AGENDA

ORDINARY COUNCIL MEETING

Zoom eMeeting

TUESDAY 21 APRIL 2020

COMMENCEMENT: 7:00PM

No responsibility whatsoever is implied or accepted by the City for any act, omission or statement or intimation occurring during Ordinary Council Meetings.

The City disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during an Ordinary Council Meeting.

Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in an Ordinary Council Meeting does so at that person’s or legal entity’s own risk.

In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or intimation of approval made by any member or officer of the City during the course of any meeting is not intended to be and is not taken as notice of approval from the City.

The wishes to advise that any plans or documents contained within this agenda may be subject to copyright law provisions (Copyright Act 1968, as amended) and that the express permission of the copyright owner(s) should be sought prior to their reproduction.

Members of the public should note that no action should be taken on any item discussed at an Ordinary Council Meeting prior to written advice on the resolution of Council being received.

Agendas and Minutes are available on the City’s website www.subiaco.wa.gov.au CONTENTS

1. DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS ...... 1

2. ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE ...... 1

3. DISCLOSURE OF INTEREST ...... 1

4. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ...... 1

5. PUBLIC QUESTION TIME ...... 3

6. PUBLIC STATEMENT TIME ...... 3

7. PETITIONS AND APPROVED DEPUTATIONS ...... 3

8. CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS ...... 3

9. ANNOUNCEMENTS BY THE PRESIDING MEMBER ...... 3

10. REPORTS OF COMMITTEES AND OFFICERS ...... 4

10.1 Committee Reports ...... 4

E1 COVID-19 Central Online Information Hub ...... 4

E2 COVID-19 Business Capacity Building Programs ...... 10

10.2 Officer Reports ...... 16

C1 Long Term Cycle Network* ...... 16

C2 Proposed Salvado Road Bike Path – Deferment of Project ...... 19

C3 Information Technology – Live Streaming and Video on Demand ...... 22

C4 Changes to Ordinary Council Meeting Dates for 2020 to Respond to COVID-19* ...... 27

C5 COVID-19 Leave for City of Subiaco Employees* ...... 32

C6 COVID-19 Financial Hardship Policy* ...... 35

C7 Financial Statements and Reports for the Month Ending 29 February 2020* ...... 37

C8 Budget Review – March 2020* ...... 42 C9 Matters for Information* ...... 45

C10 COVID-19 Community Care Initiatives – Budget Reallocation ...... 47

11. ELECTED MEMBERS’ MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ...... 50

11.1 Subiaco Oval Reserve ...... 50

11.2 Notice of Motion ...... 54

12. NEW BUSINESS OF AN URGENT NATURE APPROVED BY THE PERSON PRESIDING OR BY A DECISION OF THE MEETING ...... 55

13. MEETING CLOSED TO THE PUBLIC ...... 55

13.1 Rent Relief for Tenant of the City of Subiaco – Confidential ...... 55

13.2 CEO’S Performance Review – Confidential* ...... 55

14. CLOSURE OF MEETING ...... 55

*Separate attachments 21 APRIL 2020 AGENDA – ORDINARY COUNCIL MEETING

1. DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS

2. ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE

3. DISCLOSURE OF INTEREST

4. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE

At the Ordinary Council Meeting held on 17 March 2020, the following questions were asked and taken on notice. The response has been provided and advised in writing.

Helen Leeder, 3 Cuthbert Street, Shenton Park WA 6008 asked the following questions:

The substance of these questions is a matter of present concern. At the 27 Nov 2018 OCM, questions I had correctly submitted were, for a never specified reason, taken on notice. I did not receive a response from the Director of Corporate Services until the evening before the next meeting.

Question 1 Why were the questions I correctly submitted the day before the previous meeting taken on notice instead of being answered?

My questions had referred to the minutes of the 28 August 2018 OCM, which were unconfirmed until 16 Oct 2018, when they were finally confirmed but seemingly without change. I would like to remind the City that the Council twice refused to confirm these minutes of 28 August.

The reason for not confirming them must have been very evident, as at the 4th September meeting no one would even move that they be confirmed. They remained unconfirmed on the 18th September when 2 councillors withdrew their support. Interestingly, at the same meeting, 5 councillors also voted against confirming the 4th September minutes.

In his belated response to my correctly submitted questions, that had bewilderingly been taken on notice, the Director said “The minutes have recorded 5.23(2)(e) as the reason for going behind closed doors but it should’ve been 5.23(2)(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting.”

The Director Corporate Services provided the following response to Question 1: The question was taken on notice as it required additional time to provide the requested information. A response to the question was provided to Ms Helen Leeder via email, and it was answered in writing on the agenda of the next council meeting.

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Question 2 Given that the minutes of the meeting now include a notation to that effect, but without any clarifying resolution of Council, would the City explain exactly how and when the notation happened, and when the council was first notified.

The Director Corporate Services provided the following response to Question 2: Confirmed Council minutes dated 28 August 2018 have recorded 5.23(2)(e) as the reason for going behind closed doors. However, it should’ve been 5.23(2)(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting. The error is best characterised as an administrative error, and while the legislative reason for closing the meeting was not accurately recorded in the minutes, the decision’s subject matter would otherwise still be required to be ‘behind closed doors’ during a meeting in accordance with the legislation.

The minutes were not amended as they accurately reflect what occurred at the meeting and were therefore annotated in January 2019 to correct the error and provide the correct reference. Annotation of the minutes was undertaken as a footnote to all copies of minutes retained or provided by the City.

At the Special Council Meeting held on 2 April 2020, the following questions were asked and taken on notice. The response has been provided and advised in writing.

Helen Leeder, 3 Cuthbert Street Shenton Park, asked the following questions:

On the 25th March, the Mayor floated an idea on her Facebook page that Rosalie Park could be made available for “emergency overflow parking” for health care workers. I use the word “floated” because the idea was only expressed in her audio, and not in the actual text.

Question 1 Can the CEO and Council confirm that the Mayor was authorised to make this apparently unilateral suggestion, and, if so, how and when did that authorisation occur?

Referring to her idea of offering Rosalie for overflow parking, the Mayor said in the text of her Facebook post that she has "asked the CEO of the City of Subiaco how we can appropriately facilitate this”. I notice, to my relief, that the agenda makes no mention of the Mayor’s idea, so assume the CEO appropriately did not facilitate it.

The Chief Executive Officer provided the following response to Question 1: The Mayor manages her own Facebook page. The Mayor advises she was publicly sharing an idea suggested to her by many residents and health workers.

Question 2 Given that the Mayor’s Facebook page is rate payer funded, does the Council consider it a suitable platform for what would appear to be the mayor’s personal opinions?

The Chief Executive Officer provided the following response to Question 2: The Mayor’s Facebook is not and never has been ratepayer funded.

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5. PUBLIC QUESTION TIME

6. PUBLIC STATEMENT TIME

OFFICER RECOMMENDATION That the following procedure for the conduct of public statements time during all electronic council meetings for the currently declared public health emergency for COVID-19, declared by the Minister for Health under section 167 of the Public Health Act 2016, be adopted: 1. Statements received in accordance with the City’s established public statement procedure are to be taken as read. 2. Statements to be included on the City’s website. 3. Elected members are to receive a copy of the submitted statements prior to the start of the meeting.

Officer Comment The proposed procedure for the conduct of public statement time at electronic council meetings is in response to the change to the Local Government (Administration) Regulations 1996 regulations 14C and 14D in relation to meetings held by electronic means in public or state emergency.

The City’s previously established procedure in relation to reading a statement remains in place, including that statements are to be submitted by 5pm the day before the Council meeting. The right to make a public statement is limited to residents and electors of the City of Subiaco unless the presiding member decides otherwise. It is intended that Elected Members will be sent a copy of each statement received as per the City’s normal procedure.

This procedure will apply to all future electronic council meetings until the currently declared public health emergency declared under section 167 of the Public Health Act 2016 (and as extended by decision of the Minister for Health) cease to be in effect.

7. PETITIONS AND APPROVED DEPUTATIONS

8. CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

9. ANNOUNCEMENTS BY THE PRESIDING MEMBER

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10. REPORTS OF COMMITTEES AND OFFICERS

10.1 COMMITTEE REPORTS

E1 COVID-19 CENTRAL ONLINE INFORMATION HUB

REPORT FROM DIRECTOR COMMUNITY AND DEVELOPMENT SERVICES Author: Manager Economic Development and Place, Adam Cousins Date: 15 April 2020 File Reference: A/5622 Voting Requirements: Simple - more than half elected members present required to vote in favour

RECOMMENDATION The development of a ‘Community Central Online Information Hub’ in response to the COVID-19 pandemic by the 1st of May 2020 as recommended by the City’s Economic and Business Sustainability Advisory Committee (EBSAC) be endorsed.

COMMITTEE RECOMMENDATION That the City’s Economic and Business Sustainability Advisory Committee (EBSAC) endorse the development of a ‘Community Central Online Information Hub’ in response to the COVID-19 pandemic by the 1st of May 2020.

OFFICER RECOMMENDATION 1. That the City’s Economic and Business Sustainability Advisory Committee (EBSAC) endorse the development of a detailed ready-for-market scope for a ‘Central Online Information Hub’ in response to the COVID-19 pandemic, with the scope to consider: a. All City of Subiaco existing digital assets - including contractual arrangements; b. Community and business applications, information and engagement (including directories, market-places and other forums for information exchange); c. Supporting social media, electronic direct mail and other digital channels; d. Content development and management system; e. Competitor analysis; f. Life of asset costing and/or transition models based on forecasting phases of the pandemic as well as planned development of existing digital assets; and g. Cost and resourcing implications.

Executive Summary Note: As the committee recommendation differs to the officer recommendation, the comments in this report regarding financial implications do not relate to the committee recommendation, that will require additional funding for external resources to implement.

On 11 March 2020 the World Health Organisation declared the COVID-19 virus a Pandemic. Following this, the State Government declared a State of Emergency for

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Western Australia. The Federal and State governments have been responding with various measures in an attempt to contain the virus and minimise its spread which have had a significant impact on local businesses and the community alike.

Local Governments have responded to COVID-19 through a range of measures to ensure business continuity as well as community and business support.

This report provides and overview of both the LGA sector and the City of Subiaco’s communication response to COVID-19. It further proposes a detailed scope be undertaken for a ‘Central Online Information Hub’ to consolidate and enhance communication related to COVID-19 in the immediate to short-term.

Background The impacts and changing nature of the COVID-19 pandemic and associated restrictions imposed as part of the State of Emergency declared for require all organisations and individuals to adapt and respond appropriately.

The City of Subiaco Council adopted a suite of initiatives at its Special Council Meeting on 02 April 2020 to provide community and business support where possible, including:

1. Changes to rates, fees and charges; 2. Planning and compliance changes; and 3. Rent relief for tenants of the City of Subiaco.

These initiatives formed the City’s initial response to COVID-19 with an estimated value of up to $4,000,000.

In addition to these initiatives the City has been sharing information with the community across its digital assets related to COVID-19, as well as developing new programs, services, projects and initiatives for future Council consideration.

At its 8, April 2020 Economic and Business Sustainability Advisory Committee (EBSAC) meeting the committee requested a report to its next meeting on a ‘Central Online Information Hub’, that would support the community and business with applications and information in relation to COVID-19.

This Report discusses the development of a scope to achieve this outcome.

Comment Local Government Sector COVID-19 Response The local government sector can be seen to have responded to COVID-19 to support communities through:

 Immediate business continuity measures (ensuring the ongoing delivery of essential services);  Financial measures (rent relief, rates freezes, wavering or changing fees);  Regulatory and policy changes (exemptions to applications, and streamlined planning processes);  Business support (capacity building programs, funding programs, ‘Buy local programs’ and local business directories);  Community support (programs to support vulnerable community members and augmented community, cultural and recreation programs); and

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 Communication, Information & Promotion (providing regular community updates, signposting information, implementing campaigns and supporting ‘buy local’ measures or business directories).

There is some consistency across the sector in this response, though each Local Government Authority (LGA) is addressing differing community circumstances.

Local Government Sector - Communication, Information & Promotion COVID-19 Response Within the area of communication, information, and promotion there are a spectrum of responses from the LGA sector. Examples of some of the content that is being communicated includes the following:  Detailed health information;  Signposting information from all levels of Government;  FAQ’s;  News items;  Mayoral and CEO regular messages;  Council decisions;  Specific local campaigns;  Business support information;  Community support information;  Information on changes to local government services and facilities;  Business directories;  Community programming and services;  Signposting or filtering relevant content;  Local storytelling; and  Community participation and engagement. This varied content is also being communicated across a broad spectrum of platforms and channels, including:  Corporate websites;  Ancillary websites;  Social media;  Electronic direct mail (EDM);  Online directories; and  Apps.

Most LGA’s are using existing corporate websites as the central ‘hub’ for information with other channels directing to this ‘hub’ where relevant. Additionally, the ‘hubs’ are then providing links to additional information across a spectrum of government and non-government websites. Most LGA’s have also created links directly from their existing corporate home pages that are clearly identified. The level of sophistication in terms of application and information varies greatly between LGA’s subject to their existing platforms and resources.

The ‘Digital Asset (communication) Ecosystem’ for LGA’s varies greatly in terms of the spectrum of websites and channels (Social Media and EDM) each LGA may be using to communicate information to different audiences.

City of Subiaco – Digital Assets (Communication) Overview It is not uncommon in the local government sector to a have a suite of digital assets given the broad spectrum of services local governments deliver and the diversity of

CITY OF SUBIACO 6 21 APRIL 2020 AGENDA – ORDINARY COUNCIL MEETING communities (and audiences) these assets are communicating with. The City of Subiaco has a number of digital assets that perform different functions.

City of Subiaco digital assets include:  Websites: Corporate Website, Lords Website, See Subiaco Website and SubiPark.  Social Media: Corporate Facebook and Linkedin, Lords Facebook and Instagram, Subiaco Library Facebook, Subiaco SVY Facebook, See Subiaco Facebook and Instagram.  Electronic Direct Mail (EDM): Corporate Subi Snapshot, See Subiaco EDM, Business EDM, Culture (includes library and museum) EDM, Lords EDM.

Within these assets there are a number of different applications and tools including online forms, tables, calendars, mapping, directories and databases.

The City’s Corporate Website is more than seven (7) years old and a replacement website is currently undergoing the process of scoping, tendering and consultation with anticipated delivery in 2021.

City of Subiaco – Digital Assets (Communication) COVID-19 response The City’s current communication response across its digital assets to COVID-19 are outlined below:

Corporate City of Subiaco Digital Assets: The Corporate Website has a ‘Home Page News Carousel’ in which new items scroll periodically and the user is able to click through to relevant links. At the time of writing the News Carousel enables the user to click through to: a COVID-19 landing page; the See Subiaco list of Business that are open to trade; and a news item outlining Councils COVID -19 relief package. The News Carousel can carry news items that are non- COVID-19 related and it currently holds an item related to a network outage. Directly underneath the News Carousel is a COVID-19 link that takes the user to the COVID-19 landing page.

The Covid-19 landing page allows the user to click through to three key areas as follows:  City Services and Public Facilities;  Business Support; and  Local Business Directory.

The City Services and Public Facilities page provides and overview of changes to City operations with links to further relevant information.

The Business Support page provides a package of information relevant to business with relevant information and links to support services, information and programs.

The Local Business Directory is a ‘live listing’ of business that are open and trading. This is hosted on the See Subiaco Website.

The Corporate Facebook and Linkedin channels carry posts related to relevant COVID- 19 developments and link back through to the City’s corporate website where relevant.

The City’s Corporate EDM (Subi Snapshot) has a variety of news stories relevant to Subiaco residents and carry’s news related to COVID-19 where relevant.

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See Subiaco Digital Assets: See Subiaco is the City’s Destination Marketing Brand. See Subiaco Digital Assets are consumer facing, and seek to showcase Subiaco’s distinctive characteristics, businesses and events to target markets. Currently the See Subiaco Website is communicating a number of COVID-19 items including a campaign entitled ‘Subiaco United’ that includes - blogs, engagement tactics, and a variety of content. The Website also has a ‘Live Listing’ of businesses that are open or have adapted their services to COVID-19 government directions. The See Subiaco website additionally has a more comprehensive business directory - however this directory requires content development and is incomplete.

The See Subiaco Facebook and Instagram channels push content relevant to campaigns as well as linking back to the See Subiaco Website.

The See Subiaco EDM is issued monthly and carries a range or news stories and campaign information to its subscriber base.

Other Digital Assets: Similar to See Subiaco the City’s’ other business specific Digital Assets feature relevant information to its audience (members or subscribers) related to COVID-19 - this includes Lords Recreation Centre.

Competing Digital Platforms There are a number of platforms at both a micro and macro scale that may compete with existing City of Subiaco digital assets as well as any new platforms that are developed. In most instances these competitors only focus on a small number of particular functions, such as, a business directory, or an online market-place, or a community engagement forum. However, these competitors should be reviewed such that the City does not seek to replicate a service that is already being delivered.

City of Subiaco COVID-19 Options Possible options that Subiaco could consider to address gaps in its communication response to COVID-19 are briefly outlined below.

A. Status Quo. This option would continue to use existing digital assets to provide the Community and Business with information and updates in relation to COVID-19. Whilst this option does not immediately address gaps it de-risks investing in new assets or platforms that may be competing against each other and acknowledges that the City’s existing website upgrade project for the corporate website will enhance future capability.

B. Invest in Communication Gaps. This option would see investment only in areas that are currently latent, under resourced and/or have content that requires detailed review and updating. The business directory on the See Subiaco website is an example of a singular area that could be upgraded in this option.

C. Undertake a detailed scope for a ‘Central Online Information Hub’ in relation to COVID-19. This option would scope a consolidated model for communicating all COVID-19 information with new functionality linked to a new digital asset and/or an existing asset. Detailed scoping would allow for all facets of the model to be explored.

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Option C is the recommended approach at present. A detailed scope will allow the organisation to assess the scale and complexity of a new platform and then determine whether it is suitable to proceed to seeking quotes from the market. The process can be undertaken relatively quickly with existing resources. Should the City ultimately not proceed to development and implementation of a new platform the process itself will have provided value, and may identify more detailed opportunities to improve the existing communication response to COVID-19.

Consultation No public consultation was undertaken for the preparation of this report.

Strategic Implications Focus Area Six: Council Leadership. 6.1.3 Be innovative, responsive and maintain a strong customer focus. Community Outcomes: To ability to easily and effectively communicate with the City.

Statutory and Policy Considerations There are no statutory or policy implications for this report.

Risk and Asset Implications There is a risk that the development of an additional digital asset will replicate a service that is already being provided. This risk is eliminated by the preparation of a detailed scope as recommended by officers.

Financial There are no direct financial implications for this report. Once a detailed scope has been completed, there will be financial implications for the development of a central information hub. A further report will be presented to Council via EBSAC outlining full details of the central information hub proposal.

Social and Environmental Implications There are no direct social or environmental implications for this report.

Attachments Nil

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E2 COVID-19 BUSINESS CAPACITY BUILDING PROGRAMS

REPORT FROM DIRECTOR COMMUNITY AND DEVELOPMENT SERVICES Author: Manager Economic Development and Place, Adam Cousins Date: 15 April 2020 File Reference: A/5622 Voting Requirements: Absolute Majority - 7 elected members required to vote in favour

RECOMMENDATION 1. That the implementation of business capacity building programs delivered by suppliers ‘two’ and ‘three’ as outlined in the Report and detailed in Attachment 1 (provided under separate cover) as recommended by the City’s Economic and Business Sustainability Advisory Committee (EBSAC) be endorsed; and

That subject to 1;

2. That the allocation of a budget of $45,000.00 to the business capacity building programs from the financial year 2019-2020 budget as recommended by the City’s Economic and Business Sustainability Advisory Committee (EBSAC) be endorsed.

OFFICER / COMMITTEE RECOMMENDATION 1. That the City’s Economic and Business Sustainability Advisory Committee (EBSAC) endorse the implementation of business capacity building programs delivered by suppliers ‘two’ and ‘three’ as outlined in the Report and detailed in Attachment 1 (provided under separate cover); and

That subject to 1;

2. That the City’s Economic and Business Sustainability Advisory Committee (EBSAC) endorse the allocation of a budget of $45,000.00 to the business capacity building programs from the financial year 2019-2020 budget.

Executive Summary The impacts and changing nature of the COVID-19 pandemic and associated restrictions imposed as part of the State of Emergency declared for Western Australia require all organisations and individuals to adapt and respond appropriately.

The City of Subiaco Council adopted a suite of initiatives at its Special Council Meeting on 02 April 2020 to provide community and business support where possible, including:

1. Changes to rates, fees and charges; 2. Planning and compliance changes; and 3. Rent relief for tenants of the City of Subiaco.

These initiatives formed the City’s initial response to COVID-19 with an estimated value of up to $4,000,000.

The COVID-19 pandemic is presenting unprecedented challenges for business with small business in Subiaco experiencing an immediate negative impact. The hospitality,

CITY OF SUBIACO 10 21 APRIL 2020 AGENDA – ORDINARY COUNCIL MEETING retail, tourism, services, arts and entertainment sectors have been particularly adversely impacted. This business sector is an important component of the Subiaco economy, and place identity.

To further support small business in Subiaco the City recommends that EBSAC endorse a Business Capacity Building Program.

This Business Capacity Building Program can be funded through the existing 2019- 2020 financial year budget.

Background Many Local Governments across Australia are delivering tailored business support packages as an initial response to COVID-19. These packages address the particular conditions of each Local Government as complementary programs to Federal and State Government initiatives.

Within these support packages some local governments have implemented COVID-19 specific business capacity building programs. Many local governments, including the City of Subiaco, already collaborate with a range of partners and organisations to deliver business skills programs and services.

At its Special Council Meeting held on 02 April 2020 an Officers Report was included within the Agenda recommending that Council consider the delivery of Business Capacity Building programs in relation to COVID-19. This Report lapsed. On 08 April 2020 EBSAC convened and requested Officers prepare a Report on Business Capacity Building Programs including services offered by the supplier, ‘Business Foundations’.

This Report discusses possible Business Capacity Building Programs in response to the COVID-19 and their suitability for Subiaco.

Comment Business Capacity Building Programs provide small businesses with strategies and actions guided by a mentor, coach or business advisor and are designed to make a business more adaptive, responsive and efficient.

The impact of COVID-19 has forced many businesses to respond to disrupted market conditions as a result of government directions. Within this setting many small businesses do not have the resources to access tailored capacity building programs that may assist them to adjust current services or products to this environment.

Current City of Subiaco Business Support Programs and Services The City has previously supported local business with mentoring, coaching, and business advice through partnering, direct investment, funding programs, or connecting business with relevant service providers. Key partnerships for the City in delivering these services have included ‘Business Station’ and the Small Business Development Corporation (SBDC).

Programs delivered include:  Business Chat Series;  Business Skills Workshops;  Referral to Free Advisory Services;  Grants Programs; and  Tailored Workshops.

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COVID-19 Business Support Programs City Officers sought proposals from four suppliers of suitable Business Capacity Building Programs that indicated they were tailoring services in response to the COVID- 19 pandemic. The City received three proposals. Suppliers have been de-identified in the proposal summaries below with supplier details and proposals attached under separate cover in Attachment 1.

An overview of each proposal is outlined below.

Supplier One: This supplier is a business support organisation that partners with a number of Western Australian Local Governments on business support services. The supplier contacted several LGAs with the same proposal for services in relation to COVID-19.

The proposal includes a three-session COVID-19 ‘building capacity’ package. Businesses accepted into the program receive three one-to-one advisory sessions with a consultant tailored to the impact of COVID-19 - focussed on: a strategic review; finance review; and sales and marketing review. Sessions can be delivered over the phone or through video conferencing.

The total cost per business for this three session package is $550.00.

See Attachment 1 supplied under separate cover for further details on the Supplier One proposal.

Supplier Two: This supplier is a business consultancy agency that has provided content and resources for the Small Business Development Corporation on the impact of COVID-19. This agency is well used across WA LGAs and has provided services to the City previously as part of the small business grants program. The proposal received consists of a six-month support package including:  Business health check at each stage of COVID-19 (review of strategy, finance and marketing in response to COVID-19) – at least 3 business health checks;  Development of an individual action plan;  As many one-to-one online consultations and phone calls as business requires (at least one per week);  Fortnightly group online workshop with Subiaco businesses on the program; and  Access to all online resources.

The total cost for this service is $3000 per business for six months (charged at $500 per month).

Note: The City will only be charged per month, per business for this service. Therefore, if a business ceases trading or exits the program before the end of six months the City will only be charged for services used up to that date. For example, if a business was to exit the program after two months the City would only be charged for two months of service (at $500 per month).

See Attachment 1 supplied under separate cover for further details on the Supplier Two proposal.

Supplier Three: This supplier is a well-known national food and beverage consultancy agency based in Melbourne, with an office in . The proposal submitted is for food and beverage businesses only and consists of a six month support package including:

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 Develop an individual action plan for each business;  Weekly one-to-one online consultation;  Monthly group session with the Subiaco businesses on the program;  Access to all online resources.

The total cost per business for this service is $550.00.

Note: The City will be charged the full $550.00 per business at the commencement of the program and will not be refunded should a business cease trading or exit the program before the end of the six months.

See Attachment 1 supplied under separate cover for further details on the Supplier Three proposal.

Supplier Cost Overview Table 1 below summarises the cost to the City (per business supported) put forward by each supplier.

Table 1: Supplier Proposals Cost Review

Supplier 1 Supplier 2 Supplier 3 Cost per business $550.00 for 3 one- $500.00 per $550.00 for 6 month (ex GST) to-one sessions business per commitment month* (1 x one-to- (1 x one-to-one one session per session per week week over six over six months) months)

*Note this suppliers program is structured as a six month program charged on a monthly basis ($500.00 per month). Should a business access the service for the full six months the total cost to the City per Business would be $3,000.00.

Supplier Proposal Review City officers reviewed the three proposals. Whilst the intent of the quote process was to source a single provider, Officers are recommending that using two of the providers that supplied quotes will deliver a more focussed outcome for local business. This will allow for capacity support for non-food as well as food and beverage business support.

This approach is recommended on the basis of the latest ABS data indicating adverse impacts of COVID-19 were most prevalent in accommodation and food services, with over three-quarters of businesses (78 per cent) already reporting impacts and 96 per cent reporting that they expected impacts in coming months.

The proposals offered by suppliers two and three are recommended as offering the best value for money with a longer duration of support through the COVID-19 pandemic.

Therefore, it is recommended that the proposals from suppliers two and three are implemented.

Officers noted that Supplier One is a reputable operator and is currently delivering services for a number of LGA’s in response to the COVID-19 pandemic.

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Implementation Process Should the program proceed it is intended to be promoted through the City’s platforms and businesses will be encouraged to apply through an online application form.

Assessment will be carried out by three officers using a multi-criterion tool. Weighting will lean towards shop-front businesses within shopping precinct areas of Subiaco, Shenton Park, Daglish and Jolimont.

Applicants will be informed of the outcome within 14 days of application being received. If the application is successful the applicant will be provided with details of how to commence the program via email.

The program will be reviewed by City officers on a monthly basis with frequent contact with the consultants to identify how the businesses are tracking.

See Attachment 2 for a draft example of preliminary online promotional content.

Program Eligibility Applicants must be a small business as defined by the Australian Bureau of Statistics and Australian Tax Office (less than 20 employees and less than $10m total turnover per year) and GST registered or Australian Securities and Investments Commission (ASIC) registered. In addition, the applicant must be the owner of a small business in a commercial bricks-and-mortar premises (owned or leased) within the City of Subiaco’s boundaries.

Consultation The City consulted with the ‘Inner City Council’ Economic Development sub-Working Group consisting of representatives from the , , and in preparing this report.

The City did not undertake any community consultation.

Strategic Implications This Report has referenced the following City of Subiaco adopted strategies and plans:  City of Subiaco Economic Development Strategy 2017 -2021;  City of Subiaco Place Plan 2019-2022; and  City of Subiaco Business Investment 2019-2022.

Statutory and Policy Considerations There are no statutory or policy implications for this Report.

Risk and Asset Implications There is some reputational risk to the City if it proceeds with the proposed programs through businesses being dissatisfied with a service subsidised by the City, but delivered through an external supplier. This risk will be managed through the use of reputable suppliers with positive industry track records of successful program delivery.

Financial Funds are available to support the recommended capacity building programs up to $45,000, from the existing financial year budget, 2019-2020.

This can be funded through an existing General Ledger Budget: Economic Development Projects (GL 565030.3926). This funding is now available due to

CITY OF SUBIACO 14 21 APRIL 2020 AGENDA – ORDINARY COUNCIL MEETING reprioritising work associated with a ‘Night-Time Economy’ project. This project is now better suited for implementation as government restrictions on social distancing and mass gatherings are eased – which is likely to now occur in Financial Year 2020-2021.

All supplier proposals received were costed on a per business basis. The proposed $45,000 budget allocation would therefore be a maximum cap to the program.

Social and Environmental Implications There are no direct implications.

Attachments 1. Supplier Quotes. Issued under separate cover. 2. Draft example of preliminary online promotional content.

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10.2 OFFICER REPORTS

C1 LONG TERM CYCLE NETWORK*

REPORT FROM DIRECTOR TECHNICAL SERVICES Authors: Manager Transport and Infrastructure Development, James Hambly A/Coordinator Transport and Fleet, David Carter Date: 9 April 2020 File Reference: A/5492 Voting Requirements: Simple - more than half elected members present required to vote in favour

OFFICER RECOMMENDATION That the aspirational Long Term Cycle Network (LTCN) developed in collaboration between City officers and the Department of Transport be endorsed. a) Endorsement of the LTCN does not commit Council nor State Government agencies to deliver all, or any part, of the LTCN within a particular timeframe – nor does endorsement commit any party(s) to fund any specific route within the LTCN. b) Endorsement confirms support for local and State Government agencies to work together in delivering the aspirational LTCN over the longer term.

Executive Summary  The Department of Transport (DoT) has developed the Long Term Cycle Network (LTCN) that sets out the blueprint for the bicycle network in the Perth and regions.  The LTCN has been developed in consultation with City officers and officers from the 33 local governments within the scope of the plan.  The plan has been reviewed by other state transport authorities and now the DoT is seeking Council endorsement from each Council involved.

Background The DoT has been working with 33 local government authorities (LGAs) in Perth and Peel to agree on bicycle routes that link parks, schools, community facilities and transport services, to make bike riding a convenient and viable option. This has been undertaken by the DoT through the Long Term Cycle Network (LTCN) project.

The aim of the LTCN project is to develop an aspirational blueprint to ensure State and local governments work together towards the delivery of one continuous bicycle network providing additional transport options, recreational opportunities and support for tourism and commercial activity – creating a bicycle network catering for all ages and abilities.

The vision is for a network of safe and attractive bicycle routes:  To provide continuous routes along major corridors  To establish links between strategic, secondary, district, specialised activity centres and public transport services.  To provide connections to schools, education sites and local centres

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Further information on the LTCN including the network map for Subiaco is provided in Attachment 1 of this report.

This long term network has been agreed between DoT and local government officers, and the network was subject to a review by Main Roads and PTA/Metronet teams in relation to any routes within or crossing State controlled assets. With the state authorities review complete the DoT is now seeking endorsement from the 33 Councils covered by the LTCN which includes the City of Subiaco.

Consultation In 2017-18 DoT commenced the LTCN project and went through detailed engagement with 33 local governments across Perth and Peel to agree to a long term aspirational bicycle network for the region that supports and addresses local and regional bicycle connections.

The DoT met with the City in July 2019 to discuss preferred routes and modifications to the first draft of the network. Modifications were made based on subsequent consultations with the City and surrounding LGAs, and a final review by Main Roads WA and the Public Transport Authority was carried out before the draft was finalised in March 2020.

The City is also currently reviewing its Bike Plan and community feedback on cycling routes will be obtained through this process. After endorsement, the City and DoT will release the LTCN publicly. Changes to the LTCN can be made after endorsement if there is a desire to modify or add routes as a result of the above consultation processes.

Strategic Implications The LTCN will assist the City in meeting strategy 5.2.4 of The Strategic Community Plan - Invest in improved pedestrian and cycle networks.

The LTCN also addresses several strategy items of the Transport and Parking Strategy including:  CW1: Walking and cycling are to be considered a critical form of transport, along with public transport on all of the city’s streets.  In Activity Centres and local centres, consider pedestrians and cyclists as a priority when designing street improvements / upgrades.  Cyclists are welcome on all of the City’s streets and designs should cater for this.

Statutory and Policy Considerations There are no other statutory or policy considerations for this report.

Financial The LTCN is directly linked to the DoT’s funding program for local government infrastructure projects, meaning that any projects along the LTCN routes will be eligible for funding grants under the WABN funding program.

Projects will be identified and prioritised through the City’s Bike Plan. Projects will be included in future capital works budgets. There are no additional financial implications for this report.

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Risk and Asset Implications There is no requirement for the City to carry out all or any part of the LTCN, however any future Western Australian Bicycle Network (WABN) funding will be directly linked to the LTCN. The network can be modified after endorsement if required therefore funding can still be obtained for projects outside of the currently proposed network.

The LTCN does not dictate what sort of infrastructure is required on each route, and the City will be responsible for determining these projects. Therefore there are no direct asset implications as a result of endorsing the LTCN.

Social and Environmental Implications Having a clearly defined route network and hierarchy, both for bicycle travel within the City and connections to external routes, facilitates the development of well-connected and accessible bicycle infrastructure that is supported by the State Government. This allows the City to deliver social and environmental benefits to the community by encouraging active transport modes, improving both individual and environmental health.

Attachments 1. LTCN Endorsement Memo and Map

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C2 PROPOSED SALVADO ROAD BIKE PATH – DEFERMENT OF PROJECT

REPORT FROM DIRECTOR TECHNICAL SERVICES Author: Manager Transport & Infrastructure Development, James Hambly Date: 9 April 2020 File Reference: A/5492 Voting Requirements: Simple - more than half elected members present required to vote in favour

OFFICER RECOMMENDATION That the public consultation submissions in relation to the proposed Salvado Road bike path be received and: a) Note the proposed Salvado Road bike path will not proceed to construction at this point in time due to the decision of the to not contribute towards the construction or support the necessary parking amendments. b) Resolve that the related grant funds from the Department of Transport not be accepted. c) Advise residents who submitted comments on the project of the outcome.

Executive Summary  At the Ordinary Council Meeting held on 19 November 2019 Council endorsed the draft Salvado Road bike path design for the purpose of public consultation.  The City undertook the consultation between 6 and 24 February 2020, 176 nearby properties in both Subiaco and Cambridge were written to and were provided a FAQ and copy of the plan.  There were 5 responses provided to the City on the project.  The Town of Cambridge at their Ordinary Council Meeting held on 25 February 2020 did not approve allocating funds to the project and the necessary changes to parking on their side of Salvado Road, resulting in the project not being able to proceed to construction and that the grant funds from the Department of Transport not being able to be accepted.

Background At the Ordinary Council Meeting held on the 19 November 2020 Council endorsed:  Undertaking community consultation on the draft design of the Salvado Road Bike Path included as Attachment 1 is endorsed.  Allocate $368,974 from the Investment Income Reserve in the November 2019 budget review for the construction of the Salvado Road bike path.  The proposal is subject to Town of Cambridge approval of the required road widening of Salvado Road. The City undertook community consultation between 6 and 24 February 2020, and the feedback has been reviewed and summarise in this report.

The Town of Cambridge at their Ordinary Council Meeting held on 25 February 2020 resolved the following amendment:

That Council: … 3. ADVISES the City of Subiaco that the Town will not contribute to the construction of the Principle Shared Path (PSP) which remains wholly within the City of Subiaco, and does not support the amendment to the existing parking restrictions on the northern side of Salvado.

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In light of the Town of Cambridge resolution not to contribute to the construction or to amend the existing parking and in relation to resolution 3 of the City of Subiaco Council resolution, the City is unable to proceed with the construction of the bike path.

The purpose of this report is to provide a summary of the feedback received as part of the community consultation process, and notes that due to the Town of Cambridge decision that the project cannot proceed at this point in time and that the related grant funds from the Department of Transport not be accepted.

Comment The City prior to undertaking the community consultation made some changes to the preliminary design provided in the November 2019 Ordinary Council Meeting. The changes were made to address the key concern of Town of Cambridge officers, which was the road widening on the northern side of Salvado Road. In order to avoid this road widening, the following changes were made to the design:

 Parking bays narrowed to 2.1m wide  Buffer between the southern parking bays and new bike path reduced to 0.5m  Traffic lanes reduced to 3.2m wide

Once the design was updated and agreed upon by officers from both local governments the consultation was undertaken as detailed in the consultation section of this report.

Town of Cambridge Resolution Following the Town of Cambridge Ordinary Council Meeting, further reasoning was provided behind the decision. It was explained that the Council wanted to see the full route delivered from Tighe Street to Haydn Bunton Drive as originally intended, and that the project would be reconsidered once the necessary land is acquired alongside the Homebase site. Based upon this advice the City will only review this project if the required land is secured at some point in the future.

Consultation The City’s Community Engagement Policy 8.1 states the City will inform and consult our community on matters that affect them. On 6 February 2020 176 letters were sent to residents in the properties adjacent to the proposed Salvado PSP extension area to advise them of the project. The letter contained comprehensive frequently asked questions (FAQs) and a copy of the proposed design drawing.

Residents were given the opportunity to make comment and invited to contact the City’s Principal Engineer with any queries or feedback by Monday 24 February 2020.

The City received five public comments against the proposal via email and 3 phone calls against all of whom have submitted comments. The City’s Principal Engineer met with 2 of the respondents on site.

Concerns raised included:  the need to make the new path ‘bike use only’ (not shared)  the potential continued use of Salvado roadway by cyclists (as this new PSP extension ends at Harbourne)  the existing bike path from Bishop Street to/through Subiaco Common to Roberts Road already providing this route

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 safety concerns regarding of the reduction of the carriageway especially in regard to the use of the road by large trucks and buses  the proposed reduced width of Salvado Road making it virtually impossible for cars to legally pass any bikes still using Salvado Road  safety concerns regarding upcoming development of the TAFE site  Police and Emergency Services use of the road  parking issues through loss of parking  cars veering into the bike lane at intersections  potential for narrowing carriageway causing congestion  busy-ness of the road and suitability for a bike lane.

City officers reviewed the feedback provided and believe that these concerns are either addressed in the design or would not occur as a result of the proposal.

Strategic Implications Improving the connectivity and safety of cycling networks in the City is covered by the Transport, Access and Parking Strategy as well as the City’s draft Bike Plan. Salvado Road is noted as a priority route in the Town of Cambridge’s Bike Plan and DoT’s in- development Long Term Cycle Network, to which future WABN funding will be linked.

The proposed bike path is in accordance with focus area five of the Strategic Community Plan and the Corporate Business Plan, in particular strategy 5.2.4 Invest in improved pedestrian and cycle networks.

Statutory and Policy Considerations There are no statutory or policy implications for this report.

Risk and Asset Implications As the City is unable to deliver the project it will have to return the $290,826 in WABN grant funding committed by the DoT for construction. There is a likelihood that this could negatively affect the City’s ability to attract future funding for this project through the WABN grant program.

There are no asset implications for this report.

Financial In accordance with the resolution of the Ordinary Council Meeting held on 19 November 2019, $368,974 was allocated to the capital works budget from reserve to allow for the construction of the project.

Now that the project cannot proceed, these funds will be returned to reserve and the grant allocation of $290,826 from Department of Transport not received as part of the March 2020 budget review.

Social and Environmental Implications There are no social or environmental implications for this report.

Attachments There are no attachments for this report.

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C3 INFORMATION TECHNOLOGY – LIVE STREAMING AND VIDEO ON DEMAND

REPORT FROM DIRECTOR CORPORATE SERVICES Author: Manager Information Services, Paul Moll Date: 9 April 2020 File ref: A/5492 Voting requirements: Simple - more than half elected members present required to vote in favour

OFFICER RECOMMENDATION That the information on live streaming and provision of video on demand of Council meetings be received and note that the provision of $70,000 will be included as a separate line item in the 2020/21 budget as previously resolved by Council.

Executive Summary The City has implemented a temporary solution for the live streaming and recording of Council Meetings in response to the current unfolding public health emergency and changes to legislation. To continue to provide this service on an ongoing basis after the public health emergency has passed, a permanent solution will need to be implemented in the Council Chambers. Therefore funding will be included for consideration in the 2020/21 Budget.

Background At the Ordinary Council Meeting on 17 March 2020 council resolved that:

“That the Chief Executive Officer provides a report to the Council at the April 2020 ordinary council meeting detailing:

•precise costs of The City having the capability to live stream and video record its Council meetings, including the provision of the ability to view such meetings after the event;

•the timeframe required, with the intent being that such a system is in place for the May 2020 ordinary meeting of council, subject to the costs being accepted at the April 2020 ordinary meeting of council; in order that if accepted by Council at the ordinary meeting of council in April, the system can be installed and implemented without delay.

And that these costs be included in the 2020/2021 budget as a separate line item to be considered by council as part of the budget process moving forward.

This motion is intended to enable council to make an informed and final decision at the April ordinary meeting of council.”

Comment

Live streaming and Recording of Meetings During COVID-19 Amendments to the Local Government (Administration) Regulations 1996 passed by the Western Australian Parliament on 25 March 2020 have made it possible for the City to continue to hold meetings of council electronically during a public health emergency.

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The City has purchased licensing that enables Webinars to be created that can include both Elected Members and the City’s executive team (as Participants) and a large number of live stream viewers (as Attendees).

After testing, the first application of live streaming and recording of a Special Council Meeting occurred on 2 April 2020 using a third party online video conferencing tool.

Live Streaming and Recording of Meetings at Other Times Elected Members should be made aware that, currently the City does not have the approved budget, infrastructure or means to conduct live streaming and recording of meetings while Elected Members are located within the City’s Council Chambers.

It is recommended that a project budget be approved for the 2020/21 financial year for the City to investigate and implement live streaming and recording of meetings of council.

The City is recommending that the following scope be considered in any live streaming (and recording scope). Successful implementation depends upon a number of factors including the technology already employed, the user experience and the size, shape and functionality of the Chambers. Therefore this scope is likely to change once a consultant has been commissioned to provide specialist advice.

Live streaming:  Install 4 high quality cameras within the Council Chambers, including a camera for members of the public for Public Statements and Question Time.  Tiling of cameras to viewer with speaking indicator  Implement integration with current sound system, or if problems with integration or quality, install a new sound system.  Implement integration with voting system  Implement ability to view agenda  Investigate integration with video conferencing tools (future proofing if further changes are made to Local Government (Administration) Regulations 1996).  A minimum number of 250 connections able to view  Webpage integration to view online  Ability to record meeting, including start/stop feature.  Ability to report on number of connections, length of time of viewing and geographical area viewed from.  Ability to have secure confidential Council Meetings for confidential items.  Host (Chair) control functions such as mute and promote.

Video on Demand:  Online storage capacity to hold a minimum12 Council Meetings  Skip to agenda item feature  Ability to report on each video including number of views, length of time of viewing and geographical area viewed from.

The City’s website is hosted in the cloud to ensure monitoring and support 24/7. Regularly accessed online storage for video can be expensive and will raise ongoing monthly costs for website and storage.

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Investigation of Other Councils The City has not had the resources to investigate extensively what other Local Governments are doing in regards to live streaming or recording of council meetings. That is, with the rapidly changing environment with COVID-19 the City’s IT resources have been focused on improving infrastructure, developing processes and engaging with employees to enable them to work from home to ensure continuity of services, wherever possible, to the community. To enable and support approximately 180 of the City’s workforce to work from home is a large undertaking that has never been required before.

The below table indicates example of what some Western Australian Local Governments are offering for video or audio live streaming or recordings.

Table 1: Information on other local government offerings for live streaming and video. Local Video Video On Audio Available Links Government Livestream Demand Only Town of Victoria   http://webcast.victoriapark.wa. Park gov.au/archive/video19- 1217.php City of Vincent   http://webcast.vincent.wa.gov. au/  City of  City of Swan   City of Perth  City of Greater  https://www.cgg.wa.gov.au/yo ur-council/council/council- meetings/live-streaming-of- council-meetings.aspx Shire of  Mundaring

Statistics provided by other councils have shown interest in live streaming and on demand viewing of council meetings.

Table 2: Live streaming and video viewing statistics

Local Government Average # of Views over period provided Live Streaming On Demand Town of Victoria Park 120 172 City of Swan 213 186 City of Vincent 103 99 City of Greater Geraldton 50(31*)**

*City of Greater Geraldton could provide detail on unique views **Average watch time was 27 minutes In addition other local governments are considering, or are in the process of implementing live streaming; including , and .

Statutory and Legal Implications There are expected to be no current implications in regards to privacy legislation as Local Government in WA is not bound by the Commonwealth Privacy Act 1998 and privacy legislation is yet to be implemented within the State of Western Australia.

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Once a council meeting has been live streamed, with the ease of numerous recording tools, there is a permanent record with unlimited possible public circulation of that footage. Offensive or defamatory statements made at recorded meetings by an Elected Member, City employee or member of the public could be subject to defamation actions. Elected Members do not have the same protection of absolute privilege from actions of defamation as members of Parliament. Recording and subsequent on demand streaming of council meetings would increase any exposure of these statements due to wider circulation.

Recent changes to the Local Government Act (1995) provides some protection for defamation from council proceedings for the City of Subiaco (the local government) for republishing on the council’s website.

The City of Subiaco could still be subject to reputational risk regardless.

Freedom of Information legislation will not be impacted. Videos would be offered online and therefore are already publically available. Under the State Records Act, Council Minutes must be made available to members of the public. Recordings of council will therefore be subject to retention and disposal policies.

Consultation Pubic consultation was not relevant to the development of this report.

Strategic Implications Focus Area 6 – Council Leadership – A leading Council that is supported by an excellent organisation.

Statutory and Policy Considerations Are outlined within this report.

Risk and Asset Implications Risks have been outlined within the report.

Financial Requires a budget of $70,000 in 2020/21 Budget to meet estimated scope.

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Social and Environmental Implications There are no social or environmental implications for this report.

Attachments There are no attachments for this report.

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C4 CHANGES TO ORDINARY COUNCIL MEETING DATES FOR 2020 TO RESPOND TO COVID-19*

REPORT FROM DIRECTOR CORPORATE SERVICES Author: Coordinator Governance, Bana Brajanovic Date: 9 April 2020 File Reference: A/5492 Voting Requirements: Simple - more than half elected members present required voting in favour

OFFICER RECOMMENDATION 1. That the following Ordinary Council Meeting dates, times and places for the period May 2020 to December 2020 be adopted and advertised for public information:

Ordinary Council Meetings at 5.30 Ordinary Council Meetings at 5.30 eMeetings during COVID-19 then eMeetings during COVID-19 then City of Subiaco Council Chambers City of Subiaco Council Chambers 5 May 2020 19 May 2020 9 June 2020 23 June 2020 7 July 2020 21 July 2020 4 August 2020 18 August 2020 8 September 2020 22 September 2020 6 October 2020 20 October 2020 3 November 2020 17 November 2020 1 December 2020 15 December 2020

2. That the Council Agenda Briefing Forums are cancelled for the remainder of 2020. 3. That the Council Meeting Arrangements policy be suspended for the duration of the currently declared public health emergency for COVID-19, declared by the Minister for Health under section 167 of the Public Health Act 2016.

Executive Summary  This report details the proposed meeting schedule from May 2020 to December 2020 to respond to COVID-19.  On 11 March 2020, the World Health Organisation declared the COVID-19 virus a Pandemic. Following this, the State Government declared a State of Emergency for Western Australia.  On 25 March 2020, Parliament approved amendments to the Local Government (Administration) Regulations 1996, which allow Council and Committee meetings to be held electronically during a public health emergency or state of emergency.  Future meetings of Council will be held electronically, via videoconference, for the duration of the COVID-19 pandemic.  At the Ordinary Meeting of Council held on 10 December 2020 (Item C7) Council adopted a four-weekly meeting cycle for 2020 which comprised of a Council Agenda Briefing Forums followed by an Ordinary Council Meeting.  In order to improve the efficiency and effectiveness of Council’s decision-making process, it is recommended that for the remainder of 2020 two Council meetings a month be conducted.

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 Holding two Council meetings per month will allow Council to be more efficient and responsive in deal with the impacts and changing nature of the COVID-19 pandemic. It also reduces the need to hold special council meetings as any urgent items could form part of the following meeting agenda which would already be under preparation.  It is also proposed that the current Council Agenda Briefing Forums be cancelled for the remainder of 2020 so that resources can be redirected to the additional Council Meetings.

Background The Local Government Act 1995 requires a local government, at least once a year, to give local public notice of dates, times and places at which the ordinary Council meetings are to be held in the following twelve-month period.

At the Ordinary Meeting of Council held on 10 December 2020 (Item C7) Council adopted a four-weekly meeting cycle for 2020 which comprised of a Council Agenda Briefing Forum followed by an Ordinary Council Meeting. Council adopted the following meeting dates:

Ordinary Council Meetings Dates (as adopted by Council 10 December 2020) 19 May 2020 23 June 2020 21 July 2020 18 August 2020 22 September 2020 20 October 2020 17 November 2020 15 December 2020

On 11 March 2020, the World Health Organisation declared the COVID-19 virus a Pandemic. Following this, the State Government declared a state of emergency for Western Australia. On 25 March 2020, Parliament approved amendments to the Local Government (Administration) Regulations 1996 (Regulations) which allow Council and Committee meetings to be held electronically during a public health emergency or state of emergency. As the current COVID-19 pandemic is a public health emergency and in accordance with regulation 14D(3) of the Regulations, the Council confirmed that future meetings of Council would be held electronically, via video-conference, for the duration of the COVID-19 pandemic.

The impacts and changing nature of the COVID-19 pandemic and associated restrictions imposed as part of the state of emergency declared for Western Australia requires all organisations to adapt and respond appropriately. It is therefore proposed that Council adopts a Council meeting cycle of two meetings per month for the remainder of 2020 to allow Council to be more efficient and responsive with the impacts and changing nature of the COVID-19 pandemic

Comment In response to COVID-19 social distancing requirements, future meetings of Council will be attended remotely (electronically) by Elected Members, City staff and the public. This change is now possible due to amendments to the Local Government

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(Administration) Regulations 1996, which were passed by Parliament on 25 March 2020 and came into force on 26 March 2020. It is therefore proposed that meetings of Council for the 2020 calendar year continue to be electronically for the duration of the COVID-19 pandemic. The meeting times of Council meetings will remain the same, with the meetings commencing at 5.30pm.

With the development of COVID-19, there have been a number of economic and social impacts experienced by the community. In order to improve the efficiency and effectiveness of Council’s decision-making process, it is recommended that for the remainder of 2020 two Council meetings a month be conducted. The agenda for these meetings will be distributed seven days prior to the meeting (normally the Tuesday the week before). This will allow Elected Members to review the agenda and ask questions prior to the weekend and submit possible amendments or alternatives following the weekend on Monday by 12 noon in accordance with the City’s Meeting Procedures Local Law 2013.

Holding two Council meetings per month will allow Council to be more responsive to the community needs and able to deal with items as they arise as the COVID-19 situation continually evolves. Having the two Council Meetings each month reduces the need to hold Special Council Meetings and allows the Administration to better prepare for agenda items relating to COVID-19 plans, actions and responses. It also provides the decision making support to the City and allows Elected Members to bring their ideas more rapidly. It is proposed that in addition to the Ordinary Council Meeting dates adopted by Council in December 2019, the following additional meeting dates be considered:

Ordinary Council Meeting Dates (Proposed in addition to current adopted dates) 5 May 2020 9 June 2020 7 July 2020 4 August 2020 8 September 2020 6 October 2020 3 November 2020 1 December 2020

It is proposed that the Council Agenda Briefing Forums be cancelled for the remainder of 2020 so that resources can be redirected to the additional Council Meetings.

In determining meeting dates, consideration needs to be given to public holidays and their impact on agenda distribution. The remaining Public Holidays for 2020 are as follows and do not impact the proposed schedule:

PUBLIC HOLIDAY AFFECTED MEETINGS

WA Day – Monday 1 June None

Queen’s Birthday – Monday 28 September None

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PUBLIC HOLIDAY AFFECTED MEETINGS

Christmas Day - Friday 25 December None

Boxing Day – Monday 28 December None

Public holidays, which occur on the Monday before a Tuesday Council meeting, can impact on Elected Members’ ability to meet the timing requirements for submitting alternate motions/amendments provided by clause 2.4 of the Meeting Procedures Local Law 2013. The remaining 2020 Public Holidays do not affect any Council meetings proposed for 2020.

Consultation Public consultation was not required in the development of the report.

Strategic Implications Strategic Community Plan Focus Area 6 Council Leadership Strategy 6.1.2 Actively engage with the community to inform decision making

Statutory and Policy Considerations In accordance with section 5.3 of the Local Government Act 1995 and the Local Government (Administration) Regulations 1996, (Regulation 12), Council must set its Ordinary Meeting dates and times for the next twelve months and these must be published at least once a year.

Regulation 12 (1) of the Local Government (Administration) Regulations 1996 provides: (1) At least once each year a local government is to give local public notice of the dates on which and the time and place at which: (a) the ordinary council meetings; and (b) the committee meetings that are required under the Act to be open to members of the public or that are proposed to be open to the members of the public, are to be held in the next 12 months.

Section 1.7 of the Local Government Act 1995 provides: 1.7. Local public notice (1) Where under this Act local public notice of a matter is required to be given, a notice of the matter is to be — (a) published in a newspaper circulating generally throughout the district; and (b) exhibited to the public on a notice board at the local government’s offices; and (c) exhibited to the public on a notice board at every local government library in the district. (2) Unless expressly stated otherwise it is sufficient if the notice is — (a) published under subsection (1)(a) on at least one occasion; and (b) exhibited under subsection (1)(b) and (c) for a reasonable time, being not less than— Regulation 14C, 14D and 14E of the Local Government (Administration) Regulations 1996 provide:

14C. Attendance by electronic means in public health emergency or state of emergency - (1) In this regulation meeting by electronic means if —

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(a) a public health emergency or a state of emergency exists in the whole or a part of the area of the district of a local government; and (b) because of the public health emergency or state of emergency, the member is unable, or considers it inappropriate, to be present in person at a meeting; (c) the member is authorised to attend the meeting by electronic means by — (i) the mayor; or (ii) the president; or (iii) the council. 4D. Meetings held by electronic means in public health emergency or state of emergency - (3) The electronic means by which the meeting is to be held include by telephone, video conference or other instantaneous communication, as determined by — (a) the mayor; or (b) the president; or (c) the council. (4) The CEO must be consulted before a determination is made under sub-regulation (3).

14E. Modification of Act if meeting held by electronic means - (1) In this regulation — electronic meeting means a meeting held by electronic means under regulation 14D. (2) If a council or a committee is to hold an electronic meeting, the council or committee is taken to have complied with the requirement to give notice of the place of the meeting under section 5.5 and regulation 12 if the local government gives notice that the meeting will be conducted by electronic means. (3) If a council or a committee holds an electronic meeting — (a) a person who attends the meeting by the electronic means determined under regulation 14D(3) is taken to attend the meeting for the purposes of the Act and these regulations.

Risk and Asset Implications Council could be criticised by the community should it be unable to respond quickly to emerging issues during the COVID-19 pandemic.

Financial Any additional costs incurred in holding an additional ordinary Council Meeting each month are considered immaterial in nature. These minor costs can be accommodated within the current budget with the cancelation of the Agenda Briefing Forums.

Social and Environmental Implications Providing more frequent Council Meetings aides Council’s ability to provide leadership and support to its community.

Attachments 1. Council Meeting Calendar 2020.

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C5 COVID-19 LEAVE FOR CITY OF SUBIACO EMPLOYEES*

REPORT FROM DIRECTOR CORPORATE SERVICES Author: Manager People and Organisational Development, Monica Kavanagh Date: 9 April 2020 File Reference: A/5492 Voting Requirements: Simple - more than half elected members present required to vote in favour

OFFICER RECOMMENDATION That Council receive the information provided in response to Resolution 12.1 from the OCM held on 17 March 2020.

Executive Summary At the Ordinary Council Meeting held on 17 March 2020 Council resolved (Item 12.1) that the CEO investigate providing up to 20 days paid leave to all staff in response to COVID-19; including casual staff.

This report investigates the different options that were considered in regards to staff paid leave and provides an overview of the approach the City has implemented.

Background Under section 19 of the OSH Act WA, employers have a duty to provide as far as is reasonably practicable a work environment that does not expose employees to health risk. This duty extends to the current circumstances we face with COVID 19.

Health advice from the Australian Government, stated people must be self-isolated and stay at home for 14 days if any of the following apply:  The person has returned to Western Australia from international or interstate travel in the last 14 days.  The person has been in close contact with a confirmed case of COVID-19 in the last 14 days  The person is unwell with COVID -19 symptoms.  Other circumstances requiring self-isolation as directed by federal or state government.

On 16 March 2020, the McGowan Government introduced up to 20 days' leave 'COVID-19 leave' for all Western Australian public sector workers including casuals to make sure those who are sick stay home, ensuring a safe work environment and helping to reduce the spread of the virus. It was offered to all public sector employees whose paid personal, carers, or sick leave entitlements are exhausted.

It was made available for employees who:  have contracted the virus themselves;  who have to self-isolate due to illness;  need to care for a dependant who has the virus or because of school closure or disruption to other care arrangements; or  cannot attend work because of transport or other disruptions.

The leave did not apply to local government employees.

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Comment In light of health advice and the state government leave provisions, the City considered different options to encourage staff who were affected by COVID 19 to take leave and prevent the spread of the virus to the workplace and community.

The following options were considered:  Providing 20 days additional paid leave after the employee had exhausted all accrued leave or  Providing 14 days additional paid leave upfront to all employees before they needed to use their personal or annual leave, and  Providing other leave measures.

14 Days Special Leave The City provided all employees including casuals with the second option.

On 18 March 2020 staff were informed they could take 14 days paid special leave for the following reasons:  The person has travelled either internationally or within Australia in the last 14 days.  The person has been in close contact with a confirmed case of coronavirus in the last 14 days.  The person is unwell with COVID-19 or has symptoms of fever, respiratory symptoms, cough, sore throat and fatigue.  The person needs to care for other household members.

This option was selected as it enabled staff to take 14 days leave without any disadvantages or impact to their accrued personal and annual leave and encouraged people at risk of spreading COVID-19 to be away from the workplace.

Additional Six Days leave Once employees have used the 14 days Special Leave and their accrued leave the City will provide an additional six days of paid leave. The Director will consider applications on a case by case basis.

Extraordinary COVID-19 leave The City will provide an additional Extraordinary COVID-19 paid leave of five weeks for an employee who is unable to return to work, following the exhaustion of all their accrued leave and additional six days leave. The amount of leave, i.e. five weeks, aligns with the annual leave provisions currently provided to most staff.

The Extraordinary leave is only applicable during the COVID-19 pandemic. The City will pay the leave in advance and the employee will go into a negative paid leave balance.

Unpaid Pandemic Leave and Annual Leave at Half Pay On 8 April 2020, the Fair Work Commission made determinations to the Local Government Industrial Award 2010 to provide employees with:  2 weeks of unpaid pandemic leave  the ability to take twice as much annual leave at half their normal pay if their employer agrees.

These leave provisions enable staff to stay at home, take time to recover and be safe/fit to return to work or meet their carer responsibilities.

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They enable the City to support and retain our staff during these challenging times and strengthen our employee-employer relationship and reputation as an employer.

Consultation Public consultation was not required in the development of the report.

Strategic Implications Focus Area 6 – Council Leadership – A leading Council that is supported by an excellent organisation.

Statutory and Policy Considerations Under section 19 of the OSH Act WA, employers have a duty to provide as far as is reasonably practicable a work environment that does not expose employees to health risk. Where there is a risk of employees being exposed to viruses of this nature while at work, a risk assessment and control strategies must be implemented. Providing additional leave is one strategy to remove the risk of employees with COVID 19 or at high risk of being infected, coming into the workplace to expose others.

Risk and Asset Implications There are no risk or asset implications for this report.

Financial Implications There are no financial implications for this report.

Social and Environmental Implications There are no social or environmental implications for this report.

Attachments 1. Media Statement - McGowan Government introduces COVID-19 leave for public sector workers

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C6 COVID-19 FINANCIAL HARDSHIP POLICY*

REPORT FROM DIRECTOR CORPORATE SERVICES Author: Manager Finance & Governance Services, Bianca Jones Date: 17 April 2020 File Reference: A/5492 Voting Requirements: Simple - more than half elected members present required to vote in favour

OFFICER RECOMMENDATION That Council adopts the policy titled “COVID-19 Financial Hardship”.

Executive Summary On 11 March 2020 the World Health Organisation declared the COVID-19 virus a Pandemic. Following this, the State Government declared a State of Emergency for Western Australia. The Federal and State governments have been responding with various measures in an attempt to contain the virus and minimise its spread which have had a significant effect on ratepayers, local businesses and the community in general.

This report proposes the adoption of a new policy to provide City of Subiaco ratepayers with the ability to apply for hardship consideration in respect to payment of their property rates and charges.

Background The management and recovery of outstanding debts is an important aspect to the City's financial management function. The City has a responsibility to recover monies owing to it in a timely and efficient manner to finance its operations and ensure effective cash flow management. This ensures equity for all ratepayers.

With the development of COVID-19 there have been a number of economic and social impacts experienced by the community. The City has received a number of requests for assistance from its ratepayers, business owners, tenants, and community members in respect to property rates and charges.

Comment The City is committed to supporting its ratepayers in meeting the unprecedented challenges arising from the COVID-19 pandemic and recognises that these challenges may result in financial hardship for ratepayers.

The policy ensures that ratepayers who are experiencing payment difficulties or financial hardship can make an application to the City for hardship consideration. It applies to outstanding rates and services charges at the date of adoption of the policy, as well as rates and service charges levied for the 2020/21 financial year. The policy only applies to rates and charges levied on properties and does not apply to any other fees and charges that the City may charge.

It is a reasonable community expectation that those with the capacity to pay rates will continue to do so. For this reason this policy is not intended to provide rate relief to ratepayers who are not able to evidence financial hardship and the statutory provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996 will apply.

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The policy is based on a template developed by WALGA. In preparing this policy, officers reviewed similar policies adopted by other Western Australian metropolitan and country councils as well as some eastern states councils. Many other Western Australian councils have adopted similar financial hardship policies using this template. It was determined that the WALGA template was the most appropriate for the City’s needs as it has been developed in accordance with legislation applicable to Western Australian local governments.

Consultation Public consultation was not undertaken for the development of this report. The policy will be available on the City’s website and relevant application forms will be available to download. In addition, if a ratepayer falls into arrears the City will advise them of this policy and encourage eligible ratepayers to apply for hardship consideration.

Strategic Implications The City’s consideration of Rates, Fees & Charges contributes to achievement of the Strategic Community Plan aim relating to responsible stewardship: “Create organisational and community culture that is underpinned by financially sustainable practice. The development of Council Policy supports the Strategic Community Plan area of Council Leadership, namely “The Mayor and councillors provide strong, consistent and decisive leadership”.

Statutory and Policy Considerations Section 2.7(2)(b) of the Local Government Act 1995 states the role of Council in determining its policies. In addition, Division 6 of the Local Government Act 1995 is specifically relevant to rates and charges as discussed in the policy and this report.

Risk and Asset Implications The COVID-19 pandemic is having a significant effect on the community with many people facing financial difficulties during this time. By adopting this policy the City can assist its ratepayers during these difficult times. There may be a reputational risk to the City if Council resolves not to adopt the proposed policy and may be criticised for not providing support to its ratepayers who may currently be experiencing financial hardship.

Financial Whilst there are no direct costs incurred for arrangements made under this policy, there is opportunity cost in lost income as monies received from the payment of rates would earn interest in the City’s bank account upon receipt of those funds. By extending payment terms to ratepayers the City is unable to earn interest on those funds. This may impact the City’s financial position however this will be considered through the annual budget process for 2020/21

Social and Environmental Implications Providing the financial support as outlined in this report will provide much needed relief to the community during the period of uncertainty caused by COVID-19. Reducing the stress associated with the timely payment of the 2020/21 annual rates for ratepayers experiencing financial stress should contribute to a positive effect on the community’s health and wellbeing.

Attachments 1. COVID-19 Financial Hardship Policy (4 pages)

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C7 FINANCIAL STATEMENTS AND REPORTS FOR THE MONTH ENDING 29 FEBRUARY 2020*

REPORT FROM DIRECTOR CORPORATE SERVICES Author: Manager Finance & Governance Services, Bianca Jones Date: 9 April 2020 File ref: A/5492 Voting requirements: Simple - more than half elected members present required to vote in favour

OFFICER RECOMMENDATION That the financial reports for the period ending 29 February 2020, incorporating the following items, be endorsed:  Financial activity statement report.  Balance sheet.  Cash flow statement  Cash backed reserves summary.  Aged trial balance (debtors).  Rates reconciliation and summary.  Summary of cash and investments.  Payments cash book.  Credit Card payment summary.

Executive Summary The purpose of the attached reports is to provide details of the financial activity that has occurred for the period ending each month and a snapshot of the financial position after those transactions have occurred. Any items requiring further explanation are detailed within the agenda report when required. The financial reports presented have been prepared in accordance with the Local Government Act 1995 and the Local Government (Financial Management) Regulations 1996 and Australian Accounting Standards (to the extent that they are not inconsistent with the Act). The financial reports presented fairly represent, in all material respects, the results of the operations for the month being reported. Officers therefore recommend that Council endorse the monthly financial reports as presented.

Background The monthly financial reports provide an overview of the City’s financial performance. These reports represent the financial position at 29 February 2020.

Comment Financial activity statement report The City’s revenues and expenditures are generally in line with budget expectations except as noted. Revenues and expenditures are detailed in the financial statements attached.

Balance sheet The City has current assets of $66,237,782. The major components of which are; cash and investments of $60,700,664 rates debtors of $3,965,055 and sundry debtors of $1,763,887 (including Modified Penalties). There are current liabilities totalling $7,041,458 and cash backed reserves of $41,540,684. The City’s net current assets equal $59,196,324 less restricted assets (Reserves) of $41,540,684 resulting in a net current position of $17,655,640 at 29 February 2020.

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Cash flow statement Net cash provided by operating activities is $16,570,374 for the period to date. The net cash used in financing activities is ($363,047). Overall the cash flow statement shows that the City is well placed to meet its budgeted obligations.

Cash backed reserves summary The closing balance of cash backed reserves is $41,540,684. The reserve summary shows all movements to and from reserve to achieve the expected closing balance. The report provides information on the City’s ability to allocate funds for future projects by providing a closing balance comparison to budget. Reserve movements are reconciled and adjusted in December and June each year and where major movements are planned, adjustments are also made to reserves in that period.

Aged trial balance (debtors) The report provides a listing of outstanding debts payable to the City of Subiaco. The balance of debts outstanding at 29 February is $1,763,887

All debts that have been paid after the end of month have been highlighted on the attached report. Payments of $336,532 were received after 29 February, reducing the balance of debts outstanding to $1,427,355 at the time of preparing the debtors report.

The outstanding amounts by Daglish Tennis Club is for unpaid amounts on grounds maintenance charges. Officers are following up with the club on this.

Cooper and Oxley Builders Pty Ltd vacated the premises on 31st October 2018 with the outstanding balance pertaining to the balance of October rent and annual rates. The rates adjustment has been processed following termination of the tenancy with the balance of rent being $2,604.12.

The outstanding balance by Timber Holdings Pty Ltd relates to unpaid rent. The tenant vacated the property in January 2019 following agreement with the City to terminate the lease. Since this time no repayment of funds have been received in accordance with the January 2019 agreement. A specialised debt management agency has now been engaged to pursue the outstanding amount. The City will consider legal action including options to pursue the matter through the courts and the likelihood of success. Separate advice on this matter will be presented to Council once the legal advice has been finalised.

The amount owed by Berrington Care Group Pty Ltd in relation to lease payments has been finalised and this is reflected on the debtors report.

Doolee Construction signed a temporary one month occupancy licence in January 2019. The licence fee was $1,000 plus GST for the one month occupancy. The licensee vacated the property as required at the end of the temporary licence period. There is an agreement in place that this will be paid off by the end of the financial year with Doolee making monthly payments. The City has been receiving payments of $125 plus GST commencing November 2019 and continue to receive monthly payments.

The outstanding balance by MCL Group Pty Ltd relates to unpaid rates. A payment plan is in place and the remaining outstanding balance will be paid in full and should be cleared by 30 June 2020.

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The outstanding balances for Homebase Management Pty Ltd, Chelmsford House Pty Ltd & Jaimi Pty Ltd and Police & Citizens Youth Centre are for annual rates and charges which have been raised via invoice in full and should be cleared by 30 June 2020.

Rates reconciliation summary Total rates, Fire & Emergency Services levy, and waste service charges levied for the year are $34,869,753. The payments received to date total $30,777,601 which includes pensioner rebates claimed from State Treasury of $970,108. A reconciliation of the rates and waste service charges is included in the attachments. These payments and reductions resulted in a balance outstanding for rates and waste service charges of $4,092,152 (including Deferred Pensioner Rates).

Summary of cash and investments The City currently holds financial investments of $58,540,684.

The City’s investment policy operates with a view to maximising income and capital growth in relation to liquid assets. For short term liquid investment assets the policy requires that no more than 30% is to be invested with any one institution at the time of investment. The table below shows the percentage of investments held with each institution at reporting date.

Total Investment Total Investment Institution (Municipal) (Reserves) Total Investment % Fossil Fuels ANZ 5,000,000 5,000,000 10,000,000 17% Invested Bankwest - 10,437,776 10,437,776 18% Invested Bendigo 4,000,000 9,252,413 13,252,413 23% Divested CBA 4,000,000 1,668,648 5,668,648 10% Invested NAB 4,000,000 5,872,881 9,872,881 17% Invested Suncorp - 9,308,967 9,308,967 16% Divested 17,000,000 41,540,684 58,540,684 100%

The policy also sets the requirement of a minimum A-2 rating for any institutions the City invests in short term bank deposits and bank bills. The table below shows the current value of investments held at each credit rating permitted by the policy.

Standard & Poors Short-Term Issue Credit Ratings Total %

A-1 9,308,967 A-1+ 35,979,304 A-1- - 45,288,272 77% A-2 13,252,413 A-2+ - A-2- - 13,252,413 23% 58,540,684 100%

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The table below shows the current investment in fossil fuel divested institutions.

Fossil Fuel Total %

Invested 35,979,304 61% Not Advised - 0% Divested 22,561,380 39%

58,540,684 100%

A summary of the cash and investments holdings is included in the attachments.

Payment to creditors Payment from the City’s accounts for the period totalled $4,438,864 Cheques were drawn and electronic fund transfers processed to the value of $3,509,381 from the municipal fund $13,729 from the trust fund for payment of creditors. Employee payments, made via electronic funds transfer totalled $915,753 for the period. Payment details for the month are contained in the payments cash book and credit card payments summary attached.

Credit card payment summary Payment for purchases made by the City using the City’s corporate credit cards totalled $9,704. A reconciliation of the credit card transactions is included in the attachments.

Consultation Public consultation was not relevant to the development of this report.

Strategic Implications The City’s financial reporting contributes to achievement of the Strategic Plan aim relating to responsible stewardship: “To manage the community’s resources in the best long-term interests of all.”

Statutory and Policy Considerations The Local Government Act 1995 and the Local Government (Financial Management) Regulations 1996 require a local government to prepare monthly financial reports. The reports are prepared based on the following statutory and policy considerations. (1) Form of financial activity statement report — s. 6.4(2) and Reg 34 (2) Payments from municipal fund or trust fund— s. 6.10(12) (13) (3) Trustees Act 1962 (Part III) (4) The City’s investment asset policy.

Risk and Asset Implications A statement of financial activity and accompanying documents as set out in sub regulation (2) are to be presented at an ordinary meeting of the Council and recorded in the minutes of the meeting at which it is presented. If this report and its attachments are not endorsed then the City will be in breach of the Local Government Act and associated regulations.

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Financial The attachments show that the City’s financial performance for 2019/2020 is essentially in line with its budget.

Social and Environmental Implications There are no specific social or environmental implications of this report.

Attachments 1. Financial activity statement report (2 pages) 2. Balance Sheet (2 pages) 3. Cash Flow Statement (2 pages) 4. Cash backed reserves summary (1 page) 5. Aged trial balance (debtors ) (2 page) 6. Rates reconciliation and summary (1 page) 7. Summary of cash and investments (2 pages) 8. Payments cash book and schedule of accounts February 2020 (46 pages) 9. Credit Card payment summary February 2020 (1 page)

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C8 BUDGET REVIEW – MARCH 2020*

REPORT FROM DIRECTOR CORPORATE SERVICES Author: Manager Finance & Governance Services, Bianca Jones Date: 9 April 2020 File Reference: A/5492 Voting Requirements: Absolute Majority - 7 elected members required to vote in favour

OFFICER RECOMMENDATION That Council adopts the amendments to the 2019/2020 annual budget, as detailed in the attached schedule.

Executive Summary The Local Government (Financial Management) Regulations 1996 require that between 1 January and 31 March each financial year a local government is to carry out a review of its annual budget for that year. This report and attachments detail the budget adjustments resulting from the review undertaken.

Background The purpose of this report is to recommend to Council a number of re-allocations to its adopted Budget for the 2019/2020 financial year. There are also instances that arise during the year that require adjustments to the adopted Budget. The budget adjustments as detailed have addressed the residual surplus following adoption of the November 2019 budget review and responded to the City’s initial COVID-19 responses approved by Council 2 April 2020 and results in a balanced budget for 2019/20.

Comment Managers have reviewed the expenditure and revenue within their branches and assessed their progression towards the annual budget and the impacts of COVID-19 on the City’s current operations. Where necessary and possible they are required to take remedial action to contain expenditure within budget or achieve budgeted revenue. Where remedial action is not possible they are required to seek adjustment through this budget review process. Managers are required to identify offsetting reductions in expenditure or increases in revenue to compensate for over expenditures within their own area of control before seeking re-allocations within their directorate, or seeking agreement from other directorates. In addition where Council has made decision that have budget implications, funds have been provided to enable implementation of those decision.

On 11 March 2020 the World Health Organisation declared the COVID-19 virus a Pandemic. Following this, the State Government declared a State of Emergency for Western Australia. The Federal and State governments have been responding with various measures in an attempt to contain the virus and minimise its spread. This included closure of public buildings and facilities and therefore a reduction in some of the services the City provides which have been reflected in this budget review.

The impact of the COVID-19 crisis in addition to the City’s initial response package approved by Council will have a significant effect on the City’s 2019/20 annual budget. There are a number of budgetary adjustments included in this review to reflect the financial impact of COVID-19 on the City’s current operations.

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All budget review items are detailed in Attachment Two of this report, however some of the larger items are explained below:

 As part of the budget review process, where changes have been made, corresponding adjustments to overhead allocation are required. These are accounting entries only and do not affect the operating surplus/deficit.

 Revenue budgets relating to various fees and charges have been reduced following the City’s response to COVID-19 in accordance with Item SCM1 of the Special Council Meeting (“SCM”) held on 2 April 2020.

 Revenue and expenditure budgets for Lords Recreation Centre have been reduced by a net amount of $391,100 following its closure in March 2020 due to the Federal Government‘s instruction to close indoor sports centres to minimise the spread of COVID-19. Revenue budgets have been adjusted to reflect income generated at time of closure and expenditure budgets have been reduced where it is expected that costs may not be incurred during the remainder of this financial year.

 There has been a budget reduction in Parking fines applied of $400,000 following the City’s response to COVID-19 and Council’s decision to enforce parking compliance for safety and accessibility purposes only (SCM 2 April 2020, Item SCM1)

 Budgets for Parking fees have been reduced by $150,000 due the temporary suspension of the requirement to pay a fee for parking in all City of Subiaco parking stations (excluding those under a separate agreement) until 30 June 2020, as resolved by Council (SCM 2 April 2020, Item SCM1).

 Lease revenue budgets have been reduced by $88,000 following the City’s response to COVID-19 as approved by Council (SCM 2 April 2020, Item SCM1). As lease revenue is transferred to the Investment Income Reserve there is a corresponding reduction in the transfer to this reserve.

 The capital expenditure budget of $660,000 for the Salvado Road Cycling Improvements project has been removed as the Town of Cambridge did not approve the allocation of funds to this project or the necessary changes to parking on Salvado Road. The related contribution and grant budgets totalling $474,000 have also been reduced with the residual now remaining in reserve. This item is presented as a separate report forming part of this agenda.

 Adjustments have been included to allocate the provision of $292,500 for Drainage Improvements to the specific drainage projects being undertaken and to address funding for two related road improvements projects required to ensure project delivery.

 There has been a reduction in building maintenance budgets of $140,800 across a number of the City’s facilities following the required closure of public facilities. It is expected that less costs will be incurred in relation to these facilities whilst they are not in use.

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 The adoption of the November 2019 Budget Review by Council resulted in a budgeted surplus position of $773,000. To address the impacts on the City’s budget arising from the COVID-19 crisis and from the City’s response, this surplus amount has been fully allocated to offset the reductions in revenue and other COVID-19 related adjustments provided in this review.

Consultation Public consultation was not relevant to the development of this report.

Strategic Implications The review further advances the city’s strategic directions based on the Strategic Community Plan, Corporate Business Plan and the Strategic Financial Plan, adjusting for the known impacts of COVID-19 on the City’s current operations. It recognises the city’s commitment to responsible stewardship by funding a wide range of activities throughout the community whilst seeking to keep the rates burden on the ratepayer at a reasonable level.

Statutory and Policy Considerations Section 6.2 of the Local Government Act 1995 requires each local government to prepare and adopt its annual budget by absolute majority. Since the review is amending the City’s annual budget, an absolute majority is similarly required.

Council’s policy 10.4 requires reviews of the annual budget in November and March each year.

Risk and Asset Implications It is a statutory requirement for local governments to review its budgets following adoption of the annual financial statements to allow adjustments to carried forward funds. In addition local governments are required to adjust for known impact on its operations that effect the annual budget adopted by Council. Council is required to maintain a balanced budget and the adjustments as detailed in the attachment brings the budget back into balance.

The impact on the city's assets is detailed in the attachment as adjustments to capital works.

Financial The detailed financial implications of this report are contained within the attached schedule. This budget review has shown that the City is progressing towards its budgeted objectives for the 2019/2020 year, whilst addressing the impacts of COVID- 19 and adjusting for changes required to support the City’s initial response package approved by Council, addressing other council decisions and unfunded projects.

Social and Environmental Implications There are no social or environmental implications for this report, other than the initiatives addressed within the review.

Attachments 1. Revised Rate Setting Statement (1 page) 2. March 2020 Budget Review Summary (2 pages)

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C9 MATTERS FOR INFORMATION*

REPORT FROM THE CHIEF EXECUTIVE OFFICER Author: Executive Assistant, Diane Scott Date: 9 April 2020 File ref: A/5492 Voting requirements: Simple - more than half elected members present required to vote in favour

OFFICER RECOMMENDATION That Council receive the information in this report.

Background The City of Subiaco regularly receives and produces information for receipt by the Elected Members.

At the Ordinary Council Meeting on 8 October 2019 Council resolved to include updates on the Subiaco East project in the agenda for each Ordinary Council Meeting instead of the attachment provided in the Matters for Information report.

The purpose of this item is to keep Elected Members informed on the progress of the Subiaco East project and other items for information received by the City.

Subiaco East Update Master Planning for Subiaco East is progressing with changes made to allow meetings to occur online given the COVID-19 situation.

The next Community Reference Group meeting is scheduled for Wednesday 15 April 2020 and a City representative will attend the meeting as an observer.

The City understands that preliminary work has commenced to progress the design for Stage 2 of Bob Hawke College.

The Subiaco Oval turf is scheduled for practical completion in April 2020.

Reports The following reports are presented to Council at the Ordinary Council meeting of 21 April 2020: 1. Planning Services Monthly Report – February 2020 2. Building Services and Environmental Health Monthly Statistics - February 2020 3. Lords Operation Performance Report – 2019/20 Second Quarter 4. Website and Facebook Statistics – 1 to 30 March 2020 5. Seal Register – March 2020

Consultation No community consultation was considered necessary in relation to the recommendation of this report.

Strategic Implications There are no strategic implications for this report.

Statutory and Policy Considerations There are no statutory or policy implications for this report.

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Risk and Asset Implications There are no risk and asset implications for this report.

Financial There are no financial implications for this report.

Social and Environmental Implications There are no social or environmental implications for this report.

Attachments 1. Planning Services Monthly Report – February 2020 2. Building Services and Environmental Health Monthly Statistics - February 2020 3. Lords Operation Performance Report – 2019/20 Second Quarter 4. Website and Facebook Statistics – 1 to 30 March 2020 5. Seal Register – February 2020

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C10 COVID-19 COMMUNITY CARE INITIATIVES – BUDGET REALLOCATION

REPORT FROM DIRECTOR COMMUNITY AND DEVELOPMENT SERVICES Author: Manager Cultural Services, Tina Ackerman Date: 20 April 2020 File Reference: A/5492 Voting Requirements: Absolute Majority - 7 elected members required to vote in favour

OFFICER RECOMMENDATION 1. That the COVID 19 Community Care Initiatives outlined in attachment 1 to this report be approved. 2. That the reallocation of $190,000 from various accounts, to a COVID-19 Community Care Initiatives account, as identified in attachment 2 to this report be approved.

Executive Summary The City’s Community Development team has undertaken research and scoping of the local context in regard to COVID-19, which indicates that there are a number of social issues that are prevalent and emerging for City of Subiaco community members. A program of initiatives (attachment) to address these issues has been developed and sufficient funds identified in the 2019/20 Budget to deliver these.

Background In March 2020, the Western Australian Government, in response to the emerging COVID-19 health crisis, began implementing staged measures to reduce the spread of the COVID-19 virus and support the community through a time of unpredicted social and economic upheaval.

Due to the need for social distancing to occur across all facets of the community, service providers, businesses, NGO’s and government agencies have had to adapt; and in many cases to redirect resources to address the needs of the community in new ways. The immediate responses of the City have been to support City staff to work from home and close public facilities, in-line with the Department of Health’s advice and directives. The City has announced an initial $4 million COVID-19 response package to support the community. In addition the City is also looking at other ways to support local businesses and community members in the new and ever-changing environment.

The City of Subiaco’s Community Development team’s main purpose is to support the wellbeing of the community. During this time of crisis the City is well placed to support, advocate and engage with the community and local community stakeholders; and to identify opportunities for community action, with the aim of minimising the social impact of the crisis and providing a local context for work to be done to support community wellbeing. The purpose of this report is to seek Council approval to reallocate existing recurrent funding to a new account, COVID-19 Community Care Initiatives (attached), sitting within the Community Development budget.

Comment The Community Development team has undertaken research and scoping of the local context, which indicates that there are a number of social issues that are prevalent and emerging for City of Subiaco community members, including:

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 Mental Health and Resilience – increased risk for individuals to suffer from issues related to stress, anxiety and depression.  Social Isolation – increased risk for individuals to experience loneliness, boredom, loss of a sense of purpose, reduction in help seeking behaviours due to the overwhelming needs of others in the community, lack of access to the internet or online information and services.  Physical and Nutritional Health – poor quality nutrition, lack of exercise options, lack of motivation to exercise due to financial and physical barriers associated with social distancing measures.  Financial Distress – loss of income, reduction in income, financial uncertainty as a result of businesses closing or experiencing a downturn in revenue, employers standing down staff, loss of income from rent due to the moratorium and the impact of the crisis on superannuation and the share market.  Fear and Misinformation – lack of access to accurate information, misinformation about harm reduction in relation to COVID-19.  Unhealthy behaviours – substance abuse, increased rates of alcohol consumption, domestic violence as a result of increased stressors and reduced service provision or access to services that support people with complex needs.  Homelessness, Begging and Crime – pressure on local service providers, reduced rates of volunteer support, financial pressure for people at risk of homelessness and additional stressors leading to an increase in unhealthy behaviours.  Reduced rates of volunteering – pressure on organisations that rely on volunteers, many of whom are seniors that are in the ‘at risk’ category and are self-isolating.  Parenting and relationship issues – navigating working from home with children at home, home schooling, increased screen time, child and youth anxiety and information overload, inadequate access to outdoor play spaces.

It should be noted that factors detailed above are often linked and share similar risk factors. For this reason, some initiatives proposed may address one or more issue.

The Australian Government has indicated that the COVID-19 crisis may continue for 6 months or more. With this in mind some of the proposed initiatives will only be applicable for the short term, while others may have the ability to be modified and delivered after the crisis is over (e.g. the recovery phase). Initiatives will be tested and evaluated with as they are rolled out to ensure that intended outcomes are being achieved; and initiatives modified if/when necessary.

To progress these initiatives it is recommended that existing funds that have been identified within the 2019/20 budget be reallocated to a new account – COVID-19 Community Care Initiatives, in the Community Development budget. It is important to note that the Community Development team will play an important role in the community recovery process, during which time it is vital that community members continue to feel supported by the City. As such, some of the proposed initiatives are likely to continue in to the 2020/21 financial year (e.g. the recovery phase), which will be taken in to account when finalising the 2020/21 budget for Council consideration.

Consultation ‘Formal’ consultation has not been undertaken, the City has contacted service providers and stakeholders directly to inform the development of the proposed initiatives. In addition, the Community Development team has taken in to account feedback and comments that have been provided by people contacting the City directly.

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Strategic Implications The proposed initiatives align with the goals and objectives of the following strategic documents:  Strategic Community Plan 2017-2027  Corporate Business Plan 2018-2021  Positive Ageing Plan 2017 -2021  Disability Access and Inclusion Plan (DAIP) 2017-22  Place Plan 2019-2022  Community Safety and Crime Prevention Plan 2016- 2020

Statutory and Policy Considerations Section 6.2 of the Local Government Act 1995 requires each local government to prepare and adopt its annual budget by absolute majority.

Section 6.8: Expenditure from municipal fund not included in annual budget (1) A local government is not to incur expenditure from its municipal fund for an additional purpose except where the expenditure — (b) is authorised in advance by resolution*; or * Absolute majority required.

Since this report is amending the City’s annual budget (unbudgeted expenditure), an absolute majority is required.

Council policy 10.4 Budget Re-allocations is also relevant to this report.

Risk and Asset Implications No significant corporate risks have been identified in regard to the proposed initiatives. That said, project plans/concept proposals for each individual initiative include a risk assessment and mitigation strategies that will be monitored and reviewed throughout the delivery of the initiatives.

Financial There are no funds allocated in the City’s 2019/20 Budget for COVID-19 Community Care Initiatives. A budget has been prepared for the various initiatives, which are estimated to cost, in total, $190,000. Sufficient funds have been identified in the annual operating budget, which are recommended to be reallocated to a new account entitled COVID-19 Community Care Initiatives and sits within the Community Development team’s budget.

Social and Environmental Implications Not knowing how this pandemic will play out affects our economic, physical and mental wellbeing. The COVID-19 Community Care Initiatives are intended to have a positive impact on the community throughout the pandemic.

Attachments 1. COVID-19 Community Care Initiatives 2. COVID-19 Community Care Initiatives - Schedule of Budget Reallocations

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11. ELECTED MEMBERS’ MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

11.1 SUBIACO OVAL RESERVE

Referred from the Ordinary Council Meeting of 17 March 2020.

Submitted by: Cr Blake Phelan Date: 5 March 2020 Voting requirements: Simple - more than half elected members present required to vote in favour

ELECTED MEMBERS’ MOTION 1. directs the City of Subiaco and the Mayor's official publications as spoke person for the city to not use any images that do not correspond with the council’s position on the future use of the Subiaco Oval Reserve. 2. continues to negotiate the Council's position for active playing fields to equal 1.73ha over and above the AFL size oval (Ref: point 2j of item SC8.1 -Future Direction of Subiaco Oval Special Council Meeting of 20 June 2017, and 3iiid) of item SC8.1 - Subiaco Oval Memorandum of Understanding, Special Council Meeting 30 January 2018) 3. advises Development WA no later than the 21 April OCM that their concept images of their Business Plan do not reflect the City’s position for the future design and use of the Subiaco Oval Reserve. 4. requires that together with the Mayor and CEO, the Deputy Mayor represents the Council’s position and attends any Subiaco East precinct liaison committee meetings and any other Development WA meeting regarding Subiaco East. Additionally, a summary of meetings attended and any minutes or other relevant information is provided to all councillors for their information and in the Ordinary Council Meeting Agenda - Matters for Information 5. requests that the Mayor, CEO and Deputy Mayor writes to the Premier Mark McGowan, Minister for Health; Mental Health - Roger Cook MLA, other relevant Ministers such as the Minister of Local Government, Sport and Recreation and the corresponding opposition shadow minister’s advocating for the inclusion of the additional 1.73ha of active playing fields in the Subiaco Oval Reserve no later than the 21 April OCM. 6. requests, if the City of Subiaco is not already a nominated stakeholder of the Subiaco East Community Reference Group, that this will be rectified with Development WA and, with a Council representative nominated by Council at the OCM on 21 April 2020. 7. recommends the suggested location of the 1.73ha approximately on the north-west boundary of the College and north east boundary of Subiaco Oval (reference confidential attachment 3 SCM 20 June 2017)

Cr Phelan has provided the following reasons:  Both Subiaco Council, the Mayor and Development WA websites and social media have been using images that don’t reflect the needs and requirements of the City and the City’s adopted and endorsed position reflected in the CLE updated Kitchener Common Masterplan of 22 August 2017.

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 Council decisions from 20 June 2017 and 30 January 2018 also illustrate the adopted and endorsed position of council with regards to the replacement green active playing fields of 1.73ha.  From 30 January 2018 council minutes “c) Within the development of the Inner- City College (now known as Bob Hawke College) Stage 2 the inclusion of suitable and publically accessible active playing fields space over and above AFL size oval AND d) The need for additional active playing fields of approximately 1.73ha to be incorporated into the Master Plan”. The 1.73ha is a replacement for Kitchener Park which was kindly given up by the community to accommodate the new high school announced by the State Government in June 2017.  There is a well-documented shortage of green active playing fields in the City of Subiaco and the Subiaco East Reserve was one of the few areas identified in the Cardno report (November 2016) to provide some relief for the overcapacity and over utilised Rosalie Park.  Subiaco Oval Reserve is sufficient space to meet the needs of the College, the community and the WA Football Commission if the Reserve is dedicated to active playing fields and public buildings to commemorate and activate the social and cultural heritage of the Reserve.

Officer Comment The elected member motion is not supported as detailed below.

Motion 1 City of Subiaco communications articulate the Council’s position on Subiaco East in accordance with the 30 January 2018 Special Council Meeting and the Memorandum of Understanding – Kitchener Park & Subiaco Oval.

The use of images for communication material does not endorse the image used. A variety of communication methods (images, text, video) assist in communication messaging to attract a wider audience, and helps progress the councils position.

Section 2.8 – Role of mayor or president of the Local Government Act 1995 states: 2.8. Role of mayor or president (1) The mayor or president — (d) speaks on behalf of the local government; and

Section 5.41 – Functions of CEO of the Local Government Act 1995 states:

5.41. Functions of CEO The CEO’s functions are to — (c) cause council decisions to be implemented; and (f) speak on behalf of the local government if the mayor or president agrees; and

The Council cannot prohibit the Mayor and CEO from their functions prescribed in the Local Government Act 1995.

Motion 1 may not be enforceable and is not supported.

Motion 2 As detailed in previous reports to Council regarding Subiaco East, City officers and the Mayor continue to implement Council resolutions on Subiaco East.

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As detailed above, the CEO’s functions is to cause Council decisions to be implemented is detailed in the Local Government Act 1995 and Motion 2 is unnecessary. Motion 3 The concept images informed the business case prepared by the State Government with the detailed land use and design of Subiaco East yet to be determined through Master Planning.

The State Government is aware of the City of Subiaco’s position regarding active open space through previous resolutions of Council that are being carried out by officers.

An additional letter does not contribute to the Master Planning process and is unnecessary.

Motion 4 The Memorandum of Understanding – Kitchener Park & Subiaco Oval details the role of the CEO and Mayor on the Precinct Liaison Committee.

2.4 Liaison Committee The State will convene a Precinct Liaison Committee which includes representatives of the Authority, Department of Education, Department of Local Government Sport and Cultural Industries, Department of Planning, Lands and Heritage, Department of Communities, Department of Finance (Strategic Projects), Metronet, the Town of Cambridge and the Mayor and Chief Executive Officer as representatives of the City.

The Precinct Liaison Committee will provide input into the master planning of the Precinct.

The elected member motion cannot be implemented as it seeks to require the Deputy Mayor attend the Precinct Liaison Committee and any other DevelopmentWA meeting regarding Subiaco East.

City of Subiaco officers do not administer meetings regarding Subiaco East and cannot require the attendance of the Deputy Mayor.

Should the elected member motion be supported to request DevelopmentWA allow the Deputy Mayor to attend Subiaco East meetings:  City of Subiaco officers will facilitate the request to DevelopmentWA  DevelopmentWA will consider and decide the attendees at the meeting it arranges.

A request to have the Deputy Mayor attend all DevelopmentWA meetings is not supported for the following reasons:  DevelopmentWA determines the invitees to meetings it arranges;  It may be inappropriate to have elected member representation at officer level meetings which may reduce the City’s ability to advocate for the Council’s position for Subiaco East;  DevelopmentWA may seek to limit the City of Subiaco representation at its meetings resulting in reduced advocacy for the City’s and communities aspirations for Subiaco East.

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The role of the Deputy Mayor is detailed in Section 2.9 of the Local Government Act 1995.

2.9. Role of deputy mayor or deputy president The deputy mayor or deputy president performs the functions of the mayor or president when authorised to do so under section 5.34.

The Deputy Mayor may act and perform the functions of the Mayor should the Mayor be unavailable.

Motion 4 is not supported as it cannot be enforced.

Should it be amended as detailed above, Motion 4 is not supported as it may diminish the City’s advocacy for Subiaco East resulting in less representation of the community.

Motion 5 The State Government is aware of the City of Subiaco’s position regarding active open space with through previous resolutions of Council.

An additional letter does not contribute to the Master Planning process and is unnecessary.

Motion 6 The Subiaco East Community Reference Group was established to obtain ideas and feedback from the community to assist with master planning.

This information has been provided to Elected Members previously.

The City informed the community of the opportunity to express an interest for the group.

The City is already a nominated stakeholder of the Subiaco East Community Reference Group. The City has an observer role of the group with contributions from community members. The City of Subiaco has a role on the Precinct Liaison Committee and participates in technical working groups. Motion 6 is not supported as the Community Working Group is focussed on community members.

Motion 7 The Council’s position regarding active open space is detailed in the Kitchen Common Master Plan.

The Master Planning process has commenced and Council will have a formal role in providing a recommendation regarding the Master Plan. It is recommended that Council consider a range of matters (including but not limited to: public open space, built form, land use, urban design, public art, heritage, traffic and access) through the Master Planning process in making a holistic and considered recommendation for Subiaco East.

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11.2 NOTICE OF MOTION

Submitted by: Mayor Penny Taylor Date: 8 March 2020 Voting requirements: Absolute Majority - 7 elected members required to vote in favour

REVOCATION MOTION To revoke the Council decision in regard to 12.3 Motions re media release 6 March 2020 regarding the decision in Matheson –v- Local Government Standards Panel [2020] WASAT 26 made at 17 March 2020 OCM.

Mayor Taylor has provided the following reasons: There are numerous concerns regarding this decision. Revoking the decision will allow proper advice to be sought.

Given the length of detail of the motion raised by Cr Jennings as an urgent item of business less than 6 hours before the council meeting, councillors and staff did not have time to review the motion and there was no staff report. Both the CEO and Senior Governance Advisor, Director Hawkins said they’d had little time to review the detail of the 4 page motion and that there were concerns it was not an actionable motion. Specifically CEO Lavery raised the concern the council may be making a decision to constrain her from performing her duties under 5.41 of the Local Government Act. Other councillors had not seen the motion nor been provided a copy and had to examine the detailed motion on the overhead screen in the council chambers during debate.

Officer Comment A notice of motion of revocation was received with accordance with Clause 11.4(1) of the Meeting Procedures Local Law 2013.

Regulation 10 of the Local Government (Administration) Regulations 1996, pursuant to section 5.25(1)(e) of the Act, establishes the circumstances in which an earlier decision of council or a committee may be revoked or changed.

Advice in regard to the Ordinary Council Meeting of the 17 March 2020 in relation to the motions carried has been circulated to Elected Members under separate cover.

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12. NEW BUSINESS OF AN URGENT NATURE APPROVED BY THE PERSON PRESIDING OR BY A DECISION OF THE MEETING

13. MEETING CLOSED TO THE PUBLIC

PROCEDURAL MOTION (7.1(h) of the Meeting Procedures Local Law) That the Meeting be closed to the public, pursuant to section 5.23(2) (a), (c) and (e)(iii) of the Local Government Act 1995 while items 13.1 and 13.2 are considered.

Reasons in relation to item 13.1:  Section 5.23(2)(c) provides that a meeting may be closed to deal with a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting.  Section 5.23(2)(e)(iii) provides that a meeting may be closed to deal with a matter that if disclosed, would reveal information about the business, professional, commercial or financial interests of a person, where the information is held by, or is about a person other than the local government.  It is recommended that the meeting proceed behind closed doors to discuss the report, which contains information in relation to lease agreements between the City and tenants of City property and information that relates to the business, commercial and financial interests of those tenants.

Reasons in relation to item 13.2:  Section 5.23(2)(a) provides that a meeting may be closed to deal with a matter affecting an employee or employees.  It is recommended that the meeting proceed behind closed doors to discuss the item, which deals with a confidential staff matter.

13.1 RENT RELIEF FOR TENANT OF THE CITY OF SUBIACO – CONFIDENTIAL

13.2 CEO’S PERFORMANCE REVIEW – CONFIDENTIAL*

14. CLOSURE OF MEETING

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