Shire of Koorda Ordinary Meeting of Council Minutes – 18 September 2019

2019

MINUTES Shire of Koorda

1 PRESIDENT:18/09/2019 F J STORER CEO: D J SIMMONS

18/02/2016 Shire of Koorda Ordinary Meeting of Council Minutes – 18 September 2019

CONTENTS 1 DECLARATION OF OPENING ...... 3 2 ANNOUNCEMENT OF VISITORS ...... 3 3 RECORD OF ATTENDANCE ...... 3 3.1 Record of Attendance: ...... 3 3.2 Apologies: ...... 3 3.3 Approved Leave of Absence: ...... 3 4 QUESTION TIME FOR THE PUBLIC ...... 3 4.1 Response to Previous Public Questions Taken on Notice ...... 3 4.2 Public Question Time Open ...... 3 4.3 Public Question Time Closed ...... 3 5 APPLICATIONS FOR LEAVE OF ABSENCE ...... 4 6 DECLARATIONS OF INTEREST ...... 4 7 PETITIONS/DEPUTATIONS/PRESENTATIONS/SUBMISSIONS ...... 4 8 CONFIRMATION OF MINUTES FROM PREVIOUS MEETINGS ...... 4 8.1 ORDINARY MEETING HELD 27 August 2019 ...... 4 9 ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION ...... 4 10 REPORTS OF COMMITTEES ...... 4 11 CHIEF EXECUTIVE OFFICERS REPORT ...... 5 11.1 Governance and Administration ...... 5 11.1.1 NEWROC COUNCIL MEETING ...... 5 11.1.2 GECZ MEETING ...... 7 11.2 Finance ...... 9 11.2.1 MONTHLY FINANCIAL STATEMENTS ...... 9 11.2.2 ACCOUNTS PAID AS LISTED ...... 11 11.2.3 MONTHLY FINANCIAL POSITION ...... 13 11.3 Law, Order & Public Safety ...... 15 11.4 Health and Building ...... 15 11.5 Education & Welfare ...... 15 11.6 Housing ...... 15 11.7 Community Amenities ...... 15 11.8 Recreation and Culture ...... 15 11.9 Transport ...... 16 11.9.1 WHEATBELT SECONDARY FREIGHT NETWORK PROGRAM – FORMALISATION OF COMMITMENT ...... 16 11.10 Economic Services ...... 20 11.11 Other Property & Services ...... 20 11.12 Reserves ...... 20 12 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ...... 20 13 NEW BUSINESS OF AN URGENT NATURE INTRODUCED ...... 21 13.1.1 PROPOSED SPECIAL COUNCIL MEETING – NEW COUNCIL...... 21 14 MATTERS FOR WHICH MEETING MAY BE CLOSED...... 25 15 DATE OF NEXT MEETING ...... 25 16 CLOSURE ...... 25

2 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

SHIRE OF KOORDA

MINUTES

FOR THE ORDINARY MEETING OF COUNCIL Held in the Council Chambers, 10 Haig Street, Koorda on Wednesday 18 September 2019 at

4.36pm

1 DECLARATION OF OPENING

The Presiding Person declared the meeting open at 4.36pm.

2 ANNOUNCEMENT OF VISITORS

Councillor-elect Gina Boyne

3 RECORD OF ATTENDANCE

3.1 Record of Attendance: CR FJ Storer President CR PL McWha Deputy President CR BG Cooper Councillor CR LC Smith Councillor CR JM Stratford Councillor

Darren Simmons CEO Charli West Exec Assistant/CSO

Gina Boyne Councillor-elect 3.2 Apologies: CR GW Greaves, Lana Foote - Manager of Finance & Administration

3.3 Approved Leave of Absence: CR RDG Storer

PRESIDENT TO DRAW THE DISCLAIMER TO THE PUBLIC’S ATTENTION (If members of the public present)

4 QUESTION TIME FOR THE PUBLIC

4.1 Response to Previous Public Questions Taken on Notice 4.2 Public Question Time Open 4.3 Public Question Time Closed

3 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

5 APPLICATIONS FOR LEAVE OF ABSENCE

6 DECLARATIONS OF INTEREST

7 PETITIONS/DEPUTATIONS/PRESENTATIONS/SUBMISSIONS

8 CONFIRMATION OF MINUTES FROM PREVIOUS MEETINGS

8.1 ORDINARY MEETING HELD 27 August 2019

COUNCIL DECISION Officer Recommendation

Moved CR LC Smith Seconded CR JM Stratford

That the Minutes of the Koorda Shire Council Ordinary Meeting held on the 27 August 2019, as circulated be confirmed and certified as a true and accurate record.

PUT & CARRIED:5/0 RESOLUTION NO: 010919

9 ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION

Congratulations to Councillors McWha, Smith and Cooper on their re-election to Council. Congratulations and thank you to Councillor-elect Gina Boyne for your commitment for next 4 years to Council. Whilst this will be addressed formally at October Ordinary Council meeting, I would also like to thank Cr Greaves for his service to Council having chosen not to seek re-election.

10 REPORTS OF COMMITTEES

4 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

11 CHIEF EXECUTIVE OFFICERS REPORT

11.1 Governance and Administration

11.1.1 NEWROC COUNCIL MEETING 27 August 2019

Section 5.23 – Applicability Location: NEWROC Regions Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0105 Disclosure of Interest: No Interest declared by CEO Author: Darren Simmons, Chief Executive Officer Signature of CEO

Attachment: Minutes

Background: Minutes of the NEWROC Council Meeting held on 27th August 2019 at Kellerberrin.

Comment: Items discussed at the NEWROC Meeting were:

Item 6.1 NEWROC Strategic Planning Item 6.2 Telecommunications Project Item 6.3 Rural Health Forum Item 6.4 SEGRA Conference 2019 Item 6.5 NEWTravel Item 6.6 NEWROC EO Contract Review Item 9.1 Digital Innovation in Secondary Education Item 9.2 Integrated Planning Workshop

Consultation Nil

Statutory Environment: Nil

Policy Implications: Nil

Financial Implications: Nil

Strategic Implications: Shire of Koorda Strategic Community Plan 4.1.7 - Develop successful and collaborative partnerships 4.2.2 - Facilitate resource sharing on a regional basis

5 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

Voting Requirement: Simple majority

COUNCIL DECISION Officer Recommendation

Moved CR PL McWha Seconded CR BG Cooper

That Council note and endorse the recommendations of the NEWROC Council meeting held at Kellerberrin on 27th August 2019. PUT & CARRIED: 5/0 RESOLUTION NO: 020919

6 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

11.1.2 GECZ MEETING 27 August 2019

Section 5.23 – Applicability Location: GECZ Regions Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0092 Disclosure of Interest: No Interest declared by CEO Author: Darren Simmons, Chief Executive Officer Signature of CEO

Attachment: Minutes

Background: Minutes of the GECZ Meeting held on 27th August 2019 at Kellerberrin.

Comment: The following issues were discussed:

Item 6.1 Office of Auditor General – Auditing of WA Local Governments – Survey Results Item 6.2 Request to Present - Office of the Auditor General Item 6.3 Select Committee into Local Government Submission Item 6.4 Public Health Advocacy Institute of Item 7.1 Zone President Report Item 7.2 Local Government Agricultural Freight Group Item 7.3 Wheatbelt District Emergency Management Committee Item 8.1 State Councillor Report Item 8.2 WALGA Status Report to be updated Item 8.3 Review of WALGA State Council Agenda – Matters for Decision Item 8.4 Review of WALGA State Council Agenda – Matters for Noting / Information Item 8.5 Review of WALGA State Council Agenda – Organisational Reports Item 8.6 Review of WALGA State Council Agenda – Policy Forum Reports Item 8.7 WALGA President’s Report Item 9.1 CBH Group Update Item 9.2 Container Deposit Scheme and 3 Bin Collection System Item 10.1 Department of Local Government, Sport and Cultural Industries Item 10.2 Main Roads Western Australia Item 10.3 Wheatbelt RDA Item 12.1 Rail Retention Group – Money Retained Item 12.2 Mr Bill Price Item 12.3 Retiring Councillors Item 12.4 Wheatbelt Regional Health Forum

Consultation Nil Statutory Environment: Nil

7 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

Policy Implications: Nil

Financial Implications: Nil

Strategic Implications: Shire of Koorda Strategic Community Plan 4.1.7 - Develop successful and collaborative partnerships 4.2.2 - Facilitate resource sharing on a regional basis

Voting Requirement: Simple majority

COUNCIL DECISION Officer Recommendation

Moved CR BG Cooper Seconded CR JM Stratford

That Council note and endorse the recommendations of the GECZ meeting held at Kellerberrin on 27th August 2019. PUT & CARRIED:5/0 RESOLUTION NO: 030919

8 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

11.2 Finance

11.2.1 MONTHLY FINANCIAL STATEMENTS As at 31 August 2019

Section 5.23 – Applicability Location: Shire of Koorda Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0448 Disclosure Of Interest: No interest declared by CEO Author: Lana Foote, Manager of Finance & Administration Signature of CEO

Attachment: Monthly Financial Statement

Background: Submission of monthly Financial Statements for period ended 31 August 2019.

Comment: Monthly Financial Statements for the period ended 31 August 2019 for Council’s information and acceptance. The explanations for variances of $10,000 & 10% or more are in Note 13 of the Financial Monthly Report.

Consultation: Nil

Statutory Environment: Local Government Act 1995, Section 6.4 Local Government (Financial Management) Regulations 1996 34.1(2) as amended 2005

Policy Implications: Nil

Financial Implications: Nil

Strategic Implications: Shire of Koorda Strategic Community Plan C 3.3 - Provide reporting processes in a transparent, accountable and timely manner

9 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

Voting Requirement: Simple majority

COUNCIL DECISION Officer Recommendation

Moved CR PL McWha Seconded CR BG Cooper

That the monthly Financial Statements for the period ended 31 August 2019, as presented, be received and adopted. PUT & CARRIED:5/0 RESOLUTION NO: 040919

10 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

11.2.2 ACCOUNTS PAID AS LISTED As at 13 September 2019

Section 5.23 – Applicability Location: Shire of Koorda Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0448 Disclosure Of Interest: No interest declared by CEO Author: Lana Foote, Manager of Finance & Administration Signature of CEO

Attachment: Monthly Report List

Background: Regulatory requirement to advise Council of payments made, since the previous meeting.

Comment: The payments on the attached schedule have been made for the period to 26 August 2019, and to 13 September 2019 and are generally within budget guidelines and are of an operational nature. Payments for capital assets expenditure are:

V137 Edwards Motors $4,990.00 V147 Western Rural Earthmoving $7,425.00

Consultation: Nil

Statutory Environment: Local Government Act 1995, Section 5.42 Local Government (Financial Management) Regulations 1996 12(1) (a), 13(1), 13(3).

Policy Implications: Nil

Financial Implications: Budget guidelines and constraints Need to authorise unbudgeted expenditure (if any)

Strategic Implications: Shire of Koorda Strategic Community Plan C 3.3 - Provide reporting processes in a transparent, accountable and timely manner

11 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

Voting Requirement: Simple majority

COUNCIL DECISION Officer Recommendation

Moved CR LC Smith Seconded CR JM Stratford

That accounts as listed being for period from 26 August 2019 to 13 September 2019.

Municipal Vouchers No’s V130 to V193 Totalling $173,477.36 Credit Card Vouchers (V123, V127 & V132) Totalling $1,635.55

Total $175,112.91 To be endorsed or passed for payment PUT & CARRIED:5/0 RESOLUTION NO: 050919

12 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

11.2.3 MONTHLY FINANCIAL POSITION As at 13 September 2019

Section 5.23 – Applicability Location: Shire of Koorda Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0448 Disclosure Of Interest: No interest declared by the CEO Author: Lana Foote, Manager of Finance & Administration Signature of CEO

Attachment: Financial Position

Background: Current Monthly Financial position as at 13 September 2019 on the various accounts.

Comment: The Municipal Account’s financial position as at 13 September 2019 indicated at this time.

Monthly Financial Position Municipal Account $1,781,711.84 Reserve Account $5,623,121.66 Trust Account $5,604.46

Consultation: Monthly advice

Statutory Environment: Local Government Act 1995, Section 6.4

Policy Implications: Regulation

Financial Implications: Shows current financial position

Strategic Implications: Shire of Koorda Strategic Community Plan C 3.3 - Provide reporting processes in a transparent, accountable and timely manner

13 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

Voting Requirement: Simple majority

COUNCIL DECISION Officer Recommendation

Moved CR JM Stratford Seconded CR BG Cooper

That the Financial Position, as at 13 September 2019, as presented, be noted, received and adopted. PUT & CARRIED:5/0 RESOLUTION NO: 060919

14 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

11.3 Law, Order & Public Safety

No items this month

11.4 Health and Building

No items this month

11.5 Education & Welfare

No items this month

11.6 Housing

No items this month

11.7 Community Amenities

No items this month

11.8 Recreation and Culture

No items this month

15 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

11.9 Transport

11.9.1 WHEATBELT SECONDARY FREIGHT NETWORK PROGRAM – FORMALISATION OF COMMITMENT

Section 5.23 – Applicability Location: Wheatbelt Region Portfolio: Transport and Communication Cr GW Greaves File Reference: RRG 0165 Disclosure of Interest: No Interest declared by CEO Author: Darren Simmons, Chief Executive Officer Signature of CEO

Attachment: Associated Reports

Background: It is requested by the Wheatbelt Secondary Freight Network Steering Committee that the associated 42 Local Governments formalise their commitment to WSFN Program, to be eligible for future funding and project consideration, via a formal resolution of Council.

Comment: 42 Local Governments of the Wheatbelt region have worked collaboratively for over 4 years to secure funding to improve secondary freight network routes on Local Government Roads in the Wheatbelt. The Wheatbelt Secondary Freight Network (WSFN) Program has successfully been allocated $70 million of Federal funding (ROSI) and this has been matched with State funding of $17.5 million (reflecting the 80/20 funding agreement). The State funding will be sourced two thirds from the State and one third from the Local Governments whose assets are being upgraded. The available $87.5M will not be sufficient to upgrade all the identified 80 routes and good governance of this program, and ongoing collaboration between all parties, will be critical in securing additional funding.

Attached is Program Governance Plan (PGP) which identifies how key governance and administrative aspects will be undertaken to ensure successful delivery of the program. It will assist to outline the structure and processes for decision making and consultation within the Wheatbelt Region Regional Road Groups (WR RRG) and Local Governments. The PGP will provide a framework and guidelines for all members of the WSFN Program to operate within. The PGP will be used to communicate to all stakeholders how the program will be governed. This PGP should be read in conjunction with the attached Program Delivery Plan and the Multi-criteria Analysis (MCA) Methodology documents that provide operational details about how on-ground capital works will be delivered for Stage 1 and beyond.

Now that the initial funding for the delivery of on-ground capital works for Stage 1 has been confirmed, it is proposed that all 42 Local Governments formalise their commitment to WSFN Program, to be eligible for future funding and project consideration. It is requested by the WSFN Steering committee that this formal commitment from all 42 Councils be via a formal resolution of Council, which will entail the presentation and acknowledgement of the following WSFN program documents: ▪ Project Governance Plan ▪ Program Delivery Plan 16 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

▪ Multi Criteria Analysis Methodology.

The 42 Council resolutions will be collated as addendums to a formal agreement that the Regional Road Group will sign with the Federal and State Governments on behalf of all 42 LGs associated with the WSFN program formalising the ongoing commitment to the program.

In order to demonstrate best outcomes and value for money it is necessary to develop a transparent process to identify which routes have the highest priority for the limited available funding. A prioritisation of the Wheatbelt Secondary Freight Network routes will via a multi-criteria analysis (MCA) will be developed to score each route based on the available data submitted by Local Governments and the Revitalising Agricultural Region Freight (RARF) strategy being coordinated by the WA State Government. The criteria upon which each route will be assessed in the MCA includes:

Data Set Description ROSMA ROSMA data will be supplied by Main Roads WA. It captures the rate of ‘Killed KSI Rate or Serious Injury’ (KSI) incidents on a route. Seal Width The seal width of the road described as a percentage of the route length, allowing an average seal width will be applied across the route. Seal width will be compared to a minimum seal width of 7m as per a Type 5 road. Road Shire’s have assessed road condition on a one to five scale, which has been Condition applied as a direct metric. Five indicating very poor condition ADT Counts Average Daily Traffic counts provide data on the average number of total vehicles traveling on a road per day over the measurement period, capturing both heavy and light vehicle use. ESA Counts An Equivalent Standard Axle is defined as a dual tyred single axle transmitting 8.2 tonne to the pavement. ESA counts are therefore reflective of the total number and load of heavy vehicles that impact a road.

On-ground works for the WSFN program are expected to commence in financial year 2020/21 and be staged over a 3 to 5 year period depending upon Federal Government stipulations.

For the year 2019/20 the WSFN have identified 2 x pilot projects to begin on-ground works and refine project delivery methodologies and processes. These will be $1 million dollars each and have been identified for the following Shires: ▪ Wheatbelt North • • Lancelin to Meckering Route • Mogumber - Yarawindah Road • Project value $1M ▪ Wheatbelt South • • Cunderdin to Kweda Route • Cunderdin - Quairading Road • Project Value $1M

Consultation Nil

17 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

Statutory Environment: Local Government Act 1995

Policy Implications: Nil

Financial Implications: Local Governments with projects approved over the course of the WSFN program will be required to contribute approximately 7% of each individual project’s total cost. The remaining funding will be provided by Federal Government 80% and State Government 13%.

Workforce Implications: Officers from LGs with prioritised projects will be essential to ensure successful delivery of individual projects. This will provide a great opportunity for knowledge sharing and collaboration across the region. It will allow members of the PTT to undertake both informal and formal training of LGA staff to upskill and improve their technical capacity. Where possible neighbouring LGs will be encouraged to share technical, workforce and plant resources to assist in the efficient on-ground delivery of individual projects. • Individual Shires will provide the following to the Steering Committee for approval before any funding will be released – Scope – Budget – Methodology – Delivery • WSFN 5 Year Plan incorporated in their LTFP. • Individual Shires incorporate into Council Budgets Annually. • Funding will be distributed to LGs via MRWA in accordance with Governance Plan.

Strategic Implications: Shire of Koorda Strategic Community Plan 2.2.1 Lobby for the technological infrastructure necessary to support commercial and business growth 2.3.1 Facilitate transport services and infrastructure with key stakeholders. 2.3.2 Maintain an efficient, safe and quality local road network 2.3.3 Advocate for the provision of regional transportation links, including rail, air and bus services

18 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

Voting Requirement: Simple majority

COUNCIL DECISION Officer Recommendation

Moved CR LC Smith Seconded CR BG Cooper

That Council: 1. Formalise their commitment to the program the Wheatbelt Secondary Freight Network Program enabling them to be eligible for future funding and project consideration.

2. Receive the following WSFN Program documents which outline how the WSFN Steering Committee propose to administer the WSFN Program: • Program Governance Plan • Program Delivery Plan • Multi Criteria Analysis Methodology.

3. Endorse the processes and procedures outlined in the Program Governance Plan which enables the Wheatbelt North and Wheatbelt South Regional Road Groups and the WSFN Steering Committee to make decisions in accordance with in the Program Governance Plan. PUT & CARRIED:5/0 RESOLUTION NO: 070919

19 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

11.10 Economic Services

No items this month

11.11 Other Property & Services

No items this month

11.12 Reserves

No items this month

12 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

20 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

13 NEW BUSINESS OF AN URGENT NATURE INTRODUCED

COUNCIL DECISION

Moved Cr JM Stratford Seconded Cr PL McWha

That Late Item 13.1.1: Proposed Special Council Meeting – New Council be accepted to the Agenda for consideration.

PUT & CARRIED: 5/0 RESOLUTION NO: 080919

13.1.1 PROPOSED SPECIAL COUNCIL MEETING – NEW COUNCIL

Section 5.23 – Applicability Location: Koorda Portfolio: Governance, Administration and Finance Cr JM Stratford File Reference: ADM 0370 Disclosure of Interest: No Interest declared by CEO Author: Darren Simmons, Chief Executive Officer Signature of CEO

Attachment: Nil

Background: In accordance with the Local Government Act 1995, the third Saturday in October, (being 19 October 2019) is prescribed as a local government election day in Western Australia and for the Shire of Koorda, the terms of office for Councillors Cooper, Greaves, McWha and Smith expire on this day.

As such, the CEO, as the Shire’s returning officer (RO), facilitated an update to the Shire’s electoral rolls (as at 30 August 2019) and called for nominations for election as a Shire of Koorda Councillor with nominations closing for the four Council vacancies closing at 4.00pm on Thursday, 12 September 2019.

At the close of nominations, as four nominations were received to fill the four vacancies, the RO declared the following candidates (in receipt of nomination order) elected unopposed for a four- year term expiring on 21 October 2023:

Buster Cooper Lea Smith Gina Boyne Pamela L McWha

Notwithstanding, the election declaration, the successful candidates’ new terms do not commence until after the local government election day of 19 October 2019, which is after the October 2019 ordinary meeting of Council currently scheduled for 16 October from 4.30pm.

21 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

In addition, as the successful candidates cannot act as Councillors until they have made their declarations of office and, as the terms of office for the Shire President and Deputy Shire President, as well as its Committee appointments are also expiring, it is suggested that Council address these matters either through a re-scheduled October 2019 ordinary meeting or by holding a special meeting just for these purposes.

Comment: As Council held a special meeting on Monday, 23 October 2017 in order to address newly-elected Councillor declarations, Shire President and Deputy Shire President elections as well as Committee and delegate appointments, it is recommended that Council continue this approach by holding a meeting on Monday, 21 October 2019 commencing at 5.30pm. (The later commencement time is suggested as it may be more convenient for Councillors-elect to have family and friends present).

By following this approach, Council has a clear delineation between the current Council term finishing (allowing for appropriate protocols and recognition of service at its ordinary meeting scheduled for 16 October) and the commencement of the new Council’s term through the conduct of key office-bearer elections, allotment of Councillor seating positions within the Chambers and Committee/Delegate appointments at a special meeting held as soon as practicable after the election day of 19 October 2019.

Consultation Shire President

Statutory Environment: Local Government Act 1995

2.28. Days on which terms begin and end (1) The days on which the term of a person holding an office on a council begins and ends depend on the nature of the office and the circumstances in which the person is elected to hold the office. (2) The days are to be determined in accordance with the Table to this section. Table to section 2.28 Terms of office Item Kind of office How elected Term begins Term ends

4. Elector mayor Elected at an ordinary On the day after the On the third or president election ordinary elections day Saturday in October OR in the fourth year councillor after the year in which the term began (but note sections 2.14 and 2.30)

[Section 2.28 amended by No. 66 of 2006 s. 4; No. 2 of 2012 s. 7.]

2.29. Declaration

22 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

(1) A person elected as an elector mayor or president or as a councillor has to make a declaration in the prescribed form before acting in the office. (2) A person elected by the council as mayor, president, deputy mayor or deputy president has to make a declaration in the prescribed form before acting in the office. (3) A declaration required by this section is to be taken or made before a prescribed person. (4) A person who acts in an office contrary to this section commits an offence. Penalty: $5 000 or imprisonment for one year. [Section 2.29 amended by No. 24 of 2005 s. 57.]

Local government (Administration) Regulations 1996

12. Meetings, public notice of (Act s. 5.25(1)(g)) (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 members of the public, are to be held in the next 12 months. (2) A local government is to give local public notice of any change to the date, time or place of a meeting referred to in subregulation (1).

Policy Implications: Nil

Financial Implications: Nil

Strategic Implications: Shire of Koorda Strategic Community Plan 2018 Outcome 4.1 – To provide accountable and transparent leadership

23 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

Voting Requirement: Simple majority

COUNCIL DECISION Officer Recommendation

Moved CR LC Smith Seconded CR PL McWha

That a special meeting of Council be held on Monday, 21 October 2019 commencing at 5.30pm for:

1. Election and subsequent declaration to office of Shire President and Deputy Shire President;

2. Determination of seating arrangements by the Chief Executive Officer in accordance with Clause 7.1 of the Shire of Koorda Standing Orders Local Law 2017; and

3. Appointment of Council Committee and Delegate positions. PUT & CARRIED:5/0 RESOLUTION NO: 090919

24 PRESIDENT: F J STORER CEO: D J SIMMONS Shire of Koorda Ordinary Meeting of Council Minutes – 18th September 2019

14 MATTERS FOR WHICH MEETING MAY BE CLOSED

15 DATE OF NEXT MEETING

Wednesday 16 October 2019 @ 4.30pm

16 CLOSURE

The President thanked Councillors for their participation and closed the meeting at 4.57pm

Signed ………………………......

Presiding person at the meeting at which the minutes were confirmed

Date: 16 October 2019

25 PRESIDENT: F J STORER CEO: D J SIMMONS