AGENDA Ordinary Council Meeting To be held in Council Chambers, Wolfram Street Westonia Thursday 21st November 2019 Commencing 3.30pm

Dear Councillors,

The next Ordinary Meeting of the Council of the will be held on Thursday 21st November2019 the Council Chambers, Wolfram Street, Westonia.

Lunch – 1.00 pm Discussion Period – 1.30 pm – 2.30 pm Afternoon Tea – 3.00 pm –3.30 pm Council Meeting – 3.30 pm

JAMIE CRIDDLE CHIEF EXECUTIVE OFFICER 18 November 2019 Ordinary Council Meeting Agenda 21st November 2019 Page | 2

Disclaimer

No responsibility whatsoever is implied or accepted by the Shire of Westonia for any act, omission or statement or intimation occurring during Council meetings.

The Shire of Westonia disclaims and liability for any loss whatsoever and howsoever caused by arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during the Council Meetings.

Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or committee meeting does that persons or legal entity’s own risk.

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

The Shire of Westonia warns that anyone who has any application lodged with the Shire of Westonia must obtain and should only rely on WRITTEN CONFIRMATION of the outcome of the application, and any conditions attaching to the decision made by the Shire of Westonia in respect of the application.

Ordinary Council Meeting Agenda 21st November 2019 Page | 3

TABLE OF CONTENTS

1. DECLARATION OF OPENING 4

2. ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE 4

3. PUBLIC QUESTION TIME 4

4. APPLICATIONS FOR LEAVE OF ABSENCE 4

5. CONFIRMATION OF PREVIOUS MINUTES 4

6. RECEIVAL OF MINUTES 4

7. PRESIDENT/COUNCILLORS ANNOUNCEMENTS 4

8. DECLARATION OF INTEREST 5

9. MATTERS REQUIRING A COUNCIL DECISION 6 9.1. GOVERNANCE, ADMINISTRATION AND FINANCIAL SERVICES 6 9.1.1 ACCOUNTS FOR PAYMENT 6 9.1.2 MONTHLY STATEMENT OF FINANCIAL ACTIVITY – OCTOBER 2019 8 9.1.3 GST RECONCILIATION REPORT –OCTOBER 2019 10 9.1.4 REVIEW OF AUTHORISED PERSONS 11 9.1.5 CURTIN UNIVERSITY – WHEATBELT HEALTH STUDY 14 9.2 COMMUNITY AND REGULATORY SERVICE 18 9.2.1 WORKPLACE HEALTH & SAFETY (WHS) MANUAL – ASBESTOS POLICY 18 9.3 WORKS AND SERVICE 22 9.4 ENVIRONMENTAL HEALTH, PLANNING AND BUILDING SERVICES 23

10 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 24

11 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY A DECISION OF THE MEETING 24

12 DATE AND TIME OF NEXT MEETING 24

13 MEETING CLOSURE 24

Ordinary Council Meeting Agenda 21st November 2019 Page | 4 1. DECLARATION OF OPENING The President, Cr Day welcomed Councillors and staff and declared the meeting open at 3.30pm.

2. ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE Councillors:

Cr KM Day President Cr WJ Huxtable Deputy President Cr RS Corsini Cr JJ Jefferys Cr RA Della Bosca Cr DL Geier

Staff:

Mr. JC Criddle Chief Executive Officer

Members of the Public: Nil Apologies: Nil Approved Leave of Absence: Nil

3. PUBLIC QUESTION TIME Nil

4. APPLICATIONS FOR LEAVE OF ABSENCE Nil

5. CONFIRMATION OF PREVIOUS MINUTES

OFFICER RECOMMENDATIONS

That the minutes of the Ordinary Meeting of Council held on 24th October 2019 be confirmed as a true and correct record.

6. RECEIVAL OF MINUTES

OFFICER RECOMMENDATIONS

That the minutes of Eastern Wheatbelt Biosecurity Group AGM Meeting held on 16th October 2019 be received. That the minutes of Eastern Wheatbelt Biosecurity Group General Meeting held on 16th October 2019 be received. That the minutes of NEWTRAVEL AGM Meeting held on 24th October 2019 be received That the minutes of NEWTRAVEL General Meeting held on 24th October 2019 be received That the minutes of Wheatbelt Communities General Meeting held on 30th October 2019 be received That the minutes of WEROC General Meeting held on 30th October 2019 be received

7. PRESIDENT/COUNCILLORS ANNOUNCEMENTS The President, Cr Day advised having attended the following meetings:

Shire of Westonia

RECEVIAL OF MINUTES

Eastern Wheatbelt Biosecurity Group (EWBG) Annual General Meeting held Wednesday 16th of October, 2019 at Merredin CRC Conference Room, Merredin.

Chairperson: Stuart Putt.

1. Opening of Meeting:10.38am.

2. Attendance and Apologies: a. Attendance: Kodie Fulker (DPIRD), Lisa O’Neill (Executive Officer), Adrian Chesson (DBCA), Malcolm Ovens (DBCA), Steve Palm (Mukinbudin), Dean Sinclair (Lake Grace), Cyril Smith (Kondinin), Bill Cowan (Narembeen), Helen Shemeld (Mt Marshall), Marlon Hudson (Trayning), Barry Davies (DPIRD), Ross Della Bosca (Westonia), Mark Crees (Merredin), Gary Coumbe (Nungarin), Kent Mouritz (Kondinin), Margaret Sullivan (Kulin), Jim Sullivan (Kulin), Glenice Batchelor (DPIRD), Ron Burro (Yilgarn), Wayne Della Bosca (Yilgarn), Stuart Putt (Mt Marshall), Linda Vernon (CWBA), Nathan Richards (LPMT). b. Apologies: Garrick Yandle (Kulin CEO), Hon. Darren West (Member for Agricultural Region), Steve Hunt (Lake Grace), Kelly Manning (DPIRD), Hon. Melissa Price (Federal Member Durack), Hon. Mia Davies (Nationals Leader), Craig Robins (DBCA), Meja Aldridge (AWI), Brad Taylor (Kulin), Jamie Taylor (LPMT), Stuart McEwan (LPMT), Adam Majid (CEO Nungarin).

3. Disclosure of Interests: none.

4. Confirmation of Minutes: a. Meeting held 27th of March 2019, at MRCLC, Merredin. b. Meeting held 21st of September 2018, at CRC, Merredin.

Motion: That the minutes presented from the meeting held on the 27th of March 2019 are accepted as a true and accurate record. Moved: M. Crees. Seconded: G. Coumbe. Carried. That the minutes presented from the meeting held on the 21st of September 2018 are accepted as a true and accurate record.

Moved: R. Burro. Seconded: K. Mouritz. Carried.

5. Business Arising from Previous Minutes: a. EWBG have sent letters to Minjar Gold Mine, Kidman Resources, WSA and Ramelius Resources (Edna May) requesting a sponsorship agreement with EWBG in the future.

Action: Wayne Della Bosca to make contact with Kidman Resources to discuss a possible sponsorship agreement with EWBG.

b. Norseman Road Grid – the grid is not effective due to the angle that the fence is connected to the grid.

Action: Executive Officer to contact Craig Robins (DPIRD Fence Manager) to request gate is assessed for effectiveness.

6. Adoption of Financial Statement: a. 2018/19 Financial position presented.

Motion: That the financials presented to be accepted as true and accurate and that the Byfield’s Business Advisors Audit of the EWBG’s 2019/20 financials were tabled at the meeting to the members. Moved: H. Shemeld. Seconded: M. Crees. Carried.

b. 2020/21 Budget Forecast as per Operational Plan. Action: The Committee of Management will meet prior to the end of December 2019 to endorse the 2020/21 Operation Plan for EWBG.

Ron Burro outlined that the EWBG have safeguarded the financial stability of the group by creating a surplus to cover any biosecurity threats or shortfall that the group may experience in the future.

Motion: The Eastern Wheatbelt Biosecurity Group’s will set a membership fee of $100 for 2020/21 for the eleven member Shire’s of the group. Moved: J. Sullivan. Seconded: G. Coumbe. Carried.

7. Appointment of Auditor

Motion: The Eastern Wheatbelt Biosecurity Group appoint Byfield’s Business Advisors as the auditors for 2019/20 fiscal year. Moved: M. Crees. Seconded: W. Della Bosca. Carried.

8. Correspondence: a. Inward/Outward Correspondence

Motion: That all correspondence presented be considered and accepted. Moved: L. O’Neill. Seconded: H. Shemeld. Carried.

9. Chairs Report – presented by Stuart Putt. Included in the 2018/19 Annual Report.

10. Agenda Items a. Wild Dog Action Plan and SBF Update – Barry Davies

Wild Dog Action Plan 20/21 A total of $20 million from State and Federal government put towards 7 projects. These projects include cell fencing, research (1080 breakdown, bait lures/attractants, visual restraints, drone thermal imagery, capacity building, sterilising) and project staff. Esperance Gap fencing has commenced- 8km of the 660km completed. Road reserves and freehold land the starting area. SBF Update In November 2018 the Minister held a meeting in Yalgoo. $5.8 million from the Wild Dog Action Plan has been put towards maintenance and upgrading the SBF. There has been 37kms of fence replaced from Everston to north of Mukinbudin. A further 88km has been contracted to be replaced between Lake Moore and Mt Marshall (north Muka). There will be a further 50km contracted in next 12 months to be replaced. The Yilgarn gap has been approved to be sprayed to remove shrubs. This area will also be graded. The grading has been contracted and should start soon.

b. LPMT (Dogger) Update i. Stuart McEwan (provided by Executive Officer) ii. Jamie Taylor (provided by Executive Officer) iii. Nathan Richards

c. DBCA Update- as per report. 86 days in the field this year so far. Working Lake Moore to upside down shed (Karroun Hill falls in DBCA area, working southern boundary due to size). Remlap/Mouroubra Stations are crucial areas of control for CWBA and EWBG. DBCA have committed 100 days per year to Wild Dog control. Looking in the future to have signage cobranded from DBCA, together with EWBG. Draft MOU has been submitted – key points: DBCA are seeking to appoint RBG as agent, EWBG can apply for permits on their behalf (letter to DBCA about permit application), the ability to audit LPMT’s, complete shoot planning and Annual RBG Operational Plans will need to be received by DBCA in advance. d. EWBG Update- presented by Executive Officer. 2019/20 will see the fourth year of Declared Pest Rate. The EWBG recently conducted four Pest workshops across the region, these were well attended and the EWBG will continue to cover the cost of RCP Permit applications. Over the last 12 months the

EWBG has participated in the Biosecurity Round Table, AWI/DPIRD RBG Executive Officer Workshops, WALGA forum and local Field Days. 2018/19 saw the construction of the Nevoria Haul Road, thanks to Minjar Gold Mine for purchasing and installing the grid and DPIRD for connecting the SBF. In 2018/19 the EWBG conducted two extensive aerial baiting programs through the north and south of the EWBG prescribed area. e. DPIRD update- DPIRD restructure will be announced on the 17th of October. Feral cats have been gazetted and are now a Declared Pest. The BAM Act is to be reviewed at the end of 2020.

11. General Business a. The EWBG will work with Paul Leonie (NRM Manager-Shire of Kent) to help find the best solution for Wild Dog control in the Magenta Hub.

b. Illegal travellers Glenice Batchelor and the EWBG Executive Officer will continue to again follow up the implementing of infringing illegal travellers on the SBF.

c. Rating Landholders with freehold land 20ha and below Shire Representatives are asked to seek the opinion of their Shire’s on the option of including freehold land under 20ha in future Declared Pest Rates.

d. Financial Assistance Agreement EWBG Shire Representatives are encouraged to suggest their Shire provides a letter of support to the continuation of State Funds through the Royalty for Regions Fund, which currently funds 1 FTE LPMT for the EWBG.

12. Next Meeting: March 2020.

13. Close of Meeting: 12.32pm.

Eastern Wheatbelt Biosecurity Group (EWBG) Committee of Management Meeting held Wednesday 16th of October, 2019 at Merredin CRC Conference Room, Merredin.

Chairperson: Stuart Putt.

1. Opening of Meeting: 9.32am.

2. Attendance and Apologies: a. Attendance: Lisa O’Neill (Executive Officer), Stuart Putt (Chairperson), Steve Palm (Deputy Chairperson), Dean Sinclair, Ross Della Bosca, Mark Crees, Jim Sullivan, Glenice Batchelor (DPIRD observer), Helen Shemeld, Kent Mouritz, Dean Sinclair and Cyril Smith. b. Apologies: Steve Hunt and Ron Burro.

3. Disclosure of Interests: none.

4. EWBG 2020/21 Operational Plan Budget

Motion The EWBG will use their current Declared Pest Rate carryover funds of $118,320 from previous years to continue pest control work in 2020/21 and into the future at existing levels, recognizing that the Financial Assistant Agreement (R4R) finishes at the end of the 2019/20 fiscal year and will have a significant impact on future budgets. Moved: J. Sullivan. Seconded: R. Della Bosca. Carried.

In 2019/20 and future years the EWBG will look to use EWBG carryover funds to continue Wild Dog Control at its current level, continue to aerial bait a minimum of once per year, target Wild Dog hot spot areas and ensure landholders have an RCP Permit in place. The EWBG will commit to sending a total of 11 Committee Members or active Landholders (one per member Shire) and the EWBG Executive Officer to the Australasian Vertebrate Pest Conference in Melbourne on the 4th-7th of May, 2020 to increase capacity building and the EWBG presence in the Control of Declared Pests.

The continued carryover of EWBG funds gives the group the ability to manage any potential biosecurity threats in the future or a financial shortfall.

5. Close of Meeting: 10.12am.

Annual General Meeting Minutes Meeting to be held on Thursday 24th October 2019, at the Mukinbudin Council Chambers

Opening 10.23am

Attendees: Kim Storer (Chair) Cr Tony Sachse (Mt Marshall) Cr Tanya Gibson (Mt Marshall) Linda Vernon (Tourism Officer) Rebecca Watson (Mt Marshall) Dirk Sellenger (Mukinbudin CEO) Nola Comerford-Smith (Mukinbudin) Tony Clarke (Koorda) Stacey Geier (Westonia) Darren Simmons (Koorda CEO) Alyce Ventris (Mukinbudin CRC) Rebecca McCall (Dowerin CEO) Cr Sandie Ventris (Mukinbudin) Stephanie Elvidge(Wyalkatchem) Sharon Kett (Bencubbin CRC) Cr Ray Mizia (Nungarin)

Apologies: Jamie Criddle (Westonia) Brian Jones (Trayning) Cr Freda Tarr (Trayning) Cr. Bill Huxtable (Westonia) John Nuttall (Mt Marshall) Cr Eileen O’Çonnell (Nungarin) Melinda Brown (Nungarin CRC) Adam Majib (Nungarin) Jim Boyd (Beacon) Cr Nick Gillett (Mt Marshall) Deb Jacobs (Beacon)

1. Declarations of Interest Nil

2. Membership Applications Resolution: That the following Membership applications be accepted: Ordinary Member – Council: 1. 2. 3. 4. Shire of Mt Marshall 5. Shire of Westonia 6. 7. Ordinary Member 1. Koorda Community Resource Centre 2. Koorda Motor Museum & Military Collection Associate Member 1. Mukinbudin CRC Moved: Alyce Ventris Seconded: Stacey Geier CARRIED

NEWTRAVEL AGM Minutes October 2019 Page 1 of 5

3. Previous Minutes 1.1 Confirmation (Previous Meeting Minutes click Here) Resolution: That the Minutes of the NEWTRAVEL Annual General Meeting held in Trayning on 25th October 2018 be confirmed as a true and correct record of proceedings. Moved: Nola Comerford-Smith Seconded: Stacey Geier CARRIED

1.2 Business arising from previous minutes Cr Tony Sachse asked for clarification on the Shire of Westonia payment, being $1500 less than other Council Members. Explained that the Shire of Westonia pay $1500 contribution towards Regional Marketing Initiatives through WEROC, not NEWROC/NEWTRAVEL and that accounts for their contribution being less.

4. Chairman’s Report Kim Storer verbally presented her Chairman’s report to the meeting.

Resolution: That the Chairman’s report be received. Moved: Stacey Geier Seconded: Cr Sandie Ventris CARRIED

NEWTRAVEL AGM Minutes October 2019 Page 2 of 5

5. Financial Report North Eastern Wheatbelt Travel Association General Cheque Account Financial Report 1 October 2018 to 30 September 2019

Bendigo Bank Cheque Account Opening Balance 1 October 2018 $62,281.22 Income NEWTRAVEL Council Contributions 18-19 $26,500.00 NEWTRAVEL Council Contributions 19-20 $44,000.00 NEWROC Contribution $3,000.00 Other Income Total Income $73,500.00 Expenses Tourism Association Memberships $482.00 Press Advertising $7,228.20 Consumer Shows $1,792.00 Brochure and Guidebook Reprints $2,194.50 Website $1,051.60 Internet Marketing $4,078.30 Postage $559.15 App $6,996.00 Video Marketing $1,350.00 Training $7,233.97 Signage $6,369.14 Tourism Officer Services $1,585.10 Total Expenses $40,919.96

Bendigo Bank Cheque Account Closing Balance 30 September 2019 $94,861.01

Ending Financial Position at 30 September 2019 $94,861.26

Resolution: That the Annual Financial Report as presented from 1 October 2018 – 30 September 2019 be accepted. Moved: Cr Tony Sachse Seconded: Rebecca Watson CARRIED

NEWTRAVEL AGM Minutes October 2019 Page 3 of 5

6. Election of Office Bearers Kim Storer declared all positions vacant and asked Linda Vernon to be returning officer for the process of election of Office Bearers.

o Chairman Darren Simmons nominated Kim Storer, seconded Rebecca Watson, Accepted. Elected unopposed. o Deputy Chairman Rebecca Watson nominated Tony Clarke, seconded Darren Simmons, Accepted. Elected unopposed. o Administrator/Treasurer NEWTRAVEL appointed Linda Vernon in her role as Tourism Officer as the Administrator/Treasurer.

. General Business

1. NEWTRAVEL Name Linda explained that somehow over the years NEWTRAVEL has managed to register its name slightly differently: Incorporated Associations Name: NEWTRAVEL (North Eastern Wheatbelt Travel Association) Inc. Australian Business Register Name: North Eastern Wheatbelt Travel Association (NEWTRAVEL) Inc. This has become a problem in that we are unable to open any further bank accounts with Bendigo Bank due to not having the correct name documentation with the Australian Business Register (ABR). To date it has proven difficult to be able to change/amend the name with the ABR. Recommend that we consider cancelling current registration and re-applying with correct Incorporated Associations Name.

Resolution: That NEWTRAVEL cancel their current ABR and re-apply with the Incorporated Associations Name. Moved: Rebecca Watson Seconded: Cr Tanya Gibson CARRIED

2. Clarification of Voting Delegates Meeting sort clarification of voting delegates under the new constitution. In summary, 1 membership application, 1 delegate, 1 vote. Proxies are allowed. Observers to NEWTRAVEL meetings are always welcome. Relevant clauses from constitution are listed below.

6.5 An ordinary member has full voting rights and any other rights conferred on members by these rules or approved by resolution at a general meeting or determined by the committee.

6.6 An associate member has the rights referred to in subrule (5) other than full voting rights.

49.1 Subject to subrule (2), an ordinary member may appoint an individual who is an ordinary member as his or her proxy to vote and speak on his or her behalf at a general meeting.

49.2 An ordinary member may be appointed the proxy for not more than 5 other members.

49.3 The appointment of a proxy must be in writing and signed by the member making the appointment.

49.4 The member appointing the proxy may give specific directions as to how the proxy is to vote on his or her behalf.

NEWTRAVEL AGM Minutes October 2019 Page 4 of 5

49.5 If no instructions are given to the proxy, the proxy may vote on behalf of the member in any matter as the proxy sees fit.

49.6 If the committee has approved a form for the appointment of a proxy, the member may use that form or any other form — (a) that clearly identifies the person appointed as the member's proxy; and (b) that has been signed by the member.

49.7 Notice of a general meeting given to an ordinary member under rule 52 must — (a) state that the member may appoint an individual who is an ordinary member as a proxy for the meeting; and (b) include a copy of any form that the committee has approved for the appointment of a proxy. 49.8 A form appointing a proxy must be given to the secretary before the commencement of the general meeting for which the proxy is appointed.

49.9 A form appointing a proxy sent by post or electronically is of no effect unless it is received by the Association not later than 24 hours before the commencement of the meeting.

Next Annual General Meeting: October 2020

AGM Close 10.45am.

General Meeting to Follow.

NEWTRAVEL AGM Minutes October 2019 Page 5 of 5

Minutes – GENERAL MEETING General Meeting held on Thursday 24th October 2019, at Mukinbudin Council Chambers.

Opening 10.46am

Attendees: Kim Storer (Chair) Cr Tony Sachse (Mt Marshall) Cr Tanya Gibson (Mt Marshall) Linda Vernon (Tourism Officer) Rebecca Watson (Mt Marshall) Dirk Sellenger (Mukinbudin CEO) Nola Comerford-Smith (Mukinbudin) Tony Clarke (Koorda) Stacey Geier (Westonia) Darren Simmons (Koorda CEO) Alyce Ventris (Mukinbudin CRC) Rebecca McCall (Dowerin CEO) Cr Sandie Ventris (Mukinbudin) Stephanie Elvidge(Wyalkatchem) Sharon Kett (Bencubbin CRC) Cr Ray Mizia (Nungarin)

Apologies: Jamie Criddle (Westonia) Brian Jones (Trayning) Cr Freda Tarr (Trayning) Cr. Bill Huxtable (Westonia) John Nuttall (Mt Marshall) Cr Eileen O’Çonnell (Nungarin) Melinda Brown (Nungarin CRC) Adam Majib (Nungarin) Jim Boyd (Beacon) Cr Nick Gillett (Mt Marshall) Deb Jacobs (Beacon)

1. Previous Minutes 1.1 Confirmation (Previous Meeting Minutes click Here) RESOLUTION: That the Minutes of the NEWTRAVEL Meeting held in Westonia on 25th July 2019 be confirmed as a true and correct record of proceedings. Moved: Stacey Geier Seconded: Nola Comerford-Smith CARRIED

1.2 Business arising from previous minutes ACTION – Marcus Falconer offered to follow up and investigate this organisation and membership offer. ACTION – Linda to extend the offer to all Local Governments about updating/replacing signage at Wheatbelt Way sites before ordering signs for the . ACTION –advice to be provided to NEWTRAVEL Local Governments to advise them of the membership and delegate required to be provided and clarify that there is to be no Deputy/Proxy. ACTION: Local Governments are immediately advised of the 2019-2020 Financial Contributions to NEWTRAVEL

NEWTRAVEL Minutes October 2019 Page 1 of 14

2. Correspondence

2.1 Correspondence In 2.1.1 Various Emails inward. 2.1.2 Australian Regional Tourism Ltd Local Government Call for Case Studies 2.1.3 AGO Wildflower Feature in The West 2.1.4 FACET Astrotourism Workshop 2.1.5 Letter of Support Roe Tourism 2.1.6 Letter of Support 2.1.7 Letter of Support AGO 2.1.8 Letter of Support Wheatbelt Business Network 2.1.9 Letter of Support WEROC 2.1.10 Letter of thanks and appreciation RoeTourism

2.2 Correspondence Out

2.2.1 Various Emails outward. 2.2.2 Qantas Grant Submission 2.2.3 REDS Grant Submission 2.2.4 AGO Destination WA Filming

Resolution: That the NEWTRAVEL inward correspondence is accepted and the outward correspondence be endorsed. Moved: Darren Simmons Seconded: Stephanie Elvidge CARRIED

2.3 Business arising from Correspondence

Nil

NEWTRAVEL Minutes October 2019 Page 2 of 14 3. Financial Report

Cheque Acc Opening Balance 1 July 2019 $66,351.80

INCOME Shire of Mukinbudin – 2019-2020 $6,500.00 Shire of Nungarin - – 2019-2020 $6,500.00 Shire of Mt Marshall - – 2019-2020 $6,500.00 Shire of Koorda - – 2019-2020 $6,500.00

Shire of Westonia - – 2019-2020 $5,000.00 Shire of Dowerin - – 2019-2020 $6,500.00 Shire of Wyalkatchem - – 2019-2020 $6,500.00 Total Income $44,000.00 EXPENSES Press Advertising Display Advertising – The West Wildflower Feature. $733.20 Tourism Association Membership AGO 2019-2020 Gold Membership $295.00 App Tangelo Creative – 50% payment to App update $3,696.00 Consumer Shows Dowerin Events Management – Dowerin Field Days $556.00 Cubic Promote – Jelly Beans $638.00 Mukinbudin Community Resource Centre - Printing $55.00 Website Network 24 $198.00 Postage & Freight Mukinbudin Trading Post - Postage $57.05 Internet Marketing PP & LA Vernon – Facebook marketing reimbursement $1,223.30 PP & LA Vernon – Facebook marketing reimbursement $825.00 Signage Jason Signs – Welcome and RV Dump Point Signs $5,404.14 Turbo Signs – Nungarin WBW Banner $225.00 Tourism Officer Services PP & LA Vernon – Tourism Officer, August 2019 $1,585.10 Total Expenditure $15,490.79

Cheque Acc Closing Balance 30 September 2019 $94,861.01

Other income Shire of Trayning – part payment – 2019-2020 $3,500.00 Outstanding Payments Mukinbudin Trading Post $90.82 Extra Mile Writing Services $1,410.00 Wheatbelt Business Network $1,320.00 PP & LA Vernon – Tourism Officer September 2019 $1,210.00 PP & LA Vernon – Facebook marketing reimbursement $277.95

Ending Financial Position at 10 October 2019 $94,052.24

Signage Funds Remaining Total Signage Funds Remaining $4,279.56

Resolution: That the NEWTRAVEL finance report be received. Moved: Rebecca Watson Seconded: Nola Comerford-Smith CARRIED

NEWTRAVEL Minutes October 2019 Page 3 of 14 4.0 NEWROC Tourism Officer March – October 2019 Report Main Activities Description Progress/Update 1. NewTravel Administration a. Organise, attend and minute Organise and attend NEWTRAVEL  Attempting to amend the NEWTRAVEL NEWTRAVEL meetings. Attending to Meetings name change discrepancy. any correspondence or motions at  Finalised Forward Directions document these meetings. b. Take recommendations from Prepare Agendas and Minutes; attend  July Meeting Minutes prepared and NEWTRAVEL as the key advisory to correspondence and motions as circulated. Committee to NEWROC for action. directed. Undertake financial responsibility for  Monthly financials completed and NEWTRAVEL including invoicing, paying accounts paid. accounts, preparing and presenting financial reports. 2. Marketing a. Implement the Wheatbelt Way Develop, adopt and implement annual  Engaged services of Extra Mile Writing Marketing Plan marketing plan. Services for 5 x Blogs and photography.  Implemented Spring/Wildflower Marketing campaign for Wheatbelt Way. b. Support NEWTravel to undertake Promote the Wheatbelt Way through  August “The West” advertising in the tourism marketing activities across press advertising and any other AGO Wildflower feature. Significant NEWROC to the benefit of the member opportunities as they arise. contribution and feature of Wheatbelt Councils. Way region. Update and distribute Wheatbelt Way  Booklet update delayed due to other Brochures and Booklets. priority commitments in this time period. Will be completed now ready for next year. Arrange for the preparation of  Information and assistance provided to promotional packages for individuals, an American famer group who are groups, companies and arrange coming out to view harvesting in appropriate distribution November. 3. Website and Social Media a. Develop and maintain a presence for Maintain the Wheatbelt Way website  Website updated weekly with the Wheatbelt Way on internet and wildflower and blog updates in this social media. period.

Answer all Wheatbelt Way enquiries  112 Wheatbelt Way website enquiries. via the website and respond to requests for merchandise as required. Create a Wheatbelt Way Facebook  Posting and sharing of Wheatbelt Way Page and maintain it regularly. content daily on Facebook and instagram during this period.

4. Stakeholder Communications a. Work closely with NEWROC, the Monthly Reports to Director of  Director of Economic Services and Economic Services and LGs Wheatbelt Way Local Governments to implement identified Wheatbelt Way marketing activities. b. Maintain relationships with Central Quarterly Newsletter to Stakeholders  E-news distributed in July, August and Wheatbelt Visitors Centre and September. Australia’s Golden Outback Attend Regional Working Group  Took lead on regional marketing and Meetings branding project and wrote funding applications to Qantas (unsuccessful) and REDS grants. 5. Maintenance and Monitoring

NEWTRAVEL Minutes October 2019 Page 4 of 14 a. Assist in the maintenance of the Coordinate and collate tourism data for  Quarterly statistics from Mar –June Wheatbelt Way Infrastructure and the region. collected and collated. monitoring of Tourism across NEWROC  21st August phone hook up & Meeting with Graham Thompson, 4th October on “The Wheatbelt Way: A Drive for Backroad Tourism in Rural . Coordinate annual auditing of  Individual Shires to undertake – Wheatbelt Way sites with individual template provided. shires and reporting of recommendations back to shires. 6. Supporting additional activities a. Any other duties within the Contractors Assist with planning and conducting - Dowerin Field Days – 27th-29th August. range of abilities as directed by the tourism initiatives as required (incl. Director of Economic Services if time local famils and trade shows). and resources allow. Carry out research and manage  projects as required

Discussion was held by members on:  Dowerin Field Days – how was this event? Was it still worthwhile attending? Numbers low in morning and on Thursday with poor weather. Very fortunate and appreciative of the Shire of Merredin support with this activity through Robyn McCarthy being able to be on the stand both days. Genuine enquiries, noticed a younger demographic interested this year.

ACTION – Rebecca McCall to see if there was an opportunity with Dowerin Events Management to work together with them to improve the tourism focus, exhibitors and location at the Dowerin Field Days in 2020.

 Mingenew Wildflower TV Advertising – was a general feeling that this has been very successful by the as many visitors we mentioning it. An effect of this was that perhaps Mingenew was inundated by visitors at one point and services were not able to cope. Was it something we could look into? Cost?

NEWTRAVEL Minutes October 2019 Page 5 of 14 5.1 Quarterly Accommodation Statistics

Snapshot Summary of Statistics Collected: Please send in your statistics for the period 1 March – 30 June 2019.

Period: 1 November – 28 February 1 March – 30 June 2019 Total % Visitor Total Total % Visitor Total No. No. No. No. No. No. Visitors Visitors Difference Visitors Visitors Difference Site 18/19 17/18 18/19 17/18 Bencubbin Caravan Park 88 136 35% 117 172 31% Beacon Caravan Park 118 176 32% 255 334 23% Koorda Caravan Park 120 42 185% 240 141 70% Mukinbudin Caravan Park 185 348 46% 695 557 24% Nungarin Caravan Park 16 14 14% 66 76 13% Trayning Caravan Park No data 74 50 130 61% Westonia Caravan Park 250 325 23% 602 624 3% Wyalkatchem Barracks 26 161 83% No data 174

The next reporting period is 1 July 2019 – 31st October 2019, can all participation accommodation please provide data to Linda by Wednesday 13th November 2019.

A reminder that the reporting periods are: 1. July – October 2. November – February 3. March – June If Shires could please submit their complete Excel spreadsheets within the fortnight of the end of each period it would be greatly appreciated.

Graham Thompson from Curtin University has received faculty funding to complete a Thesis called The Wheatbelt Way: A Drive for Back Road Tourism in Rural Western Australia.

Thesis: The Wheatbelt Way is a self-drive trail through the North Eastern wheatbelt in WA. Since its launch at the Dowerin Field Days in 2012 it has seen increases in visitor numbers, spending and requests for information. This has bought economic and social benefits to the region. Thus on the demand side the future of the Wheatbelt Way is looking good. However, visitors length of stay is in decline. Arguably, this is because visitor expectations of campsite infrastructure (e.g. activities, accommodation, facilities, information....) are not being met. If expectations were being met then visitors would stay longer. This decline on the supply side could adversly addect the long term viability of the Wheatbelt Way as a growing tourism destination. The imbalance between supply and demand will need to be addressed. This paper will further explore these hypotheses.

NEWTRAVEL Minutes October 2019 Page 6 of 14

NEWTRAVEL Minutes October 2019 Page 7 of 14 5.2 Website and Social Media Data

Linda provided a Power Presentation to the meeting of a summary of data from social media and website and results from the implementation of the 2018-2019 Marketing Plan. This will be circulated with the minutes.

Discussion was held on the meaning of the social media statistics and how to measure effectiveness. What data did NEWTRAVEL members want to know?

ACTION – Linda to look into cost of programs(ie Hootesuite) and options (i.e 20/20 Marketing) for measuring effectiveness of Wheatbelt Way Marketing and present to February 2020 NEWTRAVEL meeting.

NEWTRAVEL Minutes October 2019 Page 8 of 14 6.0 General Business

6.1 Review of Peak Period

BACKGROUND: Opportunity to provide/share feedback as to comments received by members after peak tourist season. Discussion can be held or perhaps some suggested actions.

COMMENT: Below is a summary of direct feedback the Tourism Officer has received since July to October:  Koorda Caravan Park They felt that $27/night was too high for what was on offer and compared to other caravan parks like Beacon which at $26/night but you got the $10 voucher. The ablutions needed improving altogether but in their view: the showerheads in the male showers were poor and needed replacing, needed more hooks available in the cubicles for hanging up clothing (apparently only 1) and perhaps a bench to place your items on somehow. They were concerned about the limited door space when opening the doors to the toilet cubicles – particularly being older if you fell or needed assistance you would not be able to open the toilet door to get assistance. The sites needed better levelling/flat surface for caravans  Elachbutting – toilet, was full and required cleaning 3 times in period June to October.  Eaglestone - toilet was full and required cleaning  I found Beacon lovely and it would have easily made my pick of the towns list if the Beacon Co-op hadn't only sold pod coffee which tasted like water on the only occasion I purchased one.  Many of the shire websites have very little information and certainly no images for tourists. Having worked at a shire I know that sometimes one feels like no ever looks at the shire website, but they really are one of the very few sources of tourist information out there for people visiting our part of the world. In particular most shire websites had no information at all about local cafes or shops. One tends to think that if the local shire isn't proud of its local attractions, why would tourists come to see them.  The Dowerin Bird Hide really needs some work. I wandered the Tin Dog Walk trail (which was poorly signed) where I found rubbish bins lying on their side on the ground and turned off to the bird hide. The area does not smell good and I'm not sure if the human made dams there hold effluent. There is a nice wooden boardwalk up to the bird hide and some good signage about birds, but the bird hide turned out to be just a few torn and ragged pieces of green shade cloth barely hanging on to a fence around a human made dam.  I also tried to have a look at Dowerin Lakes but there was no signage or a visitor entry point at all as far as I could see.  Datjoin Rock is well signed off the Burakin-Bonnie Rock Road, however there is supposed to be a lookout and more to see from an entry off Clark Road which for the life of me I couldn't find.  The Shire of Mt Marshall have an excellent wildflower guide on their website - https://www.mtmarshall.wa.gov.au/Profiles/mtmarshall/Assets/ClientData/Wildflower_Gui de_Finished.pdf  In my travels the only suggested place that I feel could have an additional Wheatbelt Way sign (if there were any signs leftover) was at the intersection of Maisefield Rd and Elachbutting Rd as per the attached photograph. I followed the trail from Beringbooding across to Elachbutting and when I got to the intersection I felt lost (even though I live out here). I worked out that I needed to go right but because it is fairly remote out there I reckon another one of those brown Wheatbelt Way signs indicating that you need to make a right turn to get to Elachbutting Rock would be brilliant (if there are any available).

NEWTRAVEL Minutes October 2019 Page 9 of 14  The Wheatbelt Way facilities and information bay signs look fantastic and I believe they make a huge difference to the tourist friendliness of the region.

ACTION – Linda to distribute this feedback directly to relevant Shires for them to look into further.

NEWTRAVEL Minutes October 2019 Page 10 of 14

6.2 Joint Marketing Project – Marketing Panel and Funding Opportunities

BACKGROUND: After the joint local Tourism Group meetings on the 7th June, discussion was held around whilst both Roe Tourism and NEWTRAVELs (as well as the CWVC/WEROC) core role was marketing their regions both groups lacked the skills and resources to do this effectively.

At this point in time it was felt that the region already has enough tourism attractions in its natural attractions and that was our immediate visitor target market – we just need to focus on marketing it better – not developing product and infrastructure.

COMMENT: A draft Joint Project concept has been developed for NEWTRAVEL members to consider: Joint Project Summary – Marketing Panel Joint Project - Brainstorm

NEWTRAVEL support provided at the July meeting, Linda took the lead and prepared and submitted the following funding applications seeking up to $200,000 of funding in total.

1. Qantas Regional Grants – closed 30th August 2019, application submitted and was notified unsuccessful, 1200 applications received and only 20 successful.

2. REDS Grants – closes 13th September, application submitted.

NEWTRAVEL have an opportunity to present to RDA Wheatbelt on the 13th November and intend to focus on this as key message, will do short presentation and hand out.

Discussion held. Wait and re-assess at February 2020 NEWTRAVEL Meeting.

NEWTRAVEL Minutes October 2019 Page 11 of 14 6.3 NEWTRAVEL Forward Plan

BACKGROUND: In July NEWTRAVEL endorsed the Forward Plan document.

COMMENT: 1. Update and discussion on how members wish to tackle implementing some of the Strategic Objectives. 2. Brainstorm on ideas for “Develop a ‘visit friends and relatives and local community program as a community pride, buy local and value of tourism campaign”. (#MYWHEATBELT, Deals and Promos).

ACTION – All members to consider and forward ideas on possible initiatives for a visit friends and relatives and local community program as a community pride, buy local ad value of tourism campaign by the end of November to Linda for consideration by a sub-committee.

Sub-committee to consist of Linda Vernon, Nola Comerford-Smith and Tony Clarke, met in December and present something back to February NEWTRAVEL meeting.

Linda to ask Graham Thompson from Curtin University if there is any scope for marketing students to work with NEWTRAVEL on this.

NEWTRAVEL Minutes October 2019 Page 12 of 14 . 7. Reports

6.1 Member Shire Reports

Verbal reports to be presented by shire representatives, Full written reports can be found if link is indicated on Shire name below. Key points of interested listed only.

Shire of Westonia: - Caravan Park numbers slightly down – believe due to short wildflower season. - Museum scenes continue to be developed. - Elachbutting toilet and high usage of site continue to be a problem.

Shire of Dowerin: No report this meeting.

Shire of Koorda: - Stargazing night, successful. - Koorda Show, gate numbers were down – perhaps due to date clash with other events. - 2 x car clubs weekends have been held. ACTION – can these be written up as case studies. - Accommodation – joint project with Shire and CBH, subject to an amendment to the planning scheme, up to 20 bed (4-5 units) to bed built at Koorda Caravan Park to allow for both worker and visitor accommodation.

Shire of Mt Marshall Beacon: - Single unit’s open and taking bookings at the Beacon Caravan Park. - Beacon Café is now closed at present. - Wildflower Tours –only got visitor bookings on 1 week, the other week locals attended to trial it. Lots of lessons learnt. Likely to try again next year. - Billiburning Reserve - Billy Can entry statement project, indigenous information sign on back of existing WBW Information sign. - Beacon Progress Association – Volunteer Award Finalists.

Bencubbin: - Streetscape work planned to remove some islands to make Main Street more accessible. - Installation of town signs/banners. - Actively investigating solutions for providing an evening meal in Bencubbin. - Both Bencubbin and Beacon Shop Local Christmas campaigns.

Shire of Mukinbudin:

NEWTRAVEL Minutes October 2019 Page 13 of 14 - The Caravan Park was very busy in the week leading up to the Mangowine Concert. Visitors organised a bus to take passengers from Muka to Nungarin and back. - CRC Country Arts WA Dino Show was held Monday 26th August with approximately 160 attendees. This included community members from Mukinbudin, Beacon, Bencubbin, Nungarin, and Merredin. The event was well received and enjoyed by all whom attended. - Mt Jackson was the destination for the annual Farm Bike Crop Ride in September

Shire of Nungarin - 29th February 2020 holding a Vintage Rally. - McCorry’s Hotel is now open and operating with accommodation and meals. - Harvest festival weekend was very successful and well supported. (Perhaps even stretched resources a little too much with high visitor numbers at some events).

Shire of Trayning: No report.

Shire of Wyalkatchem - “Smiley the Boy from Wylie” Big Jim Productions musical show was a sold out success, raising $8000 for the Community and attended by people near and far. - The Shire made available the Recreation Centre Grounds and facilities for Caravan stays and Camping while the Travellers Park was closed. Positive reviews were posted about this . The Wyalkatchem Caravan Park is now open, but is for sale. - Blacksmith scene being built at the Wyalkatchem’ Museum.

7.0 Other Business

7.1 Jan Devlin – Gingin Gravity Discovery Centre, writing a Regional Events Grant Application for bringing Astro-workshops/festival to NEWTRAVEL region.

7.2 RDA Wheatbelt - visiting the region on 13th November, invitation extended for NEWTRAVEL to attend lunch in Bencubbin and give short presentation/pitch.

7.3 Presentation to Councils and Communities – with some Council having new elected members, but offer open to all Councils and Communities for Linda to come and present on Tourism in the Wheatbelt, NEWTRAVEL and the Wheatbelt Way.

8.0 Next Meeting Will be the NEWTRAVEL General Meeting at 10am on Thursday 27th February 2020 in Bencubbin.

9.0 Meeting Close 1.07pm.

NEWTRAVEL Minutes October 2019 Page 14 of 14 WHEATBELT COMMUNITIES INC

Meeting of Wheatbelt Communities Inc

Wednesday 30 October 2019

Council Chambers, Shire of Westonia, commencing at 10.14am

MINUTES

Wheatbelt Communities Inc Meeting Wednesday 30 October 2019 – Minutes - Page 2

CONTENTS

1. OPENING AND ANNOUNCEMENTS ...... 3 2. RECORD OF ATTENDANCE AND APOLOGIES ...... 3 2.1 Attendance ...... 3 2.2 Apologies ...... 3 2.3 Guests ...... 3 3. DECLARATION OF INTEREST ...... 3 4. PRESENTATIONS/MEETINGS ...... 4 5. MINUTES OF MEETINGS ...... 4 5.1 Minutes from the Wheatbelt Communities Inc Meeting held Tuesday 27 August 2019 (Attachment) ...... 4 5.2 Business Arising from Meeting of Wheatbelt Communities Inc held Tuesday 27 August 2019 ...... 4 6. MATTERS FOR NOTING ...... 4 6.1 Complying with the Associations Incorporation Act 1987 – Self-Check (Attachment)4 7. MATTERS FOR DECISION ...... 5 7.1 Wheatbelt Communities Inc (WCI) Financial Statement to 30 September 2019 ...... 5 7.2 List of Accounts Paid ...... 7 8. OTHER MATTERS ...... 8 9. FUTURE MEETINGS ...... 8 10. CLOSURE ...... 8

Wheatbelt Communities Inc Meeting Wednesday 30 October 2019 – Minutes - Page 3

Wheatbelt Communities Inc

An In-person Meeting of Wheatbelt Communities Inc to be held in the Shire of Westonia’s Council Chambers, commencing at 10.14am

MINUTES

1. OPENING AND ANNOUNCEMENTS

The Chair, Ram Rajagopalan, opened the meeting at 10.14am welcoming all in attendance with a special welcome to new members.

2. RECORD OF ATTENDANCE AND APOLOGIES

2.1 Attendance

Mr Ram Rajagopalan, Chair Mr Darren Mollenoyux, Secretary Mr Raymond Griffiths, Treasurer Mr Peter Clarke, Member Ms Karin Day, Member Mr Wayne Della Bosca, Member Ms Julie Flockart, Member Mr Rod Forsyth, Member

Mr Bill Huxtable, Deputy Member and voting member in Jamie Criddle’s absence Mr Stephen Strange, Deputy Member

Ms Helen Westcott, Joint Executive Officer

2.2 Apologies

Mr Jamie Criddle, Member Mr Greg Powell, Member

Mr Bruce Wittber Joint Executive Officer

2.3 Guests

Nil

3. DECLARATION OF INTEREST

Pursuant to Clause 18 of the Wheatbelt Communities Inc Constitution, Members must declare to the Chairman any potential conflict of interest they may have in a matter before Wheatbelt Communities Inc as soon as they become aware of it. Members and Deputies may be directly or indirectly associated with some recommendations of Wheatbelt Communities Inc. If you are affected by these recommendations, please excuse yourself from the meeting and do not participate in deliberations.

This is in accordance with Clause 18.4 of the Constitution which states:

18.4 When a member or employee discloses a pecuniary interest he or she may neither participate in discussions nor take any part in the decision making process in respect to that matter nor be present when the matter is being discussed or voted upon. Wheatbelt Communities Inc Meeting Wednesday 30 October 2019 – Minutes - Page 4

Nil

4. PRESENTATIONS/MEETINGS

Nil

5. MINUTES OF MEETINGS

5.1 Minutes from the Wheatbelt Communities Inc Meeting held Tuesday 27 August 2019 (Attachment)

Minutes of the Wheatbelt Communities Inc Meeting held Tuesday 27 August 2019 have previously been circulated.

RECOMMENDATION:

That the Minutes of the Meeting of Wheatbelt Communities Inc held Tuesday 27 August 2019 be confirmed as a true and accurate record of the meeting.

RESOLUTION: Moved: Karin Day Seconded: Rod Forsyth That the Minutes of the Meeting of Wheatbelt Communities Inc held Tuesday 27 August 2019 be confirmed as a true and accurate record of the meeting. CARRIED

5.2 Business Arising from Meeting of Wheatbelt Communities Inc held Tuesday 27 August 2019

Nil

6. MATTERS FOR NOTING

6.1 Complying with the Associations Incorporation Act 1987 – Self-Check (Attachment)

The Department of Commerce publishes a self-check for incorporated bodies such as Wheatbelt Communities Inc (Wheatbelt Communities). The purpose of the self-check is to assist in determining whether a group such as Wheatbelt Communities Inc (WCI) is complying with each section of the Associations Incorporation Act 2015.

A copy of the self-check forms an attachment to the meeting agenda.

In relation to record keeping, the Executive Officer will have available for inspection at each in-person meeting of Wheatbelt Communities Inc the following records:

▪ A copy of the certificate of incorporation; ▪ A copy of the Wheatbelt Communities Inc Constitution; ▪ The Members Register; and ▪ The Record of Office Bearers.

These records are available for inspection at this meeting of WCI.

The Executive Officer has also contacted all WCI’s members to confirm their preferred contact details. All members have responded to the request for confirmation.

No action is required.

Noted

Wheatbelt Communities Inc Meeting Wednesday 30 October 2019 – Minutes - Page 5

7. MATTERS FOR DECISION

7.1 Wheatbelt Communities Inc (WCI) Financial Statement to 30 September 2019

Author: Helen Westcott, Executive Officer

Disclosure of Interest: No interest to disclose

Date: 14 October 2019

Attachments: Nil

Background:

As Wheatbelt Communities Inc (WCI) did not adopt a separate budget for 2019/2020 having preferred to adopt a adopted a combined WEROC/WCI the below statement is a statement of income and expenditure for the period to 30 September 2019.

Executive Officer Comment:

No comment.

Voting Requirement: Simple majority

RECOMMENDATION:

That the Wheatbelt Communities Inc Financial Report for the period ending 30 September 2019 be received.

RESOLUTION: Moved: Raymond Griffiths Seconded: Darren Mollenoyux That the Wheatbelt Communities Inc Financial Report for the period ending 30 September 2019 be received. CARRIED

Wheatbelt Communities Inc Meeting Wednesday 30 October 2019 – Minutes - Page 6

Wheatbelt Communities Inc ABN 28 416 957 824 1 July 2019 to 30 September 2019

Budget 2019/2020 Actual to Date Notes Committee Income 500 General Subscriptions 0575 Wheatbelt Community Interest $ 7.01

Project Income 519 Project and Consultancy Fund

GST Output Tax GST Refunds $ 50.00

Total Receipts $ 57.01

Committee Expenses 1724 Bank Fees & Charges $ - Executive Services $ - Meeting Expenses $ - Chair Expenses $ - 1723 Financial Services $ 312.00 1725 Audit Fees

Insurance Committee Training Expenses

Project Expenses 1842 Consultancy General

Sundry GST Input Tax $ 31.20 Ato Payments

$ - $ 343.20

Net Position $ - -$ 286.19 OPENING CASH 1 July $ 27,386.55

CASH BALANCE $ 27,100.36

Wheatbelt Communities Inc Meeting Wednesday 30 October 2019 – Minutes - Page 7

7.2 List of Accounts Paid

Author: Helen Westcott, Executive Officer

Disclosure of Interest: No interest to disclose

Date: 14 October 2019

Attachments: Nil

Executive Officer Comment:

Accounts paid during the period 15 August 2019 to 14 October 2019

Accounts Paid:

Amount incl Cheque/EFT Date Payee For GST EFT 260819 Up to Date Accounting Services July 224.40 Accounting 2019 EFT 160919 Up to Date Accounting Services 92.40 Accounting August 2019 EFT 111019 Up to Date Accounting Services 79.20 Accounting September 2019

Total $396.00

RECOMMENDATION:

That the list of accounts paid for the period 15 August 2019 to 14 October 2019 totalling $396.00 be endorsed.

RESOLUTION: Moved: Karin Day Seconded: Rod Forsyth That the list of accounts paid for the period 15 August 2019 to 14 October 2019 totalling $396.00 be endorsed. CARRIED

Wheatbelt Communities Inc Meeting Wednesday 30 October 2019 – Minutes - Page 8

8. OTHER MATTERS

Nil

9. FUTURE MEETINGS

To be advised

10. CLOSURE

There being no further business the Chair closed the meeting at 10.17am.

DECLARATION

These minutes were confirmed by the Wheatbelt Communities Inc at the meeting held ______

Signed ______Person presiding at the meeting at which these minutes were confirmed

Council Meeting

Wednesday 30 October 2019

Council Chambers, Shire of Westonia, commencing at 10.18am

MINUTES

WEROC | Wheatbelt East Regional Organisation of Councils Incorporating the Shires of Bruce Rock, Kellerberrin, Merredin, Westonia and Yilgarn

A PO Box 6456, EAST WA 6892 E [email protected] W www.weroc.com.au T (08) 9328 1991 M 0427 854 478 WEROC Council Meeting Wednesday 30 October 2019 - Minutes

CONTENTS

1. OPENING AND ANNOUNCEMENTS...... 3 2. RECORD OF ATTENDANCE AND APOLOGIES ...... 3 2.1 Attendance ...... 3 2.2 Apologies ...... 3 2.3 Guests ...... 3 3. EXTENSION OF THE CURRENT WEROC MOU ...... 4 4. ELECTION OF WEROC OFFICE BEARERS ...... 4 5. PRESENTATIONS/MEETINGS ...... 5 6. MINUTES OF MEETINGS ...... 5 6.1 Minutes from the Council Meeting held Tuesday 27 August 2019 (Attachment) ...... 5 6.2 Minutes from the Executive Meeting held Wednesday 25 September 2019 (Attachment) 5 6.3 Business Arising – Status Report as at 21 October 2019 ...... 6 6.4 Matters for Noting (Attachments) ...... 9 7. WEROC FINANCE ...... 12 7.1 WEROC Finance Report as at 30 September 2019 ...... 12 7.2 List of Accounts ...... 14 7.3 Draft Audited Financial Statement for the year ending 30 June 2019 (Attachments)15 8. MATTERS FOR DECISION ...... 16 8.1 The Future Governance for WEROC – Development of the WEROC Constitution 16 8.2 Records Management in Local Government ...... 20 8.3 Public Consultation- Pesticides Regulation Review in Western Australia ...... 26 8.4 Ongoing Development of the WEROC App and Website ...... 28 8.5 Proposed alternative to the CA07 Restricted Access Vehicle Operating Condition 30 8.6 Wheatbelt Medical Students Immersion Project (WMSIP) ...... 31 9. EMERGING ISSUES ...... 33 9.1 Public Consultation - Managing Housing Health Risks in Western Australia (Attachment) 33 9.2 2020-21 Federal Budget Submissions...... 33 9.3 Departmental Circular 9 2019 – Consultation of Proposed Code of Conduct and CEO Standards 34 9.4 Cost of Local Government Elections ...... 34 9.5 SuperNet Project ...... 34 10. OTHER MATTERS ...... 35 11. FUTURE MEETINGS ...... 35 12. CLOSURE ...... 35

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WEROC Council Meeting Wednesday 30 October 2019 - Minutes

WEROC Wheatbelt East Regional Organisation of Councils

Shires of Bruce Rock, Kellerberrin, Merredin, Westonia, Yilgarn

An In-person Council Meeting held in the Shire of Westonia’s Council Chamber, commencing at 10.18am

MINUTES

1. OPENING AND ANNOUNCEMENTS

The Executive Officer opened the meeting at 10.18am

2. RECORD OF ATTENDANCE AND APOLOGIES

2.1 Attendance

Cr Stephen Strange President Cr Ram Rajagopalan Deputy President, Shire of Bruce Rock Mr Darren Mollenoyux CEO, Shire of Bruce Rock Cr Rod Forsyth President, Mr Raymond Griffiths CEO, Shire of Kellerberrin Cr Julie Flockart President, Shire of Merredin Cr Karin Day President, Shire of Westonia Cr Bill Huxtable Deputy President, Shire of Westonia Cr Wayne Della Bosca President, Mr Peter Clarke CEO, Shire of Yilgarn

Helen Westcott Joint Executive Officer

2.2 Apologies

Mr Greg Powell, CEO, Shire of Merredin Mr Jamie Criddle, CEO, Shire of Westonia

Mr Bruce Wittber, Joint Executive Officer

2.3 Guests

Nil

RESOLUTION: Moved: Cr Forsyth Seconded: Cr Della Bosca That WEROC acknowledge the appointment of the following Council representatives to WEROC:

Shire of Bruce Rock: Cr Ram Rajagopalan, Member Mr Darren Mollenoyux, Member Cr Stephen Strange, Deputy Member Mr Alan O’Toole, Deputy Member

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WEROC Council Meeting Wednesday 30 October 2019 - Minutes

Shire of Kellerberrin: Cr Rod Forsyth, Member Mr Raymond Griffiths, Member Cr Matt Steber, Deputy Member

Shire of Merredin Cr Julie Flockart, Member Mr Greg Powell, Member

Shire of Westonia Cr Karin Day, Member Mr Jamie Criddle, Member Cr Bill Huxtable, Deputy Member

Shire of Yilgarn Cr Wayne Della Bosca, Member Mr Peter Clarke, Member Cr Linda Rose, Deputy Member CARRIED

3. EXTENSION OF THE CURRENT WEROC MOU

With the reform of Wheatbelt Communities Inc through the development of a new constitution, including its renaming to WEROC Inc, not yet finalised it is necessary to extend the WEROC Memorandum of Understanding, which expired on 30 June 2019, for a short time. This extension would only be until such time as approval from the of Department of Mines Industry and Regulation has been received for the new constitution and the group’s name change (refer to Agenda Item 8.1).

The extension will allow for various tasks to be undertaken relating to the transfer of funds etc to the renamed incorporated body (refer to Agenda Item 8.1).

RECOMMENDATION:

That the current WEROC Memorandum of Understanding be extended until such time as the Department of Mines Industry and Regulation has approved the new constitution for Wheatbelt Communities Inc, which includes the renaming of the organisation to WEROC Inc.

RESOLUTION: Moved: Cr Day Seconded: Cr Huxtable That the current WEROC Memorandum of Understanding be extended until such time as the Department of Mines Industry and Regulation has approved the new constitution for Wheatbelt Communities Inc, which includes the renaming of the organisation to WEROC Inc. CARRIED

4. ELECTION OF WEROC OFFICE BEARERS

Clause 5.3 of the current WEROC Memorandum of Understanding reads as follows:

5.3 Election of Chairman and Deputy Chairman

(1) The members of the WE-ROC shall elect a President from a Participant as Chairman and another Participant as Deputy Chairman following the biennial local government election, with each appointment being on a rotational alphabetical basis.

(2) If the office of Chairman or Deputy Chairman becomes vacant then the members of WE-ROC shall elect a new Chairman or Deputy Chairman, as the case requires.

It should be noted that the CEO of the Shire from which the Chairman, is elected, automatically assumes the role of CEO of WEROC.

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WEROC Council Meeting Wednesday 30 October 2019 - Minutes

4.1 Election of Chair

Cr Day nominated Cr Rajagopalan for the position of WEROC Chair.

Cr Rajagopalan accepted the nomination.

There being no other nominations, Cr Rajagopalan was elected unopposed as the WEROC Chair.

Cr Rajagopalan assumed the Chair.

4.2 Election of Deputy Chair

Cr Day nominated Cr Forsyth for the position of WEROC Deputy Chair.

Cr Forsyth accepted the nomination.

There being no other nominations, Cr Forsyth was elected unopposed as the WEROC Deputy Chair.

5. PRESENTATIONS/MEETINGS

Nil

6. MINUTES OF MEETINGS

6.1 Minutes from the Council Meeting held Tuesday 27 August 2019 (Attachment)

Minutes of the Council Meeting held Tuesday 27 August 2019 have previously been circulated to Member Councils.

RECOMMENDATION:

That the Minutes of the Executive Meeting held Tuesday 27 August 2019 be confirmed as a true and correct record.

RESOLUTION: Moved: Cr Della Bosca Seconded: Mr Mollenoyux That the Minutes of the Executive Meeting held Tuesday 27 August 2019 be confirmed as a true and correct record. CARRIED

6.2 Minutes from the Executive Meeting held Wednesday 25 September 2019 (Attachment)

Minutes of the Council Meeting held Wednesday 25 September 2019 have previously been circulated to Member Councils.

RECOMMENDATION:

That the Minutes of the Executive Meeting held Wednesday 25 September 2019 be received.

RESOLUTION: Moved: Mr Clarke Seconded: Mr Griffiths That the Minutes of the Executive Meeting held Wednesday 25 September 2019 be received. CARRIED

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WEROC Council Meeting Wednesday 30 October 2019 - Minutes

6.3 Business Arising – Status Report as at 21 October 2019

Executive Meeting Wednesday 29 May 2019

7.1 LGIS Co-Ordinator

RESOLUTION: Moved: Darren Mollenoyux Seconded: Greg Powell That: 1. Mr Ben Galvin from LGIS be invited to attend the next meeting of the WEROC Executive to discuss concerns Member Councils have with their region’s current LGIS coordinator; and 2. That should Mr Galvin be available to meet with the WEROC Executive on 24 July, Member Councils’ Works Supervisors also be invited to attend the meeting. CARRIED

Ben Galvin and Jordan Reid from LGIS accepted an invitation to meet with the WEROC Executive on Wednesday 24 July 2019 but with the cancellation of the meeting the presentation did not take place.

Whilst LGIS accepted an invitation to attend the September meeting of the WEROC Executive it was not possible for either Ben Galvin or Jordan Reid to attend the meeting.

It is hoped they will be able to attend the November meeting of the WEROC Executive.

It was agreed that no further action on this matter was required.

Council Meeting Tuesday 27 August 2019

6.7 Support for NEWTravel and Roe Tourism Application for a QANTAS Regional Grant

RESOLUTION: Moved: Cr Forsyth Seconded: Cr Day That the WEROC Council provide a letter of support for the NEWTravel and Roe Tourism Application for a QANTAS Regional Grant. CARRIED

A letter of support has been provided.

Support from WEROC was also sought by NEWTravel and Roe Tourism for their application for a Regional Economic Development Grant. The proposal was for funding towards a Joint Wheatbelt Tourism Branding project between NEWTRAVEL, RoeTourism, WEROC and the Shire of Merredin (through the Central Wheatbelt Visitor Centre). The request for support was one that would have seen WEROC provide for financial assistance as part of its support for the funding application.

Following discussions with the WEROC CEO, the Executive Officer advised that such support at this point was not possible as the request would have to be considered and approved by WEROC Council.

A request for updated information on NEWTravel and Roe Tourism’s funding efforts for discussion at the Executive Meeting was requested but nothing was received for discussion at that meeting.

The Executive Officer again emailed NEWTravel on Thursday 10 October 2019 but at the time of preparing for the WEROC Council Meeting had not received any further information.

Cr Flockart declared an impartiality interest with respect to this item as the Wheatbelt Development Commission, of which she is Board Member, has oversight for the Regional Economic Development Grants Scheme.

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WEROC Council Meeting Wednesday 30 October 2019 - Minutes

Darren Mollenoyux advised the meeting that the group had been unsuccessful in obtaining the Qantas grant and now was looking to obtain funding through the State Government’s Regional Economic Development Grants Scheme. No further action was required by WEROC at this time.

Executive Meeting Wednesday 25 September 2019

5.1 Future WEROC Projects – Asset Management Project

RESOLUTION: Moved: Greg Powell Seconded: Jamie Criddle That the: 1. WEROC Executive be requested to table Accingo’s report and recommendations on the review of mobile assets and plant across each Member Council for discussion at either their October or November round of Council meetings; and 2. Executive Officer be provided with comments from these discussions to enable a report to be prepared for the WEROC Executive Meeting scheduled to be held Wednesday 27 November 2019. CARRIED

Once all responses have been received the Executive Officer will prepare report for the Executive Meeting scheduled for Wednesday 27 November 2019.

At the time of preparing the WEROC meeting agenda the Executive Officer had received the following advice from Member Councils:

Shire of Bruce Rock The CEO Shire of Bruce Rock advised the WEROC Executive Meeting held Wednesday 25 September 2019 that the Accingo Report would be considered at Council’s November 2019 meeting.

Shire of Kellerberrin The CEO Shire of Kellerberrin advised by email on Thursday 24 October 2019 that at its October meeting, held the previous day, Council voted to support Recommendations 1,2,3 and 4 contained with the Accingo Report.

Shire of Merredin The CEO Shire of Merredin advised by email on 23 October 2019 that that the Accingo Report would be considered at Council’s November 2019 meeting.

Shire of Westonia Information not available prior to the completion of the meeting agenda.

The CEO Shire of Yilgarn advised by email on Friday 18 October 2019 that at its October meeting, held the previous day, Council resolved as shown below:

Moved Cr Della Bosca/Seconded Cr Guerini That Council advises WEROC’s Executive Officer that in respect to the Accingo Asset Management Report and associated recommendations, Council supports the implementation of recommendations 1 to 4 but does not see value in recommendations 5 and 6 due to the significant cost implications for all WEROC Member Councils if they were implemented. CARRIED (7/0)

As per part 2 of the WEROC Executive resolution a report will be prepared for the WEROC Executive Meeting scheduled for Wednesday 27 November 2019.

The Executive Officer reported that the Shire of Westonia had also considered the report, with the CEO Shire of advising that at its October meeting Council voted to support Recommendations 1,2,3 and 4 contained with the Accingo Report.

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WEROC Council Meeting Wednesday 30 October 2019 - Minutes

5.4 Participation by WEROC in Renewable Energy Projects

Following its meeting with Steve Mason, CEO Innovation Central Midlands WA Inc (ICM), on ICM’s involvement with BSC Energy, Power Ledger and others in developing sources of renewable energy on Tuesday 27 August 2019, WEROC Council resolved as shown below:

RESOLUTION: Moved: Cr Rajagopalan Seconded: Mr Criddle That WEROC: 1. Initiate discussions with BSC Energy and Power Ledger seeking the conduct of a pre-feasibility study in respect to developing a micro-grid system across the WEROC geographic area; and 2. Extend an invitation to Steve Mason to meet with WEROC Council in 2020 to provide an update on Innovation Central Midlands WA Inc’s renewable energy project. CARRIED

Work on preparing a pre-feasibility study is underway, with the WEROC Executive discussing the project at its September meeting. BSC have requested information on power consumption from each Member Council.

At the time of preparing the meeting agenda the Executive Officer had received power usage information from all Member Councils. The information has been provided to BSC Energy.

The Executive Officer has also extended an invitation to Steve Mason to meet with WEROC Council next year.

Since the September meeting of the WEROC Executive the Executive Officer has also met with a representative from Synergy.

Synergy had become aware of a number of Councils, including those within WEROC, looking to investigate ways of working with groups such as BSC Solar and Power Ledger in an attempt to cut costs associated with power usage and potentially to develop revenue from projects such as those WEROC has been investigating.

Synergy requested a meeting with WEROC to discuss ways in which it could work with Member Councils to reduce their power costs. Following discussions with the WEROC CEO, Peter Clarke, the Executive Officer has extended an invitation to Ms Ana Farla, Broker Channel Specialist (Electricity Generation) at Synergy to meet with the WEROC Executive at the meeting scheduled for Wednesday 27 November 2019. Because Synergy is a WALGA preferred supplier an invitation has also been extended for WALGA to attend the meeting.

RESOLUTION: Moved: Cr Day Seconded: Cr Della Bosca That: 1. The WEROC Executive Meeting scheduled for Wednesday 27 November 2019 be cancelled and a WEROC Council Meeting be held in Merredin on Thursday 28 November 2019, with the meeting commencing at 1.00pm; and 2. Synergy be advised of the meeting changes and invited to meet with the WEROC Council on Thursday 28 November 2019. CARRIED

5.7 Funding to Support and Mentor Local Governments to Assist in the Development of Public Health Plans

RESOLUTION: Moved: Darren Mollenoyux Seconded: Greg Powell That the WEROC Executive recommend to the WEROC Council that:

1. WEROC write to the WA Local Government Association (WALGA) requesting that it prepare a local health plan template based on the Salaries and Allowances Tribunal four band classification model to assist in the preparation of local health plans that meet the needs of small rural and remote local governments; and 2. If WALGA is unable to assist in preparing a template to assist in the preparation of local health plans WEROC look to creating its own template from which Member Councils can prepare individual local health plans. CARRIED

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Part 1 of the above resolution has recently been actioned.

6.4 Size and Scale Compliance Regime – Local Government Act Review

It was agreed that the Executive Officer should provide WALGA with a copy of the submission it submitted to the Department of Local Government, Sport and Cultural Industries on the review of the Local Government Act.

It was also agreed that Member Councils should also provide WALGA with any examples they believe should be included in the work being undertaken by WALGA.

A copy of WEROC’s submission to the Department of Local Government, Sport and Cultural Industries on the review of the Local Government Act has been provided to WALGA as per the WEROC Executive’s request.

The Executive Officer advised that WALGA had acknowledged receipt of the WEROC submission.

RECOMMENDATION:

That the Status Report for October 2019 be received.

RESOLUTION: Moved: Cr Forsyth Seconded: Cr Day That the Status Report for October 2019 be received. CARRIED

6.4 Matters for Noting (Attachments)

The following matters are presented for noting:

▪ 2019 Western Australian Regional Achievement and Community Awards - as Member Councils may be aware, WEROC was nominated as part of this year’s Western Australian Regional Achievement and Community Awards. WEROC was a finalist in the Local Government, Sport and Cultural Industries - Making a Difference Award. Its nomination results from its involvement in the Wheatbelt Medical Student Immersion Program. Other finalists in this category include:

1. 42 Wheatbelt LGA's, WBSFR Working Group; and 2. Laverton Shire.

The winners of the various awards covered in this awards event were announced at a gala dinner held at the Hyatt Regency Hotel in Perth on Friday 18 October 2019. Cr Stephen Strange, accompanied by his wife Karen, represented WEROC at the awards function. Sadly, WEROC was unsuccessful.

Cr Strange may wish to provide further comment on the awards evening.

Cr Strange provided a brief report on the awards evening.

The evening was very enjoyable, with over 500 in attendance. All finalists were invited to the stage and given time to speak on their project.

▪ 5G will widen city and rural digital divide – a recent article from the ALGA Newsletter highlights the problems facing rural and remote communities as they endeavour to remain digitally connected. To quote from the article published on Friday 27 September 2019:

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“The fifth generation of mobile technology, which works alongside 4G infrastructure, will take a decade to deploy and its challenges for carriers will mean a bigger digital divide between city and rural communities, technology consultants have said.

Given previous experiences, it’s unlikely Australia’s telecommunications companies will agree to share fixtures as they roll out 5G small cells and towers, they added.

“Sharing infrastructure [such as towers and power poles] would help but by no means solve this problem,” Geof Heydon of Astrolabe Group told ALGA News.

“The business case for 5G is challenged and the carriers will probably struggle to afford widespread 5G. There is little new revenue from 5G.”

While technically sharing 5G small cells was easy to do, at this stage this seems unlikely, Mr Heydon said.

“This means that if we get three carriers deploying very small cells in city areas, then we will see very large numbers of small cells.

“Most of these will also require a fibre [backbone] to connect to.

The business case for small cells will be limited to very dense population areas – CBD only.

“A bigger digital divide than we have today will emerge.”

Mr Heydon is working with several city councils to see if small cells could be concentrated.

They are pushing carriers to design antennae’s that blend into the environment,” he said.

“They also want sharing to happen and are pushing that too. ”ALGA has also been advocating similar views from councils and has conveyed this directly to the Australian Mobile Telecommunications Association and Telstra representatives. Mr Heydon, who with colleague Nam Nguyen of Infyra outlined the impact on 5G on network infrastructure for Infrastructure Magazine, said governments had a role to play in the new technology, but were not yet focusing on “all the right issues” such as infrastructure sharing and reducing the digital divide.

“5G will not provide all the answers for the Internet of Things [in which tens of billions of devices and sensors are connected], despite the carrier rhetoric,” Mr Heydon said.

Because 5G radio signals use a lower radio frequency range than 4G, they don’t travel as far and will need additional infrastructure to deliver the same coverage at higher bandwidth speeds and latency, the consultants’ Infrastructure article said.

This will include more mobile towers with new antennae, lots of small cells for density coverage, and in-building coverage because it will be difficult for signals to penetrate buildings. Rain and trees also hinder 5G signals, Mr Heydon added. “Despite early network deployment from operators in Australia, it will be a while before 5G becomes widely available, due to network infrastructure requirements,” the consultants wrote. “For regional Australia, it would take even longer as operators would target high population density areas first.

“Any talk of 5G for agriculture will be unrealistic in the short term.”

Meanwhile, there is no evidence that radio waves from 5G technology has short or long-term health effects, the Australian Radiation Protection and Nuclear Safety Agency (ARPANSA) said.

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“This network currently runs on radio waves similar to those used in the current 4G network, and in the future will use radio waves with higher frequencies,” said the Commonwealth agency, which monitors the effects of radiation on humans and the wider environment.

“It is important to note that higher frequencies does not mean higher or more intense exposure.” A Federal Parliamentary committee is inquiring into the rollout, adoption and application of 5G mobile technology and seeks submissions by 1 November.

Whilst it is too late for WEROC to consider lodging a submission, a review of the Government’s response to the report once published may require reading and possible action by Member Councils. The further disconnection of non-metropolitan Councils is one that WEROC should work to prevent.

▪ Media statement from Hon Bill Johnston MLA on Thursday 3 October 2019 regarding Horizon Power’s removal of parts of its overhead with an off-grid renewable energy power solution

The statement can also be accessed by following the link shown below:

https://www.mediastatements.wa.gov.au/Pages/McGowan/2019/10/Energy-transformation-delivers- renewable-solution-to-regions.aspx

▪ ABC news article dated Tuesday 8 October 2019 regarding recent financial losses by Synergy. The news article can also be accessed by following the link shown below:

https://www.abc.net.au/news/2019-10-08/synergy-failure-may-lead-to-bill-hikes-or-taxpayer-bailouts/11579864

RECOMMENDATION:

That the matters listed for noting be received.

RESOLUTION: Moved: Cr Flockart Seconded: Mr Clarke That the matters listed for noting be received. CARRIED

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7. WEROC FINANCE

7.1 WEROC Finance Report as at 30 September 2019

File Reference: 042-2

Author: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 20 October 2019

Attachments: Nil

RECOMMENDATION:

That the WEROC Financial Report for the period ending 30 September 2019 be received.

Executive Officer’s Report:

Presenting the WEROC Statement of Receipts and Payments for the period ending 30 September 2019.

An explanation for each of the notes is provided below.

Note 1 Four 2019/2020 annual subscriptions have been paid up until 30 September 2019. The fifth annual subscription was paid in early October 2019 Note 2 WEROC interest to date Note 3 This allocation covers the expenditure on Executive Services Note 4 This allocation covers the expenditure on travel and accommodation Note 5 This allocation covers the expenditure on Financial Services Note 6 This allocation includes part payment to Accingo for the Asset Management project and the costs associated with Dr Andrew Harper for Curtin Wheatbelt Medical Project Note 7 Food expenses for WEROC Meeting in Kellerberrin on 27 August 2019 Note 8 This allocation covers the costs incurred this financial year in respect to the WEROC app and website

Consultation: Nil

Financial Implications: WEROC adopted Budget for 2019/2020

Voting Requirement: Simple Majority

RESOLUTION: Moved: Cr Flockart Seconded: Cr Della Bosca That the WEROC Financial Report for the period ending 30 September 2019 be received. CARRIED

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Wheatbelt East Regional Organisation of Councils (WEROC) ABN 28 416 957 824 1 July 2019 to 30 September 2019

Budget 2019/2020 Actual to Notes Income

0501 General Subscriptions WEROC $ 60,000 $ 48,000.00 1 504.01 Consultancy & Project Reserve

0575 WE-ROC Interest received $ 900 $ 74.06 2 584 Other Income

GST Output Tax $ 4,800.00 GST Refunds $ 2,514.00

Total Receipts $ 60,900 $ 55,388.06

Expenses 1545 WEROC Bank Fees & Charges $ 100 1661.01 WEROC Executive Services Professional Services $ 55,000 $ 11,307.29 3 1661.02 WEROC Executive Officer Travel and Accommodation $ 8,000 $ 764.31 4 1687 WEROC Financial Services Accounting $ 7,000 $ 1,027.89 5 1687.03 WEROC Financial Services Audit $ 3,750 $ 17.85 1585 WEROC Consultant Expenses $ 30,000 $ 10,637.35 6 1850 WEROC Management of WE-ROC App $ 5,000 $ 1,021.92 7 1801 WEROC Meeting Expenses $ 500 $ 212.73 8 1851 WEROC Insurance $ 5,000 $ - 1852 WEROC Legal Expenses $ 2,000 $ - 1853 WEROC Incorporation Expenses (including legal fees) $ 15,000 $ - 1930 WEROC Sundry $ 500 $ -

3384 GST Input Tax $ 2,285.25 Ato Payments $ -

Suspense Account $ - Total Payments $ 131,850 $ 27,274.59

Net Position -$ 70,950 $ 28,113.47 OPENING CASH 1 July $ 160,927 $ 150,919.05 CASH BALANCE 30 September 2019 $ 89,977 $ 179,032.52

Westpac One $ 9,160.23 Westpac Reserve $ 169,872.29 $ 179,032.52

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7.2 List of Accounts

File Reference: 042-2

Author: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 20 October 2019

Attachments: Nil

RECOMMENDATION:

That the Accounts Paid for the period 1 August 2019 to 30 September 2019 totalling $13,266.68 be approved.

Executive Officer’s Report:

Accounts paid during the period 1 August 2019 to 30 September 2019.

The list of accounts paid is submitted to each WEROC Council Meeting.

Accounts Paid: Amount incl Cheque/EFT Date Payee For GST EFT 050819 BHW Consulting Professional Services, Accommodation and Travel 4,203.60 July 2019 EFT 260819 Up to Date Accounting Accounting Services July 633.60 2019 EFT 050919 BHW Consulting Professional Services, Accommodation and Travel 4,667.73 August 2019 EFT 050919 Succulent Foods Catering WEROC Council 234.00 Meeting 27 August 2019 EFT 090919 Dr Andrew Harper Reimbursement Curtin 1,685.13 Wheatbelt Medical Project EFT 090919 Kahla Edwards Reimbursement Curtin 452.22 Wheatbelt Medical Project EFT 160919 Up to Date Accounting Accounting Services August 290.40 2019 007 040619 Go 2 Guides Costs WEROC website and 1,100.00 app Total $13,266.68

Consultation: Nil

Financial Implications: WEROC adopted Budget for 2019/2020

Voting Requirement: Simple Majority

RESOLUTION: Moved: Mr Mollenoyux Seconded: Mr Clarke That the Accounts Paid for the period 1 August 2019 to 30 September 2019 totalling $13,266.68 be approved. CARRIED

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7.3 Draft Audited Financial Statement for the year ending 30 June 2019 (Attachments)

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 20 October 2019

Attachments: Draft Audited Financial Statement, Representation Letter and Management Letter for 2018/2019 RECOMMENDATION:

That WEROC: 1. Approve the Draft Financial Report and Representation Letter and authorise the WEROC Chair and Executive Officer, as appropriate, to sign the documents; and 2. Note the Management Letter.

Background:

Presenting the draft Audited Financial Statement, Representation Letter and Management Letter for the period 1 July 2018 to 30 June 2019

Executive Officer Comment:

WEROC’s Auditors, AMD Chartered Accountants, have provided the Executive Officer with the following documents for consideration:

▪ Draft Financial Report; ▪ Representation Letter; and ▪ Draft Management Letter.

The Auditors have requested that the Financial Report be reviewed, the “Statement by Members of the Committee” within the Draft Financial Report be signed by the WEROC Chair and Executive Officer and the Representation Letter reviewed and signed by the Executive Officer.

The draft Management Letter has not identified any matters that require consideration by the WEROC Council.

It should be noted that once the draft reports have been signed and returned to the Auditors the final Audit Report will be provided to WEROC.

The final Audit Report will be presented to the next meeting of WEROC Council.

RESOLUTION: Moved: Cr Della Bosca Seconded: Mr Clarke That WEROC: 1. Approve the Draft Financial Report and Representation Letter and authorise the WEROC Chair and Executive Officer, as appropriate, to sign the documents; and 2. Note the Management Letter. CARRIED

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8. MATTERS FOR DECISION

8.1 The Future Governance for WEROC – Development of the WEROC Constitution

File Reference: 031-4 Intergovernment Relations

Author: Helen Westcott, Executive Officer

Portfolio: CEO/Governances (Governance Shire of Yilgarn) Advocacy (Shared Portfolio)

Disclosure of Interest: No interest to disclose

Date: 25 October 2019

Attachments: Nil

RECOMMENDATION:

That: 1. The WEROC Executive Officer prepare and arrange the audit of the final statements of account for WEROC in order that all funds can be transferred from WEROC to the revised entity WEROC Inc once established; 2. WEROC determine how all projects currently being undertaken by WEROC will be continued/completed under WEROC Inc once established; and 3. A Special General Meeting of Wheatbelt Communities Inc be held, via teleconference, prior to Christmas for the purpose of adopting the new constitution.

Executive Officer’s Report:

The development of a new constitution was considered at the WEROC Council Meeting held Wednesday 26 June 2019 at which time it was resolved as shown below:

RESOLUTION: Moved: Mr Griffiths Seconded: Cr Forsyth That the be approached to ascertain whether the Shire may wish to join/rejoin WEROC. CARRIED

RESOLUTION: Moved: Cr Strange Seconded: Mr Criddle That: 1. The Executive Officer’s Report be received; 2. Two members from each local government be appointed by the individual Member Councils to the WEROC Committee and the draft constitution be amended to reflect that arrangement in regard to membership; 3. A draft constitution be developed and referred to Member Councils for comment prior to the WEROC Council Meeting on 21 August 2019; and 4. The WEROC Executive Committee only meet on an as needs basis. CARRIED

The Shire of Tammin accepted WEROC’s invitation to attend the August WEROC Council Meeting.

A draft constitution was prepared as per the above resolution and forwarded to Member Councils on Wednesday 31 July 2019, with a request that the draft be considered by Member Councils at their August meetings.

Following discussions with the WEROC CEO during the 2019 WALGA Convention it was determined that further work on the constitution was required, specifically to include wording from the Warren Blackwood Alliance of Councils (WBAC)

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Constitution. Work on redrafting the constitution was not completed sufficiently for consideration at the August WEROC Council Meeting.

A draft based on the WEROC CEO’s requirements was prepared and presented at the WEROC Executive Meeting held Wednesday 25 September 2019.

In preparing the draft the Executive Officer also included wording took into account WEROC’s decision with respect to membership of WEROC once incorporated, WEROC Council Meeting resolving as shown below on Wednesday 26 June 2019:

RESOLUTION: Moved: Cr Strange Seconded: Mr Criddle That: 1. The Executive Officer’s Report be received; 2. Two members from each local government be appointed by the individual Member Councils to the WEROC Committee and the draft constitution be amended to reflect that arrangement in regard to membership; 3. A draft constitution be developed and referred to Member Councils for comment prior to the WEROC Council Meeting on 21 August 2019; and 4. The WEROC Executive Committee only meet on an as needs basis. CARRIED

Following its review of the draft presented, the WEROC Executive resolved as follows on Wednesday 25 September 2019:

RESOLUTION: Moved: Raymond Griffiths Seconded: Jamie Criddle That the draft WEROC Constitution be accepted, subject to the changes detailed below, as presented and referred to Member Councils for comment.

Clause 6.4 to read:

6.4 Representatives qualifications Representatives of Local Governments must be sitting Councilors or the Chief Executive Officer and must be approved by WEROC Board.

A new clause be added to cover the financial contribution to be made by new members on their joining WEROC:

10.2 Financial Contributions by New Members Where a new member is admitted to WEROC, a financial contribution to be made by the new member, in addition to the annual financial contribution, will be as determined by the Board.

Clause 14.2 to be simplified:

14.2 Where a vacancy on the Board occurs after 31 March in any year: (a) the position can remain vacant until the next Annual General Meeting or; (b) an election to fill the vacancy is to take place at a Special meeting called for that purpose.

Clause 15.2 to read:

15.2 Notice of Meeting Notice of a meeting of the Board, stating the business of the meeting and including reports and supporting documentation must be given by the Executive Officer to each representative at least 5 business days prior to the meeting.

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Clause 16.1 to read:

16.1 Executive Officer Appointed The Board is empowered to appoint an Executive Officer for a contract period not exceeding five years or to remove an Executive Officer from WEROC and to decide upon his or her remuneration and duties. The contract of an Executive Officer so appointed may be renewed from time to time at the discretion of the Board. CARRIED

Member Councils all received a word copy of the revised draft of the proposed WEROC Constitution for consideration and comment back to the WEROC Executive Officer.

At the time of finalising the meeting agenda the Executive Officer had received responses from all Member Councils.

Each is provided below:

Shire of Bruce Rock The CEO Shire of Bruce Rock advised by email on 23 October 2019 that Council had accepted the Draft Constitution as presented, inclusive of the proposed changes from the WEROC Executive.

Shire of Kellerberrin The CEO Shire of Kellerberrin advised by email on 24 October 2019 that Council had accepted the Draft Constitution as presented, inclusive of the proposed changes from the WEROC Executive.

Shire of Merredin The CEO Shire of Merredin advised by email on 23 October 2019 that Council had accepted the Draft Constitution as presented, inclusive of the proposed changes from the WEROC Executive.

Shire of Westonia Information not available prior to the completion of the meeting agenda.

Shire of Yilgarn The CEO Shire of Yilgarn advised by email on 18 October 2019 that Council had resolved as follows on 17 October with respect to the Draft Constitution:

Moved Cr Della Bosca/Seconded Cr Shaw That Council advises WEROC’s Executive Officer that it supports the proposed Draft Constitution as presented which enables WEROC to become the Incorporated body under the Associations Incorporation Act 2015 as opposed to the current Wheatbelt Communities Inc. CARRIED (7/0)

The above confirms Member Councils belief that a single body established under the Associations Incorporation Act 2015 is the most appropriate way in which to work collaboratively.

Work must now proceed to achieve the following:

1. Prepare and arrange the audit of the final statements of account for WEROC in order that all funds can be transferred from WEROC to the revised entity WEROC Inc once established. 2. Determine how all projects currently being undertaken by WEROC will be continued/completed under WEROC Inc once established. 3. Prepare a final version of the new constitution for lodgement with the Department of Mines Industry and Regulation (the Department).

In adopting the new constitution Member Councils need also to be aware of the responsibilities required under the Associations Incorporation Act 2015 (the Act).

S30 of the Act outlines the process for alteration of the rules (Constitution). S33 of the Act outlines the process for alteration of the objects or purpose of the Association.

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The Act also outlines how a resolution can be passed.

S51 of the Act outlines that a Special Resolution is as follows:

For the purposes of this Act, a resolution is a special resolution if it is passed — a) at a general meeting of an incorporated association; and b) by the votes of not less than three-fourths of the members of the association who cast a vote at the meeting.

Given that the draft constitution was only presented to Member Councils for review and adoption at the October round of Council meetings it was not possible to have everything ready to allow for a special general meeting of Wheatbelt Communities Inc to approve the final draft of the constitution, with associated name change and changes in objects and purpose to be held with this round of meetings.

It is proposed that a Special General Meeting of Wheatbelt Communities Inc be called prior to Christmas for the purpose of adopting the new constitution. The meeting will be held via teleconference.

Following its adoption, the new constitution will be lodged with the Department for approval and registration.

It should be noted that all notices for the adoption of the new constitution will come via Wheatbelt Communities Inc and not WEROC.

Additional Meeting Comment:

Mr Griffiths asked whether the Shire of Tammin had provided any feedback to WEROC following their attendance at the August meeting of the WEROC Council. The Executive Officer advised that the Shire had not.

Mr Griffiths suggested that WEROC should write to the Shire of Tammin to seek feedback on whether or not the Shire was interested in re-joining WEROC following its incorporation.

Consultation: Nil

Financial Implications: As yet unknown

Voting Requirement: Simple Majority

RESOLUTION: Moved: Mr Griffiths Seconded: Cr Della Bosca That: 1. The WEROC Executive Officer prepare and arrange the audit of the final statements of account for WEROC in order that all funds can be transferred from WEROC to the revised entity WEROC Inc once established; 2. WEROC determine how all projects currently being undertaken by WEROC will be continued/completed under WEROC Inc once established; 3. A Special General Meeting of Wheatbelt Communities Inc be held, via teleconference, prior to Christmas for the purpose of adopting the new constitution; and 4. WEROC write to the Shire of Tammin to seek feedback on whether or not the Shire was interested in re-joining WEROC following its incorporation. CARRIED

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8.2 Records Management in Local Government

File Reference: 013-2 Strategic and Future Planning 042-2 Finance, Audit and Compliance

Author: Bruce Wittber, Executive Officer

Portfolio: CEO/Governance (Shire of Yilgarn)

Disclosure of Interest: Nil

Date: 25 October 2019

Attachments: Nil

RECOMMENDATION:

That the decision made by flying email on Thursday 10 October 2019 and detailed below be endorsed by the WEROC Council. That: 1. WEROC meet the costs associated with Enterprises Australia Pty Ltd undertaking the work detailed in Option 1 of its proposal to undertake a review of the record keeping policies for the Shires of Kellerberrin, Merredin, Westonia and Yilgarn, with travel and other costs associated with any onsite visits if required or requested to be covered by the Council being visited; and 2. The Shire of Bruce Rock be given the opportunity to participate in any future records management projects should they be considered following the conclusion of the IAE’s review of record keeping policies across the Shires of Kellerberrin, Merredin, Westonia and Yilgarn.

Executive Officer’s Report:

Following its review of the Western Australia’s Auditor General report on the topic of records management in Local Government, the WEROC Executive resolved as shown when it met on Wednesday 29 May 2019:

RESOLUTION: Moved: Greg Powell Seconded: Jamie Criddle That the WEROC Executive recommend to the WEROC Council that WEROC seek quotations from suitably qualified records management consultants to undertake a review of Member Councils’ recordkeeping policies and procedures to ensure they adequately support their respective Record Keeping Policies. CARRIED

WEROC Council approved this recommendation at a meeting held Wednesday 26 June 2019.

A request for quotation (RFQ) for quotation was prepared as per the resolution and sent to the following organisations:

▪ Compu-Stor (contact details provided by the Shire of Yilgarn); ▪ Information Enterprises Australia Pty Ltd (the Executive Officer has worked with Information Enterprises Australia Pty Ltd on similar projects to the one currently being undertaken by WEROC); and ▪ Kim Boulter (contact details provided by the Shire of Kellerberrin).

The closing date for submissions was Friday 23 August 2019.

A report on the work undertaken to date in appointing a consultant was provided to the WEROC Council when it met on Tuesday 27 August 2019, with WEROC Council resolving as shown below:

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RESOLUTION: Moved: Cr Forsyth Seconded: Cr Day That the WEROC Executive be given delegated authority to finalise the appointment of a qualified records management consultant to undertake a review of Member Councils’ recordkeeping policies and procedures to ensure they adequately support their respective Record Keeping Policies. CARRIED

Darren Mollenoyux also advised the meeting advised that the Shire of Bruce Rock would not be part of the record management project.

On Thursday 5 September 2019 the Executive Officer emailed all members of the WEROC Executive in relating to progressing the appointment of a consultant to undertake the records management review, with the email detailed below.

Hello everyone

At the WEROC Council Meeting held Tuesday 27 August 2019 it was resolved as follows with respect to progressing a review of Member Councils’ records management policies:

RESOLUTION: Moved: Cr Forsyth Seconded: Cr Day That the WEROC Executive be given delegated authority to finalise the appointment of a qualified records management consultant to undertake a review of Member Councils’ recordkeeping policies and procedures to ensure they adequately support their respective Record Keeping Policies. CARRIED

Notwithstanding the above decision, the Shire of Bruce Rock advised that it would not be part of the record management project.

As you are all aware, a request for quotation (RFQ) was requested from three (3) organisations:

1. Compu-Stor (contact details provided by the Shire of Yilgarn); 2. Information Enterprises Australia Pty Ltd (the Executive Officer has worked with Information Enterprises Australia Pty Ltd on similar projects to the one currently being undertaken by WEROC); and 3. Kim Boulter (contact details provided by the Shire of Kellerberrin).

A copy of the RFQ, whilst previously provided to Member Councils, forms an attachment to my email.

Please note these costings should be treated as commercial in confidence documents and not distributed beyond the WEROC membership.

All 3 organisations indicated they would submit a costing.

Only Compu-Stor and Information Enterprises Australia Pty Ltd (IEA) responded to WEROC’s RFQ by the closing date for lodgement – Friday 23 August 2019.

Only IEA provided evidence that it carries appropriate levels of Professional Indemnity and Public Liability Insurances as requested in the RFQ.

Copies of IEA’s certificates of insurance will be provided upon request.

Both Compu-Stor and IEA provided capacity statements within their proposals which demonstrated their ability to undertake the work required by WEROC’s Member Councils.

Comment on each of the proposals submitted is provided below.

Page 5 of Compu-Stor’s proposal details the methodology it will use to undertake the record review at each Member Council. The proposal includes site visits.

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Page 7 of the costing details the timeframe over which the review will be completed.

Pages 8 and 9 of the proposal detail the costing developed by Compu-Stor to undertake the work requested, with “consulting services” calculated to cost $17,595.00 (GST excl). An estimate for travel and accommodation has been set at $5,950.00.

IEA has provided WEROC with two (2) costing options, being covered in pages 5-10 of its proposal. The proposal provides a detailed explanation for both Options 1 and 2.

The methodology for the review remains essentially the same across both options, the difference in Option 2 is that onsite visits have been included to all Member Councils, whereas in Option 1 onsite visits will occur only if they are deemed necessary by the project’s Senior Consultant and agreed to by the Member Council.

The cost to WEROC should Option 1 be accepted would be $21,240.00 (excl GST).

IEA has noted that an additional 6 hours of consulting costs at $180.00 ex GST per hour ($1,080.00 ex GST) should be placed in the project budget for each Member Council, should the findings of Phase 3a identify that the Senior Consultant needs to complete an onsite visit.

The following travel and accommodation costs will also apply to Option 1 should a visit(s) be required to a Member Council, with:

▪ Mileage charged at 68 cents per kilometre as per ATO directive; ▪ Accommodation and meal costs of $237.60 per day as per ATO Tax Determination TD 2019/11; and ▪ Travel time @ $90.00 per hour (excl GST).

Option 2 includes onsite visits to all Member Councils. This option allows for onsite visits to all Member Councils over a 3 – 4 day period.

The visits will occur after a review of all documentation provided by Member Councils has been completed.

The cost to WEROC should Option 2 be accepted would be $22,680.00 (excl GST) for the conduct of the review and preparation of the report.

The following travel and accommodation costs will apply to Option 2, with:

▪ Mileage charged at 68 cents per kilometre as per ATO directive - estimated 826 Km @ .68 cents per km is $561.68 ex GST; ▪ Accommodation and meal costs of $237.60 per day as per ATO Tax Determination TD 2019/11 - estimated 5 days is $1,188.00; and ▪ Travel time @ $90.00 per hour (excl GST) - estimated 10.50 hours is $945.00 (ex GST).

Adding both cost components, the total cost to WEROC should Option 2 be accepted would be $25,374.58 (excl GST).

IEA has noted in its proposal that where it is not possible to schedule all site visits into one trip then additional costs will be applied, based on the rates provided at 3.2.1 Estimated Costings For Option 2.

The costings provided by IEA are far more detailed than those provided by Compu-Stor, with both options extensively detailing the work to be undertaken and the timeframes over which the work will be undertaken. IEA’s costings clearly articulate what the deliverables are and how the outcomes will be achieved.

The proposal also highlights the additional costs that may be necessary as preliminary results from the review become known.

In terms of Local Government experience, IEA demonstrated greater evidence of working within the Local Government sector. Importantly from WEROC’s perspective, a considerable amount of this work has been with small Councils outside the metropolitan area (refer to pages 12 and 13 of IEA’s proposal).

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Compu-Stor’s proposal notes that it has experience in “Government” but does not list any specific examples of project work within the Local Government sector.

Whilst IEA’s costing for Option 1 is more expensive than the costing provided by Compu-Stor the Executive Officer believes that this proposal should be further investigated by WEROC as it more clearly defines the work to be undertaken, how this work will be carried out and the timeframe over which the work will be conducted. Given that much of the information to be reviewed is available electronically, there is no specific reason for site visits to be undertaken. Similarly, the conduct of telephone interviews also negates the need for travel.

Onsite visits would only be required should an issue or area of non-compliance need further investigation.

IEA also has more clearly identified the experience it has within the Local Government sector and more particularly its experience with small Councils outside the metropolitan area.

In addition to choosing a consultant, WEROC must also consider how the project is to be funded. When the Executive Officer presented the recommendation to Member Councils that a review of record keeping policies be undertaken it was done with a view to WEROC’s project funds providing the funds for the work to be undertaken, in much the same way as the assets review by Accingo is being funded by WEROC.

With the Shire of Bruce Rock advising that it did not wish to participate in the records keeping review project this matter must be resolved by WEROC Council.

The Executive Officer believes that at least a portion of the project’s cost should be met by WEROC.

Additionally, whatever consultant is chosen, there will be a need to discuss with the successful consultant whether or not there will be any changes to the costings associated with the conduct of the review itself given that there will only be four Councils participating in the project.

On the basis of the above information the following recommendation is presented for consideration by way of flying email.

RECOMMENDATION:

That:

1. Subject to further discussions with Information Enterprises Australia Pty Ltd around costings for the review to include only four of WEROC’s five Member Councils, Information Enterprises Australia Pty Ltd be engaged to undertake a review of WEROC Member Councils’ record keeping polices using the methodology “Option 1” as detailed within the proposal provided by Information Enterprises Australia Pty Ltd; and 2. The WEROC Executive give consideration at the Executive Meeting to be held Wednesday 25 September 2019 as to how the project will be funded, with a recommendation prepared for consideration by the WEROC Council by way of flying email in order that work on the review of participating Member Councils records management policies can commence as soon as possible.

If you could please have your responses to me no later than close of business on Wednesday 11 September 2019 that would be greatly appreciated as this will allow a report (with accompanying recommendations to allow the project to be funded) to be prepared for WEROC Council’s consideration as proposed in Part 2 of the above recommendation.

Should you have any questions regarding the proposal provided by either Compu-Stor or IEA please call/email me.

Take care

HW

With the WEROC Executive in favour of appointing Information Enterprises Australia Pty Ltd (IEA) the Executive Officer advised IEA of WEROC’s decision. The Executive Officer also advised Compu-Stor it was unsuccessful in gaining the contract.

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The WEROC Executive when it met on Wednesday 25 September 2019 considered how the project is to be funded, resolving as shown below:

RESOLUTION: Moved: Jamie Criddle Seconded: Greg Powell 1. That the decision made by flying email on Thursday 5 September 2019 and detailed below be endorsed by the WEROC Executive. That: a) Subject to further discussions with Information Enterprises Australia Pty Ltd around costings for the review to include only four of WEROC’s five Member Councils, Information Enterprises Australia Pty Ltd be engaged to undertake a review of WEROC Member Councils’ record keeping polices using the methodology “Option 1” as detailed within the proposal provided by Information Enterprises Australia Pty Ltd; and b) The WEROC Executive give consideration at the Executive Meeting to be held Wednesday 25 September 2019 as to how the project will be funded, with a recommendation prepared for consideration by the WEROC Council by way of flying email in order that work on the review of participating Member Councils records management policies can commence as soon as possible.

2. That the WEROC Executive recommend to the WEROC Council that: a) WEROC meet the costs associated with Enterprises Australia Pty Ltd undertaking the work detailed in Option 1 of its proposal to undertake a review of the record keeping policies for the Shires of Kellerberrin, Merredin, Westonia and Yilgarn, with travel and other costs associated with any onsite visits if required or requested to be covered by the Council being visited; and b) The Shire of Bruce Rock be given the opportunity to participate in any future records management projects should they be considered following the conclusion of the IAE’s review of record keeping policies across the Shires of Kellerberrin, Merredin, Westonia and Yilgarn. CARRIED

An email to effect Part 2 of the WEROC Executive resolution was prepared and sent to all members of WEROC Council on 10 October 2019. Approval from WEROC’s Member Councils for Part 2 of the Executive recommendation has been received.

To ensure a record of the above is retained, endorsement of the flying email is sought.

IEA has commenced work, with the Shires of Kellerberrin, Merredin, Westonia and Yilgarn all providing information as requested by IEA.

To date IEA has reviewed the Record Keeping Policies (RKP) and associated documents from all the four Shires, developing a further series of follow up questions to further aid in the review.

IEA has advised that the results obtained to date show that the areas of concern (risk) are in protection and storage of records, training, monitoring compliance i.e. are staff actually complying to the policies/procedures in place and review/reporting on the RKP.

Additional Executive Officer Comment:

The Executive Officer advised that a further series of questions had been sent participating Councils on 9 October 2019. IEA were looking to provide a first report to WEROC in late November.

Consultation: Nil

Financial Implications: As yet unknown

Voting Requirement: Simple Majority

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RESOLUTION: Moved: Mr Clarke Seconded: Mr Mollenoyux That the decision made by flying email on Thursday 10 October 2019 and detailed below be endorsed by the WEROC Council. That: 1. WEROC meet the costs associated with Enterprises Australia Pty Ltd undertaking the work detailed in Option 1 of its proposal to undertake a review of the record keeping policies for the Shires of Kellerberrin, Merredin, Westonia and Yilgarn, with travel and other costs associated with any onsite visits if required or requested to be covered by the Council being visited; and 2. The Shire of Bruce Rock be given the opportunity to participate in any future records management projects should they be considered following the conclusion of the IAE’s review of record keeping policies across the Shires of Kellerberrin, Merredin, Westonia and Yilgarn. CARRIED

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8.3 Public Consultation- Pesticides Regulation Review in Western Australia

File Reference: 013-2 Strategic and Future Planning 013-4 Intergovernmental Relations

Author: Helen Westcott, Executive Officer

Portfolio: Environment (Shire of Merredin) Advocacy (Shared Function)

Disclosure of Interest: Nil

Date: 10 October 2019

Attachments: WEROC’s submission on the Department of Health’s Discussion Paper “Managing public health risks with pesticides in Western Australia”

RECOMMENDATION:

That WEROC’s submission to the Department of Health, highlighting the potential difficulties small rural and remote local governments may face if the State Government as an outcome of its review of the Health (Pesticides) Regulations 2011, be endorsed.

Executive Officer’s Report:

As reported to WEROC Council at a meeting held Tuesday 27 August 2019, a review of the Health (Pesticides) Regulations 2011 is currently underway. Following a discussion of the review at that meeting WEROC Council resolved as shown below:

RESOLUTION: Moved: Cr Day Seconded: Cr Rajagopalan That WEROC: 1. Encourages Member Councils to complete the online survey developed by the Department of Health as part of its review of the Health (Pesticides) Regulations 2011; 2. Member Councils share the information provided in the online survey with WALGA as it works on a sector wide submission around the review of the Health (Pesticides) Regulations 2011; and 3. WEROC prepare a submission that highlights the potential difficulties small rural and remote local governments may face if Option C is adopted by the State Government as an outcome of its review of the Health (Pesticides) Regulations 2011. CARRIED

The Executive Officer prepared a submission as per the resolution.

Prior to its lodgement the submission was reviewed by the WEROC CEO.

A copy of the submission forms an attachment to the meeting agenda.

The submission is presented for endorsement.

Consultation: Nil

Financial Implications: Nil

Voting Requirement: Simple Majority

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RESOLUTION: Moved: Mr Mollenoyux Seconded: Mr Clarke That WEROC’s submission to the Department of Health, highlighting the potential difficulties small rural and remote local governments may face if the State Government as an outcome of its review of the Health (Pesticides) Regulations 2011, be endorsed. CARRIED

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8.4 Ongoing Development of the WEROC App and Website

File Reference: 013-2 Strategic and Future Planning 132-1 WEROC Tourism 132-3 Central Wheatbelt Visitor Centre 135-5 Economic Sustainability

Author: Helen Westcott, Executive Officer

Portfolio: Shared Function (Economic Development currently through Wheatbelt Communities Inc)

Disclosure of Interest: No interest to disclose

Date: 21 October 2019

Attachments: Nil

RECOMMENDATION:

That WEROC: 1. Terminate its contract with go2GUIDES; and 2. Examine alternative ways to manage the WEROC website.

Executive Officer’s Report:

The ongoing development of the WEROC App and website was considered at the WEROC Council Meeting held in Kellerberrin on Tuesday 27 August 2019, at which time it was resolved as follows:

RESOLUTION: Moved: Cr Hooper Seconded: Cr Rajagopalan That prior to the Executive Officer applying for funding for further work on either the WEROC App or website: 1. The WEROC Executive determine what areas should be targeted, with a report and recommendation to be presented at the WEROC Council Meeting scheduled to be held Wednesday 30 October 2019; and 2. Any applications for funding be based only upon decisions arising from WEROC Council’s consideration at the meeting scheduled for Wednesday 30 October 2019. CARRIED 6/4

The future of both the WEROC App and website were considered by the WEROC Executive when it met on Wednesday 25 September 2019, with the meeting resolving as shown below:

RESOLUTION: Moved: Jamie Criddle Seconded: Raymond Griffiths That the WEROC Executive recommend to the WEROC Council that: 1. WEROC terminate its contract with go2GUIDES; and 2. WEROC examine alternative ways to manage the WEROC website. CARRIED

Member Councils need to consider alternative ways in which the WEROC website can be managed.

Additional Executive Officer Comment:

The Executive Officer advised that, following discussions with go2GUIDES regarding the future of the WEROC App and website, go2GUIDES had submitted a proposal that would see WEROC and go2GUIDES share any revenue generated from the WEROC App.

Information on the proposal was circulated ahead of the meeting, with copies available to Member Councils at the meeting.

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Copies of the information provided by go2GUIDES also form attachments to the minutes from the meeting.

Consultation: Nil

Financial Implications: As yet unknown

Voting Requirement: Simple Majority

RESOLUTION: Moved: Mr Mollenoyux Seconded: Cr Forsyth That WEROC: 1. Terminate its contract with go2GUIDES and in doing so seek clarification on ownership for both the WEROC App and website (including content and intellectual property); and 2. Seek quotations from suitably qualified organisations for the further development and management of the WEROC website. CARRIED

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8.5 Proposed alternative to the CA07 Restricted Access Vehicle Operating Condition

File Reference: 013-2 Strategic and Future Planning

Author: Helen Westcott, Executive Officer

Portfolio: Social (Kellerberrin) and Environment (Merredin) Shared Function (Advocacy)

Disclosure of Interest: Nil

Date: 17 October 2019

Attachments: Nil

RECOMMENDATION:

That WEROC take no further action on the issue of CA07 and restricted access vehicle operating condition.

Executive Officer’s Report:

At the WEROC Executive Meeting held Wednesday 25 September 2019 the Shire of Westonia raised the matter of the email received from Main Roads WA on Monday 23 September 2019 regarding the removal of CA07 condition. It was agreed that in light of the email received just prior to the WEROC Executive Meeting from Nick Sloan, CEO WALGA, that the matter be left for further review at the WEROC Council Meeting scheduled for Wednesday 30 October 2019.

The Executive Officer has recently been advised that the matter is now to be considered at the next meeting of the Great Eastern Country Zone scheduled to be held Thursday 28 November 2019.

Unless the meeting determines otherwise the Executive Officer recommends that WEROC take no further action on the issue of CA07 and restricted access vehicle operating condition, with the matter being left with WALGA and the Great Eastern Country Zone to resolve.

Consultation: Nil

Financial Implications: Nil

Voting Requirement: Simple Majority

RESOLUTION: Moved: Mr Griffiths Seconded: Mr Mollenoyux That WEROC take no further action on the issue of CA07 and restricted access vehicle operating condition. CARRIED

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8.6 Wheatbelt Medical Students Immersion Project (WMSIP)

File Reference: 013-2 Strategic and Future Planning

Author: Helen Westcott, Executive Officer

Portfolio: Social (Kellerberrin) and Environment (Merredin) Shared Function (Advocacy)

Disclosure of Interest: Nil

Date: 21 October 2019

Attachments: Actions Notes from a Wheatbelt Medical Students Immersion Project Meeting held Thursday 26 September 2019 Draft 2020 Wheatbelt Medical Students Immersion Project Budget 2020 Student and Academic/Administration Staff Allocations

RECOMMENDATION:

That the Executive Officer’s report be received.

Executive Officer’s Report:

At the WEROC Executive Meeting held Wednesday 13 April 2016 the Shire of Kellerberrin raised the issue of the cessation of visits to the Wheatbelt by first year medical students from the University of Notre Dame Australia’s Fremantle Campus. At that time the Executive resolved as shown below:

RESOLUTION: Moved: Raymond Griffiths Seconded: Greg Powell That the Executive Officer prepare a report on the cessation of visits to the Wheatbelt by first year medical students from the University of Notre Dame Australia’s Fremantle Campus. CARRIED

Following considerable effort, the program was introduced across all of WEROC’s communities in March 2018, with medical students from Notre Dame and Curtin Universities participating in what has become known as the “Wheatbelt Medical Student Immersion Program” (WMSIP).

Agencies involved in re-establishing the WMSIP include:

▪ Rural Health West; ▪ WA Primary Health Network (WAPHA); ▪ Notre Dame University Australia; ▪ Curtin University; and ▪ WEROC.

A second group of students visited the region during the week commencing Monday 12 March 2019.

The Executive Officer attended a meeting of the WMSIP Planning Group on Thursday 26 September 2019, with a copy of the action sheet prepared following the meeting forming an attachment to the meeting agenda.

At the WEROC Council Meeting held Tuesday 27 August 2019 the Executive Officer advised that the 2020 visit by students from both Curtin and Notre Dame would commence on Monday 9 March 2019 and conclude on Friday 13 March 2020. Unfortunately, the visit will not commence until Tuesday 10 March because academic commitments for the Notre Dame students prevent them leaving Perth on Monday.

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A draft budget for 2020 was tabled at the Planning Group meeting. A copy forms an attachment to the meeting agenda and is presented for Member Councils information only.

A billet matrix has also been prepared for the 2020 visits program, a copy which forms an attachment to the meeting agenda.

At the WEROC Executive Meeting held Wednesday 25 September 2019 the Shire of Kellerberrin advised that at a recent Local Emergency Management Committee Meeting it had been suggested that students coming out to Kellerberrin as part of the WMSIP in 2020 could participate in a training exercise. The participation in such an activity would see the students as casualties in any exercise planned and could be seen as their community activity for the time in Kellerberrin.

The meeting agreed that this was an idea that should be pursued, with the Executive Officer asked to raise the matter at the next meeting of the WMSIP Planning Group. The matter was raised as requested.

Whilst both Curtin Notre Dame and Curtin have requested further information on what would be required, they have given in principle support to the students helping out. A provision of them helping in the exercise would be that they are casualties and not doctors, nurses etc.

An email explaining the above was sent to the WEROC Executive on 27 September. The Executive Officer believes it would be helpful in progressing this matter if Member Councils could provide further information as to how they see the students participating in any training exercise that might be arranged to coincide with the 2020 visit.

The WMSIP Planning Group’s next meeting is scheduled for Thursday 7 November 2019.

A team building exercise for academic and administrative staff is also being planned for December. The Executive Officer attended a similar activity in December last year.

Additional Meeting Comment:

Member Councils expressed concern that with the shortening of the visit from 5 to 4 days could mean that the time in which the students will have with their host families will be reduced still further if there are delays in arrival and departure time for the return trip to Perth had to be brought forward.

The Executive Officer undertook to raise this concern at the next Planning Group meeting.

She also advised that the team building exercise would be held on Monday 2 December 2019.

Consultation: Nil

Financial Implications: As yet unknown

Voting Requirement: Simple Majority

RESOLUTION: Moved: Cr Forsyth Seconded: Mr Mollenoyux That the Executive Officer’s report be received. CARRIED

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9. EMERGING ISSUES

9.1 Public Consultation - Managing Housing Health Risks in Western Australia (Attachment)

As Member Councils are aware, with the introduction of the Public Health Act 2016, the State Government is reviewing all regulations from the previous Health Act 1911.

As part of this review process, the Department of Health (the Department) recently released a discussion paper entitled “Managing Housing Health Risks in WA”. The purpose of the discussion is to seek comment on the following pieces of legislation:

▪ Health (Miscellaneous Provisions) Act 1911 Part V, Division 1 (Houses unfit for occupation); ▪ Health (Laundries and Bathrooms) Regulations 1971, and ▪ Sewerage (Lighting, Ventilation and Construction) Regulations 1971.

As with its discussion paper on a review of pesticides regulations the Department is looking to ensure that these regulations are contemporary and in keeping with the new Act. In doing this it provides three options how to manage these housing risks to health into the future, and the discussion paper details the options of:

▪ option A retaining the status quo; ▪ option B repealing the regulations without replacement, and ▪ option C developing new regulations.

A copy of the discussion paper can also be accessed by following the link shown below:

https://consultation.health.wa.gov.au/environmental-health-directorate/housing- survey/supporting_documents/Attachment%20A%20%20Housing%20discussion%20paper_Final.pdf

A copy of the discussion papers also forms an attachment to the meeting agenda.

Councils can also provide comment by responding to a survey developed by the Department. The survey can be accessed by following the link shown below:

https://consultation.health.wa.gov.au/environmental-health-directorate/housing-survey/

WALGA is preparing a sector wide submission and has requested comment from Councils by Friday 29 November 2019 to assist in developing a representative submission.

The Executive Officer has scanned the discussion paper and can see no obvious problems for Member Councils. She however has listed the matter for discussion to:

1. Raise awareness of the review that is now underway; and 2. Determine whether WEROC would like the issue reviewed as was done for the review of the pesticides regulations (refer to Agenda Item 7.3), noting that written submissions must be lodged by 5.00pm (WST) on Thursday 12 December 2019.

Noted

9.2 2020-21 Federal Budget Submissions

In a recent Australian Local Government Association (ALGA) Newsletter, notice was given of the Commonwealth Government’s announcement regarding priorities for the 2020-21 Budget.

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The Commonwealth Treasury is inviting submissions from Councils for their views on what should be considered priorities in the 2020-21 Federal Budget.

ALGA will be putting forward a submission based on the key priorities it advocated for during the recent federal election, with its highest priority issue being an increase in Financial Assistance Grants. It will also highlight that the local government sector is willing and able to deliver projects on the ground as part of any stimulus package that may be released.

The pre-budget submission process for the 2020-21 Budget closes on 20 December 2019.

More information can be found by following the link shown below:

https://alga.asn.au/2020-21-federal-budget-submissions/

During the last Federal election campaign WEROC wrote to all Western Australia’s Federal representatives on the key issues identified by ALGA.

The Executive Officer seeks directions from Member Councils as to whether it wishes to continue this advocacy by making a submission to Treasury.

Noted

9.3 Departmental Circular 9 2019 – Consultation of Proposed Code of Conduct and CEO Standards

Raymond Griffiths raised the issue of CEO selection and standards for CEOs, noting that both WALGA and LGPro were working on the issue.

It was agreed that this matter was best left with WALGA and LGPro.

9.4 Cost of Local Government Elections

Raymond Griffiths raised the issue of the high cost of conducting an in-person election, particularly with the requirement to hold the election on a Saturday. Given the ability to make use of early voting arrangements he believed the need to have a polling booth available on Saturday is outdated and costly.

Cr Strange suggested that the matter be raised at a meeting of the Great Eastern Country Zone.

Noted

9.5 SuperNet Project

Cr Strange raised the topic of internet speeds and the work being done by CBH through the SuperNet Project. Key partners in the project include the CBH Group and Arc Infrastructure.

The project’s aim is to facilitate fast broadband across the grain regions of the State by building a “backhaul” network that includes 4,000 km of optic fibre cable laid primarily in the rail easements and allowing “last mile providers” (retailers) to access wholesale prices at a cheaper rate than they are currently paying.

Cr Strange expressed concern that current technology is not doing what it should and whilst a project such as SuperNet will help it is still possible that the Wheatbelt will continue to struggle with digital connectivity. He noted that the question that needs discussion is “what technology do we need now and what will be required into the future”?

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Noted

10. OTHER MATTERS

Nil

11. FUTURE MEETINGS

WEROC Council Thursday 28 November 2019 (Shire of Shire of Merredin) WEROC Executive TBA

12. CLOSURE

There being no further business the Chair closed the meeting at 11.45am

DECLARATION

These minutes were confirmed by the WE-ROC Council at the meeting held Thursday 28 November 2019

Signed ______Person presiding at the meeting at which these minutes were confirmed

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Ordinary Council Meeting Agenda 21st November 2019 Page | 5 8. DECLARATION OF INTEREST In accordance with Section 5.65 of the Local Government Act 1995 the following disclosures of Financial interest were made at the Council meeting held on 21st November 2019.

Name/Position Item No./Subject Nature of interest Extent of Interest In accordance with Section 5.65 of the Local Government Act 1995 the following disclosures of Closely Association Person And Impartiality interest were made at the Council meeting held on 21st November 2019.

Name/Position Item No./Subject Nature of interest Extent of Interest

In accordance with Section 5.60B and 5.65 of the Local Government Act 1995 the following disclosures of Proximity .interest were made at the Council meeting held on 21st November 2019.

Name/Position Item No./Subject Nature of interest Extent of Interest

Ordinary Council Meeting Agenda 21st November 2019 Page | 6 9. MATTERS REQUIRING A COUNCIL DECISION

9.1. GOVERNANCE, ADMINISTRATION AND FINANCIAL SERVICES 9.1.1 ACCOUNTS FOR PAYMENT

Responsible Officer: Jamie Criddle, CEO Author: Kay Geier, Senior Finance Officer File Reference: F1.3.3 Monthly Financial Statements Disclosure of Interest: Nil Attachments: Attachment 9.1.1 List of Accounts Signature: Officer CEO

Purpose of the Report

☐ Executive Decision ☒ Legislative Requirement

Background

This information is provided to Council on a monthly basis in accordance with provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996. A Local Government is to develop procedures for the authorisation of, and payment of, accounts to ensure that there is effective security for, which money or other benefits may be obtained.

Comment

Attached is a copy of Accounts for Payment for the month of October 2019. The credit card statements currently show: -

CEO October 2019 $1,641.28 associated with the purchase of Activ8inet Housing & Office, Fuel, Email Exchange Platform, Hessian Bags Farming Scene Museum, RLSSWA Uniforms & Blinds for Gym

Works Supervisor October 2019 $746.84 associated with the purchase StoneStar Licence & Inspection, Council Chambers Refreshments, Synthetic Turd & ADH Tape.

Statutory Environment

Local Government (Financial Management) Regulations 1996 Regulations 12 & 13 requires the list of accounts to be presented to Council. Payments are made by staff under delegated authority from the CEO and Council.

Policy Implications

Council does not have a policy in relation to payment of accounts.

Strategic Implications

Accounts for payment are presented to Council in the interests of accountability and provide information on Council expenditure.

Financial Implications

Expenditure in accordance with the 2019/2020 Annual Budget. Ordinary Council Meeting Agenda 21st November 2019 Page | 7

Voting Requirements

☒ Simple Majority ☐ Absolute Majority

OFFICER RECOMMENDATIONS

That October 2019 accounts submitted to today’s meeting on Municipal vouchers numbered from 3800 to 3808, and D/Debits from EFT3893 to EFT3967 Inclusive of Department for Planning and Infrastructure / Creditor and Bank Fees Directly Debited and Visa Card Payments) totalling $463,852.21 be passed for payment.

Attachment 9.1.1

Shire of Westonia

Accounts for Payment for period ending 31st October 2019

List of Accounts Due & Submitted to Council Octoberr 2019

Chq/EFT Date Name Description Amount Bank Type B/S 01/10/2019 FEE - BANK FEES BANK FEES -696.26 1 FEE B/S 01/10/2019 WESTNET - INTERNET PROVIDER FEE INTERNET PROVIDER FEE -66.00 1 FEE EFT3893 07/10/2019 Winc Australia Pty Ltd 2020 diaries -39.91 1 CSH EFT3894 07/10/2019 Copier Support Meter read for CRC -395.58 1 CSH EFT3895 07/10/2019 Wheatbelt Country Supplies SP Grease Gun -124.00 1 CSH EFT3896 07/10/2019 Ron Bateman & Co Cutting Discs, Flexigun cartridge, power point -277.14 1 CSH EFT3897 07/10/2019 Tyreright Merredin Puncture repair, strip & fit grader tyre and vulc glue -385.00 1 CSH EFT3898 07/10/2019 Bunnings Group Ltd Various plants, tubs and wire rope and grips -220.02 1 CSH EFT3899 07/10/2019 Signs Etc Various Clothing -206.53 1 CSH EFT3900 07/10/2019 Chris Mitchell Earthworks & Landscaping Supplies 40m3 and 18.5m3 truckload of Red Chips -6400.00 1 CSH EFT3901 07/10/2019 New Town Toyota Toyota Pardo -551.43 1 CSH EFT3902 07/10/2019 Mineral Crushing Services (WA) Pty Ltd Cracker Dust -1254.00 1 CSH EFT3903 08/10/2019 Trailer Stone Star Pty Ltd Plant Water Cart -80400.00 1 CSH 3800 09/10/2019 TELSTRA CORPORATION LIMITED Pool, Office, CEO res, Works res. -698.83 1 CSH 3801 09/10/2019 Aquatic Services WA P/l Supply and Install Recirc Pump -4925.80 1 CSH DD2536.1 09/10/2019 Bankwest Corporate Mastercard Credit Card Purchases -5042.60 1 CSH EFT3904 09/10/2019 Winc Australia Pty Ltd Scotch magic Tape -101.48 1 CSH EFT3906 09/10/2019 Merredin Rural 6 x packs steel fence droppers -552.02 1 CSH EFT3907 09/10/2019 Department of Fire & Emergency ESL Levy -1008.00 1 CSH EFT3908 09/10/2019 Champ Pty Ltd Library Management System Lmsi Subscription -1518.00 1 CSH EFT3909 09/10/2019 WEROC General Subscription -13200.00 1 CSH EFT3910 09/10/2019 Reece Australia Pty Ltd R/Bird rotor sprinklers x 12 -861.92 1 CSH EFT3911 09/10/2019 Mech Tech Diesel Services Pty Ltd Repair Air bag fault, Engine & fuel fault and services -7872.58 1 CSH EFT3912 09/10/2019 Aflex Technology (NZ) Ltd 1 Ball and 2 Mini Poly Rings & freight -1280.40 1 CSH EFT3913 09/10/2019 Ramsay Construction Pty Ltd health officer Services & Building Surveyor Services -1408.00 1 CSH EFT3914 09/10/2019 Local Govenrment Professionals Australia WA Annual State conference CEO & MCS -2980.00 1 CSH EFT3915 09/10/2019 Ancor Electrical Disconnect and reconnect pump -99.00 1 CSH EFT3917 09/10/2019 Lenip P/l Ta Asphalt In A Bag 2 bags 20kg Asphalt -3437.50 1 CSH EFT3918 09/10/2019 Betta Roads Pty Ltd 40 x Polycom 2 kg Bottles -25080.00 1 CSH BPAY 09/10/2019 ATO BAS September 2019 -18817.00 1 CSH EFT3919 10/10/2019 Ron Bateman & Co Arc welding Rods -68.64 1 CSH EFT3920 10/10/2019 Dylan Copeland NRM Provisions -2552.00 1 CSH EFT3921 10/10/2019 Department Of Planning, Lands & Heritage Application for Approval of Amalgamation of Scheelite Street -4812.00 1 CSH PAYROLL 13/10/2019 PAYROLL Payroll Liability FE 13/10/19 -26437.60 1 CSH PAYROLL 13/10/2019 SOC CLUB Payroll Liability FE 13/10/19 -80.00 1 CSH PAYROLL 13/10/2019 PAYROLL Payroll Liability FE 13/10/19 -2783.00 1 CSH DD2556.2 13/10/2019 WASUPER Payroll deductions -274.64 1 CSH DD2557.1 13/10/2019 WASUPER Payroll deductions 1823.41 1 CSH DD2558.1 13/10/2019 WASUPER Payroll deductions -6390.94 1 CSH DD2558.2 13/10/2019 BT Panorama Super Superannuation contributions -95.59 1 CSH DD2558.3 13/10/2019 MLC Masterkey Superannuation contributions -208.89 1 CSH DD2558.4 13/10/2019 Sunsuper Superannuation contributions -100.22 1 CSH DD2558.5 13/10/2019 Amp Flexible Lifetime Super Superannuation contributions -177.70 1 CSH B/S 15/10/2019 TPORT - DEPT TRANSPORT LICENSING DEPT TRANSPORT LICENSING -4026.90 1 FEE 3802 16/10/2019 Water Corporation Various standpipes -11821.76 1 CSH 3803 16/10/2019 TELSTRA CORPORATION LIMITED Various telephone usage shire office -188.00 1 CSH 3804 16/10/2019 Synergy Streetlights -621.02 1 CSH 3805 16/10/2019 Cory Warren Housing Bound reimbursement -720.00 1 CSH EFT3922 16/10/2019 Landgate rural UV's Chargeable -314.20 1 CSH EFT3923 16/10/2019 Toll Ipec Book Exchange, Parts freight -88.55 1 CSH EFT3924 16/10/2019 Two Dogs Home Hardware Friskar Pruners -53.98 1 CSH EFT3925 16/10/2019 Carrabin Roadhouse (Rythdale P/L) Meals & Beverages -649.50 1 CSH EFT3926 16/10/2019 BOC LImited Indust oxygen E2, disolved oxygen -486.17 1 CSH EFT3927 16/10/2019 Hutton and Northey Sales 2x engine Oil filters -28.16 1 CSH EFT3928 16/10/2019 Merredin Refrigeration & Air Conditioning repairs to 2 door fridge @ Stadium -708.30 1 CSH EFT3929 16/10/2019 JR & A Hersey Pty Ltd Ear muffs, brow guard, CL visor -216.35 1 CSH EFT3930 16/10/2019 LGISWA Various insurance properties -40417.72 1 CSH EFT3931 16/10/2019 Great Southern Fuel Supplies 3 ctns grease cartridges -330.26 1 CSH EFT3932 16/10/2019 Westonia Co - operative Various purchases -1537.33 1 CSH EFT3933 16/10/2019 Fleet Partners Packages novated lease 208841 -2146.41 1 CSH EFT3934 16/10/2019 Australia Post Large letter -20.45 1 CSH EFT3935 16/10/2019 Elite Gym Hire Life fitness summit belt, bike pedals, labour -301.40 1 CSH EFT3936 16/10/2019 Cockburn Cement Ltd 1x Pallet Rapid Set Cement -349.80 1 CSH 3806 23/10/2019 Water Corporation Various water ac's -10149.76 1 CSH 3807 23/10/2019 Wirtgen Group Replace Windscreen in Hamm Roller -3833.02 1 CSH EFT3937 23/10/2019 Ron Bateman & Co Brass fittings, hydralic hoses and mower blades -244.86 1 CSH EFT3938 23/10/2019 Merredin Rural Steel fence droppers and Fusilade Forte -1308.74 1 CSH EFT3939 23/10/2019 Bunnings Group Ltd Plants, Fertilisers & insecticides -150.92 1 CSH EFT3940 23/10/2019 IT Vision Synergy Soft Mapping -3632.48 1 CSH EFT3941 23/10/2019 Liberty Oil rural Pty Ltd 11900 lts of diesel -16062.62 1 CSH EFT3942 23/10/2019 Damlier Trucks Perth Various repairs to Freightliner -3771.10 1 CSH EFT3943 23/10/2019 Edna May Operations Pty Ltd Ramelius Resources Ltd Rates refund for assessment A633 LOT 162 RURAL -361.87 1 CSH EFT3944 23/10/2019 Ancor Electrical Install floodlights and powerpoints -810.70 1 CSH EFT3945 23/10/2019 BOYA Equipment Collar for cutting deck & freight -200.55 1 CSH EFT3946 23/10/2019 One Music Australia Performing Arts Licence for Complex 1/7/19 - 30/6/20 -350.00 1 CSH

EFT3947 23/10/2019 DG and RJ Perrin Install Battery Isolators -1423.65 1 CSH EFT3948 23/10/2019 Rural Press Pty Limited Advert in the 2019 Wheatbelt Directory -675.00 1 CSH EFT3949 24/10/2019 Malcolm Nicoletti Purchase of Gravel -19800.00 1 CSH EFT3950 24/10/2019 Wessie Pty Ltd Push up Gravel at Mal Nicoletti's -19673.50 1 CSH B/S 25/10/2019 2VNET - MONTHLY MAINTENANCE FEE MONTHLY MAINTENANCE FEE -578.95 1 FEE PAYROLL 27/10/2019 PAYROLL Payroll Liability FE 27/10/19 -33578.44 1 CSH PAYROLL 27/10/2019 SOC CLUB Payroll Liability FE 27/10/19 -80.00 1 CSH DD2566.1 27/10/2019 WASUPER Payroll deductions -5719.18 1 CSH DD2566.2 27/10/2019 BT Panorama Super Payroll deductions -771.94 1 CSH DD2566.3 27/10/2019 MLC Masterkey Superannuation contributions -209.47 1 CSH DD2566.4 27/10/2019 Sunsuper Superannuation contributions -79.24 1 CSH DD2566.5 27/10/2019 Amp Flexible Lifetime Super Superannuation contributions -178.28 1 CSH 3808 29/10/2019 Cash Petty Cash Recoup -426.65 1 CSH EFT3951 29/10/2019 2V.NET IT Solutions Labour for installation and implementation of server, wild card SSL certificate re -12826.00 1 CSH EFT3952 29/10/2019 AVN Northam Pty Ltd trading as Merredin Toyota 20,000kmserver upgrades service CEO vehicle -455.07 1 CSH EFT3953 29/10/2019 Copier Support Meter read Canon iRADVC5560i 26/8/19 to 25/10/19 -913.92 1 CSH EFT3954 29/10/2019 Toll Ipec Freight - jason signs, Hersey, Sharp FX, general freight -109.68 1 CSH EFT3955 29/10/2019 Two Dogs Home Hardware Castor wheels, clamps, vent clips, white oil, pest oil, pressure sprayer -280.20 1 CSH EFT3956 29/10/2019 Hutton and Northey Sales 1x engine oil filter -65.11 1 CSH EFT3957 29/10/2019 Bunnings Group Ltd Various tek screws, dynamic lifter, shovels etc. -190.76 1 CSH EFT3958 29/10/2019 Jason Signmakers Macey Sign, Mobile stickers -320.98 1 CSH EFT3959 29/10/2019 Signs Etc 5x fluro shirts, Logo & name - Kathy Paust -254.38 1 CSH EFT3960 29/10/2019 Rural Water Council Of WA (Inc) Membership subscription 2018/2019 -300.00 1 CSH EFT3961 29/10/2019 Malcolm Nicoletti Hire of Truck & side tipper 4 days -17968.50 1 CSH EFT3962 29/10/2019 Great Southern Fuel Supplies Transmission oil -681.65 1 CSH EFT3963 29/10/2019 Australia's Golden Outback Shire editorial in 2020 Australia's Outback Holiday -1675.00 1 CSH EFT3964 29/10/2019 Great Eastern Country Zone of WALGA Subs Great Eastern Zone 2019/2020 -1925.00 1 CSH EFT3965 29/10/2019 Half Price Blinds Pty Ltd Roller Blinds for complex -315.66 1 CSH EFT3966 29/10/2019 Wilson (wa) Pty Ltd Mower Blades -377.96 1 CSH EFT3967 29/10/2019 LGIS golf tournament 2019 nomination fee -1640.00 1 CSH B/S 30/10/2019 TPORT - DEPT TRANSPORT LICENSING DEPT TRANSPORT LICENSING -3718.60 1 FEE BPAY 31/10/2019 ATO BAS October 2019 -8536.00 1 CSH B/S 31/10/2019 WESTNET - INTERNET PROVIDER FEE INTERNET PROVIDER FEE -66.00 1 FEE B/S 31/10/2019 FEE - BANK FEES BANK FEES -77.75 1 FEE -463852.21 The above list of accounts has been paid under delegation, by the Chief Executive Officer, since the previous list of accounts. Municipal vouchers numbered from 3800 to 3808, and D/Debits from EFT3893 to EFT967 Inclusive of Department for Planning and Infrastructure / Creditor and Bank Fees Directly Debited and Visa Card Payments) totalling $463,852.21 submitted to each member of the Council on Thursday 21st November 2019, have been checked and are fully supported by vouchers and duly certified invoices with checks being carried out as to prices, computations and costing.

CHIEF EXECUTIVE OFFICER Ordinary Council Meeting Agenda 21st November 2019 Page | 8 9.1.2 MONTHLY STATEMENT OF FINANCIAL ACTIVITY – OCTOBER 2019

Responsible Officer: Jamie Criddle, CEO Author: Jasmine Geier, Executive Support Officer File Reference: F1.3.3 Monthly Financial Statements Disclosure of Interest: Nil Attachments: Attachment 9.1.2 Monthly Statement of Financial Activity Signature: Officer CEO

Purpose of the Report

☐ Executive Decision ☒ Legislative Requirement

Background

This information is provided to Council on a monthly basis in accordance with provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996.

Comment

The Monthly Statement of Financial Activity for the period ending 31 October 2019 is attached for Councillor information, and consists of: 1. Summary of Bank Balances 2. Summary of Outstanding Debtors 3. Balance Sheet 4. Budget v Actuals Schedules

Statutory Environment

General Financial Management of Council Council 2019/2020 Budget Local Government (Financial Management) Regulation 34 1996 Local Government Act 1995 section 6.4

Policy Implications

Council is required annually to adopt a policy on what it considers to be material as far as variances that require to be reported for Council. Council policy is that the material variation be set at $10,000 and 15%.

Strategic Implications

The Monthly Statement of Financial Activity is a record of Council’s activities and financial performance during the reporting period.

Financial Implications

There is no direct financial implication in relation to this matter.

Voting Requirements

☒ Simple Majority ☐ Absolute Majority

Ordinary Council Meeting Agenda 21st November 2019 Page | 9

OFFICER RECOMMENDATIONS

That Council adopt the Monthly Financial Report for the period ending 31st October 2019 and note any material variances greater than $10,000 or 15%.

Attachment 9.1.2

Shire of Westonia

Monthly Statement of Financial Activity for period ending 31st October 2019

SHIRE OF WESTONIA

MONTHLY FINANCIAL REPORT (Containing the Statement of Financial Activity) For the Period Ended 31 October 2019

LOCAL GOVERNMENT ACT 1995 LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996

TABLE OF CONTENTS

Monthly Summary Information 2 - 3

Statement of Financial Activity by Program 4

Statement of Financial Activity By Nature or Type 5

Statement of Capital Acquisitions and Capital Funding 6

Note 1 Significant Accounting Policies 7 - 10

Note 2 Explanation of Material Variances 11

Note 3 Net Current Funding Position 12

Note 4 Cash and Investments 13

Note 5 Budget Amendments 14

Note 6 Receivables 15

Note 7 Cash Backed Reserves 16

Note 8 Capital Disposals 17

Note 9 Rating Information 18

Note 10 Information on Borrowings 19

Note 11 Grants and Contributions 20

Note 12 Trust 21

Note 13 Details of Capital Acquisitions 22 - 26 Shire of Westonia Information Summary For the Period Ended 31 October 2019

Key Information Report Purpose This report is prepared to meet the requirements of Local Government (Financial Management) Regulations 1996,

Overview Summary reports and graphical progressive graphs are provided on pages 2 - 3.

Statement of Financial Activity by reporting program Is presented on page 6 and shows a surplus as at 31 October 2019 of $1,874,311.

Items of Significance The material variance adopted by the Shire of Westonia for the 2019/20 year is $10,000 or 15% whichever is the

Capital Expenditue Infrastructure - Roads  -$ 19,073 0 Capital Revenue Grants, Subsidies and Contributions  ($14,652) 0 Proceeds from Disposal of Assets  $137,000 0

% Collected / Completed Annual Budget YTD Budget YTD Actual Significant Projects Buildings 15% $ 173,808 $ 12,912 $ 26,136 Furniture & Office Equip. 159% $ 15,000 $ 4,582 $ 23,910 Plant , Equip. & Vehicles 44% $ 587,840 $ 115,948 $ 255,723 Transport 30% $ 1,099,626 $ 314,071 $ 333,144

Grants, Subsidies and Contributions Operating Grants, Subsidies and Contributions 38% $ 857,267 $ 142,878 $ 322,120 Non-operating Grants, Subsidies and Contributions 42% $ 630,700 $ 105,426 $ 264,767 39% $ 1,487,967 $ 248,304 $ 586,887

Rates Levied 100% $ 1,047,341 $ 1,361,101 $ 1,047,716

% Compares current ytd actuals to annual budget

This Time Last Year Current Financial Position 31 Oct 2018 31 Oct 2019 Adjusted Net Current Assets 176% $ 1,594,439 $ 2,810,138 Cash and Equivalent - Unrestricted 164% $ 1,381,882 $ 2,272,438 Cash and Equivalent - Restricted 142% $ 618,719 $ 880,613 Receivables - Rates 113% $ 221,315 $ 250,122 Receivables - Other 408% $ 66,115 $ 269,909 Payables 304% $ 9,023 $ 27,462

% Compares current ytd actuals to prior year actuals at the same time Note: The Statements and accompanying notes are prepared based on all transactions recorded at the time of

Preparation Prepared by: Jasmine Geier

Reviewed by: Jamie Criddle

Date prepared:

2 Shire of Westonia Information Summary For the Period Ended 31 October 2019

Operating Revenue Operating Expenditure Other Revenue 1% Interest Loss on Earnings Fees and Disposal of Materials and 0% Charges Assets Employee Contracts 9% 0% Costs 21% Service 22% Charges Insurance 0% Expenses Operating Rates 9% 61% Grants, Other Depreciation on Subsidies and Expenditure Non-Current Utility 1% ContributionsProfit on Assets Charges 29%Disposal of 43% 4% Assets Interest 0% Expenses 0%

Budget Operating Revenues -v- Actual (Refer Note 2) Budget Operating Expenses -v- YTD Actual (Refer Note 2) 1,200 2,000

1,800 1,000 1,600

1,400 800

1,200

1,000 600 Amount $ $ Amount ( '000s)

Amount $ $ Amount ( '000s) 800 400 600 Budget 2019-20 400 Budget 2019-20 200 Actual 2019-20 200 Actual 2019-20

0 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Month ending Month ending

Budget Capital Revenue -v- Actual (Refer Note 2) Budget Capital Expenses -v- Actual (Refer Note 2) 400 450

350 Budget 2019-20 400 Budget 2019-20 Actual 2019-20 350 300 Actual 2019-20

300 250

250 200 200 Amount $ $ Amount ( '000s) 150 Amount $ $ Amount ( '000s) 150

100 100

50 50

0 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Month ending Month ending

This information is to be read in conjunction with the accompanying Financial Statements and Notes.

3 SHIRE OF WESTONIA STATEMENT OF FINANCIAL ACTIVITY (Statutory Reporting Program) For the Period Ended 31 October 2019

Var. % Amended Amended YTD YTD Var. $ (b)- Annual Budget Actual (b)-(a) (a)/(a) Var. Note Budget (a) (b) $ $ $ $ % Opening Funding Surplus(Deficit) 3 1,115,759 1,115,759 1,115,759 0 0%

Revenue from operating activities Governance 1,150 500 0 (500) (100%) General Purpose Funding - Rates 9 1,047,341 1,361,101 1,047,716 (313,385) (23%) General Purpose Funding - Other 657,167 367,182 180,159 (187,023) (51%)  Law, Order and Public Safety 42,400 24,516 13,995 (10,521) (43%)  Health 2,000 1,164 870 (294) (25%) Education and Welfare 8,750 2,852 5,091 2,239 79% Housing 171,280 75,400 71,874 (3,526) (5%) Community Amenities 10,300 3,389 8,250 4,861 143% Recreation and Culture 43,800 11,232 11,379 147 1% Transport 116,000 89,000 307,186 218,186 245%  Economic Services 89,092 32,948 34,220 1,272 4% Other Property and Services 103,500 82,028 42,359 (39,669) (48%)  2,292,780 2,051,312 1,723,099 Expenditure from operating activities Governance (330,116) (238,589) (137,662) 100,927 42%  General Purpose Funding (36,500) (23,574) (13,255) 10,319 44%  Law, Order and Public Safety (79,000) (40,606) (28,324) 12,282 30%  Health (34,290) (19,918) (10,272) 9,646 48%  Education and Welfare (38,000) (23,929) (13,061) 10,868 45%  Housing (158,946) (78,098) (43,843) 34,255 44%  Community Amenities (130,266) (43,432) (33,079) 10,353 24%  Recreation and Culture (738,398) (243,390) (253,854) (10,464) (4%) Transport (1,210,252) (400,938) (514,198) (113,260) (28%)  Economic Services (359,950) (120,356) (135,339) (14,983) (12%)  Other Property and Services (17,100) (22,348) 15,239 37,587 168%  (3,132,818) (1,255,178) (1,167,648) Operating activities excluded from budget Add back Depreciation 1,428,840 505,764 499,153 (6,611) (1%) Adjust (Profit)/Loss on Asset Disposal 8 303,347 101,112 3,326 (97,786) (97%)  Adjust Provisions and Accruals 0 0 0 0 Amount attributable to operating activities 892,149 1,403,010 1,057,930

Investing Activities Non-operating Grants, Subsidies and Contributions 11 665,555 221,852 207,200 (14,652) (7%)  Proceeds from Disposal of Assets 8 263,100 0 137,000 137,000  Land Held for Resale 0 0 0 0 Land and Buildings 13 173,808 (12,912) (26,136) (13,224) (102%)  Infrastructure Assets - Roads 13 1,099,626 (314,071) (333,144) (19,073) (6%)  Infrastructure Assets - Public Facilities 13 0 0 0 0 Infrastructure Assets - Footpaths 13 25,000 0 0 0 Infrastructure Assets - Drainage 13 0 0 0 0 Heritage Assets 13 0 0 0 0 Plant and Equipment 13 587,840 (115,948) (255,723) (139,775) (121%)  Furniture and Equipment 13 15,000 (4,582) (23,910) (19,328) (422%)  Amount attributable to investing activities 2,829,929 (225,661) (294,714)

Financing Actvities Proceeds from New Debentures 0 0 0 0 Proceeds from Advances 0 0 0 0 Self-Supporting Loan Principal 0 0 0 0 Transfer from Reserves 7 (380,000) 300,000 0 (300,000) (100%)  Advances to Community Groups 0 0 0 0 Repayment of Debentures 10 (75,808) (75,808) 0 75,808 100%  Transfer to Reserves 7 (1,098,200) (1,098,200) (4,664) 1,093,536 100%  Amount attributable to financing activities (1,554,008) (874,008) (4,664)

Closing Funding Surplus(Deficit) 3 3,283,829 1,419,100 1,874,311

Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold. Refer to Note 2 for an explanation of the reasons for the variance.

This statement is to be read in conjunction with the accompanying Financial Statements and notes.

4 SHIRE OF WESTONIA STATEMENT OF FINANCIAL ACTIVITY (By Nature or Type) For the Period Ended 31 October 2019

Amended Amended YTD YTD Var. $ Var. % Annual Budget Actual (b)-(a) (b)-(a)/(a) Var. Note Budget (a) (b) $ $ $ $ % Opening Funding Surplus (Deficit) 3 1,115,759 1,115,759 1,115,759 0 0%

Revenue from operating activities Rates 9 1,047,341 1,361,101 1,047,716 (313,385) (23%)  Operating Grants, Subsidies and Contributions 11 877,517 440,497 501,796 61,299 14%  Fees and Charges 289,930 114,892 147,551 32,659 28%  Service Charges 0 0 0 0 Interest Earnings 22,400 13,142 8,479 (4,663) (35%) Other Revenue 55,592 20,736 14,231 (6,505) (31%)  Profit on Disposal of Assets 8 303,347 101,112 3,326 2,292,780 2,051,480 1,723,099 Expenditure from operating activities Employee Costs (916,606) (310,195) (252,289) 57,906 19%  Materials and Contracts (474,161) (319,309) (249,176) 70,134 22%  Utility Charges (146,800) (48,890) (50,605) (1,715) (4%) Depreciation on Non-Current Assets (1,428,840) (505,764) (499,153) 6,611 1% Interest Expenses (4,201) (3,748) 0 3,748 100%  Insurance Expenses (103,587) (37,570) (104,327) (66,757) (178%)  Other Expenditure (58,623) (29,702) (12,100) 17,602 59%  Loss on Disposal of Assets 8 0 0 0 (3,132,818) (1,255,178) (1,167,649)

Operating activities excluded from budget Add back Depreciation 1,428,840 505,764 499,153 (6,611) (1%) Adjust (Profit)/Loss on Asset Disposal 8 303,347 101,112 3,326 (97,786) (97%)  Adjust Provisions and Accruals 0 0 0 Amount attributable to operating activities 892,149 1,403,178 1,057,929

Investing activities

Non-operating Grants, Subsidies and Contributions 11 665,555 221,852 207,200 (14,652) (7%)  Proceeds from Disposal of Assets 8 263,100 137,000 137,000  Land Held for Resale 0 0 0 0 Land and Buildings 13 173,808 (12,912) (26,136) (13,224) (102%)  Infrastructure Assets - Roads 13 1,099,626 (314,071) (333,144) (19,073) (6%)  Infrastructure Assets - Public Facilities 13 0 0 0 0 Infrastructure Assets - Footpaths 13 25,000 0 0 0 Infrastructure Assets - Drainage 13 0 0 0 0 Heritage Assets 13 0 0 0 0 Plant and Equipment 13 587,840 (115,948) (255,723) (139,775) (121%)  Furniture and Equipment 13 15,000 (4,582) (23,910) (19,328) (422%)  Amount attributable to investing activities 2,829,929 (225,661) (294,714)

Financing Activities Proceeds from New Debentures 0 0 0 0 Proceeds from Advances 0 0 0 0 Self-Supporting Loan Principal 0 0 0 0 Transfer from Reserves 7 (380,000) 300,000 0 (300,000) (100%)  Advances to Community Groups 0 0 0 0 Repayment of Debentures 10 (75,808) (75,808) 0 75,808 100%  Transfer to Reserves 7 (1,098,200) (1,098,200) (4,664) 1,093,536 100%  Amount attributable to financing activities (1,554,008) (874,008) (4,664)

Closing Funding Surplus (Deficit) 3 3,283,829 1,419,268 1,874,310 455,042 32% 

Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold. Refer to Note 2 for an explanation of the reasons for the variance.

This statement is to be read in conjunction with the accompanying Financial Statements and notes.

5 SHIRE OF WESTONIA STATEMENT OF CAPITAL ACQUSITIONS AND CAPITAL FUNDING For the Period Ended 31 October 2019

Capital Acquisitions

YTD Actual YTD Actual Amended New (Renewal Amended Annual YTD Actual Note /Upgrade Expenditure) YTD Budget Budget Total Variance (a) (b) (d) (c) = (a)+(b) (d) - (c) $ $ $ $ $ $ Land and Buildings 13 26,136 0 (12,912) (173,808) (26,136) (13,224) Infrastructure Assets - Roads 13 333,144 0 (314,071) (1,099,626) (333,144) (19,073) Infrastructure Assets - Footpaths 13 0 0 0 (25,000) 0 0 Plant and Equipment 13 30,790 224,933 (115,948) (587,840) (255,723) (139,775) Furniture and Equipment 13 23,910 0 (4,582) (15,000) (23,910) (19,328) Capital Expenditure Totals 413,981 224,933 (447,513) (1,901,274) (638,914) (191,401)

Capital acquisitions funded by: Capital Grants and Contributions 105,426 630,678 264,767 Borrowings 0 0 0 Other (Disposals & C/Fwd) 0 263,100 137,000 Council contribution - Cash Backed Reserves Infrastructure Reserve 0 0 0 Pensioner Unit Maintenance Reserve 0 250,000 0 Plant Replacement Reserve 0 0 0 Council contribution - operations (552,939) (3,045,052) (1,040,681) Capital Funding Total (447,513) (1,901,274) (638,914)

Capital Grants and Budgeted Capital AcquistionsContributions Funding 15%

Borrowings Other (Disposals0% & C/Fwd) 6% PlantPensioner Replacement Unit Maintenance Reserve Reserve0% 6%

Infrastructure Reserve 0%

Council contribution - operations -73%

6 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 1: Significant Accounting Policies (a) Basis of Accounting This statement comprises a special purpose financial report which has been prepared in accordance with Australian Accounting Standards (as they apply to local governments and not-for-profit entities), Australian Accounting Interpretations, other authoritative pronouncements of the Australian Accounting Standards Board, the Local Government Act 1995 and accompanying regulations. Material accounting policies which have been adopted in the preparation of this statement are presented below and have been consistently applied unless stated otherwise. Except for cash flow and rate setting information, the report has also been prepared on the accrual basis and is based on historical costs, modified, where applicable, by the measurement at fair value of selected non-current assets, financial assets and liabilities. Critical Accounting Estimates The preparation of a financial report in conformity with Australian Accounting Standards requires management to make judgements, estimates and assumptions that effect the application of policies and reported amounts of assets and liabilities, income and expenses. The estimates and associated assumptions are based on historical experience and various other factors that are believed to be reasonable under the circumstances; the results of which form the basis of making the judgements about carrying values of assets and liabilities that are not readily apparent from other sources. Actual results may differ from these estimates.

(b) The Local Government Reporting Entity All Funds through which the Council controls resources to carry on its functions have been included in this statement. In the process of reporting on the local government as a single unit, all transactions and balances between those funds (for example, loans and transfers between Funds) have been eliminated. All monies held in the Trust Fund are excluded from the statement, but a separate statement of those monies appears at Note 12. (c) Rounding Off Figures All figures shown in this statement are rounded to the nearest dollar. (d) Rates, Grants, Donations and Other Contributions Rates, grants, donations and other contributions are recognised as revenues when the local government obtains control over the assets comprising the contributions. Control over assets acquired from rates is obtained at the commencement of the rating period or, where earlier, upon receipt of the rates. (e) Goods and Services Tax Revenues, expenses and assets are recognised net of the amount of GST, except where the amount of GST incurred is not recoverable from the Australian Taxation Office (ATO). Receivables and payables are stated inclusive of GST receivable or payable. The net amount of GST recoverable from, or payable to, the ATO is included with receivables or payables in the statement of financial position. Cash flows are presented on a gross basis. The GST components of cash flows arising from investing or financing activities which are recoverable from, or payable to, the ATO are presented as operating cash flows. (f) Cash and Cash Equivalents Cash and cash equivalents include cash on hand, cash at bank, deposits available on demand with banks and other short term highly liquid investments that are readily convertible to known amounts of cash and which are subject to an insignificant risk of changes in value and bank overdrafts. Bank overdrafts are reported as short term borrowings in current liabilities in the statement of financial position. (g) Trade and Other Receivables Trade and other receivables include amounts due from ratepayers for unpaid rates and service charges and other amounts due from third parties for goods sold and services performed in the ordinary course of business. Receivables expected to be collected within 12 months of the end of the reporting period are classified as current assets. All other receivables are classified as non-current assets. Collectability of trade and other receivables is reviewed on an ongoing basis. Debts that are known to be uncollectible are written off when identified. An allowance for doubtful debts is raised when there is objective evidence that they will not be collectible. (h) Inventories General Inventories are measured at the lower of cost and net realisable value. Net realisable value is the estimated selling price in the ordinary course of business less the estimated costs of completion and the estimated costs necessary to make the sale. Land Held for Resale Land held for development and sale is valued at the lower of cost and net realisable value. Cost includes the cost of acquisition, development, borrowing costs and holding costs until completion of development. Finance costs and holding charges incurred after development is completed are expensed. Gains and losses are recognised in profit or loss at the time of signing an unconditional contract of sale if significant risks and rewards, and effective control over the land, are passed on to the buyer at this point. Land held for sale is classified as current except where it is held as non-current based on Council’s intentions to release for sale.

(i) Fixed Assets All assets are initially recognised at cost. Cost is determined as the fair value of the assets given as consideration plus costs incidental to the acquisition. For assets acquired at no cost or for nominal consideration, cost is determined as fair value at the date of acquisition. The cost of non-current assets constructed by the local government includes the cost of all materials used in the construction, direct labour on the project and an appropriate proportion of variable and fixed overhead. Certain asset classes may be revalued on a regular basis such that the carrying values are not materially different from fair value. Assets carried at fair value are to be revalued with sufficient regularity to ensure the carrying amount does not differ materially from that determined using fair value at reporting date.

7 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 1: Significant Accounting Policies (j) Depreciation of Non-Current Assets All non-current assets having a limited useful life are systematically depreciated over their useful lives in a manner which reflects the consumption of the future economic benefits embodied in those assets

Depreciation is recognised on a straight-line basis, using rates which are reviewed each reporting period. Major depreciation rates and periods are: Asset Years Buildings 0 to 20 years Furniture and Equipment 0 to 10 years Plant and Equipment 0 to 10 years Sealed roads and streets formation not depreciated pavement 50 years seal bituminous seals 20 years construction/road base 50 years Gravel Roads formation not depreciated construction/road base 50 years gravel sheet 12 years Formed roads formation not depreciated pavement 50 years Footpaths - slab 40 years (k) Trade and Other Payables Trade and other payables represent liabilities for goods and services provided to the Council prior to the end of the financial year that are unpaid and arise when the Council becomes obliged to make future payments in respect of the purchase of these goods and services. The amounts are unsecured, are recognised as a current liability and are normally paid within 30 days of recognition.

(l) Employee Benefits The provisions for employee benefits relates to amounts expected to be paid for long service leave, annual leave, wages and salaries and are calculated as follows: (i) Wages, Salaries, Annual Leave and Long Service Leave (Short-term Benefits) The provision for employees’ benefits to wages, salaries, annual leave and long service leave expected to be settled within 12 months represents the amount the Shire has a present obligation to pay resulting from employees services provided to balance date. The provision has been calculated at nominal amounts based on remuneration rates the Shire expects to pay and includes related on-costs.

(ii) Annual Leave and Long Service Leave (Long-term Benefits) The liability for long service leave is recognised in the provision for employee benefits and measured as the present value of expected future payments to be made in respect of services provided by employees up to the reporting date using the project unit credit method. Consideration is given to expected future wage and salary levels, experience of employee departures and periods of service. Expected future payments are discounted using market yields at the reporting date on national government bonds with terms to maturity and currency that match as closely as possible, the estimated future cash outflows. Where the Shire does not have the unconditional right to defer settlement beyond 12 months, the liability is recognised as a current liability.

(m) Interest-bearing Loans and Borrowings All loans and borrowings are initially recognised at the fair value of the consideration received less directly attributable transaction costs. After initial recognition, interest-bearing loans and borrowings are subsequently measured at amortised cost using the effective interest method. Fees paid on the establishment of loan facilities that are yield related are included as part of the carrying amount of the loans and borrowings. Borrowings are classified as current liabilities unless the Council has an unconditional right to defer settlement of the liability for at least 12 months after the balance sheet date. Borrowing Costs Borrowing costs are recognised as an expense when incurred except where they are directly attributable to the acquisition, construction or production of a qualifying asset. Where this is the case, they are capitalised as part of the cost of the particular asset.

(n) Provisions Provisions are recognised when: The council has a present legal or constructive obligation as a result of past events; it is more likely than not that an outflow of resources will be required to settle the obligation; and the amount has been reliably estimated. Provisions are not recognised for future operating losses. Where there are a number of similar obligations, the likelihood that an outflow will be required in settlement is determined by considering the class of obligations as a whole. A provision is recognised even if the likelihood of an outflow with respect to any one of item included in the same class of obligations may be small.

8 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 1: Significant Accounting Policies (o) Current and Non-Current Classification In the determination of whether an asset or liability is current or non-current, consideration is given to the time when each asset or liability is expected to be settled. The asset or liability is classified as current if it is expected to be settled within the next 12 months, being the Council's operational cycle. In the case of liabilities where Council does not have the unconditional right to defer settlement beyond 12 months, such as vested long service leave, the liability is classified as current even if not expected to be settled within the next 12 months. Inventories held for trading are classified as current even if not expected to be realised in the next 12 months except for land held for resale where it is held as non current based on Council's intentions to release for sale. (p) Nature or Type Classifications Rates All rates levied under the Local Government Act 1995. Includes general, differential, specific area rates, minimum rates, interim rates, back rates, ex-gratia rates, less discounts offered. Exclude administration fees, interest on instalments, interest on arrears and service Operating Grants, Subsidies and Contributions Refer to all amounts received as grants, subsidies and contributions that are not non-operating grants. Non-Operating Grants, Subsidies and Contributions Amounts received specifically for the acquisition, construction of new or the upgrading of non­current assets paid to a local government, irrespective of whether these amounts are received as capital grants, subsidies, contributions or donations. Profit on Asset Disposal Profit on the disposal of assets including gains on the disposal of long term investments. Losses are disclosed under the expenditure Fees and Charges Revenues (other than service charges) from the use of facilities and charges made for local government services, sewerage rates, rentals, hire charges, fee for service, photocopying charges, licences, sale of goods or information, fines, penalties and administration fees. Local governments may wish to disclose more detail such as rubbish collection fees, rental of property, fines and penalties, other fees and charges. Service Charges Service charges imposed under Division 6 of Part 6 of the Local Government Act 1995. Regulation 54 of the Local Government (Financial Management) Regulations 1996 identifies these as television and radio broadcasting, underground electricity and neighbourhood surveillance services. Exclude rubbish removal charges. Interest and other items of a similar nature received from bank and investment accounts, interest on rate instalments, interest on rate arrears and interest on debtors. Interest Earnings Interest and other items of a similar nature received from bank and investment accounts, interest on rate instalments, interest on rate arrears and interest on debtors. Other Revenue / Income Other revenue, which can not be classified under the above headings, includes dividends, discounts, rebates etc. Employee Costs All costs associate with the employment of person such as salaries, wages, allowances, benefits such as vehicle and housing, superannuation, employment expenses, removal expenses, relocation expenses, worker's compensation insurance, training costs, conferences, safety expenses, medical examinations, fringe benefit tax, etc. Materials and Contracts All expenditures on materials, supplies and contracts not classified under other headings. These include supply of goods and materials, legal expenses, consultancy, maintenance agreements, communication expenses, advertising expenses, membership, periodicals, publications, hire expenses, rental, leases, postage and freight etc. Local governments may wish to disclose more detail such as contract services, consultancy, information technology, rental or lease expenditures. Utilities (Gas, Electricity, Water, etc.) Expenditures made to the respective agencies for the provision of power, gas or water. Exclude expenditures incurred for the reinstatement of roadwork on behalf of these agencies. Insurance All insurance other than worker's compensation and health benefit insurance included as a cost of employment. Loss on asset disposal Loss on the disposal of fixed assets. Depreciation on non-current assets Depreciation expense raised on all classes of assets. Interest expenses Interest and other costs of finance paid, including costs of finance for loan debentures, overdraft accommodation and refinancing expenses. Other expenditure Statutory fees, taxes, provision for bad debts, member's fees or State taxes. Donations and subsidies made to community groups.

9 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 1: Significant Accounting Policies (r) Program Classifications (Function/Activity)

Shire operations as disclosed in these financial statements encompass the following service orientated activities/programs. GOVERNANCE Objective: To provide a decision making process for the efficient allocation of scarce resources. Activities: Includes the activities of members of council and the administrative support available to the council for the provision of governance of the district. Other costs relate to the task of assisting elected members and ratepayers on matters which do not concern specific council services. GENERAL PURPOSE FUNDING Objective: To collect revenue to allow for the provision of services. Activities: Rates, general purpose government grants and interest revenue. LAW, ORDER, PUBLIC SAFETY Objective: To provide services to help ensure a safer and environmentally conscious community. Activities: Supervision and enforcement of various local laws relating to fire prevention, animal control and other aspects of public safety including emergency services. HEALTH Objective: To provide an operational framework for environmental and community health. Activities: Inspection of food outlets and their control, provision of meat inspection services, noise control and waste disposal compliance. EDUCATION AND WELFARE Objective: To provide services to disadvantaged persons, the elderly, children and youth. Activities: Maintenance of child minding centre, playgroup centre, senior citizen centre and aged care centre. Provision and maintenance of home and community care programs and youth services. HOUSING Objective: To provide and maintain elderly residents housing. Activities: Provision and maintenance of elderly residents housing. COMMUNITY AMENITIES Objective: To provide services required by the community. Activities: Rubbish collection services, operation of rubbish disposal sites, litter control, construction and maintenance of urban storm water drains, protection of the environment and administration of town planning schemes, cemetery and public conveniences. RECREATION AND CULTURE Objective: To establish and effectively manage infrastructure and resource which will help the social well being of the community. Activities: Maintenance of public halls, civic centres, aquatic centre, beaches, recreation centres and various sporting facilities. Provision and maintenance of parks, gardens and playgrounds. Operation of library, museum and other cultural facilities. TRANSPORT Objective: To provide safe, effective and efficient transport services to the community. Activities: Construction and maintenance of roads, streets, footpaths, depots, cycle ways, parking facilities and traffic control. Cleaning of streets and maintenance of street trees, street lighting etc. ECONOMIC SERVICES Objective: To help promote the shire and its economic wellbeing. Activities: Tourism and area promotion including the maintenance and operation of a caravan park. Provision of rural services including weed control, vermin control and standpipes. Building Control. OTHER PROPERTY AND SERVICES Objective: To monitor and control Shire overheads operating accounts. Activities: Private works operation, plant repair and operation costs and engineering operation costs.

10 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 2: Explanation of Material Variances

The material variance thresholds are adopted annually by Council as an indicator of whether the actual expenditure or revenue varies from the year to date budget materially. The material variance adopted by Council for the 2019/20 year is $10,000 or 15% whichever is the greater.

Timing/ Reporting Program Var. $ Var. % Var. Permanent Explanation of Variance Operating Revenues $ % Governance (500) (100%) Timing General Purpose Funding - Rates (313,385) (23%) Timing General Purpose Funding - Other (187,023) (51%)  Timing Law, Order and Public Safety (10,521) (43%)  Timing Health (294) (25%) Education and Welfare 2,239 79% Timing 08105 - Reinbursements - Long term caravan rents Housing (3,526) (5%) Timing Community Amenities 4,861 143% Timing Recreation and Culture 147 1% Timing Transport 218,186 245%  Timing 12211 - RRG inc - Recoup early - timing Economic Services 1,272 4% Timing 13202 - Caravan Park - Tourist season - timing Other Property and Services (39,669) (48%)  Timing

Operating Expense Governance 100,927 42%  Timing 04105 - Insurance needs internal adjustment Timing General Purpose Funding 10,319 44%  Permanent 03107 - Various Property Adjustments Law, Order and Public Safety 12,282 30%  Timing 05104 - Insurance slightly higher - Timing issue only Health 9,646 48%  Timing 07601 - Medical rooms - Revamp - timing only Education and Welfare 10,868 45%  Timing 08603 - Old School - Previous years funding Housing 34,255 44%  Timing Community Amenities 10,353 24%  Timing Recreation and Culture (10,464) (4%) Timing 11105 - Gym - New equipment - timing Timing 11307 - Playground - Yearly purchases, Mulch plants Transport (113,260) (28%)  Timing 12103 - RRG roads - Mine works priority - timing Economic Services (14,983) (12%)  Timing 13612 - Standpipes - increased prices - timing Other Property and Services 37,587 168%  Timing 14102 - P/works - Mine P/Wks - timing 14216 - Insurance - needs internal adjustment 14303 - Fuels - increase price - timing (may change) 14704 - Land Dev - Increased costs approved by Council Capital Revenues Grants, Subsidies and Contributions (14,652) (7%)  Timing Proceeds from Disposal of Assets 137,000  Timing

Capital Expenses Land and Buildings (13,224) (102%)  Timing Infrastructure - Roads (19,073) (6%)  Timing Infrastructure - Public Facilities 0 Infrastructure - Footpaths 0 Infrastructure - Drainage 0 Heritage Assets 0 Plant and Equipment (139,775) (121%)  Timing 12302 - Plant - purchased early in year - timing Furniture and Equipment (19,328) (422%)  Timing 14514 - Furniture & Equip - Genset purch - timing

Financing Loan Principal 75,808 100%  Timing

General Comments ABC Costings, Depn & Oheads Allocations need raising

11 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 3: Net Current Funding Position Positive=Surplus (Negative=Deficit)

Last Years This Time Last Closing Year Current

Note 30 June 2018 31 Oct 2018 31 Oct 2019 $ $ $ Current Assets Cash Unrestricted 4 1,372,432 1,381,882 2,272,438 Cash Restricted - Conditions over Grants 11 0 0 0 Cash Restricted 4 615,082 618,719 880,613 Receivables - Rates 6 10,377 221,315 250,122 Receivables - Other 6 71,093 66,115 269,909 Interest / ATO Receivable/Trust (147) 1,156 0 Inventories 7,964 7,964 139,424 2,076,801 2,297,151 3,812,506

Less: Current Liabilities Payables (9,023) (7,923) (27,462) Provisions (76,070) (76,070) (94,293) (85,093) (83,993) (121,755)

Less: Cash Reserves 7 (875,949) (618,719) (880,613)

Net Current Funding Position 1,115,759 1,594,439 2,810,138

Note 3 - Liquidity Over the Year 3,500 2019-20 3,000 2018-19 2,500 2017-18

2,000

Amount$ ( '000s) 1,500

1,000

500

0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Comments - Net Current Funding Position

12 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 4: Cash and Investments Total Interest Maturity Unrestricted Restricted Trust Amount Institution Rate Date $ $ $ $ (a) Cash Deposits Municipal Bank Account 2,272,438 2,272,438 BankWest 0.10% At Call Trust Bank Account 74,663 74,663 BankWest 0.10% At Call Cash On Hand 0 N/A Nil On Hand

(b) Term Deposits Municipal Gold 880,613 880,613 BankWest 3.00% 23-Jun-19

Total 2,272,438 880,613 74,663 3,227,714

Corporate MasterCard Total Interest Reporting Period Transaction Summary Amount Institution Rate End Date $ Card # **** **** **** *270 Criddle, Jameon C Bankwest 17.99% 31-Oct-19 Activ8inet Housing & Office 484.65 Email Exchange Platform 345.07 Hessian Bags Farming Scene Museum 162.00 RLSSWA Uniform Swimming Pool 268.90 Blinds for Gym 380.66

Card # **** **** **** *693 Price, Arthur W Bankwest 17.99% 31-Oct-19 StonStar Licence 185.19 StoneStar Inspection 70.20 Council Chambers Refreshments 92.80 Synthetic Turf, ADH Tape 398.65

2,388.12

13 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 5: Budget Amendments Amendments to original budget since budget adoption. Surplus/(Deficit)

Amended Non Cash Increase in Decrease in Budget Running GL Code Description Council Resolution Classification Adjustment Available Cash Available Cash Balance $ $ $ $ Budget Adoption Opening Surplus 0 Permanent Changes 0 0 0 0 0 0 0 0 0 0

0 0 0

14 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019 Note 6: Receivables Receivables - Rates Receivable 31 Oct 2019 30 June 2018 Receivables - General Current 30 Days 60 Days 90+Days $ $ $ $ $ $ Opening Arrears Previous Years 13,046 9,166 Receivables - General 262,679 0 0 7,230 Levied this year 1,042,818 998,882 Less Collections to date (805,743) (995,002) Balance per Trial Balance Equals Current Outstanding 250,122 13,046 Sundry Debtors 269,909 Receivables - Other Net Rates Collectable 250,122 13,046 Total Receivables General Outstanding 269,909 % Collected 76.31% 98.71% Amounts shown above include GST (where applicable) Note 6 - Rates Receivable 1,200 2018-19 1,000 2019-20 Note 6 - Accounts Receivable (non-rates) 800

600

Amount $('000s) 400

200 Current 97%

0 Current Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 30 Days 60 Days Note 6 - Net Rates Collectable 90+Days $5,145.51 , 2% Rates $3,135.00 , 1% 90+Days Rubbish 60 Days 3% 0% $1,326.08 , 1% ESL Pensioner OSR Claim 30 Days Comments/Notes - Receivables General 0% [Insert explanatory notes and commentary on trends and timing]

$240,686.47 , 96%

15 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 7: Cash Backed Reserve

Amended Amended Amended Actual Amended Budget Actual Budget Actual Budget Transfers Budget Opening Interest Interest Transfers In Transfers In Transfers Out Out Closing Actual YTD Name Balance Earned Earned (+) (+) (-) (-) Balance Closing Balance $ $ $ $ $ $ $ $ $ Long Service Leave 104,283 1,800 555 0 0 0 0 106,083 104,838 Plant Reserve 329,939 7,500 1,757 500,000 0 (250,000) 0 587,439 331,696 Building Reserve 279,864 285,500 1,490 0 0 0 0 565,364 281,354 Communication/Information Technology 27,542 20,600 147 0 0 0 0 48,142 27,689 Community Development 88,360 1,800 470 180,000 0 (50,000) 0 220,160 88,830 Waste Management 45,961 51,000 245 0 0 0 0 96,961 46,206 Swimming Pool Redevelopment 0 50,000 0 0 0 0 50,000 0

875,949 418,200 4,664 680,000 0 (300,000) 0 1,674,149 880,613

Note 7 - Year To Date Reserve Balance to End of Year Estimate

Actual YTD Closing Balance Swimming Pool Redevelopment

Waste Management

Community Development

Communication/Information Technology

Building Reserve

Plant Reserve

Long Service Leave

0 100,000 200,000 300,000 400,000 500,000 600,000 700,000

16 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019 Note 8: Disposal of Assets

YTD Actual Amended Budget Asset Net Book Net Book Number Asset Description Value Proceeds Profit (Loss) Value Proceeds Profit (Loss) $ $ $ $ $ $ $ $ Transport A489 Work Supervisors Vehicle 55,962 57,000 1,038 54,000 52,000 (2,000) Work Supervisors Vehicle 54,000 52,000 (2,000) Prime Mover 240,000 0 (240,000) Ransome Mower 5,620 3,500 (2,120) Digger 2500mm Bucket Broom 6,500 0 (6,500) Mower 15,000 2,000 (13,000)

Other Property & Services Toyota Landcruiser GXL 72,136 76,500 4,364 68,920 71,600 2,680 Toyota Landcruiser GXL 68,920 71,000 2,080 Toyota Rav 4 31,000 14,500 (16,500) 140,218 137,000 5,402 (8,620) 531,840 263,100 4,760 (273,500)

17 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 9: Rating Information Number YTD Acutal Amended Budget of Rateable Rate Interim Back Total Rate Interim Back Total Rate in Properties Value Revenue Rates Rates Revenue Revenue Rate Rate Revenue RATE TYPE $ $ $ $ $ $ $ $ $ $ Differential General Rate GRV 7.207300 48 614,339 44,277 0 0 44,278 44,279 0 0 44,280 GRV - Mining 20.495300 2 1,305,800 267,628 0 0 267,628 267,628 0 0 267,628 UV 1.592200 130 44,851,498 714,126 0 0 714,126 714,126 0 0 714,126 UV- Mining 1.592200 6 167,877 2,673 0 0 2,673 2,673 0 0 2,673 Sub-Totals 186 46,939,514 1,028,703 0 0 1,028,704 1,028,705 0 0 1,028,706 Minimum Minimum Payment $ GRV 355.00 16 23,722 5,680 0 0 5,680 5,680 0 0 5,680 UV 355.00 17 136,402 6,035 0 0 6,035 6,035 0 0 6,035 UV - Mining 200.00 12 48,866 2,400 0 0 2,400 2,400 0 0 2,400 Sub-Totals 45 208,990 14,115 0 0 14,115 14,115 0 0 14,115

231 47,148,504 1,042,818 0 0 1,042,819 1,042,820 0 0 1,042,821 Concession 0 0 Amount from General Rates 1,042,819 1,042,821 Ex-Gratia Rates 4,522 4,530 Specified Area Rates Totals 1,047,341 1,047,351

Comments - Rating Information

18 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 10: Information on Borrowings (a) Debenture Repayments

Principal Principal Interest Repayments Outstanding Repayments New Amended Amended Amended Particulars 01 Jul 2019 Loans Actual Budget Actual Budget Actual Budget $ $ $ $ $ $ Loan 5 - Lifestyle Village 60,061 0 66,061 60,061 0 3,108

Loan 6 - School Bus * 20,244 0 9,747 20,244 0 1,092

20,244 0 0 75,808 80,305 0 0 4,200

All debenture repayments were financed by general purpose revenue.

(b) New Debentures

No new debentures were raised during the reporting period.

19 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019 Note 11: Grants and Contributions

Grant Provider Type Opening Amended Budget YTD Annual Post YTD Actual Unspent Balance Operating Capital Budget Budget Variations Expected Revenue (Expended) Grant (a) (d) (e) (d)+(e) (c) (a)+(b)+(c) $ $ $ $ $ $ General Purpose Funding Grants Commission - General WALGGC Operating 0 397,804 0 66,301 397,804 397,804 110,771 (110,771) 0 Grants Commission - Roads WALGGC Operating 0 235,213 0 39,202 235,213 235,213 59,905 (59,905) 0 Law, Order and Public Safety FESA Grant - Operating Bush Fire Brigade Dept. of Fire & Emergency Serv. Operating 0 24,000 0 4,000 24,000 24,000 8,363 (8,363) 0 Evolution MOU Emergency Services Evolution Mining Operating 0 13,500 0 2,250 13,500 13,500 3,409 (3,409) 0 Recreation and Culture Contributions/Remibursements Contributions/Remibursements Operating 0 8,750 0 1,458 8,750 8,750 5,091 (5,091) 0 Transport MRWA Direct Main Roads WA Operating 0 116,000 0 19,333 116,000 116,000 123,457 (123,457) 0 MRWA Specific Main Roads WA Non-operating 0 308,140 51,357 308,140 308,140 0 0 Roads To Recovery Grant - Cap Roads to Recovery Non-operating 0 324,415 54,069 324,415 324,415 80,000 (80,000) 0 Ramelius Resources Boodarockin Rd Ramelius Resources Non-operating 0 0 0 0 0 0 184,767 (184,767) 0 Economic Services Evolution MOU 33% Ramelius Resources Operating 0 14,000 0 2,333 14,000 14,000 3,671 (3,671) 0 Evolution MOU WAP 67% Ramelius Resources Operating 0 28,000 0 4,667 28,000 28,000 7,453 (7,453) 0 Govt. Grant Funding NRM Operating 0 20,000 0 3,333 20,000 20,000 0 0 0

TOTALS 0 857,267 632,555 248,304 1,489,822 0 1,489,822 586,887 (586,887) 0

SUMMARY Operating Operating Grants, Subsidies and Contributions 0 857,267 0 142,878 857,267 0 857,267 322,120 (322,120) 0 Operating - Tied Tied - Operating Grants, Subsidies and Contributions 0 0 0 0 0 0 0 0 0 0 Non-operating Non-operating Grants, Subsidies and Contributions 0 0 630,700 105,426 630,678 0 630,678 264,767 (264,767) 0 TOTALS 0 857,267 630,700 248,304 1,487,945 0 1,487,945 586,887 (586,887) 0

20 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019

Note 12: Trust Fund

Funds held at balance date over which the Shire has no control and which are not included in this statement are as follows:

Opening Closing Balance Amount Amount Balance Description 01 Jul 2019 Received Paid 31 Oct 2019 $ $ $ $ Police Licensing 1,467 55,940 -52,293 5,115 BCITF Training Levy - Now CTF Levy 0 381 0 381 BRB Building Levy - Now BSL Levy 0 267 -262 5 Nomination Deposits 0 240 -240 0 Bonds 1,981 0 0 1,981 George Rd Water Extensions 0 1 0 1 St John's Westonia 2,047 0 0 2,047 Westonia Sports Council 122 0 0 122 Westonia Progress Association 3,135 0 0 3,135 Accommodation Units 2,900 0 0 2,900 WEIRA - Booderockin Water Scheme 0 0 0 0 Warralakin Hall 1,700 0 0 1,700 Social Club 4,412 920 0 5,332 Walgoolan History Group 0 1 0 1 Community Project 1,000 0 0 1,000 Rural Youth 4,636 0 0 4,636 Westonia P & C 909 0 0 909 LGMA - Receipts 4,962 804 -531 5,235 Donations J Townrow 0 0 0 0 Rates Incentive Prize 0 150 0 150 Rent Pre Payment 835 0 0 835 Westonia Historical Society 9,292 0 0 9,292 Cemetry Committee 9,151 1 -2,811 6,341

48,549 58,705 (56,136) 51,119

21 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019 Note 13: Capital Acquisitions YTD Actual Amended Budget

Annual Strategic Reference / Assets Account New/Upgrade Renewal Total YTD Budget YTD Budget YTD Variance Comment

$ $ $ $ $ $ Level of completion indicator, please see table at the end of this note for further detail.

Buildings Housing Solar Panels 37 Diorite & 7 Quartz 9232 11,636 0 11,636 12,000 4,000 7,636 Carport 37 Diorite 9128 0 0 0 7,000 2,332 (2,332) Principal Loan #5 16114 0 0 0 66,061 0 0 Housing Total 11,636 0 11,636 85,061 6,332 5,304 Education & Welfare Old School -Solar 8203 0 0 0 10,000 3,332 (3,332) Economic Services Total 0 0 0 10,000 3,332 (3,332) Economic Services Old Club Hotel Museum 13216 14,500 0 14,500 37,000 0 14,500 Standpipe Controllers 13606 0 0 0 32,000 0 0 Principal Loan #6 16115 0 0 0 9,747 3,248 (3,248) Economic Total 14,500 0 14,500 78,747 3,248 11,252 Buildings Total 26,136 0 26,136 173,808 12,912 13,224

Furniture & Office Equip. Governance Admin Generator 14514 23,910 0 23,910 10,000 3,332 20,578 Reserves Infastructure 11603 0 0 0 5,000 1,250 (1,250) Governance Total 23,910 0 23,910 15,000 4,582 19,328 Furniture & Office Equip. Total 23,910 0 23,910 15,000 4,582 19,328

Plant , Equip. & Vehicles Governance CEO Vehicle Replacement 14520 0 75,500 75,500 137,840 45,948 29,552 Land Development Scheelite Subdivision 14704 30,790 0 30,790 50,000 16,668 14,122 Administration Vehicle 14523 0 0 0 31,000 10,332 (10,332) Governance Total 30,790 75,500 106,290 218,840 72,948 33,342

22 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019 Note 13: Capital Acquisitions YTD Actual Amended Budget

Annual Strategic Reference / Assets Account New/Upgrade Renewal Total YTD Budget YTD Budget YTD Variance Comment

$ $ $ $ $ $ Plant , Equip. & Vehicles Cont. Transport Works Supervisor Vehicle Replacement x2 14213 0 51,796 51,796 108,000 36,000 15,796 StoneStar Water Cart PLTRAI 0 74,000 74,000 0 0 74,000 2005 Karcher ICCIS Street Sweeper MINI 0 10,000 10,000 0 0 10,000 Depot Storage Shed Gates SSHEL 0 0 0 6,000 2,000 (2,000) Mower MOWER 0 13,636 13,636 15,000 5,000 8,636 New Prime Mover 12308 0 0 0 240,000 0 0 Transport Total 0 149,433 149,433 369,000 43,000 106,433 Plant , Equip. & Vehicles Total 30,790 224,933 255,723 587,840 115,948 139,775

Roads (Council Funded) Transport Boodarockin Road Polycom - CAPITAL C0032 30,082 0 30,082 36,000 31,332 (1,250) Boodarockin Road - RAMELIUS C0007R 153,022 0 153,022 0 0 153,022 4 Mile Gate Rd Floodway - CAPITAL C0019 0 0 0 52,000 13,000 (13,000) Goldfields Road Floodway - CAPITAL C0008 0 0 0 68,000 17,000 (17,000) Warrachuppin Road - CAPITAL C0005 21,632 0 21,632 60,000 15,000 6,632 Della Bosca Road - CAPITAL C0080 0 0 0 39,000 9,750 (9,750) Transport Total 234,817 0 234,817 313,000 117,414 117,403 Roads (Council Funded) Total 234,817 0 234,817 313,000 117,414 117,403

Roads (MRWA) Transport Koorda-Southern Cross Rd (M40) Reconstruction RRG91C 19,000 0 19,000 283,710 70,928 (51,928) Koorda-Southern Cross Rd (M40) Reseals RRG91R 0 0 0 178,500 44,625 (44,625) Transport Total 19,000 0 19,000 462,210 115,553 (96,553) Roads (MRWA) Total 19,000 0 19,000 462,210 115,553 (96,553)

23 SHIRE OF WESTONIA NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY For the Period Ended 31 October 2019 Note 13: Capital Acquisitions YTD Actual Amended Budget

Annual Strategic Reference / Assets Account New/Upgrade Renewal Total YTD Budget YTD Budget YTD Variance Comment

$ $ $ $ $ $ Streetscapes Footpaths Jasper Street Footpaths & Drainage FP0054 0 0 0 2,500 0 0 Kaolin Street Footpaths & Drainage FP0058 0 0 0 7,500 0 0 Wolfram Street Footpaths & Drainage FP0061 0 0 0 10,000 0 0 Pyrites Street Footpaths & Drainage FP0056 0 0 0 5,000 0 0 Footpaths Total 0 0 0 25,000 0 0 Footpaths Total 0 0 0 25,000 0 0

Town (R2R) Transport Boodarockin Rd - R2R R2R07 53,323 0 53,323 80,000 20,000 33,323 Maxfield Road -R2R R2R11 2,410 0 2,410 65,116 16,279 (13,869) Morrison Rd - R2R R2R50 23,594 0 23,594 48,000 12,000 11,594 Walgoolan South Rd- R2R R2R04 0 0 0 131,300 32,825 (32,825) Transport Total 79,327 0 79,327 324,416 81,104 (1,777) Town (R2R) Total 79,327 0 79,327 324,416 81,104 (1,777)

Capital Expenditure Total 413,981 224,933 638,914 1,901,274 447,513 191,401 Level of Completion Indicators 0% 20% 40% Percentage YTD Actual to Annual Budget 60% Expenditure over budget highlighted in red. 80% 100% Over 100%

24 Ordinary Council Meeting Agenda 21st November 2019 Page | 10 9.1.3 GST RECONCILIATION REPORT –OCTOBER 2019

Responsible Officer: Jamie Criddle, CEO Author: Jasmine Geier, Executive Support Officer File Reference: F1.4.4 Audit Report Disclosure of Interest: Nil Attachments: Attachment 9.1.3 GST Report Signature: Officer CEO

Purpose of the Report

☐ Executive Decision ☒ Legislative Requirement

Background

The Reconciled Balance of the GST Ledger to the General Ledger as reported as at 31st October 2019 is provided to Council on a monthly basis as a means of keeping Council informed of its current GST liability.

Comment

The GST Reconciliation Report is attached for Councillor consideration.

Statutory Environment

Nil

Policy Implications

Council does not have a policy in regard to Goods and Services Tax.

Strategic Implications

Nil

Financial Implications

The GST reconciliation is presented to Council as a means of indicating Council’s current GST liability, which has an impact on Council’s cash-flow.

Voting Requirements

☒ Simple Majority ☐ Absolute Majority

OFFICER RECOMMENDATIONS

That the GST Reconciliation totaling$8,536.00 for the period ending 31st October 2019 adopted. Attachment 9.1.3

Shire of Westonia

GST Reconciliation Report for period ending 31st October 2019

SHIRE OF WESTONIA BAS EXTRACT - 31 October 2019

ABN: 87 507 505 958 Name Jasmine Geier Business Activity Statement: Oct-19 Position Manager of Coporate Services Period/Year end: 2019/2020 Date 14/11/2019

A B C D E F G GST On Sales On Purchases Nett GST Payable / Fuel Tax Credit PAYG FBT Instalment Month (collected) Nett Payment /(Refund) (paid) *1304000 (Receivable) *1144040.170 *1406010 *1142210 & 1145090 *1405000 Jul-19 15,772.00 14,117.00 1,655.00 (4,098.00) 21,367.00 0.00 18,924.00 Aug-19 3,523.00 20,316.00 (16,793.00) (4,766.00) 17,945.00 0.00 (3,614.00) Sep-19 1,161.00 10,904.00 (9,743.00) (3,030.00) 27,101.00 4,489.00 18,817.00 Oct-19 23,306.00 30,313.00 (7,007.00) (3,996.00) 19,539.00 0.00 8,536.00 Nov-19 0.00 0.00 0.00 Dec-19 0.00 0.00 0.00 Jan-20 0.00 0.00 0.00 Feb-20 0.00 0.00 0.00 Mar-20 0.00 0.00 0.00 Apr-20 0.00 0.00 0.00 May-20 0.00 0.00 0.00 Jun-20 0.00 0.00 0.00

Total 43,762.00 75,650.00 (31,888.00) (15,890.00) 85,952.00 4,489.00 42,663.00

A - B = C (Net GST) C + D + E + F = G (Nett (Refund/Payment)) Ordinary Council Meeting Agenda 21st November 2019 Page | 11 9.1.4 REVIEW OF AUTHORISED PERSONS

Responsible Officer: Jamie Criddle, CEO Author: Jamie Criddle, CEO File Reference: Disclosure of Interest: Nil Attachments: Nil Signature: Officer CEO

Purpose of the Report

☐ Executive Decision ☒ Legislative Requirement

Summary

To review authorized personnel.

Background Council recently reviewed its list of authorised officers in March of this year, which was subsequently gazetted in April 2019.

The Shire of Merredin have recently advised management that its Ranger Kim Friis, who is contracted to perform Westonia’s Ranger duties will be on leave for at least the next four weeks.

The Shire of Merredin have contracted the services of WA Contract Ranger Services to continue the service in Kim’s absence.

Comment The Shire is now required to appoint the new rangers so that they are permitted to carry out their service on the Shire’s behalf.

It is recommended that Council appoint the following persons: Jameon Criddle; Arthur Price; Jasmine Geier; Matthew Sharp; and Kim Friis

as authorised persons in accordance with the following acts:

Section 449 of the Local Government (Miscellaneous Provisions) Act 1960

Section 9.10 of the Local Government Act 1995 for Local Laws; Section 17(1) of the Caravan Parks and Camping Grounds Act 1995; Section 29(1) of the Dog Act 1976 and Regulations; Section 38(1) of the Bush Fires Act 1954 and Regulations; Section 26(1) of the Litter Act 1979; Section 38(3) of the Control of Vehicles (Off Road Areas) Act 1978; Cat Act 2011 Ordinary Council Meeting Agenda 21st November 2019 Page | 12 Shire of Westonia Local Laws and Policies.

The following persons have been authorised as Registration Officers in accordance with the Dog Act 1976 and Regulations, Cat Act: Jameon Criddle; Arthur Price; Kay Geier; Jasmine Geier; Stacey Geier; Carol Pomery; Matthew Sharpe and Kim Friis

Statutory Environment Local Government Act (Miscellaneous Provisions) 1960, Part XX (Ranger/Pound Keeper); Local Government Act 1995, Part 3—Executive Functions of Local Government and Part 9—Miscellaneous Provisions; Caravan and Camping Grounds Act 1995; Dog Act 1976 and Regulations; Bush Fires Act 1954 and Regulations; Litter Act 1979 and Regulations; Control of Vehicles (Off Road Areas) Act 1978 and Regulations; Cat Act 2011

Shire of Westonia Local Laws and Policies.

Policy Implications

Various Council Policies Strategic Implications

Nil

Financial Implications Cost of advertising appointments of authorised persons. 2019/2020 Budget.

Voting Requirements

☐ Simple Majority ☒ Absolute Majority

OFFICER RECOMMENDATIONS

That Council: That Council: 1. Appoint the following persons: Jameon Criddle; Arthur Price; Jasmine Geier; Matthew Sharpe and Kim Friis; Ordinary Council Meeting Agenda 21st November 2019 Page | 13 as authorised persons in accordance with the following acts: Section 449 of the Local Government (Miscellaneous Provisions) Act 1960 Section 9.10 of the Local Government Act 1995 for Local Laws; Section 17(1) of the Caravan Parks and Camping Grounds Act 1995; Section 29(1) of the Dog Act 1976 and Regulations; Section 38(1) of the Bush Fires Act 1954 and Regulations; Section 26(1) of the Litter Act 1979; Section 38(3) of the Control of Vehicles (Off Road Areas) Act 1978; Cat Act 2011 Shire of Westonia Local Laws and Policies; and 2. Appoint the following persons as registration officers in accordance with the Dog Act 1976, Cat Act 2011 and Regulations: Jameon Criddle; Judd Hobson; Kay Geier; Jasmine Geier; Stacey Geier; Carol Pomery; Matthew Sharpe; and Kim Friis 2. Cancel all previous appointments.

Attachment 9.1.4

Shire of Westonia

REVIEW OF AUTHORISED PERSONS

Ordinary Council Meeting Agenda 21st November 2019 Page | 14 9.1.5 CURTIN UNIVERSITY – WHEATBELT HEALTH STUDY

Responsible Officer: Jamie Criddle, CEO Author: Jamie Criddle, CEO File Reference: Disclosure of Interest: Nil Attachments: Nil Signature: Officer CEO

Purpose of the Report

☒ Executive Decision ☐ Legislative Requirement

Background Council will be aware that Dr Andrew Harper, Adjunct Clinical Professor at the Curtin Medical School, has approached WEROC for support for a research project developed as a direct result of Curtin student involvement in the Wheatbelt Medical Students Immersion Program (WMSIP) this year and last.

Dr Harper, in addition to writing to the WEROC Executive Officer (a meeting was also held on 10 May 2019 with the CEO’s of Westonia and Merredin), as well as meeting with the Westonia Council at its June Ordinary Meeting. The proposal is to conduct an exploratory study in which students under supervision will interview a small group of Wheatbelt residents and key informants. The aims of the project are to: • Describe the health experience and health concerns of a small group of Wheatbelt residents and key informants; • Analyse the themes of issues identified through the interviews to discuss these themes with WEROC’s Member Councils to identify possible avenues for advocacy to help address these issues to explore the potential utility of interview data in assisting shires advocate for the health needs of Wheatbelt communities to promote a health partnership with the Wheatbelt; and • Promote social accountability in rural community health.

An outline of the project forms an attachment to the meeting agenda. The project has the endorsement of the Curtin Medical School, with the School pleased that further academic activity is developing from the WMSIP. The proposal is an exploratory pilot study to be conducted in Merredin and Westonia with a view to offer the same type of research activity in the remaining WEROC Councils subject to the results obtained in the pilot study. The project’s goal is to provide Member Councils with data that will assist in advocacy for improved health services.

The WEROC Council’s resolved to part fund the project which was conducted in the Shires of Westonia and Merredin during the last week in August 2019.

The initial Report into Wheatbelt residents’ perceptions of health has been completed and submitted to WEROC for comment. The report confirms a lot of what we had previously thought may well be the case. The views expressed were not dissimilar to those expressed during the data collection phase for the Verso Report. Attached

Comment Exploratory project in rural health partnership between Curtin Medical School students, Wheatbelt shires and local residents. Curtin Wheatbelt Study Group, Curtin Medical School

Summary Ordinary Council Meeting Agenda 21st November 2019 Page | 15 This exploratory project has developed from the Wheatbelt Medical Student Immersion Program as a result of interest of a small group of Curtin medical students wanting to pursue their experience of rural health with added involvement in the Wheatbelt. The project involves five students conducting an interview on twelve Wheatbelt residents to elicit their health experience and concerns, studying their responses and then discussing the service implications with the local shires and residents. The question being asked is whether medical students through this interview process can add potentially to local rural health advocacy.

Background The exposure of medical students to health inequities in the Western Australian Wheatbelt has stimulated interest in examining more closely local health concerns and opportunities for local social accountability. The health inequalities of rural and remote Australia are well recognized and a particular inequity in parts of the Wheatbelt is the limited access and availability of primary medical services. This exploratory project is designed to explore the potential value of medical students to the process of promoting advocacy for greater local service access. The proposal is for medical students under university supervision to collaborate with the shires of Merredin and Westonia in a process of documenting the perceived health problems and concerns of Wheatbelt residents. The outcome of interest is presentation to the shires of meaningful categories [ or themes] of health problems and concerns perceived by residents and discussion with the shires of potential strategies for rural health advocacy. Shires and residents in the Western Australian Wheatbelt and Rural Health West have been most supportive of community engaged medical education for Notre Dame and Curtin medical schools. The students have expressed a desire to reciprocate by contributing to health in Wheatbelt communities. In discussions with the Shire of Westonia and WE-ROC interest has been expressed in building on the educational collaboration which has been established to date. The proposed project aims to explore whether medical students can assist in increasing the understanding of the perceived health needs and concerns of residents. There are four components to the project. The first is data collection of the views and health concerns of residents through open interviews. The second is a thematic analysis of the interviews to identify categories of perceived health problems and possible solutions. The third is a round table discussion of the problems and implications with the shire and the residents. The final step is an evaluative review by the shires, residents and students of the potential value of this type of exercise involving medical students. The question the project aims to answer is; “Does this collaborative process of documentation, analysis and review have the potential to make a positive contribution to local health in Wheatbelt communities?”

Aims 1. To explore the potential utility of a process of resident health interviews, conducted by medical students, in identifying local rural health problems. 2. To build collaboration with the Wheatbelt to promote rural health and wellbeing. 3. To promote medical student social accountability in rural community health.

Ethics Ethics approval is being sought through the Western Australian Aboriginal Health Ethics Committee. Participation is voluntary. The NHMRC ethics protocol is being followed. An information sheet and consent form will be signed prior to resident participation. All interview data will be de-identified to safeguard confidentiality.

The proposed collaborative process. 1. Documentation. The health experience and concerns of residents will be gathered through an open-ended semi-structured interview. The interview will be conducted to elicit subjective information on the residents’ perspective of their functional health and wellbeing in the domains of ideas/feelings, personal fulfillment, mobility, independence/self-care, social relationships/attachment, activity level, community participation, access to services and support. Key informants will be interviewed on their perception of local community health issues and problems. Interviews of residents will be done by medical students in pairs under the supervision of a faculty member. Interviews of key informants will be a group interview conducted by the group of student interviewers. Recording will be by pen and paper. 2. Analysis. A thematic analysis will be conducted on the interview data to identify the categories of health concerns and problems perceived and experienced by the participants in various domains of their everyday life [listed above]. Suggested solutions will be identified. The analysis will be performed by the medical students under the supervision and direction of a faculty member. 3. Round table discussion. The results of the thematic analysis will be presented to a group representing the shire and residents. The discussion will address the nature and priority of the problems and possible solutions and health advocacy. Ordinary Council Meeting Agenda 21st November 2019 Page | 16 4. Review. All participants will be asked their view on the potential utility of this method of problem identification and whether it appears worthy of further consideration as a strategy to help rural health advocacy. Methods The participants will be: [1], four elderly residents of Westonia with chronic conditions, [2], four adult Aboriginal residents of Merredin with chronic conditions, [3], four youth aged between 18 and 25 who live in Merredin, and four key informants who are resident in either Westonia or Merredin. The key informants will be individuals who are long term Wheatbelt residents or professionals or officials with long term involvement with the Wheatbelt. The selection of the participants will be done by the shires of Westonia and Merredin and the Aboriginal representative in Merredin. This will occur in consultation with the university. As described in the ethics protocol participation is voluntary. Individuals will be selected from among residents interested in contributing to the project. This is likely to include some persons who have already experienced the Wheatbelt Medical Student Immersion Program. Data gathering will be done by face-to-face interviews done by five Curtin medical students trained and supervised by the faculty. Recording will be in writing and not taped. Each participant will be interviewed for 1 to 1.5 hours on one occasion by a pair of students. The scheduling of the interviews will have three respondants being interviewed each morning and afternoon with a block of time allocated immediately following each set of three concurrent interviews for analysis of the data. Data handling. Interview data will be de-identified upon completion of each interview. Data will be held securely from the time of collection for which Dr Harper will be responsible. Once back in Perth the data will be securely stored at Curtin University as regulated by the university. The instrument will be an open-ended semi-structured interview focused on defined areas [domains as listed above] of self-perceived health and wellbeing. Analysis will be a Thematic/Content Analysis as described above. Following each interview the data will be reviewed, initially by each pair of interviewers and then by the whole group of interviewers. Round table discussion. See above. The minutes of the discussion will be taken by hand by the students. The review of the whole exercise will take place at the time of the round table discussion. A final report will be written by the students and circulated to the shires, the participants and to the Curtin Medical School. The role of students in the project. The students are actively involved in all aspects of the project, planning, preparation, data gathering , analysis , review and reporting. .

Funding Funding and support in kind is being sought from WE-ROC for; [1] Travel to and from the Wheatbelt for 5 students and 3 supervisors, ($600); [2] Accommodation for the students and supervisors in the Wheatbelt for 3 nights ($3600); and [3] Administrative support to set-up interviews, make general administrative arrangements and prepare the final report ($400).

Schedule of activities May and June: Submission for funding and support to WE-ROC, Completion of protocol, Secure Curtin Medical School approval, Obtain Aboriginal cultural endorsement and WE-ROC support, Submission of Ethics application to WAAHEC, Confirmation of collaboration of the shires of Merredin and Westonia through WE-ROC. June and July: Finalisation of interview protocol. July and August: Complete administrative arrangements with the shires, Recruit participants. August and September: Interview training of medical students, Schedule interviews and Round table discussion. September: Conduct interviews, start analysis and possibly conduct Round table discussion and Review subject to logistics. October to December: Complete Analysis of data, Round table discussion, Write and distribute report. December 2019: Complete project.

Benefits. The intended benefit for the communities is to demonstrate a possible mechanism to enhance the process of identification of local health problems for health advocacy. The educational benefits for the students is a greater understanding of the impact of social environmental factors on health and wellbeing, practical experience with the concepts of health advocacy and social accountability in rural health. For the Curtin Medical School there may be beneficial flow-on effects for the curriculum in rural and community health.

Relevance Ordinary Council Meeting Agenda 21st November 2019 Page | 17 The growing health care burden due to aging, chronic disease prevalence and scarce resources all make the patient’s perspective of health and the patient’s experience of living with a chronic condition increasingly relevant. Patients, families and carers need to be active participants in the process of health care. Consequently doctors and all health care providers need the skills, attitude and knowledge to respond effectively to the patient’s perceptions and concerns. To achieve this end, improved strategies are required routinely to elicit patient concerns through observation and documentation, to analyse and understand these concerns and to act on the patient’s priorities and circumstances. This project relates to each of these considerations.

Andrew Harper Coordinator and Co-supervisor for the University Supervisor Dr Sally Kilburn Bentley, May 2019. Statutory Environment

Nil

Policy Implications Nil

Strategic Implications

Nil

Financial Implications There are no financial implications in relation to this matter.

Voting Requirements

☒ Simple Majority ☐ Absolute Majority

OFFICER RECOMMENDATIONS

That Council reviews the interim report compiled by the Curtin Medical School - Wheatbelt Medical Students Immersion Program (WMSIP) into the Wheatbelt Project; Resident’ perceptions of Health and provide comment back to the WEROC Executive Officer.

Attachment 9.1.5

Shire of Westonia

CURTIN UNIVERSITY – WHEATBELT HEALTH STUDY

Wheatbelt project; Residents’ perceptions of health

Curtin Wheatbelt Community Health Pilot Study

A Harper, L Irvine, T Corbett, T Billah, K Edwards, K Sanders, B Hart.

Curtin Medical School

INTRODUCTION

Background

This project has developed from the Wheatbelt Medical Student Immersion Program (WBMSIP). A principal learning objective of the WBMSIP is for the students to understand the role that the family and social environment play in rural health. Following participation in Rural Week in the Wheatbelt in 2018 and 2019 five students selected themselves to do further work beyond the set medical curriculum on rural health issues. Initially three students (LI, TC and TB) presented their 2018 experience at the Muster Conference on Community Engaged Medical Education in Mt Gambier in October 2018. In 2019 the student group grew to five with the addition of KE and KS for the purpose of pursuing research into Wheatbelt health.

The Verso Study

In November 2012 Verso Consulting reported on their Central East Wheatbelt Aged Care Regional Solution study. This report has provided an important baseline for the Curtin project. Some key conclusions include the following. Emphasis was placed on a comprehensive and integrated approach to needs assessment. At its core this involves a community development approach which harnesses a range of organisations and groups. The purpose is to delay or remove the need for residential care and to increase independent living within the individual’s community of choice with a focus on the problems of real life within the concept of Age Friendly Communities (WHO).

Purpose

The purpose of the Curtin Pilot Study is to document the health experience and health concerns of Wheatbelt residents in Merredin and Westonia. The study has been developed from the students’ exposure to the Wheatbelt through the Rural Week and the findings of the Verso Study.

The specific aims are

1. To explore the potential utility of medical students documenting the residents’ perception of local rural health problems. 2. To build collaboration between the university and the Wheatbelt community for purposes of promoting rural health and wellbeing.

3. To promote medical student social accountability in rural community health.

Methodology

Data were gathered by an open-ended semi-structured interview format from a total of 17 residents on the 30th and 31st of August 2019 in Merredin (11) and Westonia (6). The subjects comprised 15 elderly residents and two individuals in their twenties. Three elderly subjects were male, and the remainder were female.

The subjects were asked about their health experience and health concerns. Their comments were recorded by hand.

The data were analysed to identify categories of issue and concern.

Ethics

Ethics approval was obtained through the Curtin University Ethics Committee.

RESULTS

Each individual interviewed provided their own experience and described their own concerns. The essence of these histories are reported below describing the main social determinants of their experience. The collective of these scenarios provides the beginning of a general picture of the personal and community conditions which are influencing people’s health experience and welfare. Personal identifiers have been omitted to protect individual confidentiality.

The health experiences and concerns expressed by those interviewed are the following.

1. Residents’ experience and perceptions of health

Resident 1.: Fear and anxiety over access to acute care Resident 1 is an elderly resident of Merredin who moved to the town a number of years ago following the death of her husband who had been a local farmer. She “loves living in the country” and is a “lucky resident” well supported in her day to day life by aged care services. However her major concern is the mismatch of acute medical services and the health needs of the aging Merredin population. She is scared that any acute need for medical care which may arise due to her heart condition will not be able to be met locally. This fear is compounded by her inability to drive herself to the hospital in Northam and that the Merredin community care car has been discontinued.

Issues. Resident 1 illustrates issues related to • The growing medical service demands from chronic disease in an aging population,

• Difficulties with transportation in the country • Loss of independence in the elderly • Anxiety in the elderly • A mismatch of medical need and service accessibility • The high value placed on rural community living

Resident 2.: Reduction in preventive and primary services Resident 2 is an elderly resident of a Wheatbelt town. She is now retired following a professional career in community service. She maintains an independent life despite limited mobility from a progressive chronic condition. Despite her continuing active involvement as a volunteer and participation in retiree activity groups she feels forced to move to Northam to access allied health and supportive primary health care services. She does not perceive herself as being old but she recognizes her need for more help and physical assistance than is available locally. After difficulty selling her property she now ‘feels very sad to leave’ the community. The reality of her experience has been a lack of public transport options with cancellation of the local bus service severely limiting her ability to seek out specialist health services in other towns and in Perth. She commented that while she is aware of her increasing health needs with age she feels many people ‘neglect their health’. She attributed this to a lack of community health education which used to be well managed by the role of a Local Area Coordinator. Since the state government removed funding for this position, community development relating to education and health is non-existent. This loss has had a widespread negative effect on all age groups.

In addition Resident 2 commented on mental health resources. She pointed out that there are no appropriate services for acute mental health episodes other than transporting patients to the local police station. At the station they can be “locked up” until the threat of self-harm or harm to others passes.

Issues. Resident 2 illustrates issues related to; • Relocation to access services • Lack of allied and primary care services • Loss of public transportation • Loss of health education services • Absence of acute mental health services • The high value placed on rural community living

Resident 3.: Barriers to local career progression and to patient self-management Resident 3 is a retired nurse very satisfied with her life in Merredin and benefitting from having most of her family nearby. Her nursing career illustrates how barriers from regulation and bureaucratic factors limited her progression as a health professional in the Wheatbelt. Born in the Wheatbelt she returned to the country to work as a nurse after completing her training in Perth. Her ambition was to be a midwife but there were insufficient deliveries in town to maintain her skills. Later in her career she pursued work as a diabetes educator but her ambition was again frustrated. She could not gain official

certification due to inadequate patient numbers for her to meet the required quota for qualification. Resident 3 also described frustration as a patient. She had difficulty finding a GP who supported her being an advocate for her own health and with whom she could establish a trusting relationship. She perceived arrogance among doctors which obstructed effective patient-doctor communication.

Issues. Resident 3 illustrates issues related to; • Barriers to career progression in the country • Inefficient doctor patient communication • The high value placed on rural community living

Resident 4.: Prolongation of independent living through health education Resident 4 is a middle aged woman who has needed to repeatedly visit specialists in Perth over a number of years for the diagnosis and treatment of a serious and uncommon medical condition. This has been a steep learning curve for her, her treating doctor in town and the allied health professionals. She was educated about the management of her condition by the specialists in Perth and she took it upon herself to take this knowledge back to Merredin to educate the local medical staff. Over the last two years she has been managed largely by local health professionals of whom she speaks very highly. Through her illness she has become increasingly aware and appreciative of support provided her by the Merredin community. Despite being born and raised in Merredin and being very positive about life in the country, she does not see herself staying in Merredin in the long term as her children have now moved to the city and she has needed to close her business.

Issues. Resident 4 illustrates issues related to; • Delaying the loss of independence through education • Delaying relocation away from the country through social support • The high value placed on rural community living

Resident 5.: Deficiencies in urgent and acute care Resident 5 is a very elderly retired professional married woman who has come to live in Westonia for the quiet and beautiful environment, and for the affordable housing in a friendly supportive community. Her mobility is very limited. While she cannot drive she is very satisfied using a golf buggy to get around the town. However travel to Merredin or Perth is problematic and is an ever-increasing concern to her. This is particularly so since a recent fall which caused her a significant injury. The experience was “horrific”. She waited two hours for the ambulance to Merredin, four hours waiting in the hospital for a telehealth consultation and a further two hours before being seen by a doctor at the hospital. Throughout this entire period she did not receive any painkillers. Despite this experience, for her the benefits of everyday life in this community outweigh the lack of access to emergency services. She feels Westonia is now her home although she has found integration into the community a challenge.

Issues. Resident 5 illustrates issues related to; • Deficiencies in emergency transportation • Deficiencies in urgent care • The high value placed on rural community life

Resident 6.: Deficiencies and strengths of regional specialist services Resident 6 is a very elderly married man who thoroughly enjoys and appreciates the Westonia community. Shire services have made a very positive difference to his quality of life. Regional hospital services on the other hand are inaccessible. The closure of day surgical procedures in Merredin necessitates a 4 hour drive to Narrogin or a 2 hour drive to Northam for which a relative needs to take a day off work to drive him. He finds these trips very tiring. By contrast the clinic visits by an orthopaedic surgeon to Merredin are of great benefit as is the presence of the hearing aid service in Merredin. But a number of people remain unaware of the hearing clinic. Following recent orthopaedic surgery in Perth he found the follow-up respite care in the community to be well organised. The deteriorating health of both him and his wife is a cause of anxiety as he is fearful of needing to ask for more help and “I don’t want to be a burden to my daughter”. This was consistent with what appeared to be a degree of stoicism and independence manifested by a number of residents.

Issues. Resident 6 illustrates issues related to; • The increased travel demands resulting from closure of local hospital services • The value of local specialist visits and services • The need for public education on service availability • The adverse psychological implications of limited medical service accessibility • The high value placed on rural community living

Resident 7.: Service utilization and the negative image of services Resident 7 is an elderly married woman with a business in the community who is now limited by a chronic condition. She requires on-going medical care but she says that the majority of people avoid the Merredin Hospital as it is understaffed and occupational therapists are not available. She said that “only if you are really, really, really desperate do you go to the Merredin Hospital”. She said that people don’t like seeing overseas doctors and this is a barrier to people seeking medical treatment.

Issues. Resident 7 illustrates issues related to; • The importance of the public image of service providers • The presence of a poor public image of some important local medical services

Resident 8.: Accommodation through the life course Resident 8 is a middle aged retired farmer who continues to live on her farm which is now run by her son and her daughter-in-law. Following a period away they returned to the farm to settle down and raise a family. Resident 8 remains very independent and an active participant in the community. Her parents by contrast are no longer able to drive and have

needed to move to the town which they are not happy about. However, knowing about local resources, she managed to have an occupational therapist arrange for a house to be fitted with aides to allow her parents to live independently and make the transition. A lot of elderly people in a comparable position fail to access services either because of pride or a lack of information. Elderly people applying for appropriate accommodation can find themselves blocked by not being able to sell their own house or by finding that through the sale of their house they are outside the asset bracket of eligibility for special accommodation. Renovating a house with appropriate rails, ramps and aides can be beyond the means of many. As homes for the elderly are in demand some people are forced to move away from their town or district cutting them off from family and friends.

Issues. Resident 8 illustrates issues related to; • The multiplicity of factors affecting accommodation rurally • The dynamic and changing nature of accommodation needs with age and disease • The importance of driving capability to quality of life • The importance of access to information regarding accommodation • Bureaucratic and market barriers to appropriate accommodation • Poor accommodation accessibility is resulting in separation and isolation • The high value placed on farm living

Resident 9.: Migration to the city Resident 9 is an elderly grandmother who has lived in Merredin for many years who now plans to move to Perth. While she is very happy in the country and would prefer to remain, her circumstances have changed. Both her children live in the city having completed high school there and pursued tertiary education in Perth. Their careers are in the city. She has needed to commute to see them and to experience her grandchildren. Recently her husband become unwell and needs to regularly visit specialists in Perth for medical treatment. Her own health has become problematic and she is needing surgery which is only available in Perth. Travelling the distance has become an issue and she can no longer drive to the city. She has found train travel too difficult. Physically getting on and off the train is too demanding and coordinating with city appointment times necessitates at least one-night stay-over in Perth.

Issues. Resident 9 illustrates issues related to; • The influence of educational opportunities on urban migration • The influence of career opportunities on rural-urban migration • The influence of centralised medical services on rural-urban migration • The influence of aging and the incidence of disease on migration to big towns • The influence of the quality of public transport on migration • The influence of medical appointment scheduling on accessibility to services • All the above factors can contribute to separation, isolation and loss of community • The high value placed on rural community living

Resident 9’s experience has evolved out of a number of circumstances which help explain rural-urban migration and the social disadvantage of rural life for some. Her story starts with love of country life and the cohesiveness of rural communities. Once childhood education and vocational education become considerations a process of separation within the family begins. This separation becomes permanent if career options are more attractive or available in the city than the country. So long as parents are vigorous and well they can commute to the city to maintain family cohesion. Once aging and chronic illness is manifest the dynamic changes. Added to the picture is the social context and structure of social services. Medical services are increasingly centralised and public transport has not compensated.

Resident 10.: The role of mobility Resident 10 is an elderly widow who lives independently and actively in a retirement village in Merredin. Prior to her husband’s death some years ago she needed to drive to Kellerberrin to visit him in a dementia facility there. She felt fortunate that he had not been placed in a more distant facility. While she was comfortable driving the distance then she says it would be “a real struggle” for her now. These days she is very concerned over not being able to drive as this would be “a massive barrier” to her current active involvement in local social activities. She is also fearful of walking locally as she needs a stick and has an increased risk of fractures. She is very anxious over her mobility and now uses a golf buggy. With the closure of surgery at the Merredin Hospital she needs to go to Northam for minor surgery and check-ups. This will not be possible for her once she can no longer drive and her children are not available to assist as they are not local. She pointed out how isolation increases with the loss of mobility.

Issues. Resident 10 illustrates issues related to; • The key role of the ability to drive in maintaining independence • The increased need for mobility when services are centralised • Fear and anxiety over reduced mobility • Isolation resulting from immobility

Residents 11 and 12. Issues of youth Residents 11 and 12 are two young women, one of whom lives out of town on a farm and the other in town. They raised a number of observations and concerns regarding life for young people in the Wheatbelt.

Safety, kangaroos, alcohol and friends. Living out of town brings with it the hazards of driving at night with roos on the road. Added to this are the risks from drink driving. A consequence is avoidance of socialising in town at night which affects the town as well as social contact among young people. This highlights the costs of the absence of safe

transport options. Reference was also made to an undercurrent of criminality in the community.

A drinking culture. Alcohol use is endemic at home and in the community.

Career opportunities and work. There are limited opportunities for a career with future progression. One can easily reach the salary cap in a given job without there being the chance to gain further skills and abilities. It was pointed out that many young people seeking skilled work are unsuccessful due to the limited number of positions available. Therefore, they are forced to relocate to gain employment in their desired fields and to further their professional skills. Otherwise the outcome can be unemployment benefits or pregnancy.

Anxiety, depression and mental health among youth was openly discussed. These are prevalent and worrying issues for young people. There is a deficiency of mental health services in terms of availability and access. This feeds into self-medication with drugs and alcohol. Intrinsic to the problem is an absence of preventive mental education, the presence of individual stoicism and an air of shame associated with reaching out for emotional support. Most youth with mental health concerns do not seek help.

Racism and stigmatisation. As part of their description of the rural social environment clear reference was made to the presence of alienation due racism involving skin colour and religion. It was felt that part of this related to miseducation and ignorance.

Views of the future. Their future was not seen as being in the country. Their future in terms of work and having their own families was in the city or big towns.

Community integration. The youth who are integrated into the community tend to be those born in the country while newcomers don’t find this so easy. A lack of social support and isolation can occur.

Sport and relationships. Sport is seen as a highly important element in social involvement to the extent that there is room to increase the diversity of sport options.

Wind farm and the community. Mention was made of the economic gain from the wind farm development and the perception that this investment won’t really assist growth of the town as a social community. The boost in employment is only temporary.

Resident 13. Poor access to medical care Resident 13 is an active elderly woman living in the town who is very happy with country life. She has a medical condition which causes episodic exacerbations for which she requires acute care. This presents her with a problem as she usually cannot get a doctor’s appointment for weeks. Her condition precludes her driving to Northam for care and she cannot manage the train as she cannot climb the stairs at the station. The result is that

frequently she needs to sit out these episodes without medical attention. Similarly there are long delays before she can be seen by the physiotherapist.

Resident 13 is an active community volunteer. She recounted that many community jobs are left to volunteers but these activities are not always supported by the authorities. This is increasingly relevant as three years ago she said the position of Senior Citizen Centre Coordinator was abolished and this has meant a greater reliance on volunteers.

Issues. Resident 13 illustrates issues related to • Poor access to medical care and physiotherapy • Poor public transport to access medical services elsewhere • Community reliance on volunteers • Perceived diminished shire support for voluntary activities

Resident 14.: Underservicing a divided community. Resident 14 is an elderly volunteer in Merredin who sees both strengths and weaknesses in the community. He sees primary health care delivered by the five GPs being a notable strength due to their commitment and skill. He commented on an improvement in retention of allied health professionals, notably in audiology. Imaging services have improved. He says there is a strong sense of community among those who want to participate in the community.

Conversely, he says there are challenges to living in Merredin, some of which differ from metropolitan life. Primary care is not supported by the tertiary system. Despite improvements, radiology facilities remain limited. The hospital despite its multi-million- dollar upgrade has insufficient nursing staff, provides limited emergency care and has downgraded its surgical capacity. There are no surgical staff nor psychiatrists. There is insufficient staff to deliver aged care packages and no equivalent of Silver Chain. Children taken to Perth due to psychiatric emergencies return with no long-term care plan. There are limited preventive services. While the Men’s Shed is helpful “the guys that participate are not the guys we need worry about.” He identified methamphetamine and alcohol use as significant problems. Merredin is not as cohesive as some other towns possibly due to a combination of the town’s size, the mixture of age groups, and the deep divide between the Aboriginal and non-Aboriginal populations. The indigenous population has experienced three or four generations without any hope and without seeing any change in their situation.

Regarding solutions to problems facing the town he postulated that hiring nurses on a regional basis rather than specifically for the hospital may support staff retention. It is clear that the town needs more medical staff. The town’s health system may benefit from increased autonomy in deciding on what services to provide. Many of the town’s difficulties relate to barriers to accessing care and to social inequalities.

Issues: Resident 14 illustrates issues relating to; • Underservicing health care • Lack of community integration • Lack of continuity of care between tertiary and community care • Racial inequity • Centralism • Deficiencies in provision of tertiary services • Deficiencies in provision of community services

Resident 15.: Health service deficiencies Resident 15 is a very elderly farmer and now widow. She lives alone in town in a Shire two bed room house with a small garden. She is independent and continues to drive locally. She is very happy where she is. Recently she had a fall and was found on the floor by a neighbour, she having managed to crawl inside. It took two hours for the ambulance to arrive from Merredin. She was then flown to Perth for surgery. After two weeks of rehabilitation at St John of God she was discharged home ambulating with a walker. A family member needed to come from out of town to be with her for a number of days. She developed a complication which initiated involvement of the community nurse practitioner. She is now functioning near normally but typically of country people she does not like to ask for help. However the Community Resource Centre (CRC) serves as a source of referral initiating visits for home assessment and referral to the community nurse or volunteers. “But a lot of people are older and are not interested in volunteering.” “There are not enough young people.” Respite care is available in Southern Cross and some people set themselves up as carers “but some are not that good”. Generally, “you need to know where to go to get help, but the CRC and the community nurse practitioner know”. The mine is a valuable community resource providing meals on wheels and being “an emergency standby”.

Resident 15 made a number of comments about local health services. “Telehealth is available at the CRC. Some doctors agree to it but others don’t.” Two specialists still visit Merredin but when the eye doctor was doing procedures on a particular day in one town he was stopped despite his willingness to continue, being told he needed to see no more than four patients. “The operating theatre in Merredin is closed but we want it open so our GP can use it. Money has been spent on the Merredin Hospital but we have lost the operating theatre. While home help services are available in Merredin you need to get there to obtain the help.” “Obstetric deliveries now take place at KEMH and mothers need to spend a month in Perth pre-birth separated from their home.”

Issues. Resident 15 illustrates issues related to; • Centralisation of medical services • Local interest in retaining local services • The importance of a community nurse practitioner • Administrative issues impeding provision of medical services • The importance of local community resourcefulness

• The value of the shire in community health and welfare

Resident 16.: Social isolation and Aging Resident 16 is an elderly single woman living alone in town in her own small house. She retired relatively recently having worked all her life. She has a medical condition for which she regularly travels to Perth by train for specialist medical treatment but “the train is never on time” so she is frustrated by being late for appointments. Her work had provided her with constant contact with the community and now she misses this. She is lonely and sad having outlived many of her friends. Her remaining family live a long way away. She hates her situation. As an independent self-sufficient individual she resists asking for help. She is now threatened with the loss of her driving licence due to her ill health which will isolate her further. She is relatively unoccupied not finding much to do apart from scrabble once a week and reading. Arthritis precludes her working or knitting. The community nurse visits her regularly but contact with the local GP is limited by long waiting times so she goes to Merredin to see a doctor there. She relies on others to collect her medication from Merredin as she is not prescribed large enough amounts from Perth and this makes it difficult to manage her medication. She is annoyed by the closure of the operating theatre in Merredin which necessitates her travelling to Narrogin or Northam for minor procedures.

Issues. Resident 16 illustrates issues related to; • The multifactorial nature of loneliness in the elderly • The personal factors that can affect loneliness • The role of past social history in an individual’s current situation • The dependence of the elderly upon external help from the community • The role of social context in wellbeing and welfare • The adverse personal effects that can result from administrative and organisational policies. • Problems with access to pharmaceuticals • The importance of wholeness in addressing community health and wellbeing

Resident 17.:The barriers from bureaucracy and red tape Resident 17 is an elderly long-time resident of Westonia. He is retired but he remains active and involved. He says the Merredin Hospital “is a bit of a disappointment as they still don’t do operations despite having spent a lot of money. People now need to go to Narrogin but there’s too much red tape with Narrogin. Local residents now have fewer services. The hospital is a pain. People now need to travel to Narrogin or Perth for minor surgery which previously was available locally. GPs need a network of contacts. A number of local doctors, but not all, lack this network. You need to be able to get in to see people who can help you. The GP in Westonia is the gateway to specialists but building these connections is hard. You may need to travel 100kms to find an available doctor. A good local doctor may be the key. Accommodation for the elderly is also problematic as some people get isolated by being placed in residential facilities long distances away from friends and family. “People are waiting for houses”. “There is too much red tape.” “Five million dollars from Royalties for Regions for building homes for the elderly has been removed”. There are negative views of the bush by people who don’t know what goes on in the bush. The government has a thing

against the country. “We are losing everything”. Expansion of the mine is being blocked. By contrast the community itself solves problems. For example, the community sidewalks have been made to suit the elderly and the community bus provides transportation. The community resource centre is “pretty good”. It allocates days for games, arranges outings and craft days and provides other services. Local residents help one another, and the GP is a key in this self-help.

Issues. Resident 17 illustrates issues related to • Government decision-making being out of touch with the need as perceived locally • Inadequacies in the functioning of some local doctors • Accommodation is fragmenting the community • Centralisation of health services is disadvantaging rural areas • Red tape is obstructing access to services.

2. Key informants views

Four key informants were interviewed, three Westonia Shire members and a doctor.

Westonia is on a trajectory of development to repopulate with the elderly. Old people are being encouraged to settle in Westonia supported by cheap blocks of land and a house building program. The Verso Consultant Report (2012) addressed the needs for retirement accommodation and defined community development as the central task. A major role the Shire sees for itself is to define the gaps which need to be filled in order to care for an elderly community. The social and economic landscape in this regard is complex. Significant changes are occurring some of which are conflicting and are undermining community integration. The provision of home care and allied health services are priorities. Access to some medical care has been set back rather than improved. Specialist care and medical procedures which previously were available in Merredin are being centralised necessitating hundreds of kilometres of extra travel. To attend an 8am appointment requires leaving home at 5am driving under dangerous conditions. The example was given of a minor skin procedure which required two days away from home, a 570 kilometre drive to and from Narrogin and the risk of hitting kangaroos at night and in the early morning. The alternative is go by train to Perth. The question being asked by the shire is how do we service the aged population? While patient care packages are available, the professional staff to provide the services are not. While government capital investment in rural hospitals has been substantial, local professional staffing has been inadequate. However medics for the local ambulance are provided by the mine.

The family farm has traditionally been the cornerstone of wheatbelt communities providing life-long rural careers for a population comprising a full spectrum of ages from young to old. Now 30% of farms are corporate which is undermining the usual demography. This corporate and foreign ownership is viewed as “a big tragedy”. With fewer young people and family units there is a smaller pool of volunteers. It is increasingly difficult to get volunteers

upon whom the community relies heavily. Burnout among volunteers is an issue. There is a need to formalise community support. If the footy club were to close this would be devastating for the community.

Financial support is the biggest barrier to service provision. Regulation is at the core of this issue as the role of local government is not health.

Mental health has become “a massive gap”. “The country is left to its own resources and self-medication is a big problem.” We are not a safe farming area as we are on the fringe of the farming region and we need to be resilient. Stress of farming is a major health problem which is growing, yet support is not here. Climate change is a cause. Farmers will work 20 hours a day and without sleep they are at risk of cutting corners. Reference was made to the Blue Tree Project to raise awareness of the incidence of depression and suicide in the country and to the Men’s Health Unit and to the mental health action initiated by the deputy president of the Merredin Shire.

A number of concerns were expressed over the administration and delivery of medical services. These concerns were pointed in nature and addressed integral aspects of the organisational workings of the clinical management of patients in the Wheatbelt. At the most general level there was concern that decision-making and policy formulation is done centrally, “at the top” and not with systematic involvement of the local community and providers. Numerous issues affecting both process and outcome were attributed to the need for planning from the bottom up. There is concern that the process of evaluation and feedback concerning quality and effectiveness of the system is ineffective. Specific concerns exist regarding the need for medical and health providers to be engaged in the community and to function as a team. The view was expressed that with clinical leadership, willingness, forethought and team spirit the issues could be solved. The doctor patient relationship is being affected by an absence of local doctors with English as their first language. Overseas doctors working in the country require supervisory support to assist with their integration into the health system. Bureaucratisation is a significant barrier at multiple levels including access, availability, continuity, coordination, patient satisfaction, quality and cost. There is particular concern over the provision of psychological and allied health services for primary, secondary and tertiary prevention. Flexible and significantly increased local use of telemedicine would expand availability and access to services.

Key informants expressed interest in developing partnerships to address the multiple community needs. These partnerships include those with universities and others and could involve data gathering and analysis to assist attract funding. While the needs are known the solutions are not. The question is what the community can do and what should the shire be presenting to the government. Can the universities contribute to advocacy through conducting case studies? There is interest in medical students assisting at community events and workshops and volunteering generally in the community. This could strengthen and empower local volunteering.

3. Key issues and concerns

The concerns raised by the residents and key informants were extensive and provide a window into the complexity and changing nature of life in the Wheatbelt of WA. While the focus of interest has been the personal health experience of residents the dominant determinants reside in the social context of the Wheatbelt. Community and family factors external to the individual are a major influence on individual health and wellbeing.

The wholeness and multi-factorial nature of rural health concerns.

Numerous specific health concerns were identified but rarely were these factors isolated or solitary. Health concerns were usually inter-related with a range of factors such as transport, work, employment, demography, education, geography and climate, service infrastructure, government, recreation, community integration and the socio-cultural history of the district. The meaning and understanding of the health concerns depend upon taking a comprehensive perspective and are served inadequately by a reductionist view.

The value of country living.

The universal background to all the concerns expressed by residents was their love of rural life. They valued living in the country and wanted to remain although circumstances for some were forcing them to move away.

The issue of rural urban migration

The two sentiments of love of country life and concern for wellbeing and fulfilment underlie a key concern for the Wheatbelt. The attraction of rural life is a pull to live and remain in the country which is off-set to varying degrees by incentives to move to the city. Both health and career are disincentives to remain and they represent important challenges to the integrity of wheatbelt towns. For the elderly there is fear of medical services not being available. This concern is shared by the shires. For the youth there is concern over obtaining an education and having a fulfilling career. This delicate balance is central to Westonia with its active encouragement of elderly immigration and the social implications of this.

Concern over Scarcity and Centralisation of medical services

A prevalent concern is the reduction in medical services to rural areas and the lack of community consultation and community involvement in health service planning. This is experienced personally by many people and specifically by those disadvantaged by ill health. The Merredin Hospital situation is felt very pointedly and was referred to by nearly all respondents. Significant frustration was expressed over the centralised process of decision

making which has led to capital investment on the one hand with concurrent reduction in services and understaffing on the other. Concern is high over the perceived lack of consultation with the community and with local service providers which is associated with the decline in access and availability of services of GPs, specialists, emergency care, surgical procedures, ongoing specialist care and community follow-up. The lack of allied health personnel features prominently among these concerns. There was concern over the apparent disregard for the inconvenience incurred.

Concern over the quality of the doctor patient relationship.

A number of respondents flagged issues relating to dissatisfaction with communication between some local doctors and patients. This related to attitude and language.

Concern over coordination and continuity of medical care.

A major recurrent concern is the fragmentation of services and problems with communication between service providers. This affects local referrals, specialist referrals, discharge planning from hospital and community care. Medical leadership, coordination and continuity of care were all reported as a significant concern. Underpinning these deficiencies was worry and frustration over a failure to evaluate the quality and effectiveness of care and failure to act upon feedback.

Concern for specific health risks.

Stress, mental health, immobility, chronic disease, ethnicity, isolation, alcohol, road accidents and the stoic independent personality of country people are all identified as important health risks. There was specific concern over neglect of mental health and mental health services for prevention and treatment. Underservicing of community care with allied services for chronic illness was referred to frequently.

Concern over transportation and mobility

With the reduction in the local availability of services the demand for accessible and functional transport has increased. Multiple concerns over transport were expressed. Notably among these concerns was the increased reliance on driving to access services in Northam, Narrogin and Perth among people with diminishing capacity to drive. Added to this disadvantage is the general movement of young people away from the country leaving fewer younger relatives available to drive older parents to medical appointments. This has meant greater reliance on friends and public transport but the train services are limited and schedules can be unaccommodating. Train access for the disabled and the elderly was cited frequently as being problematic. Local town transport has also been reduced or stopped thus placing reliance on the shire for community busing.

Concern over accommodation and isolation

Particular concern was expressed over the limited availability of aged residential accommodation nearby to the person’s usual residence and family. Scarcity of appropriate accommodation is a cause of separation, social isolation and stress. There is however considerable satisfaction with some independent housing.

Community integration and development,

Difficulties with maintaining the social fabric of the community was a background factor affecting most people’s personal concerns. This manifested itself in different ways depending upon individual circumstances. For young people the issues concerned the inability of the community to provide a future and a career and the lack of training and work opportunities in the bush. For the whole community the issue of sustaining social cohesion and support in the face of threats to services and infrastructure was a constant. Concern over recruiting volunteers was raised repeatedly. The maintenance of footy and sporting events is seen as integral to the community. Personal safety and the stress of farming are constant concerns. While self-reliance is vital to country life so are social support services and the availability of professional staff to work in the community. The loss of the position of community development officer is seen as a backward step. As identified by the Verso Report community development is the central issue and is undoubtedly the umbrella principle for moving forward.

DISCUSSION

This pilot project conducted by Curtin Medical School students is an effort towards promoting health advocacy for improved health in the Wheatbelt. The exclusive focus has been on documenting and analysing the Wheatbelt Community’s perception of health and wellbeing.

The question we pose to WEROC and specifically to the shires of Westonia and Merredin is whether this exercise is of value and worth pursuing.

For us, the authors of this report, this experience provides opportunities for collaboration in social accountability to the Wheatbelt community which we would like to pursue. We feel that measurement and evaluation of community health concerns and experience are essential to protecting rural community health.

Acknowledgements

This project has been made possible through the existence of the Wheatbelt Medical Student Immersion Program which ignited the students’ interest in community health in the Wheatbelt. Our thanks go to WEROC, the shires of Merredin and Westonia and the

particular individuals in the shires and Helen Westcott for their interest and support of this novel project. Funding was generously provided by WEROC. We thank Curtin Medical School [CMS] for accommodating this extra-curricular activity which has involved the generous assistance and support from CMS staff. Our particular appreciation and thanks go to the residents of Merredin and Westonia for agreeing to be interviewed. Their contribution has been essential to the project. Our acknowledgement goes to Jamie Criddle whose initial discussions opened the possibility of proposing the project. In addition this project is illustrative of medical student interest in community health which deserves acknowledgement.

Andrew Harper

Project coordinator

Perth

4/11/19

. Ordinary Council Meeting Agenda 21st November 2019 Page | 18

9.2 COMMUNITY AND REGULATORY SERVICE 9.2.1 WORKPLACE HEALTH & SAFETY (WHS) MANUAL – ASBESTOS POLICY

Responsible Officer: Jamie Criddle, CEO Author: Jamie Criddle, CEO File Reference: ST1.4.2 Policies & Procedures OS& H Disclosure of Interest: Nil Attachments: Attachment Signature: Officer CEO

Purpose of the Report

☐ Executive Decision ☒ Legislative Requirement

Background

Council endorse the Addition/Changes to Workplace Health & Safety (WHS) Manual as required.

Comment

Council have an obligation under the Occupational Safety & Health Act 1984 and Regulations 1996 and other associated Australian standards, to provide and maintain a work environment in which employees, contractors, Volunteers and visitors are not exposed to hazards. The principle of the Shire of Westonia is to ensure that every employee works in an environment where every effort is made to prevent accidents, injury and disruption to employees’ health from foreseeable work hazards.

The Shire of Westonia will manage risks continuously using a process involving the identification, analysis, evaluation, treatment, monitoring and review of risks. It will be applied to decision making through all levels of the Organisation in relation to planning or executing any function, service or activity. Workplace Health Safety Risk Management Objectives are:-

• The achievement of Organisational Goals and Objectives. • The ongoing health and safety of all employees at the workplace • Ensuring public safety within the Council’s jurisdiction is not compromised. • Limited loss or damage to property and other assets. • Limited interruption to business continuity. • Positive public perception of Council. • Application of Equal Opportunity principles in the workforce and the community. Council adopted the New Workplace Health & Safety (WHS) Manual at the May 2017 Council Meeting and later reviewed the document in July of 2017.

On 12th November 2019, Council received a visit from Worksafe who were conducting spot checks on Asbestos Registers, procedures and sites. The inspection has resulted in two (2) Improvement Notices issued:

45201729 Asbestos Register requires updating Refer to attached

45201730 Asbestos Warning Signs Ordinary Council Meeting Agenda 21st November 2019 Page | 19 Refer to attached

In order to assist in compliance with improvement notice 45201729, Council, who have been updating the Asbestos Register over the past three (3) months, require the register to be updated and an Asbestos Policy to be included in the Workplace Health & Safety (WHS) Manual. (See attached)

4.13 ASBESTOS MANAGEMENT POLICY

PURPOSE Shire of Westonia is committed to ensuring a safe place of work for all persons who attend our workplaces which includes the elimination so far as reasonably practical the risk of exposure of Workers and Non-Workers to airborne asbestos fibres. This extends to also managing any adverse impact to the environment from the uncontrolled release of asbestos containing material.

SCOPE In undertaking its project activities, Shire of Westonia will: 1. Comply with applicable Commonwealth, State/Territory Health and Safety legislation, Codes of Practice and Australian Standards relevant to the management and control of asbestos; 2. Provide the required regulatory notifications prior to asbestos removal and where an emergency, which includes an actual or potential exposure to airborne asbestos, has occurred; 3. Not allow the commencement of any work, at a site, without the management controls necessary to minimise the risk of exposure of asbestos being in place for buildings: • constructed prior to 31 December 2003; and • constructed after 1 January 2004, where asbestos is likely to be present; 4. Obtain and review the facilities Asbestos Register, and distribute copies to all contractors and other stakeholders before they attend the site; 5. Where the Asbestos Register is not available, out of date or inadequate for the scope of work, engage a competent person as defined in the compliance code, to inspect locations affected by our scope of work and provide an Asbestos Assessment Report; 6. Include, where there is a known asbestos risk, the defined asbestos management protocols within the site- specific Assessment Report; 7. Where there is a defined asbestos risk, ensure site specific asbestos management details are included in the safe systems of work provided by all subcontractors; 8. Ensure that all workers engaged to remove asbestos containing material are trained and possess the relevant regulatory approved licence; 9. When transporting and disposing of asbestos waste, comply with regulatory requirements; 10. Include in the Site-Specific Induction the nominated asbestos management procedures; 11. Ensure workers are informed of and have available approved health monitoring where work with or near asbestos containing material is carried out; 12. Respond effectively to any incident involving, actual or potential, uncontrolled exposure to asbestos containing material; 13. When asbestos has been removed (>10m²), engage a licenced Asbestos Assessor to perform a clearance inspection and to provide a Clearance Certificate; and 14. Upon completion of each project, the Shire of Westonia will provide all asbestos-related information gathered to relevant stakeholders, such as our client and the facility Manager.

RESPONSIBILITIES Shire Executive Officers Shire executive officers have the ultimate responsibility for ensuring that all works involving or potentially involving any disturbance or removal of ACM are conducted in accordance with all applicable legislative requirements, including the National Codes of Practice;

• National Code of Practice for the Safe Removal of Asbestos(2nd Edition) [NOHSC:2002(2005)] • National Code of Practice for the Management and Control of Asbestos in Workplaces [NOHSC:2018(2005)]

The Shire executive shall ensure that the register of ACM and associated Asbestos Management Plan is maintained, reviewed and updated at the determined intervals. A member of the Shire executive shall ensure that the register of ACM is reviewed in order to identify any ACM or presumed ACM to the persons intending to perform works, prior to the commencement of any works in any Shire owned or controlled building or workplace.

Ordinary Council Meeting Agenda 21st November 2019 Page | 20 The Shire executive shall ensure that works involving ACM are undertaken by competent persons, using formal documented safe systems of work including suitably authorised Safe Work Method Statements and Permits to Work. Any such work shall be subject to adequate supervision to ensure compliance with legislative requirements, including as detailed in the National Codes of Practice relating to ACM, (above). A member of the Shire executive is responsible for the authorisation of documented Safe Work Method Statements, Permits to Work associated with ACM works, and the provision of sufficient supervision to ensure works are conducted strictly in accordance with requirements.

A member of the Shire executive, or their nominated representative, shall ensure that competencies and licences of persons involved in works removing or disturbing ACM are verified and recorded. This obligation extends to verifying and ensuring that only suitable equipment (such as vacuum cleaners compliant with AS 3544 (1988) “Industrial Vacuum Cleaners for Particulates Hazardous for Health“ and AS 4260 – 1997 “High Efficiency Particulate Air Filters – Classification, Construction and Performance”) is used in the performance of ACM works.

Shire Employees and Contractors All Shire employees and contractors have a responsibility to comply with legislative provisions, the National Codes of Practice and Shire imposed safe systems of work. The employee or contractor shall consult with a member of the Shire executive prior to the commencement of any works on Shire owned or controlled buildings in order that the asbestos register may be reviewed, ACM locations identified, and a safe system of work determined to complete the proposed works.

All works involving the disturbance or removal of ACM must be strictly by suitably trained or licensed persons, as the situation may require, in accordance with a suitably documented and authorized Safe Work Method Statement and Permit to Work.

APPLICATION The Shire of Westonia has implemented a robust reporting and recording system that will be regularly monitored to ensure closeout of risks and identification of ongoing issues and trends.

Risk management workplace audits and reporting of extreme risks to the OSH committee will help monitor new and ongoing risks identified by the Shire of Westonia.

Statutory Environment

Occupational Safety & Health Act 1984 and Regulations 1996 AS/NZS 4801-2001 Occupational Health and Safety Management Systems audit requirements. Australian Standards including AS/NZS ISO 31000, 2009, Policy Implications

This manual and policies will replace existing outdated OH&S policies previously adopted by Council.

Strategic Implications

Compliance with Occupational Safety & Health Legislation that promotes safe and healthy culture throughout the organisation.

Financial Implications

There is no direct financial implication in relation to this matter.

Voting Requirements

☒ Simple Majority ☐ Absolute Majority

OFFICER RECOMMENDATIONS

That Council adopt the addition/changes to Workplace Health & Safety (WHS) Manual as presented.

Attachment 9.2.1

Shire of Westonia

WORKPLACE HEALTH & SAFETY (WHS) MANUAL – ASBESTOS POLICY

Shire of Westonia- OSH Manual

4.13 ASBESTOS MANAGEMENT POLICY

PURPOSE Shire of Westonia is committed to ensuring a safe place of work for all persons who attend our workplaces which includes the elimination so far as reasonably practical the risk of exposure of Workers and Non-Workers to airborne asbestos fibres. This extends to also managing any adverse impact to the environment from the uncontrolled release of asbestos containing material.

SCOPE In undertaking its project activities, Shire of Westonia will: 1. Comply with applicable Commonwealth, State/Territory Health and Safety legislation, Codes of Practice and Australian Standards relevant to the management and control of asbestos; 2. Provide the required regulatory notifications prior to asbestos removal and where an emergency, which includes an actual or potential exposure to airborne asbestos, has occurred; 3. Not allow the commencement of any work, at a site, without the management controls necessary to minimise the risk of exposure of asbestos being in place for buildings: . constructed prior to 31 December 2003; and . constructed after 1 January 2004, where asbestos is likely to be present; 4. Obtain and review the facilities Asbestos Register, and distribute copies to all contractors and other stakeholders before they attend the site; 5. Where the Asbestos Register is not available, out of date or inadequate for the scope of work, engage a competent person as defined in the compliance code, to inspect locations affected by our scope of work and provide an Asbestos Assessment Report; 6. Include, where there is a known asbestos risk, the defined asbestos management protocols within the site-specific Assessment Report; 7. Where there is a defined asbestos risk, ensure site specific asbestos management details are included in the safe systems of work provided by all subcontractors; 8. Ensure that all workers engaged to remove asbestos containing material are trained and possess the relevant regulatory approved licence; 9. When transporting and disposing of asbestos waste, comply with regulatory requirements; 10. Include in the Site-Specific Induction the nominated asbestos management procedures; 11. Ensure workers are informed of and have available approved health monitoring where work with or near asbestos containing material is carried out; 12. Respond effectively to any incident involving, actual or potential, uncontrolled exposure to asbestos containing material; 13. When asbestos has been removed (>10m²), engage a licenced Asbestos Assessor to perform a clearance inspection and to provide a Clearance Certificate; and 14. Upon completion of each project, the Shire of Westonia will provide all asbestos-related information gathered to relevant stakeholders, such as our client and the facility Manager.

RESPONSIBILITIES Shire Executive Officers

Section 4.13 1 Version 1 Risk Management Principle March 2017

Shire of Westonia- OSH Manual Shire executive officers have the ultimate responsibility for ensuring that all works involving or potentially involving any disturbance or removal of ACM are conducted in accordance with all applicable legislative requirements, including the National Codes of Practice;

• National Code of Practice for the Safe Removal of Asbestos(2nd Edition) [NOHSC:2002(2005)] • National Code of Practice for the Management and Control of Asbestos in Workplaces [NOHSC:2018(2005)]

The Shire executive shall ensure that the register of ACM and associated Asbestos Management Plan is maintained, reviewed and updated at the determined intervals. A member of the Shire executive shall ensure that the register of ACM is reviewed in order to identify any ACM or presumed ACM to the persons intending to perform works, prior to the commencement of any works in any Shire owned or controlled building or workplace.

The Shire executive shall ensure that works involving ACM are undertaken by competent persons, using formal documented safe systems of work including suitably authorised Safe Work Method Statements and Permits to Work. Any such work shall be subject to adequate supervision to ensure compliance with legislative requirements, including as detailed in the National Codes of Practice relating to ACM, (above). A member of the Shire executive is responsible for the authorisation of documented Safe Work Method Statements, Permits to Work associated with ACM works, and the provision of sufficient supervision to ensure works are conducted strictly in accordance with requirements.

A member of the Shire executive, or their nominated representative, shall ensure that competencies and licences of persons involved in works removing or disturbing ACM are verified and recorded. This obligation extends to verifying and ensuring that only suitable equipment (such as vacuum cleaners compliant with AS 3544 (1988) “Industrial Vacuum Cleaners for Particulates Hazardous for Health“ and AS 4260 – 1997 “High Efficiency Particulate Air Filters – Classification, Construction and Performance”) is used in the performance of ACM works.

Shire Employees and Contractors All Shire employees and contractors have a responsibility to comply with legislative provisions, the National Codes of Practice and Shire imposed safe systems of work. The employee or contractor shall consult with a member of the Shire executive prior to the commencement of any works on Shire owned or controlled buildings in order that the asbestos register may be reviewed, ACM locations identified, and a safe system of work determined to complete the proposed works.

All works involving the disturbance or removal of ACM must be strictly by suitably trained or licensed persons, as the situation may require, in accordance with a suitably documented and authorized Safe Work Method Statement and Permit to Work.

APPLICATION The Shire of Westonia has implemented a robust reporting and recording system that will be regularly monitored to ensure closeout of risks and identification of ongoing issues and trends.

Risk management workplace audits and reporting of extreme risks to the OSH committee will help monitor new and ongoing risks identified by the Shire of Westonia.

Section 4.13 2 Version 1 Risk Management Principle March 2017 Ordinary Council Meeting Agenda 21st November 2019 Page | 21

Ordinary Council Meeting Agenda 21st November 2019 Page | 22 9.3 WORKS AND SERVICE NIL

Ordinary Council Meeting Agenda 21st November 2019 Page | 23 9.4 ENVIRONMENTAL HEALTH, PLANNING AND BUILDING SERVICES NIL

Ordinary Council Meeting Agenda 21st November 2019 Page | 24 10 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

11 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY A DECISION OF THE MEETING

12 DATE AND TIME OF NEXT MEETING The next ordinary meeting of Council will be held on 19th December 2019 commencing at 3.30pm

13 MEETING CLOSURE There being no further business the President, Cr Day declared the meeting closed at pm