the aggregate is already on site for these projects and that the bitumen contracts for each individual project will most likely come in under the tender threshold (currently $100,000) staff recommend that quotes be called for the supply and spray of bitumen and cover using the 10mm aggregate on hand.
Staff estimate that the cost per kilometer for this work (based on costs for the last primer seal) is $22,000 per km.
Therefore the Royalties for Regions project is estimated to cost; 4 x $22,000 = $88,000 and The Roads to Recovery project; 3.4 x $22,000 = $74,800.
Both projects are therefore under the tender threshold and due to the funding arrangements and audit requirements these projects must be treated and accounted for separately.
The two projects are also separated by a short section of road that is already sealed (approx. 500 meters long).
Consultation: WSM John Dyer
Statutory Environment: Local Government Act 1995 Sections 3.57
Local Government (Functions and General) Regulations 1996 Regulation 11 and 12 state: Division 2 — Tenders for providing goods or services (s. 3.57) [Heading inserted in Gazette 2 Feb 2007 p. 245.] 11. Tenders to be invited for certain contracts (1) Tenders are to be publicly invited according to the requirements of this Division before a local government enters into a contract for another person to supply goods or services if the consideration under the contract is, or is expected to be, more, or worth more, than $100 000 unless sub regulation (2) states otherwise.
(2) Tenders do not have to be publicly invited according to the requirements of this Division if — MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 27
(a) The supply of the goods or services is to be obtained from expenditure authorised in an emergency under section 6.8(1)(c) of the Act;
(b) The supply of the goods or services is to be obtained through the Council Purchasing Service of WALGA;
(ba) the local government intends to enter into a contract arrangement for the supply of goods or services Where — (i) The supplier is either — (I) an individual whose last employer was the local government; or (II) a group, partnership or company comprising at least 75% of persons whose last employer was that local government;
(ii) The contract — (I) is the first contract of that nature with that individual or group; and (II) is not to operate for more than 3 years; And (iii) The goods or services are — (I) goods or services of a type; or (II) (in the opinion of the local government) substantially similar to, or closely related to, goods or services of a type, that were provided by the individual (or persons) whilst employed by the local government;
(c) Within the last 6 months — (i) the local government has, according to the requirements of this Division, publicly invited tenders for the supply of the goods or services but no tender was submitted that met the tender specifications; or (ii) The local government has, under regulation 21(1), sought expressions of interest with respect to the supply of the goods or services but no person was, as a result, listed as an acceptable tenderer;
(d) The contract is to be entered into by auction after being expressly authorised by a resolution of the council of the local government;
(e) The goods or services are to be supplied by or obtained through the government of the State or the Commonwealth or any of its agencies, or by a local government or a regional local government;
(ea) The goods or services are to be supplied — (i) in respect of an area of land that has been incorporated in a district as a result of an order made under section 2.1 of the Act changing the boundaries of the district; and (ii) by a person who, on the commencement of the order referred to in subparagraph (i), has a contract to supply the same kind of goods or services to the local government of the district referred to in that subparagraph;
(f) The local government has good reason to believe that, because of the unique nature of the goods or services required or for any other reason, it is unlikely that there is more than one potential supplier; or
(g) The goods to be supplied under the contract are — MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 28
(i) petrol or oil; or (ii) any other liquid, or any gas, used for internal combustion engines. [Regulation 11 amended in Gazette 29 Apr 1997 p. 2145; 26 Jun 1998 p. 3447; 25 Feb 2000 p. 970-1; 29 Jun 2001 p. 3130; 31 Mar 2005 p. 1054-5; 2 Feb 2007 p. 245-6.]
12. Anti-avoidance provision If a local government enters into 2 or more contracts in circumstances such that the desire to avoid the requirements of regulation 11(1) is a significant reason for not dealing with the matter in a single contract, tenders are to be publicly invited according to the requirements of this Division before entering into any of the contracts regardless of the consideration. [Regulation 12 amended in Gazette 2 Feb 2007 p. 245-6.]
Policy Implications: Purchasing Policies may apply.
Budget/Financial Implications: Nil
Strategic Implications: Nil
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr RK Howden
That Council:
Requests staff to call separate quotes in accordance with Council policy for: 1. for the supply, spray and cover of suitable bitumen products for 4 kms of Landor Road from 17.3 SLK to 21.3 SLK 2. for the supply, spray and cover of suitable bitumen products for 3.4 kms of Landor Road from 21.5 SLK to 24.9 SLK
Further; that staff complete research into optimal sealing methods and provide a report to Council so that the matter can be resolved and tenders called (as resolved on 19 August 2011) for the remaining sealing works on Landor Road (2011/12).
CARRIED 4/0
John Dyer left the meeting at 10:07 am. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 29
9.2 FINANCE
9.2.1Title/Subject: MONTHLY FINANCIAL MONTHLY REPO FINANCIALRT PERIOD ENDEDREPORT AUGUST PERIOD 31,ENDED 2011 SEPTEMBER 30, 2011
Agenda/Minute Number: 9.2.1
Applicant: Nil
File Ref: ADM 171
Disclosure of Interest: Nil
Date of Report: 7 October 2011
Author: Krys East
Corporate & Development Services Officer
Signature of Author Senior Officer: Roy McClymont Chief Executive Officer
Signature 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.
(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 – MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 30
(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
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr JE Burgemeister
That the financial report for the period ending September 30, 2011 be received. CARRIED 4/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 31
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9.2.2Title/Subject: OUTSTANDING DEBTORSOUTSTANDING DEBTORS Agenda/Minute Number: 9.2.2 Applicant: Nil File Ref: ADM 171 Disclosure of Interest: Nil Date of Report: 12 October 2011 Author: Sam Needle Debtors & Creditors
Signature of Author
Senior Officer: Roy McClymont Chief Executive Officer Signature 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
Voting Requirements: Simple Majority
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 59
Officers Recommendation / Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr NL Trenfield
That Council receives the outstanding monthly Debtor Trial Balance for September 30, 2011.
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Title/Subject:9.2.3 LIST OF ACCOUNTS LIST OF ENDED ACCOUNTS AUGUST ENDED 2011 SEPTEMBER 2011 Agenda/Minute Number: 9.2.3 Applicant: Nil File Ref: ADM 171 Disclosure of Interest: Nil Date of Report: 10 October 2011
Author: Sam Needle Debtors & Creditors Signature of Author Senior Officer: Roy McClymont Chief Executive Officer
Signature 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.
Comment: Each month the accounts are presented to council for payment;
Municipal Voucher No’s Amount: $ 413,451.85 Trust Account Voucher No’s Amount: $ 720.00 Air BP Voucher No’s Amount: $ -
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 65
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 JE Burgemeister Seconded: Cr RK Howden
That Council receives the attached list of creditor accounts paid under delegated power.
CARRIED 4/0
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9.2.4Title/Subject: WRITE OFF OF RATE AMOUNTSWRITE OFF OF RATE AMOUNTS Agenda/Minute Number: 9.2.4 Applicant: Nil File Ref: ADM 0077 Disclosure of Interest: Nil Date of Report: 10 October 2011 Author: Krys East Corporate and Development Services Manager
Signature of Author Senior Officer: Roy McClymont Chief Executive Officer
Signature Senior Officer
Summary/Matter for Consideration: Retrospective approval is sought for the write off of rate amounts for properties where rates were incorrectly raised in previous years due to data inputting errors. Approval is also sought for write-off for interest only on Milgun Station.
Attachments: Email received from Tracie Blair.
Background: During the year reports are received from the Valuer General on a monthly basis advising of changes to mining tenements. A portion of these tenements are ‘surrenders’.
After the 2011/2012 rates run it was noted that there were a number of errors in regards to tenement rates which had not been processed correctly on the rates system such as not being made non-rateable or not being processed at all.
An email has also been received from Linda Blair at Milgun Station requesting that the interest of $229.22 which accrued in the last financial year be written off.
Comment: To ensure that the owners are liable for the correct amount of rates, the amounts incorrectly raised have been amended and correct rates notices posted. The requested write-offs are to correct errors in data processing. As the errors occurred in previous years, authorisation to write- off these amounts is required by Council.
In the email received from Linda regarding the interest on A6202 Milgun Station, Linda states that she had contacted the office on several occasions and was not provided with an outstanding amount. After the initial rates notices were issued last year and the adjustments made for the Council approved waived amount, the system did not automatically put pastoralists on to the instalment option. This oversight was noted and corrected when issuing the second instalment reminder notices but it appears that Milgun was once again missed. There is no evidence of any further notice issued to Milgun Station during last financial year. It is also feasible that with the MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 71 changeover of staff during the last financial year that Linda may not have received the correct information when querying via the phone.
Consultation: Nil
Statutory Environment: Local Government Act 1995, section 6.12 (1) (c) allows for the write off of any debt.
Policy Implications: Nil
Financial Implications: The 2011/2012 budget has an Allocation of $25,000 towards the write off of Rates.
Strategic Implications: Nil
Voting Requirements: Absolute Majority
Officer Recommendation / Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr JE Burgemeister
That Council retrospectively approves the write off of the rates tabled below due to data processing errors and also authorise the write-off of the interest only component of rates due on Milgun Station A6202 for the 2011/2012 financial period which is $229.22. Assess No. Tenement No. Owner Date Surrendered Write Off A5593 P52/1099 WJ Flint & NE Mani 30.11.08 751.79 A6725 E51/1410 GGV Money 10.06.11 1077.35 A6165 E52/1548 Falx Pty Ltd 13.10.10 2663.02 A6118 E47/1742 Sipa Exploration NL 16.09.10 911.27 A6021 P51/2558 Art Gledich & Associates 22.10.10 277.61 A5795 P51/2457 M Gledich 25.06.10 277.93 A5794 P51/2456 M Gledich 25.06.10 347.48 A6321 E52/2331 Red River Resources Ltd 11.05.10 3882.75 A6042 P51/2555 M Gledich 22.10.10 402.76 A6032 E52/1944 Sipa Exploration NL 16.09.10 238.75 A5833 M52/830 VJ Novak 10.07.09 247.96 A5521 E52/1682 Barrick (PD) Australia Limited 07.02.08 228.14 A5518 E52/1607 Murchison Resources Pty Ltd 14.04.10 276.95 A6383 E52/2338 United Orogen Ltd 11.05.10 2889.33 A6778 E51/1421 Cliffs Asia Pacific Iron Ore Pty Ltd 28.04.11 45.61 Property bought by A165 10-41 Main Street Shire of Meekatharra Shire in 2010/11 37.56 Total Amount 14518.7 CARRIED 4/0 BY AN ABSOLUTE MAJORITY MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 72
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9.3 ADMINISTRATION
9.3.1Title/Subject: SMALL BUSINESS CENTRE SMALL – MIDBUSINESS WEST CENTRE– REQUEST – MID FOR WEST FINANCIAL – SUPPORT REQUEST FOR FINANCIAL SUPPORT Agenda/Minute Number: 9.3.1 Applicant: Nil File Ref: ADM 063 Donations Disclosure of Interest: Nil Date of Report: 27 September 2011 Author: John Read Consultant
Signature of Author Senior Officer: Roy McClymont Chief Executive Officer
Signature Senior Officer
Summary/Matter for Consideration: The Small Business Centre – Mid West request Council’s consideration of $13,000 per year for a minimum of three years financial support to assist with its operating costs.
Attachments: Letter from Small Business Centre Mid West 22 September 2011 Proposed Rural & Regional Service Deliver Plan
Background: The Small Business Centre (SBC) – Mid West based in Geraldton has been established to service the Mid West region in providing assistance to small businesses. Its role is to facilitate business development and growth with the local community. Its clients range from micro business to large enterprises. The SBC Mid West is currently receiving support from the Small Business Development Corporation, City of Greater Geraldton, General Motors, Geraldton Toyota, Mid West Chamber of Commerce & Industry, Aboriginal Workforce Development Centre and others.
Comment: The SBC Mid West propose to base one employee full time in Geraldton (servicing the Greater City of Geraldton, Irwin and Northampton) and another employee spending 50% of his / her time based in Morawa (servicing Morawa, Three Springs, Perenjori & Mingenew) and the other 50% based in Mount Magnet, (servicing Mount Magnet, Meekatharra, Murchison, Cue, Yalgoo & Wiluna).
Enquiries made with the SBC Mid West revealed that it has been operating for 22 years and have been funded historically by the State Government’s Small Business Development Corporation, who have recently cut their funding down to a small base amount. The $13,000 proposed amount has been requested from eleven (11) Councils in the Mid West region, (raising $143,000) and the other two Councils, Wiluna (due to its remoteness) and City of Greater Geraldton, have been requested to pay $26,000 annual fee each. Given the significantly larger number of businesses in the Geraldton area where the SBC Mid West is headquartered, it could be strongly argued that Geraldton Council ought to pay a much greater share of the SBC’s operating costs, rather than MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 74 the same amount as Wiluna and with each of the other eleven Councils paying 50% of Geraldton’s proposed contribution. The inequity of the proposal is further emphasized when you consider that for one SBC full time employee servicing its area, Geraldton is contributing $26,000 per year and all other Shires (12) for the same service of one shared full time employee is contributing $169,000 per year.
Due to the small number of businesses that currently operate in Meekatharra, some doubt exists as to whether the $13,000 per year investment in supporting the SBC Mid West would generate value to Meekatharra businesses. Alternatively, supporting the organisation may facilitate business development in Meekatharra, perhaps in the area of future business opportunities servicing the growing resource & tourist industries?
Consultation: Roy McClymont, CEO
Statutory Environment: Nil
Contractual Implications: The request is for a minimum of three years and on-going financial support will be requested.
Financial Implications: 2011/12 financial budget – potential impact (unbudgeted expense)
Strategic Implications: Nil
Voting Requirements: Absolute Majority (Budget Amendment)
Officers Recommendation / Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr RK Howden
That Council decline the Small Business Centre –Mid West’s request for financial support of $13,000 per year for a minimum of three years.
CARRIED 4/0 BY AN ABSOLUTE MAJORITY
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Title/Subject: INSTALLATION OF CCTV IN MAIN STREET MEEKATHARRA 9.3.2Agenda/Minute INSTALLATION Number: OF CCTV9.3.2 IN MAIN STREET MEEKATHARRA Applicant: Nil File Ref: CCTV Disclosure of Interest: Nil Date of Report: 28 September 2011 Author: John Read Consultant
Signature of Author Senior Officer: Roy McClymont Chief Executive Officer
Signature Senior Officer Summary / Matter for Consideration: Determination of the appropriate and most suited type of CCTV security camera system to be installed in Main Street, Meekatharra is to be determined to compliment the current portable units in use, so that tenders can be called and installation can be carried out.
Attachments: Responses to the CEO’s enquiry from City of Geraldton Greenough, City of Wanneroo and the City of Stirling.
Background: This matter was considered by Council at its April 2010 Ordinary meeting when Council authorised the engagement of Mr Michael Dyer to carry out a CCTV analysis report, examining the CCTV quotations received, nominate the most satisfactory quotation adhering to the tender quotation requirements etc. The “Dyer” report made the following recommendations:-
Engage the services of a licensed and well qualified security consultant with at least 5 years or more experience in CCTV installations. (Preferably with hands on technical experience). Have a new tender document prepared by the consultant. Have the installation overseen and commissioned by the consultant or other suitably qualified person. If a wireless network process is to be used, install a separate system that is dedicated to the CCTV only.
At its August, 2010 meeting the Council considered the matter further with the following recommendation and decision of Council made:
Officers Recommendation: That Council adopts the recommendations contained in the “Dyer” Report and authorise the calling of tenders to engage the services of a licensed and well qualified security MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 84
consultant with at least 5 years experience in CCTV installations. (Preferably with hands on technical experience) to carry out the following tasks:- Have a new tender document prepared by the consultant. Have the installation overseen and commissioned by the consultant or other suitably qualified person.
Criteria for selecting the successful tender: Price 60% Experience 20% Capacity/Ability 20%
Council Resolution: Moved: Cr HJ Nichols Seconded: Cr JE Burgemeister
Letters by the CEO to be written to the four mentioned Shire’s that have already installed CCTV’s and evaluate the effectiveness of their systems.
Reason for Resolution Differing from Officers Recommendation: To allow staff to undertake further research.
Comment: Responses to the CEO’s enquiry have been received from three of the four Council’s contacted. While to some extent the responses were helpful, they do not provide a clear recommended way forward in determining the best and appropriate type of CCTV system suited to Meekatharra’s needs. Wanneroo’s system for example was funded by a $1M federal grant and such a large and expensive system is not suited to Meekatharra’s needs. The responses are attached for Council’s information.
With constantly changing and improving technology in this area, installation of a comprehensive large fixed system may not be the best option. Obtaining the latest technology in portable units that can provide real time vision to the Police Station to service Main Street, Meekatharra, with the flexibility to place units elsewhere as may be required from time to time, is an option worth considering to compliment the current (but limited capability) portable units in use. An experienced and licensed security consultant such as Michael Dyer can best advise Council the most appropriate system, rather than the writer of this report.
Discussion has taken place with Marty Haime, Senior Sergeant Meekatharra. Marty advised that the currently used portable security units were working well and that if these could be complimented by a system of cameras in Main Street, Meekatharra that had the capability of live monitoring at the Police Station, the combined facilities would adequately cater for the town’s required security needs.
Consultation: Mr Roy McClymont
Statutory Environment: Nil
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 85
Policy Implications: Nil
Financial Implications: Budget provision in 2010/11 of $100,000
Strategic Implications: Nil
Voting Requirements: Simple Majority
Officers Recommendation:
1. That Council engage Michael Dyer to visit Meekatharra to assess the most appropriate CCTV security camera infrastructure for Main Street in consultation with the CEO and the Senior Sergeant of Meekatharra Police. 2. Michael Dyer following his visit, prepare a suitable tender document reflecting an appropriate CCTV system for Meekatharra’s needs, within budget, and that tenders be advertised for the supply of the system.
Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr RK Howden
That Council engage Michael Dyer to visit Meekatharra to assess the most appropriate CCTV security camera infrastructure for Main Street and Lloyd’s building in consultation with the CEO and the Senior Sergeant of Meekatharra Police.
CARRIED 4/0
Reason for Council Resolution Differing from Officer’s Recommendation: Council considered that the Consultants’ report should be reviewed by Council prior to inviting tenders for the supply and installation of a suitable system. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 86 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 87 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 88 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 89 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 90 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 91 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 92
Title/Subject: ROYALTIES FOR REGIONS – COUNTRY LOCAL GOVERNMENT FUND (CLGF) 2011-12 REGIONAL FUNDS 9.3.3Agenda/Minute ROYALTIES Number: FOR REGIONS 9.3.3 – COUNTRY LOCAL GOVERNMENT FUND (CLGF)Applicant: 2011-12 REGIONAL NilFUNDS File Ref: ADM 331 Disclosure of Interest: Nil Date of Report: 6 October 2011 Author: Roy McClymont Chief Executive Officer Signature of Author Senior Officer: Roy McClymont Chief Executive Officer Signature Senior Officer
Summary/Matter for Consideration: Council to consider arrangements for this year’s group project/s.
Attachments: Copy of Minutes from a CLGF Workshop held in Cue 1/9/11
Background: We are now part of a three shire group with Upper Gascoyne and Murchison Shires although possible changes to the guidelines may complicate this arrangement which was undertaken in compliance with last year’s guidelines.
The guidelines have not yet been released however advice from the Mid West Development Commission (MWDC) suggests some changes that may impact on our new arrangement:
RDL wants a better standard of business case submitted this year, hence the additional funds to do so. RDCs need to determine how many business cases will be required through the facilitated workshops and then request the $ from RDL The CGG can apply for funding on their own BUT the projects they nominate must be considered a priority by the whole sub region. This must be done through a RDC run facilitated workshop. If an LGA does not attend an RDC facilitated workshop, then they are not eligible for CLGF funding. If a project is not considered a priority by the whole sub-region then it will not be considered for CLGF funding.
And then further advice from MWDC:
I note with interest Anne mentioned to me today that RDL require that to be successful in applying to spend your collaborative CLGF that ALL shires within the proposed project partnership MUST contribute $ - still not sure if RDL will accept cases such as Yalgoo’s for example where Morawa have committed funds previously up to boundary and so now Yalgoo want to do the same can Morawa’s previous expenditure allow Yalgoo to complete that particular project????
In terms of the changes noted above, some appear significant in terms of our current arrangement; however there seems little point in taking any action until the final guidelines are released.
At the workshop in Cue the Murchison Shires (Cue, Yalgoo, Sandstone, Mount Magnet and Wiluna plus Meeka and Murchison) agreed to put aside the amount of funding provided to the pool by Meeka and Murchison ($1.02M) pending a decision by the group of three as to what MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 93 projects they wish to do this year. The group also allocated $500,000 this year towards the Landor Road. This is subject to the Murchison group approving the Meeka/Murchison/ upper Gascoyne project/s (if required under the new guidelines).
Shire of Upper Gascoyne’s resolution:
That Council request from the Shire’s of Meekatharra and Murchison to have 100% of the 2011/2012 Country Local Government Funding Allocation allocated to the Shire of Upper Gascoyne and that Council will use these funds as a contribution towards the major Town Revitalisation project.
That the future funding pool (post 2011/2012) of the remaining two Councils (Meekatharra and Murchison) be allocated as the two Councils decide and that no CLGF Regional Pool funding would be available to the Shire of Upper Gascoyne for the 2012/2013 and 2013/2014 financial years.
Shire of Murchison’s resolution:
That Council agree, in principle that its 2011/2012 Country Local Government Fund (CLGF) Regional funds be provided to the Shire of Upper Gascoyne. Council to consider final approval when the Shire of Upper Gascoyne advises Council of the proposed project that the regional CLGF funding for 2011/2012 will be spent on.
Comment: The Upper Gascoyne Shire has requested that 100% of this year’s pool (approx. $1.5 million) be allocated to the Shire of Upper Gascoyne for use towards the major Town Revitalisation project (following the severe flooding that occurred in Gascoyne Junction recently).
Given the recent major flood destruction at Gascoyne Junction, it seems reasonable for this year’s regional pool to be allocated to Upper Gascoyne Shire to assist with reconstruction projects.
The regional funding allocations for the three shires is: Murchison $505,851 Upper Gascoyne $516,320 Meekatharra $521,579 Total $1,543,750
Consultation: Mike Sully CEO Shire of Murchison Dirk Selenger CEO Shire of Upper Gascoyne Midwest Development Commission Murchison CLGF Workshop
Statutory Environment: Nil
Policy Implications: Nil
MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 94
Budget/Financial Implications: Budget amendments should be considered and adopted once the projects are approved by RDL.
Strategic Implications: Nil
Voting Requirements: Simple Majority – (unless amending the budget).
Officer Recommendation / Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr RK Howden
That Council:
1. Supports the Meekatharra/Murchison/Upper Gascoyne regional group funding pool under the CLGF 2011/12 ($1,543,750), being allocated to the revitalisation/reconstruction of flood damaged Gascoyne Junction. 2. Approves the appointment of the Shire of Upper Gascoyne as the entity who will manage and deliver this year’s project/s (reconstruction of flood damaged Gascoyne Junction) including the appointment of a qualified auditor of the project 3. Supports the Shire of Upper Gascoyne proposal that the funding pool of the group over the next two years be allocated to compliant projects for the Murchison and Meekatharra Shires 4. Acknowledges the support of the Wiluna Shire and the allocation of approx. $500,000 (2011/2012) from the Murchison Group towards upgrading of the Meekatharra- Carnarvon Road and requests staff to prepare a business case for this project using funding from the Midwest Development Commission (if timely) - otherwise to use budgeted funds already allocated for strategic planning consultants 5. Considers appropriate amendments to the 2011/12 budget once funding has been approved for the Landor Road project. 6. Authorises the Shire President and CEO to approve and sign off on this year’s Upper Gascoyne project applications and business cases and the Landor Road application and business case.
CARRIED 4/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 95 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 96 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 97 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 98
Title/Subject:9.3.4 LLOYD’S SHOPSLLOYD’S MAIN STREET SHOPS MEEKATHARRAMAIN STREET MEEKATHARRA Agenda/Minute Number: 9.3.4 Applicant: Nil File Ref: A 165 Disclosure of Interest: Nil Date of Report: 11 October 2011 Author: Roy McClymont Chief Executive Officer Signature of Author Senior Officer: Roy McClymont Chief Executive Officer Signature Senior Officer
Summary/Matter for Consideration: Council may wish to discuss the next steps/short term actions in relation to Lloyd’s shops.
Attachments: Nil
Background: In December 2010, Council resolved to purchase the Main Street shops previously known as Lloyd’s Outback Centre.
Council now holds freehold title to the properties.
Comment: Staff seeks guidance from Council concerning short term actions to be taken on these properties and others that may be affected by the potential uses of the Lloyds property.
The community responses from recent consultation processes indicate a desire for Council to enhance consultation and communication with the community. The responses also favour continuing economic development and visitor facilities including at least one response suggesting development of the Old Power Station into museum/arts centre/tourist info/café/toilets.
The development of a museum/interpretive centre should be very carefully considered. Would such a facility be developed with a distinct “point of difference” or would it be created using existing photos/displays/relics etc making it similar to other such facilities around WA? Is Council prepared to carry an operating deficit?
Possible course of actions: Full assessment of building including structural, electrical, plumbing, safety and minor repairs/maintenance required? Consult/engage community on future uses of Lloyds/Old Power Station/Council Offices/Community Resource Centre? Decide (Council) possible future use of buildings? Undertake feasibility study on various options (including museum/interpretive centre)? Further community consultation? MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 99
Decide (Council) on final use of buildings and space? Engage an architect to draft layout options for allocation of building space? Undertake re-design and renovation processes? Move required facilities to new locations and create required new facilities?
Consultation: Nil
Statutory Environment: Nil
Policy Implications: Nil
Budget/Financial Implications: 2011/12 Budget: 4193 Lloyds Building Assessment & Planning - $20,000 4191 Stage 1 – Lloyds Renovations - $80,000
Strategic Implications: Nil
Voting Requirements: Simple Majority
Officers Recommendation:
That Council commences the following actions concerning buildings and space relating to the old Lloyds Outback Centre, Council Chamber and Offices, the Community Resource Centre (Telecentre) and the old Power Station property:
1. Full assessment of building including structural, electrical, plumbing, safety and minor repairs/maintenance required? 2. Consult/engage community on future uses of Lloyds/Old Power Station/Council Offices/Community Resource Centre? 3. Decide (Council) possible future use of buildings? 4. Undertake feasibility study on various options (including museum/interpretive centre)? 5. Further community consultation? 6. Decide (Council) on final use of buildings and space? 7. Engage an architect to draft layout options for allocation of building space? 8. Undertake re-design and renovation processes? 9. Move required facilities to new locations and create required new facilities?
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Council Resolution:
Moved: Cr JE Burgemeister Seconded: Cr NL Trenfield
That Council commences the following actions concerning buildings and space relating to the old Lloyds Outback Centre, Council Chamber and Offices, the Community Resource Centre (Telecentre) and the old Power Station property: 1. Council inspection of Lloyds shops. 2. Clean up Lloyds’ floor space, tidy equipment and fittings. 3. Consult/engage community on future uses of Lloyds/Old Power Station/Council Offices/Community Resource Centre 4. Decide (Council) possible future use of buildings and review this process 5. Undertake feasibility study on various options (including museum/interpretive centre)? 6. Further community consultation? 7. Decide (Council) on final use of buildings and space? 8. Full assessment of Lloyd’s building including structural, electrical, plumbing, safety and minor repairs/maintenance required? 9. Engage an architect to draft layout options for allocation of building space? 10. Council decide which option to take? 11. Undertake re-design and renovation processes? 12. Move required facilities to new locations and create required new facilities?
CARRIED 4/0
Reason for Council Resolution differing from Officers Recommendation: Council considered that community consultation was important and a high priority and that they (Council) should inspect the (Lloyds) buildings and have them cleaned up before undertaking any community consultation. The process as listed above should be reviewed when Council next formally discusses the matter – at item 4. above. MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 101
9.4 COMMUNITY DEVELOPMENT
9.5 HEALTH, BUILDING & TOWN PLANNING MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 102
10 NEW BUSINESS OF AN URGENT NATURE – INTRODUCED BY RESOLUTION OF THE MEETING
Moved: Cr JE Burgemeister Seconded: Cr RK Howden
That the urgent new business be discussed.
CARRIED 4/0
Title/Subject: DONATION – MEEKATHARRA COMMUNITY 10.1 DONATION – MEEKATHARRARESOURCE CO CENTREMMUNITY RESOURCE CENTRE Agenda/Minute Number: 10.1 Applicant: Kelly Fuhrmann File Ref: ADM 063 Disclosure of Interest: Nil Date of Report: 13 October 2011 Author: Kelly Fuhrmann Community Development/Admin Officer
Signature of Author Senior Officer: Roy McClymont
Chief Executive Officer
Signature Senior Officer
Summary/Matter for Consideration: Council may wish to consider a donation to the Meekatharra Community Resource Centre (CRC) to support their strategic and succession planning which will ensure that the CRC is able to maintain the services such as the bank and licensing that it has built up for the community of Meekatharra.
Attachments: An email from CRC Coordinator Jo McDonald requesting assistance to send a trainer to Meekatharra in order to run a strategic planning and succession planning workshop for staff members of the CRC.
Background: The CRC has grown from strength to strength under its new Coordinator Jo McDonald. It has extended its capacity to service the community through its Department of Transport Service and has recently been judged the number one Westpac in-store in the whole of Australia. The current CRC Coordinator has a very strong focus on community outreach programs and has built the CRC up to be a really good news story and important service for the local community and visitors. With some of the staff due to leave in 2012 due to their partner’s tenure as police MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 103
officers ending, there is a need for planning for the future. New staff have been sought and are currently being trained across all facets of the business and groomed to carry to CRC in to the future. Not only is this strategic and succession planning vital to the sustainability of the service it is a requirement for the CRC in order to receive grant funding in the future.
Comment: Staff at the CRC have had a quote from an experienced trainer who has facilitated the same workshop with several other CRC’s. The cost of facilitation of the two day workshop plus the flights and accommodation would use a significant portion of the CRC’s training budget for the financial year. With new staff in the wings other training will be necessary across the IT, bank and licensing components of the business. If the Shire could donate the cost of a return flight from Perth and allow the trainer to stay at the consultants quarters (subject to availability) this would be of great assistance to the CRC.
Consultation: Roy McClymont
Statutory Environment: Nil
Policy Implications: 2.9 Donations
Budget/Financial Implications: Council has allocated $10,000 in the 2011/12 budget for other donations. So far in 2011/12 the following other donations have been approved by council
$1000 to Janine Mongoo to attend the 2011 National Rodeo Finals
Voting Requirements: Simple Majority
Officers Recommendation / Council Resolution:
Moved: Cr NL Trenfield Seconded: Cr JE Burgemeister
That Council donates the cost of a return flight to Perth for a trainer to facilitate succession and strategic and succession planning for the CRC (approximately $800) and allows the trainer to stay at the Consultants Quarters (subject to availability) for the duration of the two day training.
CARRIED 4/0 MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY OCTOBER 15, 2011 Page 104
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10.2 MEETING WITH PREMIER
Title/Subject: MEETING WITH PREMIER – AUTHORISE TRAVEL & ACCOMODATION COSTS Agenda/Minute Number: 10.2
The CEO advised Council that Mr Vince Catania’s (MP) office is endeavouring to arrange a meeting with Council representatives and the Premier to discuss the Goldfields Highway Meeka to Wiluna section. Approval for travel and accommodation is sought in accordance with Council policy.
Moved: Cr RK Howden Seconded: Cr JE Burgemeister
That Council authorises travel and accommodation costs for the CEO Roy McClymont and Councillor Norm Trenfield to meet with the Premier and Mr Vincent Catania in Perth.
CARRIED 4/0
10.3 PURCHASE OF SEMI TRAILER
Title/Subject: PLANT PURCHASE -SEMI TRAILER FLAT TOP Agenda/Minute Number: 10.3
Cr Trenfield suggested that Council purchase a second hand semi trailer to be used to improve efficiency of Council’s trailers. The construction camp ablution van and water tank to be taken off the two small trailers and relocated to the new semi trailer. One small trailer to be used for the existing occasional use fuel trailer.
Moved: Cr NL Trenfield Seconded: Cr JE Burgemeister
That Council purchase a second hand, licensed and roadworthy bogie (2 axle) semi trailer, up to 40’ long for a price of up to $12,000 and assess the budgetary effect during the annual budget review.
CARRIED 4/0 BY AN ABSOLUTE MAJORITY
11 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN Nil
12 CLOSURE OF MEETING Cr TR Hutchinson declared the meeting closed at 11:35 am.