Shire of Quairading Ordinary Council Meeting Agenda

th 20 December 2018 Page 2 of 261

Notice of Meeting

20th December 2018

Dear Councillors, The next Ordinary Meeting of Council will be held in the Council Chambers, 10 Jennaberring Road, Quairading, WA on Thursday 20th December 2018 commencing at 2pm.

Yours faithfully,

GRAEME FARDON Chief Executive Officer

Disclaimer

Members of the public should note that in any discussion regarding any planning or other application that any statement or intimation of approval made by any member or officer of the Shire of Quairading during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Quairading. No action should be taken on any item discussed at a Council meeting prior to written advice on the resolution of the Council being received.

Any plans or documents contained in this document may be subject to copyright law provisions (Copyright Act 1968, as amended) and the express permission of the copyright owner(s) should be sought prior to the reproduction.

Page 3 of 261 Table of Contents

ITEM 1 OPENING & ANNOUNCEMENTS ...... 4 ITEM 2 ATTENDANCE AND APOLOGIES ...... 4 ITEM 3 PUBLIC QUESTION TIME ...... 4 ITEM 4 DEPUTATIONS / PRESENTATIONS / SUBMISSIONS / PETITIONS ...... 4 ITEM 5 APPLICATIONS FOR LEAVE OF ABSENCE ...... 4 ITEM 6 DECLARATIONS OF INTEREST ...... 5 ITEM 7 CONFIRMATION OF MINUTES AND BUSINESS ARISING ...... 5 7.1 Confirmation of Minutes – 29th November 2018 ...... 5 7.2 Business Arising ...... 5 ITEM 8 MATTERS FOR CONSIDERATION – BUILDING AND TOWN PLANNING ...... 41 8.1 Caravan Park Cottages Tender No.2-18/19 Evaluation ...... 41 ITEM 9 MATTERS FOR CONSIDERATION – FINANCE & AUDIT ...... 45 9.1 Accounts for Payment – December 2018...... 45 9.2 Fund Balance Report – December 2018 ...... 54 9.3 Financial Information – Statements of Income and Expenditure for the Period Ending – 30th December 2018 ...... 62 9.4 Financial Statements – Variation to Budget by Percentage or Value – 30th December 2018 ... 108 9.5 Audit and Risk Committee Meeting Minutes – 11th December 2018 ...... 114 ITEM 10 MATTERS FOR CONSIDERATION – GOVERNANCE & ADMINISTRATION ...... 210 10.1 Proposed Shire of Quairading Meeting Procedures Local Law 2019 ...... 210 10.2 Re-branding Project ...... 243 10.3 Annual Report for Year Ended 30th June 2018 ...... 248 ITEM 11 MATTERS FOR CONSIDERATION – HEALTH AND BUILDING ...... 251 ITEM 12 MATTERS FOR CONSIDERATION – WORKS ...... 252 12.1 Draft Community Park Concept Plan ...... 252 ITEM 13 URGENT COUNCILLORS’ BUSINESS ...... 259 ITEM 14 CONFIDENTIAL BUSINESS – AS PER LOCAL GOVERNMENT ACT S5.23 (2) ...... 260 ITEM 15 NEXT MEETING DATE ...... 261 ITEM 16 CLOSURE ...... 261

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SHIRE OF QUAIRADING

ITEM 1 OPENING & ANNOUNCEMENTS

The Shire President opened the Meeting at ______pm. “Before we start our Meeting, I would like to acknowledge that we are meeting on Noongar land and we pay respect to the original custodians…past, present and future and welcome you all here today for this Meeting”.

ITEM 2 ATTENDANCE AND APOLOGIES

Councillors Cr WMF Davies Shire President Cr B McGuinness Deputy Shire President Cr LR Brown Cr JN Haythornthwaite Cr J McRae Cr PD Smith Cr TJ Stacey Council Officers Mr GA Fardon Chie Executive Officer Mr A Rourke Executive Manager of Works & Services Mr N Gilfellon Executive Manager of Corporate Services Mr RM Bleakley IPR/Strategic Projects Officer Mrs A Strauss Executive Officer Observers/Visitor

Apologies

Leave of Absence Previously Granted Cr WE Shenton: 1st December 2018 to 28th February 2019 (inclusive).

ITEM 3 PUBLIC QUESTION TIME

ITEM 4 DEPUTATIONS / PRESENTATIONS / SUBMISSIONS / PETITIONS

ITEM 5 APPLICATIONS FOR LEAVE OF ABSENCE

Nil received.

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ITEM 6 DECLARATIONS OF INTEREST

Councillors to use pro forma declaration of interest handed to Chief Executive Officer prior to meeting or verbal declaration of interest.  Declarations of Financial Interest – Local Government Act 1995 Section 5.60a  Declarations of Proximity Interest – Local Government Act 1995 Section 5.60b  Declarations of Impartiality Interest – Administration Regulations 1996 Section 34c.

ITEM 7 CONFIRMATION OF MINUTES AND BUSINESS ARISING

7.1 Confirmation of Minutes – 29th November 2018

Recommendation That the Minutes of the Ordinary Meeting of Council held on the 29th November 2018 be confirmed as a true and accurate. (Attached)

7.2 Business Arising

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SHIRE OF QUAIRADING

The Ordinary Council Minutes of Meeting held on Thursday 29th November 2018 commencing at 2.00 pm.

ITEM 1 OPENING & ANNOUNCEMENTS

The Shire President opened the Meeting at 2.00 pm. “Before we start our Meeting, I would like to acknowledge that we are meeting on Noongar land and we pay respect to the original custodians…past, present and future and welcome you all here today for this Meeting”. Cr Davies welcomed the Councillors, Staff and Members of the Public to the Meeting. One (1) Minute Silence was observed for the Late Mrs Barbara Black (Councillor 1997-2009) on her Passing.

ITEM 2 ATTENDANCE AND APOLOGIES

Councillors Cr WMF Davies Shire President Cr B McGuinness Deputy Shire President Cr LR Brown Cr JN Haythornthwaite Cr J McRae Cr PD Smith Cr TJ Stacey Council Officers Mr GA Fardon Chie Executive Officer Mr A Rourke Executive Manager of Works & Services Mr N Gilfellon Executive Manager of Corporate Services Mr RM Bleakley IPR/Strategic Projects Officer Mrs A Strauss Executive Officer Observers/Visitor Mr John Haythornthwaite Mr Terrence Kean (2.00pm to 2.17pm) Mrs Tarnya Fraser (2.00pm to 3.04pm) Ms Jill Hayes (2.00pm to 3.04pm) Ms Tamara Spark (2.00pm to 3.04pm) Mrs Amalia Curtin (2.00pm to 3.04pm) Mrs Amy Wilson (2.12pm to 2.50pm) Apologies Nil Leave of Absence Previously Granted Cr WE Shenton: 29th November 2018.

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ITEM 3 PUBLIC QUESTION TIME

3.1 Responses to Previous Questions from Members of the Public Taken On Notice

The following questions submitted by Mr John Haythornthwaite and were taken on notice at the Council Meeting held Thursday 25th October 2018. The CEO read aloud the Questions and the Responses Question Page 56: Credit Card Statement. Why is there no signature on the Statement and only page 2/3 of presented, and not pages1/3 & 3/3? Response

The Shire President advised that the question would be taken on notice and a written response provided. Additional Information The Credit Card Statements are presented to show the transactions occurred from the credit card as per the credit card policy. In this case due to a higher amount of transactions the signature was on page 3 of the statements. Page 1 contains confidential credit card account information. Question Page 104: General Ledger 4452 Maintenance – Saleyards. Why does this appear with nil values? Response The Shire President advised that the question would be taken on notice and a written response provided. Additional Information General Ledger 4452 Maintenance – Saleyards remains presented due to historical usage and records. No Budget Expenditure for the 2018/2019 Year. Question Page 106: General Ledger 5294 &5295 Parental Leave. Why is the income and expenditure identical? Response The Shire President advised that the question would be taken on notice and a written response provided. Additional Information Federal Government Parental Leave Scheme - Staff have the option to be paid parental leave by Centrelink directly or via the Shire payroll. The Shire pays the full amount received to staff excluding tax and are fully reimbursed by Centrelink therefore Cost neutral to Council. Question Page 106: General ledger 5002 Long Service Leave. Why is there no information provided? Response The Shire President advised that the question would be taken on notice and a written response provided.

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Additional Information Long Service Leave is an end of year accounting process for Long Service Leave taken by Works and Park’s & Garden Staff and therefore actuals do not occur until the end of the year. Due to the unpredictable movement of staff, the budget is typically left budget neutral. The Cost of Long Service Leave taken or Paid upon Termination (if eligible) is fully funded from Council’s Long Service Leave and Annual Leave Reserve Fund.

3.2 Public Question Time

Mr Terrence Kean Question Mr Kean presented his idea of beautifying the town scape by planting Olive and Almond trees around Quairading. The trees would provide shade and fruit to the community to enjoy. Mr Kean’s Town Beautification Plan would also encourage tourists to stop and enjoy the community and it will create a positive atmosphere for the residents. Mr Kean inquired if Council would consider his proposal for planting trees and a location, as he has community members ready to support his idea and a supplier for the trees. Response Cr Davies thanked Mr Kean for his suggestion and initiative and further advised that the Matter will be further discussed by Council. Mr John Haythornthwaite Question Page 58: EFT 5976 Marnham’s Mechanical Services – Repairs to Tipper Airlines – Q4450 at $5,431.80. Why were the repairs so costly? Response The Executive Manager of Works & Services advised that the Account relates to repairs for the hydraulic rams, not just the airlines on the Tipping Semi Trailer. Question

Page 59: EFT 6004: Wren Oil – Collect and dispose of approx. 5,000Lts Oil at a cost of $16.50. Why did it only cost $16.50 for the removal of 5,000 Litres of Oil? Response The Executive Manager of Works & Services replied that the $16.50 is charged to the Shire for contaminated portion of the Oil. Wren Oil recycle salvaged oil for reuse and sale. Question Page 111: General Ledger 3732 Depot Maintenance. What do the amounts relate to? Response The Chief Executive Officer replied that General Ledger 3732 relates to the Operating Expenditure for the Works Depot Maintenance with a 2018/19 Budget of $29,149 and a Year to date Expenditure of $14,544 and that represented 50% Spend to the 31st October 2018. Mr Fardon further commented that several annual costs had been paid in the early part of the financial year.

2.12pm Mrs Amy Wilson entered the Meeting.

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Question Page 137: Officer Recommendation states “Council Meeting Dates 2018”. Shouldn’t the Calendar year reflect 2019? Response The Chief Executive Officer confirmed that it was a typographical error and the year should be 2019. Question Page 57: EFT 5632 Wagin Community Resource Centre. Room Hire. Why are Ratepayers paying so much for room hire for a Councillor? Response Cr Davies advised that the Wagin CRC Teleconferencing Facility had been hired to enable Cr McRae to participate in a Meeting / Interview as she was unable to be in attendance In Person in Quairading and Council encourages all Councillors to participate.

ITEM 4 DEPUTATIONS / PRESENTATIONS / SUBMISSIONS / PETITIONS

Nil.

ITEM 5 APPLICATIONS FOR LEAVE OF ABSENCE

5.1 Application for Leave of Absence – Cr Shenton An Application for Leave of Absence has been received from Cr Shenton for the period 1st December 2018 to 28th February 2019 (inclusive).

RESOLUTION: 89-18/19 MOVED Cr Brown SECONDED Cr Stacey That Cr Shenton be granted Leave of Absence from Council and Committee Meetings for the period of 1st December 2018 to 28th February 2019 (inclusive). CARRIED 7/0

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ITEM 6 DECLARATIONS OF INTEREST

Councillors to use pro forma declaration of interest handed to Chief Executive Officer prior to meeting or verbal declaration of interest. Nil, at this time.

ITEM 7 CONFIRMATION OF MINUTES AND BUSINESS ARISING

7.1 Confirmation of Minutes – 25th October 2018

RESOLUTION: 90-18/19 MOVED Cr Haythornthwaite SECONDED Cr Brown That the Minutes of the Ordinary Meeting of Council held on the 25th October 2018 be confirmed as a true and accurate record subject to the inclusion of the following statement to Item 13.1 “The Meeting noted that as the demonstration was not successful, that it be recorded in the minutes that Resolution 29-18/19 has lapsed”. CARRIED 7/0

7.2 Business Arising Nil.

ITEM 8 MATTERS FOR CONSIDERATION – BUILDING AND TOWN PLANNING

No matters for consideration.

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ITEM 9 MATTERS FOR CONSIDERATION – FINANCE & AUDIT

9.1 Accounts for Payment – October 2018

Meeting Date 29th November 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon 9.1.1 October 2018 Accounts Attachments 9.1.2 Transport Takings 9.1.3 Credit Card Statement Owner/Applicant Shire of Quairading Disclosure of Interest Nil

MATTER FOR CONSIDERATION Note the accounts paid during October 2018. BACKGROUND Accounts paid are required to be submitted each month. STATUTORY ENVIRONMENT Local Government (Financial Management) Regulations 1996 (Reg 13 (1)) requires that where the Chief Executive Officer has delegated power to make payments from the Municipal or Trust funds a list of accounts paid is to be prepared each month. POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Payment from Council’s Municipal Fund. Expenditure as per delegated authority and included in the adopted 2018/2019 Budget. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Low Risk – On Risk Matrix given Purchasing / Procedures followed, together with Management Separation of acceptance of duties and Processes in place. Health – Low Risk Reputation – Low Risk – Creditors reviewed weekly and paid in accordance to agreed terms. Operation – Low Risk Natural Environment – Low Risk.

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EXECUTIVE SUMMARY/COMMENT Payments are per attached schedules 9.1 1/2/3. OFFICER RECOMMENDATION RESOLUTION: 91-18/19 MOVED Cr McGuinness SECONDED Cr Smith That Council note the following: 1. That Schedule of Accounts covering Municipal Vouchers 23566 to 23581 & EFT5893 to EFT6021 & DD13220.1 to DD132220.10 & DD13218.1 & DD13221.1 to DD13221.12 & DD13219.1 to DD13219.12 totalling $798,672.19 be received; and 2. That Police Licensing payments for the month of September 2018 totalling $54,046.60 be received on the 29th November 2018 (Attachment 9.1.2); and 3. That fund transfers to Corporate Credit Card for September 2018 balance totalling $534.89 be received (Attachment 9.1.3); and. 4. That Payroll payments for the month October 2018 totalling $320,511.65 be received; and 5. That fund transfers from Trust account to Municipal account for October 2018 totalling $569.90 be received; and. 6. That the Lease payment for the month of October on the CESM Vehicle totalling $1,775.97. CARRIED 7/0

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9.2 Fund Balance Report – October 2018

Meeting Date 29th November 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments 9.2.1 Reconciliation Reports Owner/Applicant Shire of Quairading Disclosure of Interest Nil

MATTER FOR CONSIDERATION Reconciled Cash Financial Position as at 31st October 2018. BACKGROUND The Municipal, Cash Backed Reserves and Trust Accounts shown here as at 31st October 2018, are provided to inform Council of its Cash Financial Position as at that date. Account Statement Reconciliation Balance Balance Municipal A/c $22,224.87 Reconciled Municipal Balance $2,312,071.80 Acc: 000001 At Call - Invest. $340,000.00 (Plus Outstanding Payments) $1,404.65 Acc:128224 Childcare Centre $9,161.23 (Less Outstanding Deposits) ($1,198.84) Acc:150827 Medical A/c $39,607.26 (Less Outstanding Transport) ($1,284.25) Acc: 111529 Investment – /Deposit $500,000.00 Acc: 164444 Investment – /Deposit $500,000.00 Acc: 164436 Investment – /Deposit $300,000.00 Acc: 164225 Investment – /Deposit $300,000.00 Acc: 164209 Investment – /Deposit $300,000.00 Acc: 164217 Total Municipal $2,310,993.36 $2,310,993.36

T/Deposit-Reserve $450,000.00 Acc: 38639 At Call – Reserve $51,979.84 Acc: 129083 T/Deposit-Reserve $1,334,452.95 Acc: 149105 T/Deposit-Reserve $460,134.61 Acc: 160427 T/Deposit-Reserve $410,000.00 Acc: 1604065 Total Reserves $2,706,567.40 $2,706,567.40 Trust A/c $89,313.25 Trust General Ledger $88,997.81 $120.40 Plus Outstanding Deposits $0 $435.84 Less Outstanding Transfers $0

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Police Licensing $1,284.25 $1,284.25

Total Trust $90,282.06 $90,282.06 $5,017,567.40 $5,017,567.40

STATUTORY ENVIRONMENT Forms part of the Financial Management Reg 34(2)(a). POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Nil STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Low Risk – Accounting and Reconciliation conducted in accordance with Council’s Financial Management Procedures and acting in accordance with Local Government Accounting Regulations. Health – Low Risk Reputation – Low Risk Operation – Low Risk Natural Environment – Low Risk. EXECUTIVE SUMMARY/ COMMENT Fund Balances for the Period ending 31st October 2018 as stated above. OFFICER RECOMMENDATION RESOLUTION: 92-18/19 MOVED Cr Haythornthwaite SECONDED Cr Stacey That Council note the Reconciled Fund Balances for the period ending 31st October 2018. CARRIED 7/0

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9.3 Financial Information – Statements of Income and Expenditure for the Period Ending – 31st October 2018

Meeting Date 29th November 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments 9.3.1 Financial Statements Owner/Applicant Shire of Quairading Disclosure of Interest Nil

MATTER FOR CONSIDERATION To receive the monthly Financial Report and Statements for Financial Activity. BACKGROUND Council resolved in October 2000 (Minute Number 071-00/01) to receive Financial Statements in the required Statutory format. STATUTORY ENVIRONMENT Amendments to the regulations, gazetted on the 31st March 2005 and effective from the 1st July 2005, have repealed the existing regulations (34 and 35) relating to monthly and quarterly / triannual financial reports. They have been substituted in accordance with a new Regulation 34. This new regulation only requires Local Governments to report on a monthly basis, although it is much more prescriptive as to what is required and its intention is to establish a minimum standard across the industry. The new regulations require Local Government to prepare each month a statement of financial activity as per attachment. This statement is intended to report on the sources and application of funds highlighting variances to budget for the month in question. POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Nil STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Low Risk – Comprehensive Monthly Financial Reports in accordance with the Local Government’s Financial Regulation 34 including individual schedules on each budget line item provided to Council for analysis. Health – Low Risk

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Reputation – Low Risk Operation – Low Risk – Level verified through Council Financial Audits. Natural Environment – Low Risk. EXECUTIVE SUMMARY/COMMENT Schedules in the normal format also accompany the required documentation to assist with the interpretation for fund movements and variations. Financial Statements for the period ending 31st October 2018 follow. OFFICER RECOMMENDATION RESOLUTION: 93-18/19 MOVED Cr McGuinness SECONDED Cr Smith That Council receive the Financial Statements for the period ending 31st October 2018. CARRIED 7/0

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9.4 Financial Statements – Variation to Budget by Percentage or Value – 31st October 2018

Meeting Date 29th November 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments 9.4.1 Statement of Financial Activity and Variations Report Owner/Applicant Shire of Quairading Disclosure of Interest Nil

MATTER FOR CONSIDERATION To review all Financial Activity for material variances greater than both 10% and $10,000.00 to Budget. BACKGROUND Under the requirements of regulation 34 Council is to each financial year adopt a percentage or value for reporting material variances. At the Ordinary Meeting of Council held 26th July 2018 under Budget Adoption resolution 7-18/19 it was moved to report on any material “Variations of $10,000.00 AND Greater than 10%”. Council will continue to include in the Adopted Annual Budget the material variation limits to be reported on. Any member of Council is still able to request clarification of any variation they may have a concern with. STATUTORY ENVIRONMENT Regulation 34 Financial Activity s. 6.4 (1) A Local Government is to prepare each month a statement of financial activity reporting on the sources and application of funds, as set out in the annual budget under regulation 22(1)(d), for that month in the following detail- Item (5) covers the variances and states that each financial year; a Local Government is to adopt a percentage or value, calculated in accordance with AAS 5, to be used in statements of financial activity for reporting material variances. POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Nil STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION Nil

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RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Low Risk - Adopted Risk Management Policy and Risk Management Framework in Place. Comprehensive Reporting on Material Variances in accordance with the Local Government’s Financial Regulation 34 and as Adopted Annually by Council. Health – Low Risk Reputation – Low Risk Operation – Low Risk Natural Environment – Low Risk. EXECUTIVE SUMMARY/COMMENT As detailed in variation report attached OFFICER RECOMMENDATION RESOLUTION: 94-18/19 MOVED Cr McGuinness SECONDED Cr Haythornthwaite That Council note the Variation to Budget by Percentage and Value noted on the Financial Statements and reported on for the period ending 31st October 2018. CARRIED 7/0

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9.5 Budget Review – November 2018

Meeting Date 29th November 2018 Responsible Officer CEO Graeme Fardon Reporting Officer EMCS Nathan Gilfellon Attachments 9.5.1 November 2018 Budget Review Owner/Applicant Shire of Quairading Disclosure of Interest Nil

MATTER FOR CONSIDERATION Budget Review Report including variations to budget. BACKGROUND Due to an earlier budget adoption Council requested budget review of accounts to the 31st of October 2018 to be conducted and presented to council in the November Council meeting to be held on the 29th November 2018. On the 13th of November senior officers conducted a review of the budget to identify any budget variations. These variations were presented to a workshop including senior staff and councillors on the 20th of November 2018. Following this budget review workshop, budget variations have been identified and are now recommended to council. STATUTORY ENVIRONMENT Nil – This is a non-statutory budget review. POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS The variations to budget will reduce the current adopted surplus by $1,378 to $40,427. Details of each variation are outlined in Note 4 of the attachment 9.5.1. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability G4 Sound Organisation G4.1 Maintain sustainability ratios at or above basic level G4.2 Increase non-rates revenue generation G4.3 Ensure optimum organisational capacity and efficiency COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Low Risk - Review process mitigates the financial variability (risk) of Council Financial Position as a result of the review of the actual Outcomes of Council’s Operations and Projects undertaken Year to Date. Health – Low Risk

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Reputation – Low Risk Operation – Low Risk - Adopted Review provides for sufficient Funding to enable the continuation of Council’s Activities and Projects. Natural Environment – Low Risk EXECUTIVE SUMMARY/COMMENT Due to an early Adoption of Budget, Council requested a Budget Review be conducted and presented to Council during the November Council Meeting on the 29th of November 2018. Officers conducted two Budget Workshops, the first with Senior Officers and the second with Councillors and Senior Officers. Variations to the Budget have been outlined in the attached Budget Review and are now recommended to Council. OFFICER RECOMMENDATION RESOLUTION: 95-18/19 MOVED Cr Stacey SECONDED Cr Smith That Council adopt the November 2018 Budget Review Report and adopt the variations to budget as detailed in attachment 9.5.1 November 2018 Budget Review. CARRIED BY ABSOLUTE MAJORITY 6/1

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ITEM 10 MATTERS FOR CONSIDERATION – GOVERNANCE & ADMINISTRATION

10.1 Council Meeting Dates - 2019

Meeting Date 29th November 2018 Responsible Officer CEO Graeme Fardon Reporting Officer CEO Graeme Fardon Attachments Nil Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION Draft schedule of Meeting Dates for Ordinary Council Meetings for the 2019 Calendar Year. BACKGROUND Council is required to set its meeting dates for the next Calendar year. Council’s Policy is to conduct the Ordinary Council Meeting on the fourth (or last if 5) Thursday of each month unless Public holidays / Annual Conferences interfere with the preparation or conduct of the meeting and the Ordinary Council Meeting is then held on the third Thursday. Council resolved in 2007 that it would not meet in January each year to enable a Holiday Recess. STATUTORY ENVIRONMENT Section 5.25(9) of the Local Government Act, 1995 requires Council to give local public notice of the date, time and location at which Ordinary Council Meetings will be conducted over the next 12 months. It is highlighted that only the dates of Council meetings need to be advertised. Committee Meeting dates need only be advertised if the Committee has received Delegated Authority from Council to make a decision on any matter. POLICY IMPLICATIONS No Policy on Council Meeting Dates – Dates must be determined by Council each Year. FINANCIAL IMPLICATIONS Minimal cost of advertising in the Avon Advocate Newspaper. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G4 Sound Organisation G4.1 Maintain sustainability ratios at or above basic level G4.3 Ensure optimum organisational capacity and efficiency

COMMUNITY CONSULTATION Council Meeting Dates are published in a Newspaper circulating in the District (Avon Advocate), on Council’s Website and on Official Noticeboards.

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RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Risk Matrix Rating considered as Low. Minimal Cost for Statutory Advertising included in Council’s Advertising Budget Health – Risk Matrix Rating considered as Low. Reputation – Risk Matrix Rating is considered as Low. Setting and Advertising of Council’s Ordinary Meetings is a Statutory Requirement. Extensive Advertising/Publicity informing the Community of the Council Meeting Dates. Operation – Risk Management Rating considered as Low. Council’s Operations are unaffected by the Setting of the Council Meeting dates. Council Executive Staff and Administration adjust Task and Reporting Scheduling to fit with the adopted Meeting Calendar. Natural Environment – Risk Matrix Rating considered as Low. COMMENT / EXECUTIVE SUMMARY  The following Meeting Dates are offered for Council’s consideration with Council Meetings to commence at 2.00pm in the Council Chambers, unless otherwise stated.  Council is requested to consider the date for the April 2019 Ordinary Council Meeting as ANZAC Day falls on the 4th Thursday, being the 25th April 2019.  Council required to provide Public Notice of the Dates for the Ordinary Council Meetings for 2019. OFFICER RECOMMENDATION RESOLUTION: 96-18/19 MOVED Cr McRae SECONDED Cr Smith 1. That Council formally adopt the following Council Meeting Dates for the 2019 Calendar year with Ordinary Council Meetings to commence at 2.00pm in the Council Chambers unless other wised stated. January Council in Recess February Thursday, 28th March Thursday, 28th April Wednesday, 24th *Due to ANZAC Day on the 25th April 2019 (Thursday) May Thursday, 30th (5th Thursday) June Thursday, 27th July Thursday, 25th August Thursday, 29th (5th Thursday) September Thursday, 26th October Thursday, 31st (5th Thursday) November Thursday, 28th December Thursday, 19th (3rd Thursday) 2. That the Ordinary Council Meeting Dates be published in accordance with the requirements of the Local Government Act 1995. CARRIED 7/0

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10.2 Proposed Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019

Meeting Date 29th November 2018 Responsible Officer CEO Graeme Fardon Reporting Officer Consultant Darren Long Attachments Animals, Environment and Nuisance Amendment Local Law 2019 Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION To allow: (1) the Presiding Person to give notice to the meeting of the intent to make a proposed Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019; (2) the Presiding Person to give notice of the purpose and effect of the proposed Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019; (3) for the Council to adopt the proposed Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019 for advertising purposes; and (4) to allow for advertising of the proposed Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019 for public comment. BACKGROUND The Joint Standing Committee on Delegated Legislation wrote to Council on 13 June 2018 advising that clause 4.11(1) of the Shire of Quairading Animals, Environment and Nuisance Local Law 2017, published in the Government Gazette on 26 March 2018, offends Terms of Reference 10.6(b). The Committee sought an undertaking from Council to amend the local law and remove the offending clause and correct other minor drafting issues within 6 months. The Council considered this matter at its Ordinary Meeting on 28th June 2018 and resolved as follows: RESOLUTION: 230-17/18 MOVED Cr McGuinness SECONDED Cr Haythornthwaite That the Council of the Shire of Quairading undertakes to the Joint Standing Committee on Delegated Legislation that the Shire will: - 1. Within 6 months, amend the Shire of Quairading Animals, Environment and Nuisance Local Law 2017 to: (a) Delete Clause 4.11(1); (b) Correct the typographical errors in clauses 2.16, 2.17 and 3.6; and (c) Make all necessary consequential amendments. 2. Until the Local Law is amended in accordance with undertaking 1: (a) Not enforce the Local Law in a manner contrary to undertaking 1; and (b) Where the Local Law is made publicly available, whether in hard copy of electronic form (including on the Shire’s website), ensure it is accompanied by a copy of these undertakings. CARRIED BY ABSOLUTE MAJORITY 8/0

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The Council is now required to commence the local law making process to complete the amendments to the Animals, Environment and Nuisance Local Law in accordance with the undertaking given to the Joint Standing Committee on Delegated Legislation. STATUTORY ENVIRONMENT Joint Standing Committee on Delegated Legislation Terms of Reference Local Government Act 1995 – S3.12 3.12. Procedure for making of local laws (1) In making a local law a local government is to follow the procedure described in this section, in the sequence in which it is described. (2) At a council meeting the person presiding is to give notice to the meeting of the purpose and effect of the proposed local law in the prescribed manner. (3) The local government is to — (a) give statewide public notice stating that- (i) the local government proposes to make a local law the purpose of which is summarised in the notice; (ii) a copy of the proposed local law may be inspected or obtained at any place specified in the notice; and (iii) submissions about the proposed local law may be made to the local government before a day to be specified in the notice, being a day that is not less than 6 weeks after the notice is given; (b) as soon as the notice is given, give a copy of the proposed local law and a copy of the notice to the Minister and, if another Minister administer the Act under which the local law is proposed to be made, to that other Minister; and (c) provide a copy of the proposed local law, in accordance with the notice, to any person requesting it. (3a) A notice under subsection (3) is also to be published and exhibited as if it were a local public notice. (4) After the last day for submissions, the local government is to consider any submissions made and may make the local law* as proposed or make a local law* that is not significantly different from what was proposed. * Absolute majority required. (5) After making the local law, the local government is to publish it in the Gazette and give a copy of it to the Minister and, if another Minister administers the Act under which the local law is proposed to be made, to that other Minister. (6) After the local law has been published in the Gazette the local government is to give local public notice — (a) stating the title of the local law; (b) summarizing the purpose and effect of the local law (specifying the day on which it comes into operation); and (c) advising that copies of the local law may be inspected or obtained from the local government’s office. (7) The Minister may give directions to local governments requiring them to provide to the Parliament copies of local laws they have made and any explanatory or other material relating to them.

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(8) In this section — making in relation to a local law, includes making a local law to amend the text of, or repeal, a local law. POLICY IMPLICATIONS There are no policy implications for this Item at this stage. FINANCIAL IMPLICATIONS The amendment to the Local Law will result in additional advertising and gazettal costs. Budget Provision has been made in GL 0372 “Members of Council – Other Expenses” for statutory advertising for the making or amending Local Laws. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1.1 Continual improvement in IPR, transparency and accountability G4 Sound Organisation G4.3 Ensure optimum organisational capacity and efficiency Up to date and relevant local laws are an important cornerstone of good governance. Local Government has a statutory and moral obligation to ensure that the regulation of local matters is conducted in a fair, efficient and reasonable manner. COMMUNITY CONSULTATION Section 3.12(3) of the Local Government Act 1995 requires a local government to give state-wide and local public notice inviting submissions from the community on the proposed local law. A 6- week statutory advertising period must be undertaken. In addition, copies of the proposed Animals, Environment and Nuisance Amendment Local Law 2019, (gazettal copy), must be sent to the relevant Ministers for comment (Minister for Health and Minister for Local Government, Sports and Cultural Industries). RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Risk Matrix Rating considered as Low. Advertising for Local Laws in GL 0372 Members of Council – Other Expenses. Health – Risk Matrix Rating considered as Low. Reputation – Risk Matrix Rating considered as Low. Mitigated by proceeding to have contemporary Local Law. Operation – Risk Matrix Rating considered as Low. Natural Environment – Risk Matrix Rating considered as Low. Proposed Amendments to 2017 Local Law. COMMENT / EXECUTIVE SUMMARY The proposed Animals, Environment and Nuisance Amendment Local Law 2019 is set out in the attachment to this report. In making a new local law, the Shire must comply with the provisions of section 3.12 of the Act. The Local Government (Functions and General) Regulations (Regulation 3) states that for the purpose of Section 3.12(2) of the Act, the person presiding at a council meeting is to give notice of the purpose of the local law by ensuring that the purpose and effect of the proposed local law is included in the agenda for that purpose and the minutes of the meeting of the council include the purpose and effect of the proposed local law.

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The purpose of the proposed Animals, Environment and Nuisance Amendment Local Law 2019 is to provide for the regulation, control and management of animals and the prevention of environmental damage and nuisances within the District. The effect of the proposed Animals, Environment and Nuisance local law is to establish the requirements with which any person keeping animals, or undertaking activities that have the potential to impact the environment or create nuisance, must comply. OFFICER RECOMMENDATION RESOLUTION: 97-18/19 MOVED Cr Haythornthwaite SECONDED Cr Stacey That Council: 1. Adopt the proposed Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019, as contained in Attachment 1 for advertising purposes; 2. Pursuant to section 3.12 of the Local Government Act 1995, give Statewide public notice and local public notice that it intends to make the Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019, as contained in the Attachment: (a) the purpose of which is provide for the regulation, control and management of animals and the prevention of environmental damage and nuisances within the District; and (b) the effect is to establish the requirements with which any person keeping animals, or undertaking activities that have the potential to impact the environment or create nuisance, must comply; 3. Send copies of the proposed local law to the Minister for Local Government, Sports and Cultural Industries, and the Minister for Health for comment. CARRIED BY ABSOLUTE MAJORITY 7/0 The Shire President read aloud the Purpose and Effect of the Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019.

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HEALTH (MISCELLANEOUS PROVISIONS) ACT 1911 CAT ACT 2011 LOCAL GOVERNMENT ACT 1995

SHIRE OF QUARADING

ANIMALS, ENVIRONMENT AND NUISANCE AMENDMENT LOCAL LAW 2019

Under the powers conferred by the Health (Miscellaneous Provisions) Act 1911, the Cat Act 2011, the Local Government Act 1995 and under all other powers enabling it, the Council of the Shire of Quairading resolved on [Insert adoption resolution date here] to make the following local law.

1. Citation This local law is cited as the Shire of Quairading Animals, Environment and Nuisance Amendment Local Law 2019. 2. Commencement This local law comes into operation on the same day it is published in the Government Gazette. 3. Principal local law This local law amends the Shire of Quairading Animals, Environment and Nuisance Local Law 2017 as published in the Government Gazette on 26 March 2018. 4. Clause 2.16 amended Clause 2.16(1)(b) is amended by deleting ‘2.14’ and replacing it with ‘2.17’. 5. Clause 2.17 amended Delete clause 2.17(1) and replace with- (1) Without limiting the generality of subclause 2.16(1)(b) an application for a licence may be approved by the local government subject to the following conditions— (a) the provision of a good and sufficient water supply on the land which is readily accessible by the bees on the land; (b) each bee hive shall be— (i) kept at a distance specified by the local government from any thoroughfare, public place or boundary of the land; or (ii) located near a screen or other barrier so as to prevent the bees flying low over a thoroughfare, public place or adjoining land; (c) no more than 2 bee hives are to be kept on land of less than 2 000 square metres in area; and (d) no more than 15 bee hives are to be kept on land between 2 000 square metres and 20 000 square metres in area. 6. Clause 3.6 amended Clause 3.6 is amended by inserting the word ‘site’ after the word ‘building’. 7. Clause 4.11 amended Clause 4.11 is amended as follows- (a) delete subclause (1); (b) Remove numbering of subclause 4.11(2).

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Dated this [date] The Common Seal of the Shire of Quairading was affixed by authority of a resolution of the Council in the presence of:

W DAVIES, Shire President

G FARDON, Chief Executive Officer

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10.3 Fire Control Officer – Appointment of Replacement

Meeting Date 29th November 2018 Responsible Officer CEO Graeme Fardon Reporting Officer CEO Graeme Fardon/ CESM Simon Bell Minutes of the Wamenusking Volunteer Bushfire Brigade Annual Attachments General Meeting Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION This report seeks Council to endorse a replacement Fire Control Officer/ Dual Fire Control Officer. BACKGROUND Fire Control Officers are appointed by Council on an Annual basis upon the recommendation of the Bushfire Advisory Committee. The appointment of Dual Fire Control Officer/s under the Bush Fires Act, 1954 is to empower the nominated FCO’s to act in their appointed roles across the municipal boundary. Each appointment is to be by agreement with the respective neighbouring Council. Mr Noel Stone was appointed as both an FCO and Dual FCO by Council upon the recommendation of the Quairading Bushfire Advisory Committee. This Appointment for the 2018/19 Year was made on 27th September 2018. Mr Noel Stone has informed through the Wamenusking Volunteer Bushfire Brigade AGM that he is standing down from the Positions immediately. Mr Stone was first appointed as an FCO in 2009. Subsequent to the AGM, Mr Greg Hughes has indicated to the Chief Fire Control Officer that he is interested and willing to be considered for the vacant Position/s. Mr Hughes’ appointment as the replacement FCO and Dual FCO is supported. STATUTORY ENVIRONMENT Section 38 Bush Fires Act 1954 – Appointment of Fire Control Officers Role and Responsibilities of Fire Control Officers Section 40 Bush Fires Act 1954 – Appointment of Dual Fire Control Officers POLICY IMPLICATIONS There are no plans or policies applicable to this proposal. FINANCIAL IMPLICATIONS There is no impost on the Shire’s finances in relation to this matter. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Social Objective: Active, healthy, safe and inclusive community ITEM OUTCOMES AND STRATEGIES S3 Safe community S3.1 Support emergency services planning, risk mitigation, response and recovery COMMUNITY CONSULTATION N/A

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RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating considered Low. Volunteer Positions and all Training & Equipment covered by ESL Health – Risk Matrix Rating considered Low. Reputation – Risk Matrix Rating considered Low. Appointment of Replacement FCO for the Wamenusking Brigade Area and across Shire Boundary in the Shire of Corrigin. Operation – Risk Matrix Rating considered Low. Risk mitigated by maintaining the number of FCO’s in the Wamenusking (South East) area of the District. Natural Environment – Risk Matrix Rating considered Low. COMMENT/EXECUTIVE SUMMARY  Mr Noel Stone has stood down from the Office of Fire Control Officer and Dual Fire Control Officer for the Shire of Corrigin  Mr Greg Hughes has indicated his interest in being appointed as the Replacement FCO and Dual FCO  Mr Greg Hughes’ nomination is supported. OFFICER RECOMMENDATION RESOLUTION: 98-18/19 MOVED Cr McGuinness SECONDED Cr Stacey 1. That Council note the resignation of Mr Noel Stone from the Office of Fire Control Officer for the District and Dual Fire Control Officer for the Shire of Corrigin. 2. That Council appoint of Mr Greg Hughes under Section 38 of the Bush Fires Act 1954 as an authorised officer in the capacity of Fire Control Officer for the District for the 2018/19 Bush Fire Season. 3. That Council appoint Mr Greg Hughes under Section 40 of the Bush Fire Act 1954 as a Dual Fire Control Officer to the Shire of Corrigin for the 2018/19 Bush Fire Season. CARRIED 7/0

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10.4 Quairading Rainmakers Inc. - Funding Proposal for Public Artwork

Meeting Date 29th November 2018 Responsible Officer CEO Graeme Fardon Reporting Officer CEO Graeme Fardon Attachments Project Proposal and Funding Request Owner/Applicant Quairading Rainmakers Inc. Disclosure of Interest Nil.

MATTER FOR CONSIDERATION The Quairading Rainmakers Inc. Street Art Project – Project Proposal. BACKGROUND In June 2018, Council considered Applications from Groups and Clubs under the “Community Grants Scheme” Council (June 2018 OCM) passed Resolution 229-17/18 as follows: - “2. That Council not support the community grant application from the Quairading Rainmakers Inc. at this time. However, Council offer a letter of support to the street art project by Quairading Rainmakers Inc. to assist them seeking funding for the project. The sculpture and location to be approved by Council prior to installation.” Council Administration wrote to the Quairading Rainmakers Inc. on the 8th August 2018 advising of Council’s decision not to fund $10,000 at that time and offering Council’s support for the Project Concept. A further Letter of Support to assist the Group with seeking External Funding efforts had been drafted but not been finalised by the CEO and sent to the Group. The Quairading Rainmakers were advised to continue developing the Project Concept and Proposal to be re-submitted back to Council in due course. The Street Art Project Proposal has now been submitted to the CEO by Quairading Rainmakers Inc. and is included in the November 2018 OCM Agenda. STATUTORY ENVIRONMENT Local Government Act 1995 – Section 6.8 relates to Expenditure from Municipal Fund not included in the Annual Budget 6.8. Expenditure from municipal fund not included in annual budget (1) A local government is not to incur expenditure from its municipal fund for an additional purpose except where the expenditure — (a) is incurred in a financial year before the adoption of the annual budget by the local government; or (b) is authorised in advance by resolution*; or (c) is authorised in advance by the mayor or president in an emergency. * Absolute majority required. (1a) In subsection (1) — additional purpose means a purpose for which no expenditure estimate is included in the local government’s annual budget. (2) Where expenditure has been incurred by a local government —

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(a) pursuant to subsection (1)(a), it is to be included in the annual budget for that financial year; and (b) pursuant to subsection (1)(c), it is to be reported to the next ordinary meeting of the council. POLICY IMPLICATIONS Nil. Community Grants Scheme was first introduced in 2018 for the 2018/19 Year. FINANCIAL IMPLICATIONS Council has not made a Provision for the Public Art Project in the 2018/19 Adopted Budget. If Council were to support the Project Proposal and Funding Commitment Request of $10,000, it is understood that Council’s Contribution would not be sought by Quairading Rainmakers Inc. until such time as all of the remaining funding had been secured. Subject to the timing or success of External Grant Funding Applications, the Council Contribution maybe in the 2018/19 Financial Year or be carried into the 2019/2020 Financial year. Rainmakers Inc. have reported that $39,550 has been received or pledged by Community Groups, Businesses and Community Members out of the Purchase Price of $65,000 for this Art Piece. The Proponents have identified the following Grant Funding Bodies to fund the remaining balance of the Funds: - Lotterywest – Community Outdoor Spaces WA Department of Culture and the Arts – Community Engagement. The proponents are proposing that the Art Piece be Gifted to Council. It is understood that the Art Piece would be then included as part of Council’s “Infrastructure Assets” Future Costs have been detailed by Quairading Rainmakers including Insurances (inclusion in Council Insurances) and Maintenance of the Art Piece being 6 monthly applications of “Penetrol” (Offer to be Funded and Maintenance provided by Quairading Rainmakers). It is noted that Quairading Rainmakers have requested that if the Project came to fruition and if deemed required, a permanent Plinth base be constructed for the permanent placement of the Art Piece. Rainmakers Inc. have requested that Council fund the Permanent Plinth. This item is as yet un- costed by the Administration. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Economic Objective: Growing economy and employment opportunities ITEM OUTCOMES AND STRATEGIES ED1 Economic diversity and resilience ED1.1 Economic and tourism development COMMUNITY CONSULTATION The “El Toro” Art Piece was on display at the 2018 Quairading Agricultural Show and has been on Loan from the Artist and has been placed on “temporary display” in front of the Quairading Town Hall since 2nd November 2018. The Quairading Rainmakers Inc. have a number of Support Letters for the Project in the Proposal Papers.

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RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating considered Medium Risk. Funding Request is not included in the 2018/19 Adopted Budget but should Council support the Funding Commitment Request, the Risk could be mitigated through the Statutory Budget Review Process scheduled for March 2019. Subject to timing of the actual Funds being required, it may be possible to include the Funding Payment in the 2019/2020 Budget. Health – Risk Matrix Rating is considered Low. Reputation – Risk Matrix Rating is considered Low. Council to determine its level of support for the Project. Operation – Risk Matrix Rating considered Low, however Location and Ongoing Maintenance of the Art Piece would need to be determined which would enable an assessment of any impact upon Council’s operations. Natural Environment – Risk Matrix Rating is considered Low. COMMENT/EXECUTIVE SUMMARY  Council has previously Supported the Public Art Concept.  Previous Funding Application to Council was unsuccessful in June 2018.  Quairading Rainmakers have further developed the Project Plan and have submitted it to Council for Consideration.  $10,000 Funding Request is not in the 2018/19 Adopted Budget.  If the Project is supported (that is a Funding Commitment), Item would need to be the subject of a Budget Review, if Payment is required to be made in the 2018/19 Financial year. OFFICER RECOMMENDATION Project Proposal submitted for Council Consideration.

RESOLUTION: 99-18/19 (ORIGINAL MOTION) MOVED Cr Brown SECONDED Cr Stacey That Council: - 1. Receive the Quairading Rainmaker Inc. Submission; and 2. Support the funding commitment request of $10,000 for the procurement of the Public Street Art, and that the funding be from identified savings in the March 2019 Budget Review Process. AMENDMENT MOVED Cr Smith SECONDED Cr McGuinness Point 2 be amended as follows: - 2. Support the funding commitment request to a maximum of $10,000 including the cost of the plinth and lighting. 3. That the amount be included in the 2019 / 20 Draft Budget deliberations and Budget 4. That the Rainmakers put their ongoing commitment to maintenance of the artwork in writing to the Shire 5. That the $10,000.00 payment be subject to the successful grant application for the balance of the money required for the purchase. AMENDMENT LOST 3/4 ORIGINAL MOTION WAS PUT CARRIED 4/3

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ITEM 11 MATTERS FOR CONSIDERATION – HEALTH AND BUILDING

No matters for consideration.

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ITEM 12 MATTERS FOR CONSIDERATION – WORKS

12.1 Tender No 1-18/19 Construction and Hydraulic Works Realignment of Reticulation Water Main Goldfields Road

Meeting Date 29th November 2018 Responsible Officer CEO Graeme Fardon Reporting Officer EMW&S Allan Rourke Attachments Tender Evaluation Report (Confidential Attachment) Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION Council to consider Tender submissions received for realignment of the water main on Goldfields Road Quairading. BACKGROUND This project is to re-align a portion of Goldfields Road to provide a higher speed horizontal curve and improved road safety and part of the scope of work is to have the existing water main removed from Lot 101 Goldfields Road and replaced outside the new road alignment. The Water Main Line design, Tender documents and project management has been undertaken by Cardno Engineering Consultants. Water Corporation have approved the Water Main Design. STATUTORY ENVIRONMENT Local Government (Functions and General) Regulations 1996 - Reg 11 11. When tenders have to be publicly invited (1) Tenders are to be publicly invited according to the requirements of this Division before a local government enters into a contract for another person to supply goods or services if the consideration under the contract is, or is expected to be, more, or worth more, than $150 000 unless subregulation (2) states otherwise. (2) Tenders do not have to be publicly invited according to the requirements of this Division if — (a) the supply of the goods or services is to be obtained from expenditure authorised in an emergency under section 6.8(1)(c) of the Act; or (b) the supply of the goods or services is to be obtained through the WALGA Preferred Supplier Program. POLICY IMPLICATIONS The Shire of Quairading Purchasing Policy, FIN.2, requires that for purchases over $150,000 Council goes to public tender. FINANCIAL IMPLICATIONS The procurement of contractors to carry out the 2018/2019 roads construction program has been allocated in the 2018/2019 budget this includes a provision of $269,092 for water main realignment requirements. The recommended Supplier Price is $192,998.30 which is within Budget.

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STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Built Environment Objective: Planning and infrastructure to meet the needs of the community ITEM OUTCOMES AND STRATEGIES B2 Enhanced and Sustainably Managed Assets and Infrastructure B2.1 Ensure the provision of roads, footpaths and drainage takes into account the needs of the community, including the needs of the agriculture industry COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Risk Matrix Rating considered as Low: Recommended Tender Submission within Budget. Health – Risk Matrix Rating considered as Low. Reputation – Risk Matrix Rating considered Low: Procurement follows Local Government Act and Policy Parameters. Operation – Risk Matrix Rating considered Low: Allows for Capital Works to be undertaken as Programed. Natural Environment – Risk Matrix Rating considered Low. COMMENT Tender No 1-18/19 Construction and Hydraulic Works Realignment of Reticulation Water Main Goldfields Road was advertised in the West Australian on Wednesday 29th August 2018 and closed on Wednesday 26th September 2018 at 12Noon. Tender submissions were opened at 1.30pm Wednesday 26th September 2018 at the Shire of Quairading Council Reception Room in the presence of Mr G Fardon CEO, Mr A Rourke EMS&W and Mr C Stephens Project Manager Cardno. The contractors who provided a tendered response were:  Blackwall Plumbing  Lloyds Earthworks  Mid Coast Civil  Ringa Civil  Tracc Civil  Vasse Civil An evaluation of the Tender submissions was undertaken by Mr Allan Rourke EMW&S and Mr C Stephens Project Manager at Cardno’s Offices in West Perth on Wednesday 31st October 2018. A qualitative assessment of each contractor’s tender was undertaken. The Tenders were reviewed against the following criteria. Criteria Weighting (%)  Key personnel 20%  Relevant Experience 30%  Tenderers Resources 20%  Demonstrating Understanding 30% Total 100 % The evaluation of the Qualitative Criteria is in the attached Tender Evaluation Report.

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EXECUTIVE SUMMARY All six tenderers are suitable for the works required by the Shire of Quairading.  Blackwell Plumbing are a local contractor and have relevant experience working for the Shire, they have advised that the works will take six weeks to be completed and their tender price was within project budget.  Midcoast Civil are a local contractor but they have not undertaken any works for the Shire, they have indicated that they can complete the works within seven weeks, their tender price was slightly lower than Blackwell’s.  Ringa Civil are also a local contractor but they have not undertaken any work for the Shire, they do not have experienced personnel to undertake these work. However, their tender price was the second lowest and they have indicated that they can undertake the works within five weeks.  TRACC Civil are a Perth based contractor and they have not undertaken any work for the Shire, they have submitted the highest tender price and have indicated the works are likely to take 12 weeks to complete.  Vasse Civil are a Bunbury based contractor, they have submitted the third lowest price and have indicated that the works will take them four weeks to complete. However, they have not fully understood the requirements of the contract.  Lloyds Earthmoving have provided the lowest tender price, are a local contractor and have undertaken previous works for the Shire of Quairading. They have advised that they can undertake the works within 4 weeks.  Ringa Civil, Lloyds Earthmoving, Midcoast Civil and Blackwell Plumbing have all advised that their tender price will not change after the expiry of the 45-day tendering period. From review of all the Tenders provided, Midcoast Civil, Ringa Civil, Vasse Civil and TRACC Civil have provided the greatest risk to the contract either financially or from their lack of understating on the project requirements. Thus, based on the above findings, Cardno recommends to Council Executive Staff that Lloyds Earthmoving be awarded the contract. OFFICER RECOMMENDATION RESOLUTION: 100-18/19 MOVED Cr Stacey SECONDED Cr McRae That Council accept the Tender (No.1-18/19) from Lloyds Earthmoving for the Construction and Hydraulic Works Realignment of Reticulation Water Main Goldfields Road for the Tendered amount of $192,998.30 (ex GST). CARRIED 7/0

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ITEM 13 URGENT COUNCILLORS’ BUSINESS

RESOLUTION: 101-18/19 MOVED Cr Smith SECONDED Cr Haythornthwaite That Council accept new urgent Councillors Business. CARRIED 7/0

Local Government (Council Meetings) Local Law Cr Smith raised the Issue of the Consideration of a Council Meeting Local Law. The Meeting determined that the Draft Local Government (Council Meetings) Local Law be presented to the December 2018 Ordinary Council Meeting for consideration.

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ITEM 14 CONFIDENTIAL BUSINESS – AS PER LOCAL GOVERNMENT ACT S5.23 (2)

14.1 Legal Advice – PTA Land: The Old Valley Ford Site (Confidential Item) The Meeting will be closed by Council Resolution to the Public under Part 5 Division 2 Section 5.23 (2)(d) of the Local Government Act 1995 as the Item relates to “legal advice obtained”.

RESOLUTION: 102-18/19 MOVED Cr Haythornthwaite SECONDED Cr Smith That the meeting be closed to the Public at 3.04 pm to consider Item 14.1 in accordance with Section 5.23 (2) of the Local Government Act 1995. CARRIED 7/0 3.04 pm Ms Jill Hayes, Ms Tamara Spark, Mrs Tarnya Fraser, Mrs Amalia Curtin and Mr John Haythornthwaite left the Meeting.

OFFICER RECOMMENDATION RESOLUTION: 103-18/19 MOVED Cr McRae SECONDED Cr Stacey That Council: - 1. Receive the Legal Advice from Civic Legal dated 27th November 2018. 2. Authorise the CEO to proceed with the engagement of Environmental Consultant, Western Environmental to undertake the Soil Analysis Testing and Report, within Council’s Revised Budget Provision. 3. Council requested that the Chief Executive Officer obtain a copy of the Certificate of Title from the PTA. CARRIED 7/0

RESOLUTION: 104-18/19 MOVED Cr Smith SECONDED Cr Brown That the meeting be open to members of the public at 3.11 pm. CARRIED 7/0 3.11 pm Mr John Haythornthwaite returned to the Meeting.

Having opened the meeting to the Public, the Shire President read aloud the decision of the Council in Resolution 103-18/19.

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ITEM 15 NEXT MEETING DATE

The next Ordinary Meeting of Council is scheduled to take place on Thursday 20th December 2018, commencing at 12 noon at the Council Chambers, 10 Jennaberring Road, Quairading.

RESOLUTION: 105-18/19 MOVED Cr Haythornthwaite SECONDED Cr Stacey That Council reschedule the December 2018 Ordinary Council Meeting to start at 2 pm. CARRIED 6/1

ITEM 16 CLOSURE

There being no further business, the Chairman closed the Meeting at 3.15 pm.

I certify the Minutes of the Ordinary Meeting of Council held on 29th November 2018 were confirmed on 20th December 2018 as recorded on Resolution No. ______

Confirmed...... 20/12/18

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ITEM 8 MATTERS FOR CONSIDERATION – BUILDING AND TOWN PLANNING

8.1 Caravan Park Cottages Tender No.2-18/19 Evaluation

Meeting Date 20th December 2018 Responsible Officer IPR & SPO Richard Bleakley Reporting Officer IPR & SPO Richard Bleakley Attachments Evaluation Matrix (Under separate cover) Owner/Applicant Shire of Quairading Disclosure of Interest Nil

OFFICER RECOMMENDATION That Council: - 1 Accept the Tender from Modular WA as the preferred Contractor for the Park Cottage Project with a provisional cost of $260,781 (incl. GST), and 2 Authorise the CEO to proceed to negotiations with Modular WA to finalise, design and specifications of the cottages, and the preparation and signing of the Contract.

VOTING REQUIREMENTS – Simple Majority

IN BRIEF  Shire of Quairading initiated the Caravan Park Redevelopment Program in 2013 with the drafting of a Concept and Business Plan.  Phase 1 of the Redevelopment program implemented in 2015/16 with the realignment of sites, upgrading of services, construction of ablution block and camper’s kitchen, and the preparation of the Park Cottages pad.  Several unsuccessful submissions for grant funding were made to finance the Phase 2 of the Caravan Park Redevelopment between 2016 and 2017.  Park Cottage Forum was held in October 2018.  Council made an allocation in the 2018/19 Budget for the Construction of Three Park Cottages ($395,000).  Project went out to tender in November 2018.  Eight Tenders were received at the Closure of tenders on 5th December 2018. MATTER FOR CONSIDERATION Selection of Contractor for the Design, Construction and Installation of Three (3) Park Cottages (One being disability friendly). BACKGROUND Redevelopment of the Caravan Park commenced with the development of a Concept and Business Plan by Brighthouse (Consultants) in 2013. A modified and more modest plan was drafted in 2014/15 based on the redevelopment of the existing Caravan Park for approximately 20 camping sites, two drive-through sites, a new ablutions block and kitchen facilities plus three short stay self-catering cottages. This was to be delivered in two Phases. Page 42 of 261

Phase 1 was successfully implemented in 2015/16 funded through Royalties for Regions and Council resources. With the contraction and regionalising of Royalties for Regions funding, alternative sources were sought to finance Phase 2 of the project: The State Regional Grant Scheme, and the Federal Program Building Better Regions. These submissions were unsuccessful, and following the Council Park Cottage Forum held in October 2017 a decision was made to proceed to implementation of Phase 2 – Design, Construct and Installation of 3 Park Cottages (one being disability friendly through joint funding from Council resources and a State Treasury Loan. An allocation of $395,000 (ex GST) was made in the Council Budget for 2018/19.  Rates $10,000  Building Reserves $235,000  WA Treasury Loan Corporation $150,000 Total $395,000

Breakdown of Budget Allocation (ex GST) is:  Cottages (Contractor) $330,000  External / landscaping (Shire) $25,000  Fit out (Shire) $40,000 Total $395,000

Project proceeded to Tender in November 2018 with eleven parties expressing interest. Request for Tenders closed on 5th December 2018. STATUTORY ENVIRONMENT Local Government Act 1995 POLICY IMPLICATIONS Purchasing Policy (adopted 27/09/2018) FINANCIAL IMPLICATIONS Short term: Project costings were based on best estimate figures derived from the market place. Financial implications are unknown until the tendering / contract process is completed. The budget of this project was $395,000. The estimated cost of this project with the preferred supplier is $305,000. (This figure includes Shire’s commitment to landscaping and fit out) This will result in an estimated saving of $90,000. As recommended this will reduce the transfer out of reserves by an estimated $90,000. Medium / Long term Following completion of the project, Council will need to ensure that sufficient operating and maintenance costs are budgeted into the Annual Budget (Project life cycle costings). Projected annual operating and maintenance costs is $33,000. Revenue – Projections on revenue were based on a study conducted on regional parks with short stay accommodation. This will need to be reassessed once the cottages are operational. Projected annual revenue is $62,500.

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STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Economic Objective: Growing economy and employment opportunities ITEM OUTCOMES AND STRATEGIES ED1 Economic diversity and resilience ED1.1 Economic and tourism development ED2 Tourism facilities and services ED2.1 Contribute to readily accessible visitor information and services, including good quality, affordable visitor accommodation COMMUNITY CONSULTATION During the revision of the Strategic Community Plan in 2017 the construction of short stay accommodation was identified as a high priority. RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Risk Matrix Rating is considered Low. Process for selection of Tenderer has complied with Shire’s Purchasing Policy, and the WALGA RFT Framework. Health – Risk Matrix Rating is considered Low. Tenderer was required to provide an OSH Plan for the delivery of the project. Reputation – Risk Matrix Rating is considered Low. Due diligence has been conducted to ensure the Shire minimises its risk through the selection process of the Contractor. Project management protocols will be in place to monitor the delivery of the project. Contractor has been required to provide a Quality Assurance Plan for the delivery of the project. Operation – Risk Matrix Rating is considered Low. Project management protocols will be in place to monitor the delivery of the project. Contractor has been required to provide a Quality Assurance Plan for the delivery of the project. Natural Environment – Risk Matrix Rating is considered Low. Cottages are to comply with Australian Building Code Standards. Cottages to be connected to town deep sewerage system. Landscaping and gardening with low maintenance and low water requirements. COMMENT A total of eight Tenders were received with 11 designs presented (8 as specified in the RFT, 3 as alternatives. Level of professionalism of submissions exceeded tenders received previously.  Costings (incl. GST) ranged from $260K to $416K  Size of cottages ranged from 55m2 to 76m2  A number of alternative designs, construction processes and materials were used  All submissions presented a disability friendly cottage - Price variance from standard being $4-5K  All submissions met environmental standards with LED lighting, high insulation ratings and some utilising heat pump hot water systems  Project completion dates ranged from four months to six months. All submissions were assessed based on compliance and qualitative criteria and ranked accordingly.

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Three companies were shortlisted  Modular WA  Evoke Living  Australian Eco Construction Follow up conversations with referees and past clients were conducted Modular WA is the preferred Tenderer. It presented the most financially attractive proposal and met all the criteria and specifications of the Request for Tender. The design is basic, and the footprint smaller. Recent clients provided positive feedback on delivery of similar programs in both regional and urban environments.

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ITEM 9 MATTERS FOR CONSIDERATION – FINANCE & AUDIT

9.1 Accounts for Payment – December 2018

Meeting Date 20 th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon 9.1.1 November 2018 Accounts Attachments 9.1.2 Transport Takings 9.1.3 Credit Card Statement Owner/Applicant Shire of Quairading Disclosure of Interest Nil

OFFICER RECOMMENDATION That Council note the following: 1. That Schedule of Accounts covering Municipal Vouchers 23582 to 23596 & EFT6022 to EFT6109 & DD13239.1 to DD13239.12 & DD13245.1 to DD13245.12 totalling $1,050,089.91 be received; and 2. That Police Licensing payments for the month of November 2018 totalling $25,823.95 be received on the 20th December 2018 (Attachment 9.1.2); and 3. That fund transfers to Corporate Credit Card for October 2018 balance totalling $2,836.48 be received (Attachment 9.1.3); and 4. That Payroll payments for the month November 2018 totalling $157,698.68 be received; and 5. That fund transfers from Trust account to Municipal account for November 2018 totalling $159.60 be received; and 6. That the Lease payment for the month of November on the CESM Vehicle totalling $1,775.97

VOTING REQUIREMENTS – Simple Majority

IN BRIEF Payments are per attached schedules 9.1 1/2/3

MATTER FOR CONSIDERATION Note the accounts paid during November 2018 BACKGROUND Accounts paid are required to be submitted each month. STATUTORY ENVIRONMENT Local Government (Financial Management) Regulations 1996 (Reg 13 (1)) requires that where the Chief Executive Officer has delegated power to make payments from the Municipal or Trust funds a list of accounts paid is to be prepared each month. Page 46 of 261

POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Payment from Council’s Municipal Fund. Expenditure as per delegated authority and included in the adopted 2018/2019 Budget. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Low Risk – On Risk Matrix given Purchasing / Procedures followed, together with Management Separation of acceptance of duties and Processes in place. Health – Low Risk Reputation – Low Risk – Creditors reviewed weekly and paid in accordance to agreed terms. Operation – Low Risk Natural Environment – Low Risk. Page 47 of 261

LIST OF ACCOUNTS DUE & SUBMITTED TO COUNCIL

ATTACHMENT 9.1.1 FUNDS / CHQ/EFT/DD DATE NAME DESCRIPTION AMOUNT RECOVERED EFT6022 02/11/2018 QUAIRADING CLUB INC. REFRESHMENTS - CESM MEETING 53.00 DIAGNOSE 4G PROBLEMS & SETUP NEW EMAILS AND SYNERGY EFT6023 02/11/2018 PERFECT COMPUTER SOLUTIONS PTY LTD 1,105.00 SOFT PROFILES EFT6024 02/11/2018 GARRARDS PTY LTD THERMAL CARRIER - MOZZIE-FOGGING IN THE TOWNSHIP 946.31 EFT6025 02/11/2018 J.A. GIMBEL PAINTING EXTERNAL PAINTING OF 8 DALL ST 2,992.00 EFT6026 02/11/2018 G J JONES PLUMBING REPAIR 80MM PRESSURE PIPING AT PUMP STATION: OVAL 965.09 EFT6027 02/11/2018 SUSAN PEACOCK REIMBURSEMENT FOR FIRST AID COURSE 199.00 WANDRRA FLOOD DAMAGE REPAIRS FLOODWAYS/CULVERTS AND FUNDS / EFT6028 02/11/2018 AVON CONCRETE 166,901.63 BRIDGES CERTIFICATE #13 RECOVERED EFT6029 02/11/2018 WA CONTRACT RANGER SERVICES PTY LTD RANGER SERVICES 9/10/18 & 19/10/2018 374.00 FUNDS / EFT6030 02/11/2018 MM ELECTRICAL MERCHANDISING NORTHAM VARIOUS ELECTRICAL MATERIALS 2,249.63 RECOVERED EFT6031 02/11/2018 PROFORM CIVIL PROFESSIONAL CIVIL CONSULTING - WEIR RD &GOLF CLUB ACCESS 3,472.70 EFT6032 02/11/2018 ALLAN BARRY ROURKE UNIFORM REIMBURSEMENT 83.00 EFT6033 02/11/2018 MICKS MOBILE SERVICES FIT SPOTLIGHT BAR ONTO BULLBAR ON CESM VEHICLE 250.00 FUNDS / EFT6034 02/11/2018 MAREE ROBINSON BOND REIMBURSEMENT - COTTAGE 200.00 RECOVERED FUNDS / EFT6035 02/11/2018 MICHAEL JOHN PAVY BOND REIMBURSEMENT - COTTAGE 200.00 RECOVERED EFT6036 02/11/2018 YORK CONCRETE SUPPLY AND LAY CONCRETE FOR SHED FLOOR - GOLF CLUB 6,017.00 EFT6037 09/11/2018 QUAIRADING TYRE & BATTERY SUPPLIES 3 X GEL BATTERIES + FREIGHT - HOSPITAL GENERATOR 5,499.05 MONTHLY ACCOUNT FOR CRC, MEDICAL CENTRE, EFT6038 09/11/2018 QUAIRADING FARMERS CO-OP 1,251.98 ADMINISTRATION & DEPOT EFT6039 09/11/2018 COURIER AUSTRALIA FREIGHT FROM SURGICAL HOUSE 24/10/18 - MEDICAL CENTRE 10.73 EFT6040 09/11/2018 LANDGATE RURAL UVS CHARGEABLE - SCH:R2018/11 - 1/9-14/9/18 66.50 FUNDS / EFT6041 09/11/2018 QUAIRADING EARTHMOVING CO. WANDRRA FLOOD DAMAGE REPAIR ROADS CERTIFICATE. 13 286,244.12 RECOVERED EFT6042 09/11/2018 SHIRE OF MERREDIN ADVERTISING IN EASTERN WHEATBELT VISITORS GUIDE 1,155.00 EFT6043 09/11/2018 QUAIRADING AGRI SERVICES BAILEYS ENERGY TURF 20KG X 50BAGS - OVAL 3,462.47 EFT6044 09/11/2018 SURGICAL HOUSE MULTISTIX REAGENT STRIPS / BLOOD SUGAR TESTING 66.90 Page 48 of 261

BASIC WORKERS TRAFFIC MANAGEMENT TRAINING - J FALCONE & EFT6045 09/11/2018 SHIRE OF KELLERBERRIN 1,238.00 T HOPKINS EFT6046 09/11/2018 THE NATIONAL TRUST OF AUSTRALIA (WA) LANDGATE LODGEMENT COSTS (NATURE RESERVE 16405) 171.20 EFT6047 09/11/2018 GREAT SOUTHERN FUEL SUPPLIES FUEL DELIVERY - 12,000L DIESEL 18,909.00 FUNDS / EFT6048 09/11/2018 CNW PTY LTD VARIOUS ELECTRICAL MATERIALS 90.19 RECOVERED FUNDS / EFT6049 09/11/2018 MM ELECTRICAL MERCHANDISING NORTHAM VARIOUS ELECTRICAL MATERIALS 478.25 RECOVERED EFT6050 09/11/2018 PRIMARIES SPOTLIGHT BAR & HARNESS FOR CESM VEHICLE Q04 343.19 VARIOUS GAS BOTTLE HIRE CHARGES 28/9-28/10/18 - DEPOT & EFT6051 09/11/2018 BOC LIMITED 48.68 MEDICAL CENTRE EFT6052 16/11/2018 QUAIRADING TYRE & BATTERY SUPPLIES MONTH OF OCTOBER - FUEL FOR COMMUNITY CAR 352.00 EFT6053 16/11/2018 AVON WASTE DOMESTIC & RECYCLING RUBBISH COLLECTION 10,393.17 EFT6054 16/11/2018 WESFARMERS KLEENHEAT GAS PTY LTD ANNUAL FACILITY FEE/SERVICE CHARGE 18/19 - 28 REID ST 67.56 EFT6055 16/11/2018 QUAIRADING AGRI SERVICES CEILING BATTS & FREIGHT - 74 MCLENNON ST 4,236.00 EFT6056 16/11/2018 SURGICAL HOUSE DERMATSCOPE ICI SET FOR IPHONE - MEDICAL CENTRE 1,424.71 BOND REIMBURSEMENT - COTTAGE DONATED FUNDS / EFT6057 16/11/2018 QUAIRADING FOOTBALL CLUB 200.00 BY CORIN ATKINSON RECOVERED EFT6058 16/11/2018 GRAEME ASHLEY FARDON UNIFORM REIMBURSEMENT 83.93 EFT6059 16/11/2018 A W DUNCAN CARPENTRY SERVICES REMOVE TILE FIRE & FLUE / REPAIR ROOF - 8 DALL ST 495.00 FUNDS / EFT6060 16/11/2018 WHEATBELT CONSTRUCTION BOND REIMBURSEMENT - BARRACKS 200.00 RECOVERED EFT6061 16/11/2018 LANDMARK PEST AQUA - K - OTHRINE 1L - MOZZIE FOGGER 857.78 EFT6062 16/11/2018 J.A. GIMBEL PAINTING REPAIR, SUPPLY & PAINT INTERNAL AREA OF 8 DALL ST 6,930.00 EFT6063 16/11/2018 RG BUMBAK & EM GRUNDY REPAIR MAIN FRAME & RAM SUPPORTS - Q4450 350.00 EFT6064 16/11/2018 DIGGING DOCKER EXPOSE FOOTINGS AROUND POOL LIGHTS & REINSTATE PAVERS 1,700.00 EFT6065 16/11/2018 GREAT SOUTHERN FUEL SUPPLIES ADBLUE 1000L - FUEL ADDITIVE 921.80 WANDRRA FLOOD REPAIRS FLOODWAYS/CULVERTS & BRIDGES - FUNDS / EFT6066 16/11/2018 AVON CONCRETE 120,611.58 RFT 02-17/18 CERTIFICATE NO.14 RECOVERED EFT6067 16/11/2018 JOHN ROBERT HARRIS VARIOUS SHEETMETAL WORKS, SIDESTEPS - P530 785.00 EFT6068 16/11/2018 WA CONTRACT RANGER SERVICES PTY LTD RANGER SERVICES 25/10/18 & 1/11/18 374.00 EFT6069 16/11/2018 KINGDOM MEDICALS PTY LTD CLINICAL SERVICES 24/10/18 - 6/11/18 16,190.36 ATTENDANCE: OLD SCHOOL, SUBDIVISION, LPS3, OVERSIZED SHED, EFT6070 16/11/2018 GLENWARRA DEVELOPMENT SERVICES 4,125.00 ENQUIRIES, HERITAGE SCOPE OF WORKS 2/10-30/10/18 Page 49 of 261

FUNDS / EFT6071 16/11/2018 CNW PTY LTD VARIOUS ELECTRICAL MATERIALS 248.29 RECOVERED

FUNDS / EFT6072 16/11/2018 MM ELECTRICAL MERCHANDISING NORTHAM VARIOUS ELECTRICAL MATERIALS 596.67 RECOVERED EFT6073 16/11/2018 CQ WATER TRUCK HIRE 24 HRS WATERCART HIRE ON 9/10/18 - TOAPIN RD 8,228.00 EFT6074 16/11/2018 QUAIRADING BOOK POST (HOWLETT) MONTHLY FEE FOR PROVISION OF LIBRARY SERVICES 2,264.10 BORE PUMP REPAIRS TO CARAVAN PARK WATER SUPPLY, REPLACE EFT6075 16/11/2018 RAINCHASER WATER TANKS PTY LTD 880.00 ANODE & STAINLESS STEEL RISER PROFESSIONAL CIVIL CONSULTING: CUBBINE RD - SURVEY SETOUT EFT6076 16/11/2018 PROFORM CIVIL 7,139.00 MARKERS EFT6077 16/11/2018 GORDON MCRAE FAMILY TRUST PURCHASE OF GRAVEL 18,997.00 EFT6078 16/11/2018 HELEN TEE REIMBURSEMENT FOR PURCHASE OF VACCINES FOR CLEANER 94.50 EFT6079 16/11/2018 ENVIROMENTAL MACHINERY GROUP REPLACEMENT CYLINDER - MULCHER 582.65 EFT6080 16/11/2018 FOCUS NETWORKS IT AUDIT SERVICE- FINDINGS AND RECOMMENDATIONS 2,420.00 EFT6081 16/11/2018 NATHAN LEE GILFELLON REIMBURSEMENT OF MEDICAL FEES & REMOVALIST FEES 895.00 EFT6082 16/11/2018 ROB REED SHED ERECTOR SHED ERECTION AT GOLF CLUB 4,800.00 FREIGHT CHARGES - CARAVAN PARK, POOL, SIGNAGE & MEDICAL EFT6083 27/11/2018 COURIER AUSTRALIA 197.86 CENTRE WANDRRA FLOOD DAMAGE REPAIR ROADS - RFT 01-17/18 FUNDS / EFT6084 27/11/2018 QUAIRADING EARTHMOVING CO. 241,765.47 CERTIFICATE 14 RECOVERED EFT6085 27/11/2018 QUAIRADING CLUB INC. REFRESHMENTS - COUNCIL MEETING 48.00 EFT6086 27/11/2018 LGIS INSURANCE BROKING BUSINESS CONTINUITY PROJECT (2018) SERVICES TO 26/10/18 2,750.00 EFT6087 27/11/2018 SURGICAL HOUSE VARIOUS MEDICAL ITEMS 416.16 EFT6088 27/11/2018 STEWART & HEATON CLOTHING CO. PTY LTD TROUSERS & COATS - CESM 1,131.57 EFT6089 27/11/2018 SUNNY SIGN COMPANY PTY LTD HURLEY ST - DOUBLE SIDED SIGN 99.22 INVESTIGATE THE RESTRICTION OF EMAILS, THE WHOLE SYSTEM EFT6090 27/11/2018 PERFECT COMPUTER SOLUTIONS PTY LTD 170.00 BEING DOWN & UPS IN ERROR MODE EFT6091 27/11/2018 BORAL CONSTRUCTION MATERIALS GROUP LTD 2 BAGS BITUPAK 20KG COLDMIX - RURAL RD MAINTENANCE 2,420.00 EFT6092 27/11/2018 STRUCTERRE CONSULTING ENGINEERS GOLF CLUB SHED BASE ASSESSMENT 495.00 REPLACE VANITY - ARTHUR KELLY VILLAGE & BASIN MIXER - LOT EFT6093 27/11/2018 G J JONES PLUMBING 622.88 190 MCLENNAN ST JOB 939:7 TRAFFIC CONTROL, 3 VEHICLES, SIGNS, TRAFFIC LIGHTS EFT6094 27/11/2018 RURAL TRAFFIC SERVICES PTY LTD 4,942.74 AT QUAIRADING - CUNDERDIN RD EFT6095 27/11/2018 DEPARTMENT OF FIRE AND EMERGENCY SERVICES ESL ON SHIRE PROPERTY 4,208.54 Page 50 of 261

MANAGEMENT OF PROPPING OF BRIDGE NO. 717 AT QUAIRADING - EFT6096 27/11/2018 ROADSWEST ENGINEERING GROUP WA PTY LTD 3,526.60 CORRIGIN RD EFT6097 27/11/2018 BROWNLEY'S PLUMBING & GAS STANDARD BACKFLOW TEST ON FIRE SERVICE AT DEPOT 440.00 EFT6098 27/11/2018 CNW PTY LTD SLIM BATTON LED 40W X 4 - ELECTRICIAN 171.60 FUNDS / EFT6099 27/11/2018 MM ELECTRICAL MERCHANDISING NORTHAM VARIOUS ELECTRICAL MATERIALS 4,545.34 RECOVERED ADVERTISING OF PEST PLANTS AMENDMENT. LOCAL LAW - WEST EFT6100 27/11/2018 MARKETFORCE 646.08 AUSTRALIAN 24/10/18 EMBROIDERY OF SHIRE AND NAMES ON SHIRTS AND JACKETS - T EFT6101 27/11/2018 NORTHAM EMBROID-IT 99.00 HOPKINS & J FALCONE EFT6102 27/11/2018 PRIMARIES 4 X COOPEX BUG SATCHELS FOR CARAVAN PARK 44.00 BLUESTEEL ENTERPRISES P/L (AGENT FOR: EFT6103 27/11/2018 FIRE EXTINGUISHERS - POOL 464.21 FRONTLINE FIRE & RESCUE) EFT6104 27/11/2018 QUAIRADING BOOK POST (HOWLETT) POSTAGE OF OUTWARD MAIL & 2 REAMS OF PAPER 551.64 EFT6105 27/11/2018 ALLWEST PLANT HIRE HIRE OF BOMAG MULTITYRE ROLLER 1,562.00 EFT6106 27/11/2018 MICKS MOBILE SERVICES SERVICE OF CENTRAL FIRE TRUCK - Q04 3,393.60 EFT6107 27/11/2018 NORTHAM REGIONAL BRIDGING PROPPING OF BRIDGE 717 - QUAIRADING-CORRIGIN RD 8,459.83 EFT6108 27/11/2018 TOX FREE AUSTRALIA PTY LTD ADMIN FEE / DISPOSAL OF PESTICIDES 632.50 EFT6109 27/11/2018 STATE LAW PUBLISHER PEST PLANT LOCAL LAW 166.32 CHQ23582 02/11/2018 TELSTRA MONTHLY RENTAL USAGE CHARGES 20/10 - 19/11/18 2,069.39 FUNDS / CHQ23583 02/11/2018 PAUL CONWAY COX BOND REIMBURSEMENT - CAT TRAPS 40.00 RECOVERED FUNDS / CHQ23584 02/11/2018 SUZANNE BUCKMAN BOND REIMBURSEMENT - COTTAGE 300.00 RECOVERED CHQ23585 09/11/2018 CONSTRUCTION TRAINING FUND BCITF FEES FOR OCTOBER 2018 122.54 CHQ23586 09/11/2018 BUILDING COMMISSION BSL FEES FOR OCTOBER 2018 113.30 CHQ23587 09/11/2018 WATER CORPORATION WATER USAGE AND SERVICE CHARGES 13/9 - 17/10/18 3,119.24 CHQ23588 09/11/2018 SYNERGY POWER CHARGES AND USAGE 29/9- 24/10/18 9,598.50 CHQ23589 09/11/2018 SHIRE OF QUAIRADING PETTY CASH RECOUP 186.85 CHQ23590 16/11/2018 TELSTRA PHONE USAGE AND CHARGES - 2/11-1/12/18 163.66 CHQ23591 16/11/2018 QUAIRADING MEDICAL PRACTICE FOLLOW ON VACCINE FOR CLEANER - HELEN TEE 62.90 1/18 ANNUAL HONORARIUM - CHAIRPERSON / WHEATBELT SOUTH CHQ23592 16/11/2018 SHIRE OF BROOKTON 100.00 REGIONAL ROAD GROUP CHQ23593 16/11/2018 SYNERGY POWER USAGE & CHARGES 2/10-1/11/18 2,286.75 CHQ23594 16/11/2018 AUSTRALIAN TAXATION OFFICE BAS ADJUSTMENTS JUNE, AUGUST, SEPTEMBER 2018 3,071.18 CHQ23595 23/11/2018 WATER CORPORATION WATER USAGE AND CHARGES 17/9 - 15/11/2018 1,914.48 Page 51 of 261

CHQ23596 23/11/2018 SYNERGY POWER USAGE & CHARGES 11/10-8/11/2018 4,174.10 DD13239.1 27/11/2018 WA SUPER SUPERANNUATION CONTRIBUTIONS 4,634.80 DD13239.2 27/11/2018 ESSENTIAL SUPER SUPERANNUATION CONTRIBUTIONS 127.37 DD13239.3 27/11/2018 SUNSUPER PTY LTD SUPERANNUATION CONTRIBUTIONS 314.21 DD13239.4 27/11/2018 SUNCORP BRIGHTER SUPER SUPERANNUATION CONTRIBUTIONS 167.76 DD13239.5 27/11/2018 BT SUPER FOR LIFE SUPERANNUATION CONTRIBUTIONS 1,150.16 DD13239.6 27/11/2018 REST SUPERANNUATION SUPERANNUATION CONTRIBUTIONS 278.58 DD13239.7 27/11/2018 COLONIAL FIRST STATE SUPERANNUATION CONTRIBUTIONS 317.51 DD13239.8 27/11/2018 AUSTRALIAN SUPER SUPERANNUATION CONTRIBUTIONS 566.46 DD13239.9 27/11/2018 MLC NOMINEES PTY LTD SUPERANNUATION CONTRIBUTIONS 123.10 DD13239.10 27/11/2018 HOST PLUS SUPERANNUATION SUPERANNUATION CONTRIBUTIONS 110.61 DD13239.11 27/11/2018 PRIME SUPER SUPERANNUATION CONTRIBUTIONS 278.76 DD13239.12 27/11/2018 SUPERWRAP ESSENTIALS - PERSONAL SUPER PLAN SUPERANNUATION CONTRIBUTIONS 335.91

DD13245.1 13/11/2018 WA SUPER SUPERANNUATION CONTRIBUTIONS 4,430.32 DD13245.2 13/11/2018 HOST PLUS SUPERANNUATION SUPERANNUATION CONTRIBUTIONS 115.27 DD13245.3 13/11/2018 ESSENTIAL SUPER SUPERANNUATION CONTRIBUTIONS 116.41 DD13245.4 13/11/2018 SUNCORP BRIGHTER SUPER SUPERANNUATION CONTRIBUTIONS 167.76 DD13245.5 13/11/2018 COLONIAL FIRST STATE SUPERANNUATION CONTRIBUTIONS 351.56 DD13245.6 20/11/2018 PRIME SUPER SUPERANNUATION CONTRIBUTIONS 240.60 DD13245.7 20/11/2018 AUSTRALIAN SUPER SUPERANNUATION CONTRIBUTIONS 463.07 DD13245.8 13/11/2018 MLC NOMINEES PTY LTD SUPERANNUATION CONTRIBUTIONS 143.36 DD13245.9 20/11/2018 REST SUPERANNUATION SUPERANNUATION CONTRIBUTIONS 278.58 DD13245.10 20/11/2018 BT SUPER FOR LIFE SUPERANNUATION CONTRIBUTIONS 1,052.13

DD13245.11 13/11/2018 SUPERWRAP ESSENTIALS - PERSONAL SUPER PLAN SUPERANNUATION CONTRIBUTIONS 231.64

DD13245.12 14/11/2018 SUNSUPER PTY LTD SUPERANNUATION CONTRIBUTIONS 314.21 1,050,089.91 Page 52 of 261

TRANSPORT TAKINGS FOR THE MONTH ENDING

Nov-18 Attachment 9.1.2

DATE DESCRIPTION AMOUNT

30/10/2018 TRANSPORT RECEIPTS 244.00 31/10/2018 TRANSPORT RECEIPTS 1,040.25 1/11/2018 TRANSPORT RECEIPTS 776.45 2/11/2018 TRANSPORT RECEIPTS 1,222.25 5/11/2018 TRANSPORT RECEIPTS 1,512.80 6/11/2018 TRANSPORT RECEIPTS 713.90 7/11/2018 TRANSPORT RECEIPTS 755.75 8/11/2018 TRANSPORT RECEIPTS 536.60 9/11/2018 TRANSPORT RECEIPTS 801.40 13/11/2018 TRANSPORT RECEIPTS 6,186.55 14/11/2018 TRANSPORT RECEIPTS 1,017.85 15/11/2018 TRANSPORT RECEIPTS 89.30 16/11/2018 TRANSPORT RECEIPTS 2,110.35 19/11/2018 TRANSPORT RECEIPTS 564.80 20/11/2018 TRANSPORT RECEIPTS 2,562.75 21/11/2018 TRANSPORT RECEIPTS 662.40 22/11/2018 TRANSPORT RECEIPTS 147.00 23/11/2018 TRANSPORT RECEIPTS 315.35 26/11/2018 TRANSPORT RECEIPTS 473.45 27/11/2018 TRANSPORT RECEIPTS 2,002.50 28/11/2018 TRANSPORT RECEIPTS 2,088.25

Total 25,823.95

29/11/2018 TRANSPORT RECEIPTS 771.55 30/11/2018 TRANSPORT RECEIPTS 222.35

AMOUNTS YET TO BE DRAWN 993.90 Page 53 of 261 Page 54 of 261

9.2 Fund Balances Report – December 2018

Meeting Date 20 th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments 9.2.1 Reconciliation Reports Owner/Applicant Shire of Quairading Disclosure of Interest Nil

OFFICER RECOMMENDATION That Council note the Reconciled Fund Balances for the period ending 30th November 2018.

VOTING REQUIREMENTS – Simple Majority

IN BRIEF Fund Balances for the Period ending 30th November 2018 as stated below.

MATTER FOR CONSIDERATION Reconciled Cash Financial Position as at 30th November 2018. BACKGROUND The Municipal, Cash Backed Reserves and Trust Accounts shown here as at 30th November 2018, are provided to inform Council of its Cash Financial Position as at that date.

Account Statement Reconciliation Balance Balance Municipal A/c $71,492.01 Reconciled Municipal Balance $1,553,986.52 Acc: 000001 At Call - Invest. $340,000.00 (Plus Outstanding Payments) $1,426.14 Acc:128224 Childcare Centre $8,796.45 (Less Outstanding Deposits) ($264.15) Acc:150827 Medical A/c $33,866.15 (Less Outstanding Transport) ($993.90) Acc: 111529 Investment – $500,000.00 T/Deposit Acc: 164436 Investment – $300,000.00 T/Deposit Acc: 164225 Investment – $300,000.00 T/Deposit Acc: 164217 Total Municipal $1,554,154.61 $1,554,154.61 Page 55 of 261

T/Deposit-Reserve $454,201.65 Acc: 38639 At Call – Reserve $51,998.63 Acc: 129083 T/Deposit-Reserve $1,334,452.95 Acc: 149105 T/Deposit-Reserve $460,134.61 Acc: 160427 T/Deposit-Reserve $410,000.00 Acc: 1604065 Total Reserves $2,710,787.84 $2,710,787.84 Trust A/c $89,835.81 Trust General Ledger $89,835.81 $0 Plus Outstanding Deposits $0 $0 Less Outstanding Transfers $0 Police Licensing $993.90 $993.90

Total Trust $90,829.71 $90,829.71 $4,264,942.45 $4,264,942.45

STATUTORY ENVIRONMENT Forms part of the Financial Management Reg 34(2)(a) POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Nil STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Low Risk – Accounting and Reconciliation conducted in accordance with Council’s Financial Management Procedures and acting in accordance with Local Government Accounting Regulations. Health – Low Risk Reputation – Low Risk Operation – Low Risk Natural Environment – Low Risk. Page 56 of 261 MUNICIPAL BANK RECONCILIATION AS AT 30 NOVEMBER 2018 Attachment 9.3.1 Balance as per Bank Statement Acc Numbers All Funds Held with Westpac Quairading *000001 Muni 71,492.01 111529 Medical Centre 33,866.15 1,554,154.61 150827 Child Care Centre 8,796.45 -168.09 128224 @ Call Investment ( At Call 0.6% ) 340,000.00 1,553,986.52 164444 Invest - Term Deposit Expired Term Deposit - -993.90 164436 Invest - Term Deposit 3mths @ 2.67% 19/12/18 500,000.00 993.90 164225 Invest - Term Deposit 4 mths @2.6% 05/01/19 300,000.00 164209 Invest - Term Deposit Expired Term Deposit - 164217 Invest - Term Deposit 3 mths @ 2.45% 05/12/18 300,000.00 1,554,154.61

129083 Invest - Reserves ( At Call 0.6% ) 51,998.63 160427 Invest - Reserves - Term Deposit 6 mths @ 2.59% 03/12/2018 460,134.61 149105 Invest - Reserves - Term Deposit 7 mths @ 2.65% 12/01/2019 1,334,452.95 1,553,986.52 *038639 Invest - Reserves - Term Deposit 3 mths @ 2.00% 22/02/2019 454,201.65 164065 Invest - Reserves - Term Deposit 4 mths @ 2.71% 23/12/2018 410,000.00 2,710,787.84

4,264,942.45

Plus deposits not credited 30/11/2018 Cash Deposit $264.15 (168.09) 30/11/2018 Cash Payments -$432.24

29/11/2018 Dept Transport $ 771.55 30/11/2018 Dept Transport $ 222.35 $ - Less Unpresented Cheques -$993.90 $4,263,780.46

Muni General Ledger Balance 1,553,986.52 Police Licensing G/L Balance (993.90) Reserves GL Balance 2,710,787.84 0.00

4,263,780.46

Variance 0.00

Reserve Fund Accumulation Account 2,710,787.84 Reserve Funds Total per system 2,710,787.84 Reserve Fund Imbalance 0.00 Page 57 of 261 SHIRE OF QUAIRADING RESERVES Annual Analysis 2018 / 2019

Reserves at Reserves at Reserves at Reserves at Reserves at 2018 / 2019 1 July Opening 31st July 31st August 30th Sept. 31st October 30 November Balance 2018 2018 2018 2017 2017 Budget $ $ Reserves

Cash Backed Reserves Building Reserve Opening Balance 964730.33 964730.33 964794.64 984801.80 984809.05 984817.59 964730.33 Interest Earned on Reserves 0.00 64.31 7.16 7.25 8.54 1535.66 22621.00 Amounts Set Aside/Transfer to Reserve 0.00 20000.00 20000.00 Amount Used/ Transfer from Reserve 0.00 -280000.00 964730.33 964794.64 984801.80 984809.05 984817.59 986353.25 727351.33 Furniture, Fittings & Equiment Reserve Opening Balance 11026.94 11026.94 11027.67 61027.75 61028.20 61028.73 11026.94 Interest Earned on Reserves 0.00 0.73 0.08 0.45 0.53 95.16 259.00 Amounts Set Aside/Transfer to Reserve 0.00 50000.00 50000.00 Amount Used/ Transfer from Reserve 0.00 0.00 11026.94 11027.67 61027.75 61028.20 61028.73 61123.89 61285.94 Plant Reserve Opening Balance 284547.07 284547.07 284565.92 534568.03 534571.96 534576.60 284547.07 Interest Earned on Reserves 0.00 18.85 2.11 3.93 4.64 833.58 6685.00 Amounts Set Aside/Transfer to Reserve 0.00 250000.00 250000.00 Amount Used/ Transfer from Reserve 0.00 -337000.00 284547.07 284565.92 534568.03 534571.96 534576.60 535410.18 204232.07 Swimming Pool Reserve Opening Balance 6903.55 6903.55 6904.01 6904.06 6904.11 6904.17 6903.55 Interest Earned on Reserves 0.00 0.46 0.05 0.05 0.06 10.77 162.00 Amounts Set Aside/Transfer to Reserve 0.00 0.00 Amount Used/ Transfer from Reserve -6761.00 6903.55 6904.01 6904.06 6904.11 6904.17 6914.94 304.55

Rec Centre Multi Purpose Reserve Opening Balance 0.00 0.00 0.00 50000.00 50000.37 50000.80 0.00 Interest Earned on Reserves 0.00 0.00 0.00 0.37 0.43 77.97 0.00 Amounts Set Aside/Transfer to Reserve 50000.00 50000.00 50000.00 Amount Used/ Transfer from Reserve 0.00 50000.00 0.00 50000.00 50000.37 50000.80 50078.77 50000.00 Long Saervice & Annual Leave Reserve Opening Balance 207600.50 207600.50 207614.45 247615.99 247617.81 247619.96 207600.50 Interest Earned on Reserves 0.00 13.95 1.54 1.82 2.15 386.12 4878.00 Amounts Set Aside/Transfer to Reserve 0.00 40000.00 40000.00 Amount Used/ Transfer from Reserve 0.00 -67106.00 207600.50 207614.45 247615.99 247617.81 247619.96 248006.08 185372.50 Sustainable Environment Opening Balance 159185.44 159185.44 159196.17 159197.35 159198.52 159199.90 159185.44 Interest Earned on Reserves 0.00 10.73 1.18 1.17 1.38 248.25 3741.00 Amounts Set Aside/Transfer to Reserve 0.00 0.00 Amount Used/ Transfer from Reserve 0.00 0.00 159185.44 159196.17 159197.35 159198.52 159199.90 159448.15 162926.44 Health Reserve Opening Balance 46039.49 46039.49 46042.54 46042.88 46043.22 46043.62 46039.49 Interest Earned on Reserves 0.00 3.05 0.34 0.34 0.40 71.80 1082.00 Amounts Set Aside/Transfer to Reserve 0.00 0.00 Amount Used/ Transfer from Reserve 0.00 -5000.00 46039.49 46042.54 46042.88 46043.22 46043.62 46115.42 42121.49 Town Planning & Development Opening Balance 284359.61 284359.61 284377.58 284379.69 284381.78 284384.25 284359.61 Interest Earned on Reserves 0.00 17.97 2.11 2.09 2.47 443.45 6682.00 Amounts Set Aside/Transfer to Reserve 0.00 0.00 Amount Used/ Transfer from Reserve 0.00 0.00 284359.61 284377.58 284379.69 284381.78 284384.25 284827.70 291041.61 HomesWest J/V Housing Opening Balance 5037.97 5037.97 5038.30 5038.34 5038.38 5038.42 5037.97 Interest Earned on Reserves 0.00 0.33 0.04 0.04 0.04 7.86 118.00 Amounts Set Aside/Transfer to Reserve 0.00 0.00 Amount Used/ Transfer from Reserve 0.00 0.00 5037.97 5038.30 5038.34 5038.38 5038.42 5046.28 5155.97 Road Infrastructure Opening Balance 326923.92 326923.92 326945.68 326948.11 326950.52 326953.36 326923.92 Interest Earned on Reserves 0.00 21.76 2.43 2.41 2.84 509.83 7672.00 Amounts Set Aside/Transfer to Reserve 0.00 0.00 Amount Used/ Transfer from Reserve 0.00 -50000.00 326923.92 326945.68 326948.11 326950.52 326953.36 327463.19 284595.92

Total Cash Backed Reserves 2296354.82 2296506.96 2706524.00 2706543.92 2706567.40 2710787.84 2014387.82 Page 58 of 261

TRUST BANK RECONCILIATION AS AT 30 NOVEMBER 2018

Balance as per Bank Statement

Trust Account 89,835.81 Departement of Transport G/L Balance 993.90 90,829.71

Plus deposits not credited Outstanding Transfers

90,829.71

Trust Bank General Ledger Balance 89,835.81 Police Licensing G/L Balance 993.90 90,829.71

Imbalance 0.00

Police Licensing - Trust November '18 $993.90 Factory Unit Bond - Les Eather $1,088.00 Bird Cameron - CRC Rental Bond $540.00 Imbalance $0.00 Greenwood H/Bond 74 McLennan $326.00 QARRAS - Luncheon $3,451.37 Doodenanning Cemetery Board $1,196.06 Peacock - Town Planning Bond - 06/10/2020 $1,000.00 Rural Youth - Park Project $73,226.87 South Caroling Cemetery Board $4,886.51 4Square Church - Hall $625.00 Contract Aquatic - 8 Murphy Street $880.00 Dalton - increase bond Gillett Street $146.00 Colbung - C Building Bond $625.00 Hardie - Cottage Bond $200.00 St Jogn Ambo - C/Building Bond $625.00 Gair - Cottage Bond $200.00 Osborne - Barracks Bond $400.00 Hippisley - Cat trap Bond $20.00 Vernice - Cottage Bond $200.00 Daame - Cottage Bond $200.00 $90,829.71 Page 59 of 261 MEDICAL PRACTICE INCOME & EXPENDITURE - BUDGET 1st July 2018 to 30th November 2018 Year to Date BUDGET EXPENDITURE Actual YTD% 18/19 2018 / 2019 LABOUR CONTRACTOR DOCTOR 17/18 + JUN 30 CPI in OCT18 $139,008.15 $431,553 32% Wages PRACTICE NURSE (2 days a week) $0.00 $29,380 0% PRACTICE MGR RECEPTIONISTS - Job Share 3 Staff (1.6 FTE) $46,997.14 $99,801 47% Super PRACTICE NURSE $0.00 $2,791 0% PRACTICE MGR RECEPTIONISTS - Job Share 3 Staff (1.6 FTE) $4,357.46 $9,709 45% Insurance WORKERS COMPENSATION @ 2.3% $1,971.00 $2,972 66% MEDICAL INDEMNITY/PROFESSIONAL FEES $250.00 $990 25% Other STAFF DEVELOPMENT $0.00 $1,000 0% MATERIALS MATERIALS - MEDICAL/OTHER $2,131.19 $8,214 26% UTILITIES ELECTRICITY CONSUMED $1,031.76 $1,900 54% PHONE $1,597.78 $4,200 38% POSTAGES, PRINTING, STATIONERY, ETC $1,602.14 $4,850 33% OTHER MINOR CAPITAL EXPENDITURE ITEMS $2,425.00 $3,000 81% COMPUTERS - MTCE (NON CAPITAL) $2,359.54 $3,000 79% CREDIT CARD MERCHANT FEES $163.12 $500 33% OTHER SURGERY EXPENSES $18,873.35 $16,140 117% TOTAL CASH EXPENDITURE $222,767.63 $620,000 36%

INCOME AMOUNT AMOUNT INTEREST - SUPPORT PACKAGES $768.83 $2,000 38% HIC PAYMENTS (PIP) & (SWWML) & (CIR) -EX GST $0.00 $20,000 0% RFDS PAYMENTS $2,400.00 $4,800 50% PRACTICE NURSE INCENTIVE GRANT $259.40 $23,000 1% RECEIPTS FROM CONSULTATIONS $17,882.70 $64,200 28% VTA BENEFIT / M 'CARE $98,201.87 $220,000 45% SiHi GP INCENTIVE (EX GST) $0.00 $26,000 0% VMP PAYMENTS (EX GST) - ESTIMATED $37,446.09 $95,000 39% SUNDRY PAYMENTS $0.00 $0 TOTAL CASH INCOME $156,958.89 $455,000 34%

TOTAL CASH INCOME $156,958.89 $455,000 34% TOTAL CASH EXPENDITURE $222,767.63 $620,000 36% OUTCOME -$65,808.74 -$165,000 40%

F:\Finance\Medical Practice\Medical Practice Reconciliation 18 - 19\M-PRACTICE Budget Working 30 November 2018 Balancing Report - Income RECEIPTS RFDS/ Sundry Debtor Payment 1st July 2018 to 30th November 2018 Jul 2018 $2,915.15 SiHi GP INCENTIVE Page 60 of 261 Bank Balance Plus Outstanding Deposit $158,478.26 Aug 2018 $4,096.90 31/07/18 $660.00 Amount transferred to Muni Fund $0.00 Sep 2018 $2,923.50 24/08/18 $660.00 Total Bank Balance $158,478.26 Oct 2018 $3,316.50 20/11/18 $660.00 Nov 2018 $4,630.65 20/11/18 $660.00 Total Income - As per Inc & Exp $156,958.89 Adj for GST paid into bank but not included in Inc & Exp $4,368.61 Report Merchant Fees - debited to bank a/c -$209.24 Sundry Debtor - RFD -$660.00 Sundry Debtor - RFD -$660.00 Sundry Debtor - RFD -$660.00 Sundry Debtor - RFD -$660.00 TOTAL $17,882.70 PRACTICE NURSE GST -$240.00 INCENTIVE GRANT TOTAL $2,400.00 24/08/18 $259.40 GST $0.00 VMP PAYMENTS TOTAL $0.00 18/07/18 $8,238.14 INTEREST/SUPPORT 15/08/18 $8,238.14 Jul 2018 $123.35 04/10/18 $8,238.14 Jul 2018 $144.20 17/10/18 $8,238.14 Jul 2018 $72.10 30/10/18 $8,238.14 Jul 2018 $1.66 Aug 2018 $420.15 TOTAL $259.40 Aug 2018 $1.88 PIP & SWWML & CIR Sep 2018 $1.14 PAYMENTS Oct 2018 $2.13 1/11/18 $2.22

GST -$3,744.61 Total $158,478.26 TOTAL $37,446.09 Discrepancy $0.00 Balancing G/Ledger BILLINGS G/L Balance - 113930 $156,958.89 Total Income - As per Inc & Exp -$156,958.89 Jul-18 $31,805.32 Aug-18 $31,731.42 GST $0.00 Sep-18 $25,395.82 TOTAL $0.00 Oct-18 $33,241.46 Nov-18 $28,232.72 SUNDRY PAYMENTS

TOTAL $768.83 VTA Benefit / Medicare Discrepancy $0.00 31/07/18 $20,195.45 Balancing Report - Expenditure 31/08/18 $21,900.37 Balance of Report - 113920 $221,647.69 30/09/18 $15,519.40 Accrued Wages 2017 / 2018 $1,119.94 31/10/18 $19,725.55 30/11/18 $20,861.10 Balance $222,767.63 Total Expenditure $222,767.63 GST $0.00 Discrepancy $0.00 TOTAL $0.00

TOTAL $98,201.87 Page 61 of 261

SHIRE OF QUAIRADING QUAIRADING LITTLE RAINMAKERS CHILD CARE CENTRE STATEMENT OF GRANT INCOME AND EXPENDITURE As at 30th November 2018

INCOME November YTD Budget % Fees $ 8,886.45 $ 41,599.80 $ 102,500.00 41% Grant Funds $ - $ 25,258.00 $ 31,500.00 80% Donations $ - $ - $ 1,000.00 0% **Funds Reimbursements $ - $ 38.65

TOTAL INCOME $ 8,886.45 $ 66,896.45 $ 135,000.00 50%

EXPENDITURE Insurance $ 1,862.90 $ 1,906.00 98% Dept Communities - Annual Service Fee $ 203.00 $ 1,500.00 14% Operating Expenses $ 277.45 $ 1,747.60 $ 10,534.00 17% Power $ 444.18 $ 1,600.00 28% Phone $ 161.13 $ 600.00 27% Wages $ 8,505.90 $ 45,625.22 $ 82,861.00 55% Superannuation $ 808.07 $ 4,288.97 $ 7,872.00 54% **Funds to be reimbursed $ - $ 38.65

TOTAL EXPENDITURE $ 9,591.42 $ 54,371.65 $ 106,873.00 51%

Income $ 66,896.45 Expenses -$ 54,371.65 Surplus/ Defecit $ 12,524.80

** Funds for Reimbursement are purchased by the Shire on behalf of the fundraising committee and directly on charged to the committee, there is a neutral costs to Shire, therefore not budgeted for Page 62 of 261

9.3 Financial Information–Statements of Income and Expenditure for the Period Ending – 30th December 2018

Meeting Date 20 th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments 9.3.1 Financial Statements Owner/Applicant Shire of Quairading Disclosure of Interest Nil

OFFICER RECOMMENDATION That Council receive the Financial Statements for the period ending 30th November 2018.

VOTING REQUIREMENTS – Simple Majority

IN BRIEF Financial Statements for the period ending 30th November 2018 attached. Financial Statements reflect Original Budget, not revised (current) budget.

MATTER FOR CONSIDERATION To receive the monthly Financial Report and Statements for Financial Activity BACKGROUND Council resolved in October 2000 (Minute Number 071-00/01) to receive Financial Statements in the required Statutory format. STATUTORY ENVIRONMENT Amendments to the regulations, gazetted on the 31st March 2005 and effective from the 1st July 2005, have repealed the existing regulations (34 and 35) relating to monthly and quarterly / triannual financial reports. They have been substituted in accordance with a new Regulation 34. This new regulation only requires Local Governments to report on a monthly basis, although it is much more prescriptive as to what is required and its intention is to establish a minimum standard across the industry. The new regulations require Local Government to prepare each month a statement of financial activity as per attachment. This statement is intended to report on the sources and application of funds highlighting variances to budget for the month in question. POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Nil Page 63 of 261

STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial - Low Risk – Comprehensive Monthly Financial Reports in accordance with the Local Government’s Financial Regulation 34 including individual schedules on each budget line item provided to Council for analysis. Health – Low Risk Reputation – Low Risk Operation – Low Risk – Level verified through Council Financial Audits. Natural Environment – Low Risk. COMMENT Schedules in the normal format also accompany the required documentation to assist with the interpretation for fund movements and variations. The attached statement include the original budget and not the revised budget (being the budget including the adjustments from the November Budget Review). This is due to the statements SynergySoft integration linking to the Original Budget rather than the Current Budget. As this will take significant time to fix, it has not been adjusted in this month’s statements. Page 64 of 261

SHIRE OF QUAIRADING

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

TABLE OF CONTENTS Page

Statement of Financial Activity 2

Notes to and Forming Part of the Statement

1 Significant Accounting Policies 3 to 6 2 Statement of Objective 7 3 Acquisition of Assets 8 to 9 4 Disposal of Assets 10 5 Information on Borrowings 11 to 12 6 Reserves 13 to 15 7 Net Current Assets 16 8 Rating Information 17 9 Trust Funds 18 10 Operating Statement 19 11 Statement of Financial Position 20 12 Financial Ratios 22 SHIRE OF QUAIRADING Page 65 of 261

STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018 Variances NOTE November November Variances Actual 2018 2018 2018 / 2019 Actuals to Budget to Operating Actual Y-T-D Budget Budget Budget Y-T-D $ $ $ $ % Revenues/Sources 1,2 Governance 9,003 12,221 19,876 (3,218) (26.33%) General Purpose Funding 455,637 419,490 890,450 36,147 8.62% Law, Order, Public Safety 64,536 130,393 270,290 (65,857) (50.51%) Education and Welfare 87,402 79,270 186,798 8,132 10.26% Housing 43,700 44,768 105,776 (1,068) (2.39%) Community Amenities 125,875 147,750 204,725 (21,875) (14.81%) Recreation and Culture 17,456 42,080 303,488 (24,624) (58.52%) Transport 1,263,074 2,200,300 3,447,158 (937,226) (42.60%) Economic Services 62,019 56,035 134,680 5,984 10.68% Other Property and Services 142,003 120,793 265,720 21,210 17.56% 2,427,804 3,432,564 6,285,219 (1,004,760) (29.27%) (Expenses)/(Applications) 1,2 Governance (351,496) (339,525) (683,305) (11,971) (3.53%) General Purpose Funding (31,058) (59,381) (115,955) 28,323 47.70% Law, Order, Public Safety (149,162) (152,258) (338,482) 3,096 2.03% Health (262,288) (300,696) (715,529) 38,408 12.77% Education and Welfare (132,102) (132,065) (281,663) (37) (0.03%) Housing (97,799) (104,974) (243,041) 7,175 6.84% Community Amenities (173,536) (209,023) (499,451) 35,487 16.98% Recreation & Culture (370,564) (349,783) (838,836) (20,781) (5.94%) Transport (2,523,685) (2,873,779) (6,329,125) 350,094 12.18% Economic Services (213,109) (254,975) (618,699) 41,866 16.42% Other Property and Services (198,974) (96,347) (239,266) (102,627) (106.52%) (4,503,773) (4,872,806) (10,903,352) 369,033 (7.57%)

Net Result Excluding Rates (2,075,969) (1,440,242) (4,618,133) (635,727) 44.14%

Adjustments for Non-Cash (Revenue) and Expenditure (Profit)/Loss on Asset Disposals 4 4,771 0 0 4,771 100.00% Movement in Deferred Pensioners (non-current) 0 0 0 0 100.00% Movement in Employee Benefit Provisions (non-current) 0 0 0 0 100.00% Movement in LSL Reserves (Added Back) 40,406 0 0 40,406 100.00% Rounding (1) (2) 0 Depreciation on Assets 2(a) 808,017 1,405,505 3,373,211 (597,488) (42.51%) Capital Revenue and (Expenditure) Purchase Land Held for Resale 3 0 0 0 0 Purchase Land and Buildings 3 (127,851) (139,944) (764,214) 12,093 8.64% Purchase Plant and Equipment 3 0 (243,700) (645,700) 243,700 100.00% Purchase Furniture and Equipment 3 0 0 0 0 Purchase Infrastructure Assets - Roads 3 (302,355) (789,057) (1,639,967) 486,702 61.68% Purchase Infrastructure Assets - Footpaths 3 0 0 0 0 Purchase Infrastructure Assets - Bridges 3 0 0 0 0 Purchase Infrastructure Assets - Other 3 0 (81,840) (336,340) 81,840 100.00% Proceeds from Disposal of Assets 4 229 229 235,000 0 (0.09%) Repayment of Debentures 5 (38,931) (38,930) (85,199) (1) (0.00%) Proceeds from New Debentures 5 0 0 150,000 0 Self-Supporting Loan Principal Income 16,133 17,021 34,572 (888) 5.22% Transfers to Restricted Assets (Reserves) 6 (414,433) (414,433) (463,900) 0 0.00% Transfers from Restricted Asset (Reserves) 6 0 0 745,867 0 0.00% Transfers to Restricted Assets (Other) 4 0 0 0 0 Transfers from Restricted Asset (Other) 0 0 0 0

ADD Net Current Assets July 1 B/Fwd 7 1,634,797 1,634,797 1,838,898 0 0.00% LESS Net Current Assets Year to Date 7 1,754,695 2,347,032 41,605 (592,337) 25.24%

Amount Raised from Rates 8 (2,209,882) (2,437,629) (2,217,510) 227,747 (9.34%)

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

Page 2 SHIRE OF QUAIRADING Page 66 of 261

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

1. SIGNIFICANT ACCOUNTING POLICIES

The significant accounting policies which have been adopted in the preparation of this statement of financial activity are:

(a) Basis of Accounting This statement has been prepared in accordance with applicable Australian Accounting Standards, other mandatory professional reporting requirements and the Local Government Act 1995 (as amended) and

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 9.

(c) Rounding Off Figures All figures shown in this statement, other than a rate in the dollar, 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 In accordance with recommended practice, revenues, expenses and assets capitalised are stated net of any GST recoverable. Receivables and payables are stated inclusive of applicable GST.

(f) Cash and Cash Equivalents Cash and cash equivalents comprise cash at bank and in hand and short-term deposits that are readily convertible to known amounts of cash and which are subHect to an insignificant risk of changes in value.

For the purposes of the Cash Flow Statement, cash and cash equivalents consist of cash and cash equivalents as defined above, net of outstanding bank overdrafts. Bank overdrafts are included as short-term borrowings in current liabilities.

(g) Trade and Other Receivables Trade receivables, which generally have 30 - 90 day terms, are recognised initially at fair value and subsequently measured at amortised cost using the effective interest rate method, less any allowance for uncollectible amounts.

Collectibility of trade 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.

Page 3 SHIRE OF QUAIRADING Page 67 of 261

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(h) Inventories

General Inventories are valued 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.

Inventories held from trading are classified as current even if not expected to be realised in the next 12 months.

Land Held for Resale Land purchased for development and/or resale is valued at the lower of cost and net realisable value. Cost includes the cost of acquisition, development and interest incurred on the financing of that land during its development. Interest and holding charges incurred after development is complete are recognised as expenses.

Revenue arising from the sale of property is recognised in the operating statement as at the time of signing a binding contract of sale.

Land held for resale 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 Municipality 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 carying 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.

(H) 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 periods are: Land 0% Buildings 2 - 3% Furniture and Equipment 10 - 25% Computer and Electronic Equipment 33 - 45% Plant and Equipment Cars and Utilities 0% to 20% Heavy (eg Loaders and Graders) 7 - 20% Medium (eg Light Trucks) 10 - 20% Light (eg Chainsaws) 20 - 40% Sealed roads and streets: Aggregate Surfaces 3.00% Asphalt Surfaces 3% Pavement Surfaces 2.50% Clearing and Formation not depreciated Drainage Systems 1.30% Culverts/Floodways 2% Concrete Footpaths 3% Footpaths - Other 4% Kerbing 2% Bridges 1.30% NB Light vehicles (sedans, station wagons and utilities) are not depreciated if replacement is scheduled within 40,000 kms or 2 years.

Page 4 SHIRE OF QUAIRADING Page 68 of 261

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(k) Impairment In accordance with Australian Accounting Standards the Council's assets, other than inventories, are assessed at each reporting date to determine whether there is any indication they may be impaired.

Where such an indication exists, an estimate of the recoverable amount of the asset is made in accordance with AASB 136 "Impairment of Assets" and appropriate adjustments made.

An impairment loss is recognised whenever the carrying amount of an asset or its cash-generating unit exceeds its recoverable amount. Impairment losses are recognised in the Income Statement.

For non-cash generating assets such as roads, drains, public buildings and the like, value in use is represented by the depreciated replacement cost of the asset.

At the time of preparing this report, it is not possible to estimate the amount of impairment losses (if any) as at 30 November 2018.

In any event, an impairment loss is a non-cash transaction and consequently, has no impact on the Monthly Statement of Financial Position from a budgetary perspective.

(l) Trade and Other Payables Trade and other payables are carried at amortised cost. They represent liabilities for goods and services provided to the Municipality prior to the end of the financial year that are unpaid and arise when the Municipality becomes obliged to make future payments in respect of the purchase of these goods and services. The amounts are unsecured and are usually paid within 30 days of recognition.

(m) 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 municipality 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 Council expects to pay and includes related on-costs.

(ii) Annual Leave and Long Service Leave (Long-term Benefits)

(n) 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.

Page 5 SHIRE OF QUAIRADING Page 69 of 261

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FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

1. SIGNIFICANT ACCOUNTING POLICIES (Continued)

(o) 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 item included in the same class of obligations may be small.

(p) 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.

Page 6 SHIRE OF QUAIRADING Page 70 of 261

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FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

2. STATEMENT OF OBJECTIVE

The Shire of Quairading is dedicated to providing high quality services to the community through the various service orientated programs which it has established.

GOVERNANCE The Governance function accumulates the costs of Members expenses and other costs of Council that relate to the tasks of assiting Councillors and the ratepayers on matters which do not concern specific Council services. The type of expenses that can be expected under this function/activity are election expenses; meeting costs; salaries and expenses of members; policy and planning expenses; general information and publicity; audit fees; some aspects of accounting; budgeting and annual reports and public ceremonies/functions. The cost of compliance with the Local Government Act and other legislation is recorded in Other Governance.

GENERAL PURPOSE FUNDING This function includes rates and general purpose government grants in the revenue section. The type of expenses included are the cost of collecting and administering rates and general purpose grants, for example: wages for the Rates Officer, postage and stationery, valuation costs, grant submissions and a proportion of computer expenses.

LAW, ORDER, PUBLIC SAFETY This includes fire control which covers the maintenance of bushfire equipment and insurance; animal control and supervision of various local laws.

HEALTH Food quality control, pest control and operation of the Child Health Centre, Medical Centre and Dental Surgery.

EDUCATION AND WELFARE Maintenance of Pre-School facility. Provide assistance to the operation of the Frail Aged Lodge and Retirement Village facilities in Quairading.

HOUSING Maintenance of housing rented to staff and non staff.

COMMUNITY AMENITIES Rubbish collection services, operation of rubbish tip, sewerage services and administraion of the Town Planning Scheme. Provision of community bus service, maintenance of cemetery and public conveniences.

RECREATION AND CULTURE Maintenance of halls, swimming pool, recreation centre and various reserves and operation of library.

TRANSPORT Construction and maintenance of roads, drainage works, footpaths, parking facilities, traffic signs and cleaning of streets. Operation of on-line Licensing as a contractor to the Department of Transport.

ECONOMIC SERVICES This includes tourism and district promotion, noxious weed and vermin control, implementation of building controls, operation of the saleyards and operation of the water standpipe and washdown bay.

OTHER PROPERTY & SERVICES This function incorporates private works and other contracting, public works overheads and their allocation, plant operation costs and their allocation, gross salaries and wages and their allocation.

Page 7 SHIRE OF QUAIRADING Page 71 of 261

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018 November 2018 / 2019 2018 3. ACQUISITION OF ASSETS Budget Actual $ $ The following assets have been acquired during the period under review: By Program Governance CEO Vehicle 45,000 0

Law, Order & Public Safety CCTV Service & Monitoring 81,840 0

Health Medical Practice - Repaint Waiting Room 5,000 0

Education & Welfare Disability Door Ramps 4,500 0 Arthur Kelly Roof Upgrade 31,020 0 Housing

Roof Restoration - 64 Coraling 10,450 0 Front Window Replacement - 8 Dall St 4,500 Replacement Curtains - 14 Reid St 5,000 0

Community Amenities Old School Building Site Development 85,000 0

Recreation and Culture Shire Hall - Audio Visual Upgrade 128,300 102,655 New Golf Club Machinery Shed 27,444 20291 Swimming Pool Storage Shed 29,000 1,545 Shire Hall Carpark 25,000 0 Community Building - New Bar Slide 3,500 3,359 Centenary Park / Park Lands 225,000 0 Transport Road Construction 1,639,967 302,355 Bridge Construction 0 Works Depot - Construction 10,000 0 Mgr Works & Services Vehicle 40,000 0 Team Leader Crew Cab - Q551 40,000 0 Spray Ute - Q3856 40,000 0 High Pressure Culvert Pump Unit 50,000 0 Shared Works Ute Q465 40,000 0 Town GDN Ute Q661 40,000 0 Excavator Ute - Q633 40,000 0 Armann Multi Tyre Roller 175,000 0 Community Bus - Q458 135,700 0 Economic Services Caravan ParkCottage 395,000 0 Layby Area 30,000 0

3,386,221 430,206.18

Page 8 SHIRE OF QUAIRADING Page 72 of 261 NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

November 2018 / 2019 2018 3. ACQUISITION OF ASSETS (Continued) Budget Actual $ $ The following assets have been acquired during the period under review:

By Class

Land Held for Resale 0 0 Land and Buildings 764,214 127,851 Plant and Equipment 645,700 0 Furniture and Equipment 0 0 Infrastructure Assets - Roads 1,639,967 302,355 Infrastructure Assets - Footpaths 0 0 Infrastructure Assets - Bridges 0 0 Infrastructure Assets - Other 336,340 0 3,386,221 430,206.18

Page 9 Page 73 of 261

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NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

4. DISPOSALS OF ASSETS

The following assets have been disposed of during the period under review:

Written Down Value Sale Proceeds Profit(Loss) By Program November November November 2018 / 2019 2018 2018 / 2019 2018 2018 / 2019 2018 Budget Actual Budget Actual Budget Actual $ $ $ $ $ $ Governance Caprice Sedan - Q0 35,000 35,000 0 0

Community Amenities Lot 100 Dangin 0 5,000 0 229 0 (4,771) Transport Mgr Works & Services 28,000 28,000 0 0 Team Leader - Q551 20,000 20,000 0 Nissan Navara Q3856 25,000 25,000 0 0 Shared Ute - Q465 25,000 25,000 0 0

Town Gdn Ute Q661 25,000 25,000 0 0 Excavator Ute Q633 20,000 20,000 0 0 Armann Multi Roller 30,000 30,000 0 0 Community Bus 27,000 27,000 0 0

235,000 5,000 235,000 229 0 (4,771)

By class of asset Written Down Value Sale Proceeds Profit(Loss) November November November 2018 / 2019 2018 2018 / 2019 2018 2018 / 2019 2018 Budget Actual Budget Actual Budget Actual $ $ $ $ $ $

Furniture & Equipment ------Land - 5,000 - 229 - (4,771) Land & Buildings ------Plant & Equipment 235,000 - 235,000 - - -

235,000 5,000 235,000 229 - (4,771)

November 2018 / 19 2018 Budget Actual Summary $ $

Loss on Asset Disposals 0 (4,771) Profit on Asset Disposals 0 0 0 (4,771)

Page 10 Page 74 of 261 SHIRE OF QUAIRADING

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

5. INFORMATION ON BORROWINGS (a) Debenture Repayments

Principal New Principal Principal Interest 1-Jul-18 Loans Repayments Outstanding Repayments 2018 / 2018 / 2018 / 2018 / 2018 / 2018 / 2018 / 2018 / 2019 2019 2019 2019 2019 2019 2019 2019 Particulars Budget Actual Budget Actual Budget Actual Budget Actual Housing

Recreation & Culture Loan 118 - Depot Building 478,419 - - 44,150 21,908 434,269 456,511 17,444 5,414 Loan 119 - Parks Cottage - 150,000 - 6,477 - 143,523 - 2,473 - Loan 115 - Bowling Club* 109,267 - - 31,256 15,380 78,011 93,887 6,962 1,624 Loan 117 - Golf Club * 8,002 - - 1,520 753 6,482 7,250 376 119 Loan 116 - Tennis Club * 2,974 - - 1,796 889 1,178 2,085 185 39 598,662 150,000 - 85,199 38,931 663,463 559,731 27,440 7,196

(*) Self supporting loans financed by payments from third parties. All other loan repayments were financed by general purpose income.

Page 11 Page 75 of 261 SHIRE OF QUAIRADING

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

5. INFORMATION ON BORROWINGS (Continued)

(b) New Debentures - 2018 / 19

Amount Borrowed Loan Total Amount Used Balance Type Interest Unspent Particulars/Purpose Actual Budget Charges& Actual $ $ $ $ $

Loan 119 - Parks Cottage 150,000 Debenture 24,996 150,000

Page 12 SHIRE OF QUAIRADING Page 76 of 261 NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018 November 2018 / 2019 2018 Budget Actual $ $ 6. RESERVES

Cash Backed Reserves

(a) Building Reserve Opening Balance 964,730 964,730 Amount Set Aside / Transfer to Reserve 42,621 21,623 Amount Used / Transfer from Reserve (280,000) - 727,351 986,353 (b) Furniture, Fittings & IT Equipment Reserve Opening Balance 11,027 11,027 Amount Set Aside / Transfer to Reserve 50,259 50,097 Amount Used / Transfer from Reserve - - 61,286 61,124 (c) Plant Reserve Opening Balance 284,547 284,547 Amount Set Aside / Transfer to Reserve 256,685 250,863 Amount Used / Transfer from Reserve (337,000) - 204,232 535,410 (d) Medical Services Reserve Opening Balance 46,039 46,039 Amount Set Aside / Transfer to Reserve 1,082 76 Amount Used / Transfer from Reserve (5,000) - 42,121 46,115 (e) Swimming Pool Reserve Opening Balance 6,904 6,904 Amount Set Aside / Transfer to Reserve 162 12 Amount Used / Transfer from Reserve (6,761) - 305 6,915 (f) Long Service & Annual Leave Reserve Opening Balance 207,601 207,601 Amount Set Aside / Transfer to Reserve 44,878 40,406 Amount Used / Transfer from Reserve (67,106) - 185,373 248,006 (g) Sustainable Environment Opening Balance 159,185 159,185 Amount Set Aside / Transfer to Reserve 3,741 263 Amount Used / Transfer from Reserve - - 162,926 159,448 (h) Town Planning & Development Opening Balance 284,360 284,360 Amount Set Aside / Transfer to Reserve 6,682 468 Amount Used / Transfer from Reserve - - 291,042 284,828 (i) HomesWest J/V Housing Opening Balance 5,038 5,038 Amount Set Aside / Transfer to Reserve 118 8 Amount Used / Transfer from Reserve - - 5,156 5,046 (j) Road Infrastructure Opening Balance 326,924 326,924 Amount Set Aside / Transfer to Reserve 7,672 539 Amount Used / Transfer from Reserve (50,000) - 284,596 327,463 (k) Rec Centre Multi Purpose Precinct Opening Balance - - Amount Set Aside / Transfer to Reserve 50,000 50,079 Amount Used / Transfer from Reserve - - 50,000 50,079

2,014,388 2,710,788

Page 13 All of the above reserve accounts are supported by money held in financial institutions. Page 77 of 261

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NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

November 2018 / 2019 2018 Budget Actual 6. RESERVES (Continued) $ $

Summary of Transfers To Cash Backed Reserves

Transfers to Reserves Building Reserve 42,621 21,623 Furniture, Fittings & Equipment Reserve 50,259 50,097 Plant Reserve 256,685 250,863 Medical Services Reserve 1,082 76 Swimming Pool Reserve 162 12 Long Service & Annual Leave Reserve 44,878 40,406 Sustainable Environment 3,741 263 Town Planning & Development 6,682 468 HomesWest J/V Housing 118 8 Road Infrastructure 7,672 539 Rec Centre Multi Purpose Precinct 50,000 50,079 463,900 414,433

Transfers from Reserves

Building Reserve (280,000) - Furniture, Fittings & Equipment Reserve - - Plant Reserve (337,000) - Medical Services Reserve (5,000) - Swimming Pool Reserve (6,761) - Long Service & Annual Leave Reserve (67,106) - Sustainable Environment - - Town Planning & Development - - HomesWest J/V Housing - - Road Infrastructure (50,000) - Rec Centre Multi Purpose Precinct - - (745,867) -

Total Transfer to/(from) Reserves (281,967) 414,433

Page 14 Page 78 of 261

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NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

6. RESERVES (Continued)

In accordance with council resolutions in relation to each reserve account, the purpose for which the reserves are set aside are as follows:

Building Reserve - To assist in funding the construction of new Council buildings and to provide for future maintenance and upgrading of Council commercial and residential properties.

Furniture, Fittings & IT Equipment Reserve - To be used in funding the various furniture, fittings and equipment installed in Council buildings.

Plant Reserve - To be used to assist in funding the purchase of major plant items.

Medical Services Reserve - To be used to assist in funding the improvement of medical services & facilities.

Swimming Pool Upgrade Reserve - To be used to assist in funding future major capital/upgrade works at the Quairading Memorial Swimming Pool.

Long Service & Annual Leave Reserve - To be used to fund future Employee leave requirements.

Sustainable Environment Reserve - To be used to assist in funding for the upgrading of Council's Refuse Site as well as Drought relief measures as deemed by Council. Reserve Fund expanded to incorporate funds for future Gravel Strategy for road making and for conservation of Resourcesand Energy.

Town Planning & Development Reserve To be used to partly fund the development of rural residential subdivisions already identified as well as future subdivisions and other town planning and development projects not already identified Current subdivisions include Coraling/Louden Streetsand the Mc Donald/Reid Streets residential subdivisions.

HomesWest J/V Housing To maintain a Contingency Reserve for the cost of periodical repairs and anticipated maintenance equal to 25% of the gross rental for the preceeding 12 months, calculated as at 30 June each year. All profits derived from the Joint Venture Housing are to be recognised as Restricted Assets, for future maintenance or the provision for future housing.

Road Infrastructure - To be used towards road infrastructure projects including replacement of culverts and bridges.

Rec Centre Multi Purpose Precinct - To be used to develop the existing buildings into a Multi Purpose facility catering for both Sporting Groups and Community Members

The Reserves are not expected to be used within a set period as further transfers to the Reserve Accounts are expected as funds are utilised.

Page 15 Page 79 of 261 SHIRE OF QUAIRADING

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

2017/2018 2017/2018 November B/Fwd B/Fwd 2018 Per Per Actual 2018/2019 Financial $ 7. NET CURRENT ASSETS Budget Report $ $ Composition of Estimated Net Current Asset Position

CURRENT ASSETS

Cash - Unrestricted 415,111 415,211 1,553,742 Cash - Restricted Unspent Grants/Loans 0 0 0 Cash - Restricted Reserves 2,296,355 2,296,355 2,710,788 Sundry Debtors 3,044,073 2,820,905 113,059 Rates Debtors - Current 168,282 164,858 405,793 Accrued Income / Payments 0 4,240 0 Less: Provision for Doubtful Debts (30,134) (16,699) (16,699) GST Receivable 158,130 158,130 59,552 Inventories 2,391 10,256 9,980 6,054,208 5,853,256 4,836,215

LESS: CURRENT LIABILITIES

Sundry Creditors (1,620,976) (1,620,976) (176,186) Taxation Liability (78,726) (93,202) (36,254) Other Liability (47,776) 0 (3,422) ESL Liability 8,073 7,136 (9,216) Accrued Interest on Loans 0 (3,667) 0 Accrued Salary & Wages 0 (25,336) 0 Current Employee Benefit Provisions (387,150) (393,660) (393,660) Current Loan Liability 21,580 (78,723) (39,792) (2,104,975) (2,208,428) (658,530)

3,949,233 3,644,828 4,177,685

Less: Cash - Restricted - Reserves (2,296,355) (2,296,355) (2,710,788) Less: Cash - Restricted - Other 0 0 0 Add Back : Component of Leave Liability not Add Back : Required to be Funded 207,600 207,601 248,006 Add Back : Current Loan Liability (21,580) 78,723 39,792

NET CURRENT ASSET POSITION 1,838,898 1,634,797 1,754,695

Page 16 SHIRE OF QUAIRADING Page 80 of 261 NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

8. RATING INFORMATION

RATE TYPE Number 2018 / 2019 2018 / 2019 2018 / 2019 2018 / 2019 2018 / 2019 of Rateable Rate Interim Back Total Rate in Properties Value Revenue Rates Rates Revenue Budget $ $ $ $ $ $ $ General Rate GRV - Residential 314 2,550,656 333,585 (463) - 333,122 333,585 GRV - Industrial 20 261,785 34,237 - 34,237 34,237 UV - Rural 376 134,648,500 1,751,373 26 - 1,751,399 1,751,373 - Sub-Totals 721 137,709,317 2,151,679 (437) - 2,151,242 2,151,679 Minimum Minimum Rates $ - - GRV - Residential 625 62 67,999 38,750 - - 38,750 38,750 GRV - Industrial 625 5 6,315 3,125 - - 3,125 3,125 GRV - Commercial 625 0 - - - - - UV - Rural 625 28 667,195 17,500 - - 17,500 17,500

Sub-Totals 95 741,509 59,375 - - 59,375 59,375 2,210,617 2,211,054 Specified Area Rates - - Ex - Gratia Rates 11,689 12,156 2,222,306 2,223,210 Discounts - - Rates Written Off 84 (700) Movement in Excess Rates (12,509) -

Totals 2,209,881 2,222,510

All land except exempt land in the Shire of Quairading is rated according to its Gross Rental Value (GRV) in townsites or its Unimproved Value (UV) in the remainder of the Shire.

The general rates detailed above for the 2018/19 financial year have been determined by Council on the basis of raising the revenue required to meet the deficiency between the total estimated budget expenditure and the estimated budget revenue received from all sources other than rates.

A minimum rate is determined by Council on the basis that all ratepayers must make a reasonable contribution to the cost of Local Government services/facilities. Page 17 Page 81 of 261

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NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

9. TRUST FUNDS

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

Detail 01-Jul-18 Received Paid Balance $ $ ($) $ Factory Unit Bonds 1,088 1,088 CRC Rental Bond 1,150 (610) 540 Police Licensing 9,507 207,552 (216,065) 994 Hall/C Building Hire Bonds 625 3,400 (2,150) 1,875 Hall Table Bonds - - Barracks Bond - 800 (400) 400 Bus Hire Bond - - Cottage Bond 800 3,000 (3,000) 800 Cat Trap Bond - 60 (40) 20 Housing Bond 326 326 Building Reg 57 406 (463) - BCITF - 323 (323) - QARRAS - Luncheon 3,451 3,451 Doodenanning Cemetery 1,196 1,196 South Caroling Cemetery 4,888 4,888 Nomination Fees - - Footpath Bonds - - Town Planning - Peacock 2 Yrs 1,000 1,000 Rural Youth 73,227 73,227 Housing - to go to Bond Administrator 1,652 (626) 1,026 97,315 217,193 (223,677) 90,831

Page 18

Page 82 of 261

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NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

10. OPERATING STATEMENT

November 2018 2017 / 2018 30/06/2018 Actual Budget Actual OPERATING REVENUES $ $ $

Governance 9,003 19,876 14,914 General Purpose Funding 2,665,518 3,112,960 3,944,739 Law, Order, Public Safety 64,536 270,290 187,872 Health 157,099 456,258 444,294 Education and Welfare 87,402 186,798 225,749 Housing 43,700 105,776 96,015 Community Amenities 125,875 204,725 170,067 Recreation and Culture 17,456 303,488 59,123 Transport 1,263,074 3,447,158 6,687,971 Economic Services 62,019 134,680 228,413 Other Property and Services 142,003 265,720 389,317 TOTAL OPERATING REVENUE 4,637,685 8,507,729 12,448,475

OPERATING EXPENSES

Governance 351,496 683,305 499,289 General Purpose Funding 31,058 115,955 72,214 Law, Order, Public Safety 149,162 338,482 322,553 Health 262,288 715,529 698,030 Education and Welfare 132,102 281,663 309,433 Housing 97,799 243,041 219,890 Community Amenities 173,536 499,451 480,126 Recreation & Culture 370,564 838,836 876,808 Transport 2,523,685 6,329,125 9,104,401 Economic Services 213,109 618,699 541,868 Other Property and Services 198,974 239,266 301,743 TOTAL OPERATING EXPENSE 4,503,773 10,903,352 13,426,355

CHANGE IN NET ASSETS RESULTING FROM OPERATIONS 133,912 (2,395,623) (977,880)

Page 19 SHIRE OF QUAIRADING Page 83 of 261

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

10A. STATEMENT OF COMPREHENSIVE INCOME BY NATURE OR TYPE

November 2018 2018 / 2019 30/06/2018 Actual Budget Actual OPERATING REVENUES $ $ $

Rates 2,209,679 2,222,510 2,134,238 Rates - Other 0 0 0 Fees & Charges 491,875 1,077,739 1,293,393 Interest Earned 1,374 15,000 45,939 Grants - Capital Works 221,933 564,991 1,249,136 Grants - Other (Operating) 647,424 1,177,938 1,885,055 Contributions & Donations - Capital 0 0 0 Other Income 948,332 2,939,442 69,710 Reimbursement & Recoveries - Other Inc 59,971 306,321 5,146,952 Insurance Recoups 0 0 460,836 Private Works 2,273 0 674 Contributions & Donations - Operating 35,494 120,880 37,573 Fines & Penalties 263 100 304 License Fees 1,589 8,858 7,364 Profit on Sale of Asset 0 0 41,655 Reserve Interest 4,433 53,900 51,515 Instalment Admin Charge 1,680 1,950 1,805 Instalment / Penalty Interest 11,365 18,100 22,326 TOTAL OPERATING REVENUE 4,637,685 8,507,729 12,448,475

OPERATING EXPENSES

Employee Costs 901,990 1,898,786 1,779,102 Materials & Contract 2,390,314 4,562,486 7,651,187 Interest on Borrowed Funds 7,196 37,361 20,833 Utilities 74,175 203,057 261,784 Other Expenses 109,717 701,035 31,821 Insurance 146,398 207,855 175,512 Depreciation 808,017 3,373,211 3,478,945 Employee Costs Other 86,204 208,990 318,982 Loss on Asset 4,771 0 38,626 Plant Depreciation (Council) (7,367) (98,265) (95,081) Administration Allocation 215 0 (118) Plant Operation Costs (17,860) (200,044) (128,871) Public Works Overheads 0 8,880 (106,368) TOTAL OPERATING EXPENSE 4,503,771 10,903,352 13,426,355

CHANGE IN NET ASSETS RESULTING FROM OPERATIONS 133,913 (2,395,623) (977,880)

Page 20 Page 84 of 261

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NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

11. STATEMENT OF FINANCIAL POSITION

November 2018 2017/18 Actual Actual $ $ CURRENT ASSETS Cash Assets 4,264,530 2,711,566 Receivables 570,929 3,173,141 Inventories 9,980 10,256 TOTAL CURRENT ASSETS 4,845,439 5,894,963

NON-CURRENT ASSETS Receivables 112,176 112,176 Inventories 699,502 699,502 Property, Plant and Equipment 20,429,369 20,559,854 Infrastructure 75,713,041 75,965,368 TOTAL NON-CURRENT ASSETS 96,954,088 97,336,900

TOTAL ASSETS 101,799,527 103,231,863

CURRENT LIABILITIES Payables 215,862 1,743,181 Interest-bearing Liabilities 39,792 78,723 Provisions 393,660 393,660 TOTAL CURRENT LIABILITIES 649,314 2,215,564

NON-CURRENT LIABILITIES Interest-bearing Liabilities 519,940 519,940 Provisions 39,356 39,356 TOTAL NON-CURRENT LIABILITIES 559,296 559,296

TOTAL LIABILITIES 1,208,610 2,774,860

NET ASSETS 100,590,918 100,457,003

EQUITY Retained Surplus 43,043,826 43,324,345 Reserves - Cash Backed 2,710,788 2,296,355 Reserves - Asset Revaluation 54,836,304 54,836,304 TOTAL EQUITY 100,590,918 100,457,004

Page 21 Page 85 of 261 SHIRE OF QUAIRADING

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2018 TO 30 NOVEMBER 2018

12. FINANCIAL RATIOS

2019 This Time 2018 2017 2016 Target Range YTD Last Year

Current Ratio 4.46 7.09 1.76 3.77 1.16 >1.00 Debt Service Cover Ratio 15.77 31.66 16.98 41.90 29.21 > 15.0 Operating Surplus Ratio (0.03) (0.31) (0.24) (0.42) (0.51) >0.15 Own Source Revenue Coverage Ratio 0.67 0.67 0.69 0.46 0.57 >0.90

The above ratios are calculated as follows:

Current Ratio equals Current assets minus restricted current assets Current liabilities minus liabilities associated with restricted assets

Asset Sustainability Ratio Capital Renewal and Replacement Expenditure Depreciation Expenses

Debt Service Cover Ratio Annual Operating Surplus before Interest and Depreciation Principal and Interest

Operating Surplus Ratio Operting Revenue minus Operating Expenses Own Source Operating Revenue

Own Source Revenue Coverage Ratio Own Source Operating Revenue Operating Expenses

N/A - This ratio cannot be readily calculated from within these Monthly Statements so is excluded

Page 22 Page 86 of 261 Shire of Quairading Schedules

For Period Ended*: 30/11/2018 Budget Surplus/Deficit B/fwd^: $ 1,634,795.94

^ Budget & Actual Surplus/Deficit B/fwd should be amended at the beginning of each fiscal year. Enter deficit as a negative. Schedules out of balance by: $ 0 SCHEDULE 02 - GENERAL FUND SUMMARY Page 87 of 261 Financial Statement for Period Ended 30 November 2018

SURPLUS/DEFICIT SUMMARY C/FWD REPRESENTED BY:

30/11/2018 30/06/2018 YTD Actuals Prior Year Actuals Cash at Bank & On Hand Cash At Bank Muni A/C 6001 1,553,987 424,119 Licensing Receipts 6191 (994) (9,507) Cash On Hand 7521 750 600 1,553,743 415,212

Restricted Asset - Reserves

Sundry Debtors Sundry Debtors Other 6011 91,865 2,808,521 Sdy Debtors Rates 6021 402,630 163,458 Debtors Pensioner Govt Rebates 6091 3,270 1,400 Rates Refunds Control Acc 7610 - - Sdy Debtors - Refuse 6051 21,069 12,384 Provision For Doubtful Debts 6022 (16,699) (16,699) Gst Asset Account 6121 59,552 158,130 Esl - Levied 6141 (28,181) (1,050) Esl - Pensioner Rebate Allowed 6151 11,890 8,441 Esl - Pensioner Rebate Received 6154 (11,654) (8,310) Esl - Control 6161 18,747 8,054 Accrued Income 6081 - 4,240 Prepaid Expenses 6082 - 552,489 - 3,138,568

Stock on Hand Stock On Hand 7581 10,256 8,869 Fuel Purchases 5202 55,749 117,397 Fuels Allocated 5203 (56,026) (116,010) Oil & Materials Purchased 5212 - - Materials Allocated 5213 - 9,980 - 10,256

TOTAL CURRENT ASSETS 4,826,999 5,860,391

Sundry Creditors Sundry Creditors 6130 (176,186) (1,620,976) Payroll Creditors 7640 - - Gst Liability Account 6131 (4,064) (46,062) Fbt Liability 6133 - (6,414) Excess Rates 6200 (3,422) - Withholding Tax Account 6181 - - Payroll Tax Clearing 6210 (32,190) (40,726) Income Reveived In Advance 6172 - - Accrued Expenses 6132 - - Accrued Interest On Loans 6150 - (3,667) Accured Salary & Wages 6160 - (25,336) Loan Liability - Current 129 (39,792) (78,723) Accvrued Leave Liability 6170 (201,906) (201,906) Accrued Long Service leave - Current 6140 (191,754) (649,314) (191,754) (2,215,563)

Reserves Reserve Accumulation Account 6370 (2,710,788) (2,710,788) (2,296,355) (2,296,355)

Adjustments Add Back : Liabilities Supported by Reserves - Lesser of Leave Provision and Leave Reserve 248,006 207,601 Add Back : Current Loan Liability 39,792 78,723

TOTAL CURRENT LIABILITIES (3,072,304) (4,225,595)

NET CURRENT ASSETS 1,754,695 1,634,796 Summary Of Schedules - Schedule 2 Page 88 of 261

For Period Ended 30 November, 2018

2018 / 2019 2018 / 2019 2018 / 2019 % 2018 / 2019 % Sched Budget Budget Actual Act Actual Act No Income Expenditure Income Inc Expenditure Exp

OPERATING General Purpose Funding 3 3,112,960 115,955 2,665,518 86 31,058 27 Governance 4 19,876 683,305 9,003 45 351,496 51 Law, Order & Public Safety 5 270,290 338,482 64,536 24 149,162 44 Health 7 456,258 715,529 157,099 34 262,288 37 Education & Welfare 8 186,798 281,663 87,402 47 132,102 47 Housing 9 105,776 243,041 43,700 41 97,799 40 Recreation & Culture 11 303,488 838,836 17,456 6 370,564 44 Transport 12 3,447,158 6,329,125 1,263,074 37 2,523,685 40 Economic Services 13 134,680 618,699 62,019 46 213,109 34 Other Property & Services 14 265,720 239,266 142,003 53 198,973 83

Total Operating 8,507,729 10,903,352 4,637,685 55 4,503,771 41

CAPITAL Governance 4 0 45,000 0 0 0 Law, Order & Public Safety 5 0 81,840 0 0 0 Health 7 0 5,000 0 0 0 Education & Welfare 8 0 35,520 0 0 0 Housing 9 0 19,950 0 0 0 Community Amenities 10 0 85,000 0 0 0 Recreation & Culture 11 34,572 472,816 16,133 47 144,874 31 Transport 12 2,294,817 0 324,263 14 Economic Services 13 150,000 431,477 0 0 0 0

Total Capital 184,572 3,471,420 16,133 9 469,137 14

8,692,301 14,374,772 4,653,818 54 4,972,908 35 GL Plus Transfers From Reserve 745,867 0 0 Less Transfers to Reserves 463,900 414,433 89 Less Depreciation Written Back (3,373,211) (808,017) 24 Less Profit/Loss Written Back 0 0 4,771 0 Less Movement in Non Current Annual Leave Provision 6336 0 0 Less Movement in Non Current LSL Provision 6334 0 0 Less Movement in Deferred Rates Pensioners 6211 0 0 Add Back Movement in Current Leave Reserves (40,406) Plus Proceeds from Sale of Assets 235,000 229 0

TOTAL REVENUE & EXPENDITURE 9,673,168 11,465,461 4,658,818 4,538,919

Surplus/Deficit July 1st B/Fwd 1,838,898 1,634,796 11,512,066 11,465,461 6,293,614 4,538,919

Surplus/(Deficit) C/Fwd 46,605 1,754,695

11,512,066 11,512,066 6,293,614 6,293,614 Page 89 of 261

SCHEDULE 3 - GENERAL PURPOSE FUNDING

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Var BUDGET ACTUAL %

RATE REVENUE

0003 Unimproved Value Rates (1,768,873) (1,768,436) 100 0013 Gross Rental Value Rates (442,181) (429,672) 97 ADD

0063 Ex Gratia Rates (12,156) (11,689) 96 0073 Admin Fee - Rate Instalments (1,950) (1,680) 86 0083 Interest - Instalments (3,700) (4,154) 112 0093 Penalty Interest (14,000) (6,953) 50 0103 Interest On Deferred Rates (400) - 0

LESS

0022 Rate Write Offs - 34 0081 Rate Write Offs 700 84 12

TOTAL RATE REVENUE (2,242,560.00) (2,222,466.33) Page 90 of 261

SCHEDULE 3 - GENERAL PURPOSE FUNDING

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

GENERAL PURPOSE GRANTS

OPERATING EXPENDITURE

0082 Valuation Expenses 8,800 239 3 0102 Legal Expenses - Rate Collections 6,500 1,352 21 0112 Sundry Costs 2,500 768 31 0122 Administration Allocation 45,656 23,908 52 0182 Interest On Overdraft 10,000 - 0 0192 Administration Allocation 9,133 4,792 52 TOTAL OPERATING EXPENDITURE 115,955 31,058 27

OPERATING INCOME

0113 Legal Charges Recovered - - 0183 Other Minor Charges (3,500) (2,425) 69 0233 Grants Commission Grants (798,000) (433,011) 54 0243 Interest On Investment (15,000) (3,183) 21 0253 Interest On Reserve Investments (53,900) (4,433) 8

TOTAL OPERATING INCOME (870,400) (443,052) 51

SUB-TOTAL TO PROGRAMME SUMMARY (870,400) 115,955 (443,052) 31,058 51 27

TOTAL GENERAL PURPOSE FUNDING (3,112,960) 115,955 (2,665,518) 31,058 86 27

SCHEDULE 4 - GOVERNANCE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PROGRAMME SUMMARY

OPERATING

MEMBERS OF COUNCIL (6,150) 683,305 (3,070) 351,373 50 51 GOVERNANCE GENERAL (13,726) - (5,932) 123 43

OPERATING TOTAL (19,876) 683,305 (9,003) 351,496 45 51

CAPITAL

MEMBERS OF COUNCIL (35,000) 45,000 - - 0 0

CAPITAL TOTAL (35,000) 45,000 - - 0 0

TOTAL GOVERNANCE (54,876) 728,305 (9,003) 351,496 16 48

SCHEDULE 4 - GOVERNANCE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

MEMBERS OF COUNCIL OPERATING EXPENDITURE

0302 Conferences 18,000 3,407 19 0312 Election Expenses - - 0322 Allowances 32,713 7,637 23 0332 Refreshments 8,000 2,872 36 0352 Insurance 45,634 34,133 75 0362 Subscriptions 17,443 16,608 95 0372 Other Expenditure 67,500 26,071 39 0382 Donations 500 - 0 0502 Advertising 8,500 6,664 78 0522 Other Expenditure 1,250 312 25 0542 Administration Allocation 483,765 253,669 52 TOTAL OPERATING EXPENDITURE 683,305 351,373 51

OPERATING INCOME 0353 Local Government Insurance Rebate (5,000) (2,854) 57 0521 Contributions & Donations (1,150) (216) 19 0573 Professional Valuation Services - Recoup - - TOTAL OPERATING INCOME (6,150) (3,070) 50

CAPITAL EXPENDITURE

9000 Ceo Vehicle 45,000 - 0 TOTAL CAPITAL EXPENDITURE 45,000 - 0

CAPITAL INCOME

7001 Ceo Vehicle (35,000) - 0 7002 Admin Vehicle - - TOTAL CAPITAL INCOME (35,000) - 0

TOTAL MEMBERS OF COUNCIL (41,150) 728,305 (3,070) 351,373 48 Page 91 of 261

SCHEDULE 4 - GOVERNANCE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

GOVERNANCE - GENERAL

OPERATING EXPENDITURE

0602 Salaries - Administration 659,727 351,323 53 0612 Superannuation - Administration 61,212 25,153 41 0532 Audit Fees 91,700 20,250 22 0562 Bank Charges 5,600 4,162 74 0622 Subscriptions 1,000 1,000 100 0632 Insurance - Administration 14,944 14,944 100 0642 Other Labour/Relief Staff 13,099 26,490 202 0652 Long Service Leave 5,570 0672 Office Maintenance 33,237 13,346 40 0682 Printing & Stationery 6,300 3,963 63 0692 Telephone & Facsimile 12,500 4,346 35 0702 Postage & Freight 3,300 1,263 38 0712 Office Equipment & Maintenance 2,300 808 35 0722 Depreciation - Land & Buildings 18,750 5,929 32 0732 Depreciation - Furniture & Equipment 10,550 4,291 41 0742 Computer Maintenance 45,889 39,992 87 0752 Other Expenses 3,000 1,167 39 0762 Vehicle Expenses 9,800 4,126 42 0772 Fringe Benefits Tax 12,900 6,414 50 0782 Legal Expenses 6,000 196 3 0792 Staff Training 15,550 3,853 25 0802 Aas27 - Accrued Annual Leave - - 0804 Aas27 - Accrued Lsl - - 0806 Loss On Sale Of Asset - - 0623 Admin Expenditure Recovered (1,027,358) (538,460) 52

TOTAL OPERATING EXPENDITURE - 123

OPERATING INCOME

0503 Charges (50) (3) 5 0513 Contributions (3,646) - 0 0523 Other Income (50) - 0 0603 Staff Contributions (9,880) (2,884) 29 0633 Contributions Other (100) - 0 0643 Profit on Sale of Asset - - 0663 Transfer LSL Ex Other Shires - (3,046) TOTAL OPERATING INCOME (13,726) (5,932) 43

TOTAL GOVERNANCE - GENERAL (13,726) - (5,932) 123 43 0

SCHEDULE 5 - LAW, ORDER & PUBLIC SAFETY

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PROGRAMME SUMMARY

OPERATING

FIRE PREVENTION (184,350) 310,849 (24,922) 139,645 14 45 ANIMAL CONTROL (4,100) 23,633 (2,414) 9,517 59 40 LAW & ORDER (81,840) 4,000 (37,200) - 45 0 OPERATING TOTAL (270,290) 338,482 (64,536) 149,162 24 44

CAPITAL

FIRE PREVENTION - - - ANIMAL CONTROL LAW & ORDER 81,840 - 0 CAPITAL TOTAL - 81,840 - - 0 0

TOTAL LAW, ORDER & PUBLIC SAFETY (270,290) 338,482 (64,536) 149,162 24 44 Page 92 of 261

SCHEDULE 5 - LAW ORDER & PUBLIC Safety

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

FIRE PREVENTION

OPERATING EXPENDITURE

0900 Aas27 - Accrued Annual Leave - - 0901 Aas27 - Accrued Lsl - - 0902 Clothing / Accessories 6,000 1,452 24 0912 Insurance - Esl 16,220 20,570 127 0922 Maintenance Plant / Equipment / Vehicles 7,500 4,488 60 0932 Maintenance Land / Buildings 2,200 4,336 197 0942 Utilities / Rates / Taxes / Other Expenses 6,450 5,138 80 0944 Protective Burning - Aerial 2,000 2,000 100 0962 Depreciation Plant & Equipment 93,900 38,617 41 0972 Administration Allocation 5,712 3,015 53 0992 Fesa Levy - Council Buildings 3,900 4,209 108 0995 Quairading -C.E.S.M. - Salaries 101,250 38,459 38 0996 Quairading - C.E.S.M. - Super 9,619 3,783 39 0997 Quairading C.E.S.M. - Operating 56,098 13,578 24 TOTAL OPERATING EXPENDITURE 310,849 139,645 45

OPERATING INCOME

0903 Charges, Fines & Penalties (100) - 0 0913 Grants/Donations (28,778) (24,665) 86 0953 Commission - Esl (4,000) - 0 0951 Dfes Esl Grant - Capital Contributi - - 0955 Esl Penalty Interest - (258) 0956 Quairading C.E.S.M. Income (151,472) - 0 0958 Profit On Disposal Of Asset - - TOTAL OPERATING INCOME (184,350) (24,922) 14

CAPITAL EXPENDITURE

TOTAL CAPITAL EXPENDITURE - -

TOTAL FIRE PREVENTION (184,350) 310,849 (24,922) 139,645 14 45

SCHEDULE 5 - LAW ORDER & PUBLIC SAFETY

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

LAW & ORDER

OPERATING EXPENDITURE

1084 Community Safety & Crime Prevention 3,000 - 0 1085 Emergency Management Strategy 1,000 - 0

TOTAL OPERATING EXPENDITURE 4,000 - 0

OPERATING INCOME 1080 Grants - Community Safety - - 1081 Comuninty Safety - Admin Support - - 1089 CCTV Community Project (81,840) (37,200) 45 TOTAL OPERATING INCOME (81,840) (37,200) 45

CAPITAL EXPENDITURE 9835 CCTV Monitoring 81,840 - 0

TOTAL LAW & ORDER (81,840) 85,840 (37,200) - 45 0 Page 93 of 261

SCHEDULE 5 - LAW ORDER & PUBLIC SAFETY

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

ANIMAL CONTROL

OPERATING EXPENDITURE

1082 Dog Control 14,500 4,725 33 1092 Administration Allocation 9,133 4,792 52

TOTAL OPERATING EXPENDITURE 23,633 9,517 40

OPERATING INCOME

1083 Charges, Fines & Penalties (4,100) (2,414) 59

TOTAL OPERATING INCOME (4,100) (2,414) 59

TOTAL ANIMAL CONTROL (4,100) 23,633 (2,414) 9,517 59 40

SCHEDULE 7- HEALTH

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PROGRAMME SUMMARY

OPERATING

PREVENTATIVE SVS. - HEALTH (758) 23,580 (140) 10,216 18 43 PREVENTATIVE SVS. - PEST CONTROL (500) 4,448 - 2,117 0 48 PREVENTATIVE SVS - OTHER - 500 - 459 92 OTHER HEALTH (455,000) 687,001 (156,959) 249,495 34 36

SUB-TOTAL TO PROGRAMME SUMMARY (456,258) 715,529 (157,099) 262,288 34 37

CAPITAL

MATERNAL & INFANT HEALTH HEALTH IN SP. & ADMIN ISTRATION OTHER HEALTH - 5,000 - - 0 SUB-TOTAL TO PROGRAMME SUMMARY - 5,000 - - 0 0

TOTAL HEALTH (456,258) 720,529 (157,099) 262,288 34 36

SCHEDULE 7- HEALTH

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PREVENTATIVE SERVICES - HEALTH

OPERATING EXPENDITURE

1252 Group/Regional Scheme 16,368 7,201 44 1262 Control Expenses - Other 1,500 - 0 1272 Administration Allocation 5,712 3,015 53

OPERATING INCOME

1253 Charges - Other Licenses & Permits (472) - 0 1255 Regist / Notification 2008 Food Act (286) (140) 49 1257 Contributions Health - - SUB-TOTAL TO PROGRAMME SUMMARY (758) 23,580 (140) 10,216 43 Page 94 of 261

SCHEDULE 7- HEALTH

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PREVENTATIVE SERVICES - PEST CONTROL

OPERATING EXPENDITURE

1312 Mosquito & Fly Control 4,448 2,117 48

OPERATING INCOME 1313 Contributions - Mosquito Control (500) - 0 SUB-TOTAL TO PROGRAMME SUMMARY (500) 4,448 - 2,117 48

TOTAL PREVENTATIVE SVS - PEST CONTROL (500) 4,448 - 2,117 48

SCHEDULE 7- HEALTH

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PREVENTATIVE SERVICES - OTHER

OPERATING EXPENDITURE

1342 Analytical Expenses 500 459 92

SUB-TOTAL TO PROGRAMME SUMMARY - 500 - 459 92

TOTAL PREVENTATIVE SERVICES - OTHER - 500 - 459 92

SCHEDULE 7- HEALTH

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER HEALTH OPERATING EXPENDITURE

1382 Medical Centre 27,000 7,476 28 1392 Medical Practice Expenses 620,000 221,648 36 1412 Donations 2,000 - 0 1442 Depreciation Plant & Equipment - - 1452 Depreciation Furniture & Equipment 1,100 1,124 102 1462 Depreciation Land & Buildings 3,800 1,909 50 1482 Administration Allocation 33,101 17,338 52 1486 Aas27 - Accrued Annual Leave - - 1488 Aas27 - Accrued Lsl - -

OPERATING INCOME 1393 Medical Practice Income (455,000) (156,959) 34

SUB-TOTAL TO PROGRAMME SUMMARY (455,000) 687,001 (156,959) 249,495 34 36

CAPITAL EXPENDITURE 9561 Medical Practice - Painting Waiting Room 5,000 - 0

CAPITAL INCOME

CAPITAL TOTAL TO SUMMARY - 5,000 - - 0 0

(455,000) 692,001 (156,959) 249,495 34 36 Page 95 of 261

SCHEDULE 8 - EDUCATION & WELFARE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp PROGRAMME SUMMARY

OPERATING

OTHER AGED AND DISABLED SERVICES (51,298) 95,659 (19,497) 46,431 38 49 OTHER WELFARE (135,500) 186,004 (67,905) 85,671 50 46

SUB-TOTAL TO PROGRAMME SUMMARY (186,798) 281,663 (87,402) 132,102 47 47

CAPITAL EXPENDITURE

OTHER AGED AND DISABLED SERVICES - 31,020 - - 0 OTHER WELFARE - 4,500 - - 0 SUB-TOTAL TO PROGRAMME SUMMARY - 35,520 - - 0 0 CAPITAL INCOME OTHER AGED AND DISABLED SERVICES (27,000) - TOTAL EDUCATION & WELFARE (186,798) 317,183 (87,402) 132,102 42

SCHEDULE 8 - EDUCATION & WELFARE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp OTHER AGED AND DISABLED SERVICES

OPERATING EXPENDITURE 1702 Retirement Village 51,124 24,633 48 1706 Community Transport Vehicle 3,700 1,418 38 1712 Donations - Welfare - - 1707 Loss on Sale of Asset - - 1762 Age Precinct Units - Vacant Land - - 1772 Frail Aged General Expense 775 - 0 1723 Depreciation Land & Buildings 8,770 4,284 49 1732 Depreciation Plant & Equipment 2,750 1,127 41 1782 Administration Allocation 28,540 14,969 52 OPERATING INCOME 1703 Reimbursements - - 1704 Reimbursements - Ex Tenants (17,250) (7,578) 44 1705 Rental Income (28,548) (11,919) 42 1773 Reimbursements (1,800) - 0 1774 Community Transport Vehicle (3,700) - 0

SUB-TOTAL TO PROGRAMME SUMMARY (51,298) 95,659 (19,497) 46,431 38 49

CAPITAL EXPENDITURE 9537 Arthur Kelly Roof Upgrade 31,020 - 0

SUB-TOTAL TO PROGRAMME SUMMARY - 31,020 - - 0 0 CAPITAL INCOME 7066 Community Transport Vehicle Trade In (27,000) - 0

TOTAL OTHER AGED AND DISABLED SERVICES (78,298) 126,679 (19,497) 46,431 37

SCHEDULE 8 - EDUCATION & WELFARE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER WELFARE

OPERATING EXPENDITURE 1601 Youth Program / Office Of Crime Prevention 26,753 11,526 43 1602 Youth & Education 200 - 0 1612 Youth Centre 12,488 1,908 15 1614 Child Care Expenditure 106,873 54,372 51 1622 Depreciation Land & Buildings 6,950 5,055 73 1642 Pre-Primary Centre 14,474 3,225 22 1682 Administration Allocation 18,266 9,585 52 OPERATING INCOME

1603 Grant Funding Income - - 1613 Youth Centre - Donations (500) (1,009) 202 1615 Childcare - Contributions / Grants (135,000) (66,896) 50 1643 Childcare Building Income - - - - (135,500) 186,004 (67,905) 85,671 46 CAPITAL EXPENDITURE 9833 RSL Hall / Youth - Ramps 4,500 - 0

SUB-TOTAL TO PROGRAMME SUMMARY - 4,500 - - 0

TOTAL OTHER WELFARE (135,500) 190,504 (67,905) 85,671 45 Page 96 of 261

SCHEDULE 9 - HOUSING

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PROGRAMME SUMMARY

OPERATING

COUNCIL STAFF (35,046) 165,848 (15,277) 69,315 44 42 HOUSING OTHER (70,730) 77,193 (28,423) 28,485 40 37

OPERATING TOTAL TO OP STATEMENT (105,776) 243,041 (43,700) 97,799 41 40

CAPITAL

COUNCIL STAFF - 19,950 - - 0 HOUSING OTHER - - - -

CAPITAL TO BALANCE SHEET - 19,950 - - 0

TOTAL HOUSING (105,776) 262,991 (43,700) 97,799 41 37

SCHEDULE 9 - HOUSING

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

COUNCIL STAFF

OPERATING EXPENDITURE

1902 Staff Housing Maintenance 97,450 44,532 46 1912 Depreciation Furniture & Equipment 210 89 43 1922 Depreciation Land & Buildings 46,500 13,332 29 1932 Administration Allocated 21,688 11,362 52

OPERATING INCOME

1903 Staff Housing Rentals (33,696) (13,868) 41 1913 Contributions - Utilities - Staff (1,350) (1,409) 104

SUB-TOTAL TO PROGRAMME SUMMARY (35,046) 165,848 (15,277) 69,315 42

CAPITAL EXPENDITURE 9539 Roof Restoration - 64 Coraling St 10,450 - 0 9564 Replacement Front Window - 8 Dall St 4,500 - 0 9518 Replacement Curtains - 14 Reid St 5,000 - 0 - -

SUB-TOTAL TO PROGRAMME SUMMARY - 19,950 - - 0

TOTAL COUNCIL STAFF HOUSING (35,046) 185,798 (15,277) 69,315 37

SCHEDULE 9 - HOUSING

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER HOUSING

OPERATING EXPENDITURE

2002 Doctor'S Residence 16,783 4,942 29 2012 Other Residences 15,534 5,454 35 2072 Suburban Road Duplex / Other Housing 15,008 6,859 46 2112 Depreciation Furniture & Equipment 535 220 41 2122 Depreciation Land & Buildings 20,200 6,216 31 2132 Administration Allocation 9,133 4,792 52

OPERATING INCOME

2003 Rental Income (22,360) (8,466) 38 2013 Contributions - Utilities Single Persons Units (3,400) (1,606) 47 2014 GROH Lease (38,350) (15,672) 41 2073 Suburban Road Duplex Rental (5,720) (2,380) 42 2083 Contributions - Utilities (900) (300) 33 SUB-TOTAL TO PROGRAMME SUMMARY (70,730) 77,193 (28,423) 28,485 40 37

CAPITAL ICOME

CAPITAL EXPENDITURE

- - - -

TOTAL OTHER HOUSING (70,730) 77,193 (28,423) 28,485 40 37 Page 97 of 261

SCHEDULE 10 - COMMUNITY AMENITIES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PROGRAMME SUMMARY

OPERATING

SANITATION - HOUSEHOLD REFUSE (119,225) 232,203 (118,556) 84,400 99 36 OTHER SANITATION - 24,687 - 12,033 49 SEWERAGE - - - - PROTECTION OF ENVIRONMENT (22,000) 69,561 - 12,887 0 19 TOWN PLANNING & REG. DEVELOPMENT (42,000) 82,040 (147) 27,290 0 33 OTHER COMMUNITY AMENITIES (21,500) 90,960 (7,171) 36,925 33 41

OPERATING TOTAL TO OP STATEMENT (204,725) 499,451 (125,875) 173,536 61 35

CAPITAL SANITATION - HOUSEHOLD REFUSE - - - PROTECTION OF ENVIRONMENT - - - - TOWN PLANNING & REG. DEVELOPMENT - 85,000 - - 0 OTHER COMMUNITY AMENITIES - - - -

CAPITAL TO BALANCE SHEET - 85,000 - - 0

TOTAL COMMUNITY AMENITIES (204,725) 584,451 (125,875) 173,536 61 30

SCHEDULE 10 - COMMUNITY AMENITIES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

SANITATION - HOUSEHOLD REFUSE

OPERATING EXPENDITURE

2202 Domestic Refuse Collection 45,214 15,262 34 2212 Recycling Service 46,240 16,894 37 2232 Administration Allocations 6,852 3,608 53 2242 Drum Muster 2,000 26 1 2244 Road Side Verge - Rubbish Pickup 5,787 - 0 2252 Recycle Centre - Maintenance 108,520 34,594 32 2272 Depreciation Land & Buildings 4,650 1,788 38 2282 Depreciation On Infrastructure 5,800 8,863 153 2274 Deprication Recycling Plant & Equipment 7,140 3,366 47 OPERATING INCOME

2203 Charges - Domestic Refuse Collection (112,750) (113,850) 101 2213 Charges Commercial Rubbish Collection (2,475) (2,200) 89 2243 Drum Muster Reimbursement (2,000) (69) 3 2263 Charges - Landfill Site (2,000) (2,438) 122 2265 Grants - - SUB-TOTAL TO PROGRAMME SUMMARY (119,225) 232,203 (118,556) 84,400 99 36 CAPITAL INCOME

CAPITAL EXPENDITURE

TOTAL SANITATION - HOUSEHOLD REFUSE (119,225) 232,203 (118,556) 84,400 99 36

SCHEDULE 10 - COMMUNITY AMENITIES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER SANITATION

OPERATING EXPENDITURE

2302 Refuse Collection -Street Bins 24,687 12,033 49 OPERATING INCOME

SUB-TOTAL TO PROGRAMME SUMMARY - 24,687 - 12,033 49

SCHEDULE 10 - COMMUNITY AMENITIES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

SEWERAGE

OPERATING EXPENDITURE

2382 Septic Service - -

OPERATING INCOME

2383 Charges - Septic Service - -

SUB-TOTAL TO PROGRAMME SUMMARY - - - - 0 0

TOTAL SEWERAGE - - - - 0 0 Page 98 of 261

SCHEDULE 10 - COMMUNITY AMENITIES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PROTECTION OF ENVIRONMENT

OPERATING EXPENDITURE

2462 Salaries - Landcare Co-Ordinator - (356) 2472 Superannuation Landcare Co-Ordinator - (34) 2482 Insurance - - 2486 Aas27 - Accrued Annual Leave - - 2488 Aas27 - Accrued Lsl - - 2492 Vehicle Expenses - - 2493 Profit / Loss On Sale Of Asset - - 2502 Other Office Expenses 7,600 2,382 31 2505 Nrm Small Community Grant 40,840 8,526 21 2511 Engineering Advice Badjaling Drain / Culverts 15,560 - 0 2512 Administration Allocation 4,561 2,369 52 2532 Quairading Nature Reserve 1,000 - 0

OPERATING INCOME

2503 Fox Shoot Sponsorship - - 2463 Reimbursement Environment Officer - - 2495 Profit On Asset Dispoal - - 2566 Grant Funding (22,000) - SUB-TOTAL TO PROGRAMME SUMMARY (22,000) 69,561 - 12,887 19

CAPITAL EXPENDITURE

CAPITAL INCOME

SUB-TOTAL TO PROGRAMME SUMMARY - - - -

TOTAL PROTECTION OF ENVIRONMENT (22,000) 69,561 - 12,887 19

SCHEDULE 10 - COMMUNITY AMENITIES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

TOWN PLANNING & REG. DEVELOPMENT

OPERATING EXPENDITURE

2602 Town Planning Scheme No 2 43,000 6,500 15 2608 Heritage Consultancy 7,500 - 0 2622 Administration Allocation 28,540 14,969 52 2628 Old School Building - Heritage Site 3,000 1,050 35 2646 Loss on Sale of Vacant Lot - 100 Dangin - 4,771 OPERATING INCOME

2603 Town Planning Fees (2,000) (147) 7 2607 Heritage Grant - Old School (40,000) - 0

SUB-TOTAL TO PROGRAMME SUMMARY (42,000) 82,040 (147) 27,290 33

CAPITAL EXPENDITURE

9587 Old School Building Development 85,000 - 0

SUB-TOTAL TO PROGRAMME SUMMARY - 85,000 - - 0

TOTAL TOWN PLANNING & REG. DEVELOPMENT (42,000) 167,040 - 27,290 16 Page 99 of 261

SCHEDULE 10 - COMMUNITY AMENITIES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER COMMUNITY AMENITIES

OPERATING EXPENDITURE 2692 Cemetery 25,607 9,155 36 2702 Public Conveniences 28,587 9,637 34 2712 Community Bus Operating Expenses 5,100 2,741 54 2732 Administration Allocation 17,126 8,992 53 2742 Depreciation Infrastructure 8,520 3,922 46 2752 Depreciation Plant & Equipment 6,020 2,477 41

OPERATING INCOME

2693 Charges Cemetery (10,500) (3,904) 37 2713 Charges - Community Bus (11,000) (3,267) 30

SUB-TOTAL TO PROGRAMME SUMMARY (21,500) 90,960 (7,171) 36,925 33 41 CAPITAL EXPENDITURE

SUB-TOTAL TO PROGRAMME SUMMARY - - - -

SCHEDULE 11 - RECREATION & CULTURE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PROGRAMME SUMMARY

OPERATING

PUBLIC HALLS AND CIVIC CENTRES (97,500) 107,662 (3,856) 59,576 4 55 SWIMMING AREAS & BEACHES (13,440) 190,035 (8,764) 57,650 65 30 OTHER RECREATION AND SPORT (192,233) 512,394 (4,664) 242,813 2 47 LIBRARIES - 28,745 - 10,524 37 OTHER CULTURE (315) - (171) - 54

OPERATING TOTAL TO OP STATEMENT (303,488) 838,836 (17,456) 370,564 6 44

CAPITAL

PUBLIC HALLS AND CIVIC CENTRES - 153,300 - 102,655 67 SWIMMING AREAS AND BEACHES - 29,000 - 1,545 5 OTHER RECREATION AND SPORT (34,572) 290,516 (16,133) 40,673 47 14 OTHER CULTURE - - CAPITAL TO BALANCE SHEET (34,572) 472,816 (16,133) 144,874 47 31

TOTAL RECREATION AND CULTURE (338,060) 1,311,652 (33,589) 515,437 10 39

SCHEDULE 11 - RECREATION & CULTURE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PUBLIC HALLS AND CIVIC CENTRES

OPERATING EXPENDITURE

2902 Shire Hall 60,404 30,732 51 2912 Depreciation Furniture & Equipment 269 122 45 2922 Depreciation Land & Buildings 26,150 17,086 65 2932 Administration Allocation 19,972 10,446 52 2942 Pantapin Hall 867 1,190 137

OPERATING INCOME 2903 Charges - Hall Hire (7,500) (3,856) 51 2906 Grants / Contributions Town Hall Project (90,000) - 0 SUB-TOTAL TO PROGRAMME SUMMARY (97,500) 107,662 (3,856) 59,576 4 55

CAPITAL EXPENDITURE 9531 Shire Hall Audio Visual Upgrade 128,300 102,655 80 9829 Shire Hall Carpark 25,000 - - 153,300 - 102,655 67

TOTAL PUBLIC HALLS AND CIVIC CENTRES. (97,500) 260,962 (3,856) 162,231 4 62 Page 100 of 261

SCHEDULE 11 - RECREATION & CULTURE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

SWIMMING AREAS AND BEACHES

OPERATING EXPENDITURE

3002 Swimming Pool Contractor 70,000 13,000 19 3022 Swimming Pool Operating Costs 66,890 22,862 34 3072 Depreciation Land & Buildings 14,500 3,337 23 3082 Administration Allocation 13,695 7,162 52 3052 Depreciation Plant & Equipment 24,950 11,290 45 OPERATING INCOME

3013 Contributions (5,140) (3,754) 73 3023 Charges - Pool Admissions (8,300) (5,010) 60 SUB-TOTAL TO PROGRAMME SUMMARY (13,440) 190,035 (8,764) 57,650 65 30

CAPITAL EXPENDITURE 9550 Swimming Pool Upgrade - Shed / Winches 29,000 1,545 5

SUB-TOTAL TO PROGRAMME SUMMARY - 29,000 - 1,545

TOTAL SWIMMING AREAS AND BEACHES (13,440) 219,035 (8,764) 59,195 65 27

SCHEDULE 11 - RECREATION & CULTURE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER RECREATION AND SPORT

OPERATING EXPENDITURE

3152 Interest On Loans 7,444 1,781 24 3162 Public Parks, Gardens & Reserves 134,085 53,018 40 3172 Oval & Grounds 59,553 33,840 57 3182 Bowling Club 5,867 5,342 91 3192 Building Maintenance Gsg 58,902 25,258 43 3195 Bowling Club Lighting Repair - 423 3200 Recreation Facility Audit 10,000 - 0 3202 Bores 6,124 381 6 3212 Sporting Club Donations 25,618 17,500 68 3222 Depreciation Plant & Equipment - 64 3232 Depreciation Furniture & Equipment 1,400 573 41 3242 Depreciation Infrastructure 110,500 51,626 47 3252 Depreciation Land & Buildings 59,800 35,667 60 3262 Administration Allocation 33,101 17,338 52

OPERATING INCOME 3153 Interest On Self Supporting Loans (7,444) (1,729) 23 3163 Charges - Leases & Rentals (4,340) - 0 3173 Reimbursments - Utilities (2,500) (307) 12 3183 Contributions - Clubs (94,949) (1,009) 1 3193 Charges - Community Building (3,200) (1,296) 40 3203 Grant Funding (79,500) - 0 3205 Reimbursements (300) (323) 108 SUB-TOTAL TO PROGRAMME SUMMARY (192,233) 512,394 (4,664) 242,813 2 47

CAPITAL EXPENDITURE 9834 Centenary Park / Park Lands 225,000 - 0 9585 Golf Club Machinery Shed 27,444 20,291 74 9577 Community Building - Bar Slide 3,500 3,359 96 9609 Loan Repayments - Principal Loan 115 31,256 15,380 49 9610 Tennis Club - Loan 116 1,796 889 50 9611 Golf Club - Loan 117 1,520 753 50 SUB-TOTAL TO PROGRAMME SUMMARY CAPITAL INCOME 9106 Loan Principal Repayments Loan No 117 (1,520) (753) 50 9104 Loan Principal Repayments - Loan 115 (31,256) (15,380) 49 9105 Loan Principal Repayments - Loan 116 (1,796) - 0 SUB-TOTAL TO PROGRAMME SUMMARY (34,572) 290,516 (16,133) 40,673 47 14

TOTAL OTHER RECREATION & SPORT (226,805) 802,910 (20,797) 283,486 9 35

SCHEDULE 11 - RECREATION & CULTURE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

LIBRARIES

OPERATING EXPENDITURE

3352 Library Costs 615 255 41 3362 Library Online Costs 1,150 851 74 3372 Library Contract 24,699 8,233 33 3392 Administration Allocation 2,281 1,185 52 OPERATING INCOME

3353 Charges - Lost/Damaged Books - -

SUB-TOTAL TO PROGRAMME SUMMARY - 28,745 - 10,524 37

TOTAL LIBRARIES - 28,745 - 10,524 37 Page 101 of 261

SCHEDULE 11 - RECREATION & CULTURE

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER CULTURE

OPERATING EXPENDITURE

3462 Donations - -

OPERATING INCOME

3473 History Book Sales (315) (171) 54 3453 Reimbursements - - (315) - (171) - 54 CAPITAL EXPENDITURE

TOTAL OTHER CULTURE (315) - (171) - 54

SCHEDULE 12 - TRANSPORT

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp PROGRAMME SUMMARY TRANSPORT

OPERATING

CONSTRUCTION - STS., RDS. ETC - - - - MAINTENANCE - STREETS ROADS ETC. (3,423,208) 6,233,632 (1,256,160) 2,475,437 37 40 AERODROMES - 7,243 - 2,458 34 TRAFFIC CONTROL (23,950) 88,250 (6,914) 45,790 29 52

OPERATING TOTAL TO OP STATEMENT (3,447,158) 6,329,125 (1,263,074) 2,523,685 37

CAPITAL

CONSTRUCTION - STREETS ROADS ETC. - 1,639,967 - 302,355 18 ROAD PLANT PURCHASES (200,000) 600,700 - - 0 0 CONSTRUCTION - CAPITAL WORKS. 54,150 21,908 40 CAPITAL TOTAL TO BALANCE SHEET (200,000) 2,294,817 - 324,263 0 14

TOTAL TRANSPORT (3,647,158) 8,623,942 (1,263,074) 2,847,948 35 33

SCHEDULE 12 - TRANSPORT

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

CONSTRUCTION - STS. ROADS BRIDGES ETC.

OPERATING EXPENDITURE

OPERATING INCOME

SUB-TOTAL TO PROGRAMME SUMMARY - - - -

CAPITAL EXPENDITURE

3604 Infrastructure - Roads Construction 1,639,967 302,355 18 3606 Infrastructure - Bridge Construction - -

SUB-TOTAL TO PROGRAMME SUMMARY - 1,639,967 - 302,355 18

TOTAL CONSTR. - STS., ROADS, BRIDGES ETC. Page 102 of 261

SCHEDULE 12 - TRANSPORT

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

MAINTENANCE - STREETS, ROADS ETC

OPERATING EXPENDITURE 3642 WANDRRA - Storm Damage Works 2,854,397 1,625,891 57 3652 Street Cleaning 25,600 6,791 27 3662 Street Trees 20,019 1,901 9 3672 Insurance 15,550 20,155 130 3682 Administrtation Allocated 3,421 1,777 52 3692 Road Maintenance 690,764 309,555 45 3702 Roman Road Management 6,106 6,106 100 3712 Bridge Maintenance 20,000 9,367 47 3722 Traffic Signs & Control 10,035 1,201 12 3732 Depot Maintenance 29,149 16,263 56 3742 Street Lighting 22,850 7,409 32 3752 Depreciation Land & Buildings 18,100 8,090 45 3762 Depreciation Infrastructure 2,478,847 446,854 18 3772 Depreciation On Plant & Equipment 21,350 8,664 41 3774 Interest On Loan 118 - Depot 17,444 5,414 31 3776 Depot Minor Fit Out Items - - 3992 Loss On Asset - - OPERATING INCOME

3653 Mrwa Direct Grant (78,320) (127,291) 163 3663 Mrwa Road Project Grant (485,491) (221,933) 46 3783 WANDRRA - Storm Damage Claim (2,859,397) (906,936) 32 3993 Profit On Asset - -

SUB-TOTAL TO PROGRAMME SUMMARY (3,423,208) 6,233,632 (1,256,160) 2,475,437 37 40

CAPITAL INCOME 3283 New Loan - 118 Proceeds - -

CAPITAL EXPENDITURE 9612 Loan Repayment - 118 Depot 44,150 21,908 50 9534 Works Depot 10,000 - 0

SUB-TOTAL TO PROGRAMME SUMMARY 54,150 21,908 TOTAL MAINTENANCE STS RDS ETC. (3,423,208) 6,287,782 (1,256,160) 2,497,346 37 40

SCHEDULE 12 - TRANSPORT

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

ROAD PLANT PURCHASES

CAPITAL EXPENDITURE

9702 Works Supervisors Vehicle 40,000 - 0 9707 Team Leader Crew Cab - Q551 40,000 - 0 9726 Spray Ute Q3856 40,000 - 0 9718 Shared Ute Q465 40,000 - 0 9747 High Pressure Culvert Cleaner 50,000 - 0 9729 Town Gdn Ute Q661 40,000 - 0 9728 Excavator Ute Q633 40,000 - 0 9009 Armann Multi Tyre Roller 175,000 - 0 9706 Community Bus Q458 135,700 - 0 CAPITAL INCOME

7053 Manager Of Works Vehicle - Q190 (28,000) - 0 7058 Team Leader Crew Cab - Q551 (20,000) - 0 7015 Spray Ute Q3856 (25,000) - 0 7060 Shared Ute Q465 (25,000) - 0 7061 Town Gdn Ute Q661 (25,000) - 0 7064 Excavator Ute Q633 (20,000) - 0 7057 Armann Multi Tyre Roller (30,000) - 0 7066 Community Bus Q458 (27,000) - 0

SUB-TOTAL TO PROGRAMME SUMMARY (200,000) 600,700 - - 0 0

TOTAL ROAD PLANT PURCHASES (200,000) 600,700 - - 0 0

SCHEDULE 12 - TRANSPORT

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

TRAFFIC CONTROL

OPERATING EXPENDITURE

3912 Traffic Control Expenses 1,500 344 23 3922 Administration Allocation 86,750 45,446 52

OPERATING INCOME

3913 Commission - Police Licensing (23,950) (6,914) 29 SUB-TOTAL TO PROGRAMME SUMMARY (23,950) 88,250 (6,914) 45,790 29 52

TOTAL TRAFFIC CONTROL (23,950) 88,250 (6,914) 45,790 29 52 Page 103 of 261

SCHEDULE 12 - TRANSPORT

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

AERODROMES

OPERATING EXPENDITURE

3852 Airstrip Maintenance 6,373 2,097 33 3862 Depreciation Land & Buildings 870 360 41

OPERATING INCOME 3870 Grant - Airstrip PALC - -

SUB-TOTAL TO PROGRAMME SUMMARY - 7,243 - 2,458 34

CAPITAL EXPENDITURE

TOTAL AERODROMES - 7,243 - 2,458 34

SCHEDULE 13 ECONOMIC SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

ECONOMIC SERVICES

PROGRAMME SUMMARY

OPERATING

RURAL SERVICES - 25,592 - 16,233 63 TOURISM & AREA PROMOTION (50,300) 364,751 (23,847) 111,902 47 31 BUILDING CONTROL (4,545) 25,120 (793) 11,195 17 45 SALEYARDS - - - - OTHER ECONOMIC SERVICES (79,835) 203,236 (37,379) 73,780 47 36

OPERATING TOTAL TO OP STATEMENT (134,680) 618,699 (62,019) 213,109 46 34

CAPITAL

TOURISM & AREA PROMOTION - 431,477 - - 0 OTHER ECONOMIC SERVICES (150,000) - - - 0

CAPITAL TOTAL TO BALANCE SHEET (150,000) 431,477 - - 0

TOTAL ECONOMIC SERVICES (284,680) 1,050,176 (62,019) 213,109 22 20 Page 104 of 261

SCHEDULE 13 ECONOMIC SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

RURAL SERVICES

OPERATING EXPENDITURE

4102 Noxious Weeds 25,592 16,233 63 4302 Community Cropping Lease - - SUB-TOTAL TO PROGRAMME SUMMARY - 25,592 - 16,233 63

TOTAL RURAL SERVICES - 25,592 - 16,233 63

SCHEDULE 13 ECONOMIC SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

TOURISM AND AREA PROMOTION

OPERATING EXPENDITURE

4182 Caravan Parks & Camping 109,077 39,542 36 4192 Tourist Promotion 43,275 10,243 24 4202 Subscriptions 5,000 - 0 4212 Depreciation Furniture & Equipment 180 146 81 4222 Depreciation Land & Buildings 28,250 9,213 33 4232 Depreciation Infrastructure 145,100 36,281 25 4242 Administration Allocation 31,396 16,477 52 4252 Interest on Cabin Park Loan No 119 2,473 - 0 OPERATING INCOME

4183 Caravan & Camping Charges (30,400) (16,272) 54 4185 Caravan Park Charges - Gst Free (500) - 0 4187 Accommodation - Barracks (2,900) (3,751) 129 4189 Accommodation - Cabin (16,500) (3,823) 23

SUB-TOTAL TO PROGRAMME SUMMARY (50,300) 364,751 (23,847) 111,902 47 31

CAPITAL EXPRENDITURE 9546 Cottage - Project 395,000 - 0 9582 Layby Area 30,000 - 0 9613 Cabin Park Loan No 119 6,477 - 0 SUB-TOTAL TO PROGRAMME SUMMARY - 431,477 - - 0

TOTAL TOURISM & AREA PROMOTION (50,300) 796,228 (23,847) 111,902 47 14

SCHEDULE 13 ECONOMIC SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

BUILDING CONTROL

OPERATING EXPENDITURE

4352 Regional/Group Scheme 16,368 7,227 44 4362 Building Control Expenses 1,900 360 19 4382 Administration Allocation 6,852 3,608 53

OPERATING INCOME

4353 Building Permits (4,100) (731) 18 4373 Bcift/Builder Reg Levy - Commission (95) (62) 65 4393 Swimming Pool Inspection Fee (350) - 0 SUB-TOTAL TO PROGRAMME SUMMARY (4,545) 25,120 (793) 11,195 17 45

TOTAL BUILDING CONTROL (4,545) 25,120 (793) 11,195 17 45

SCHEDULE 13 ECONOMIC SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

SALEYARDS & MARKETS

OPERATING EXPENDITURE

OPERATING INCOME

CAPITAL INCOME

SUB-TOTAL TO PROGRAMME SUMMARY - - - -

TOTAL SALEYARDS & MARKETS - - - - Page 105 of 261

SCHEDULE 13 ECONOMIC SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER ECONOMIC SERVICES

OPERATING EXPENDITURE

4502 Standpipes 11,345 5,891 52 4512 Factory Units 7,325 2,776 38 4516 Seniors Luncheon - - 4532 Veterinary Clinic 5,412 985 18 4542 Economic Development Officer - - 4552 Salaries 13,731 7,328 53 4562 Superannuation - Cdo 1,304 438 34 4572 Other Expenses - Cdo 9,316 3,379 36 4583 Depreciation Furniture & Equipment 6,400 2,625 41 4582 Depreciation Land & Buildings 53,900 12,208 23 4592 Administration Allocation 41,094 21,538 52 4594 Community Development Projects 10,000 - 0 4601 Community Resource Centre 43,409 16,612 38 4564 Aas27 - Accrued Annual Leave - - 4616 Aas27 - Accrued Lsl - - OPERATING INCOME

4503 Standpipe Charges (25,000) (17,944) 72 4513 Factory Unit Rentals (8,935) (5,440) 61 4515 Seniors Luncheon - (664) 4523 Reimbursments -Community Development Projects (10,000) - 0 4533 Grants - - 4553 Community Resource Centre Income (33,300) (12,786) 38 4573 Veterinary Clinic - Income (2,600) (545) 21 SUB-TOTAL TO PROGRAMME SUMMARY (79,835) 203,236 (37,379) 73,780 47 36

CAPITAL INCOME 3285 New Loan 119 Proceeds (150,000) - 0 SUB-TOTAL TO PROGRAMME SUMMARY (150,000) - 0 CAPITAL EXPENDITURE

SUB-TOTAL TO PROGRAMME SUMMARY - - - -

TOTAL OTHER ECONOMIC SERVICES (229,835) 203,236 (37,379) 73,780 16 36

SCHEDULE 14 - OTHER PROPERTY AND SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

OTHER PROPERTY AND SERVICES

PROGRAMME SUMMARY

OPERATING

PRIVATE WORKS (228,500) 228,905 (107,960) 106,068 47 46 PUBLIC WORKS OVERHEADS - 361 - 26,940 7463 PLANT OPERATING COSTS (29,220) - (11,339) 51,444 39 SALARIES AND WAGES - - (12,861) 12,861 MATERIALS IN STORE - - - - UN CLASSIFIED (8,000) 10,000 (9,843) 1,660 123 17

SUB-TOTAL TO OPERATING STATEMENT (265,720) 239,266 (142,003) 198,973 53 83

TOTAL OTHER PROPERTY AND SERVICES

SCHEDULE 14 - OTHER PROPERTY AND SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PRIVATE WORKS

OPERATING EXPENDITURE

4802 Administration Allocation 29,680 15,562 52 4804 Charges - Private Works - Electrical Contractor 63,191 33,676 53 4812 Private Works Other 9,589 11,140 116 4814 Private Works - Electrical Contractor 126,445 45,690 36

OPERATING INCOME

4803 Charges - Private Works (18,000) (3,458) 19 4808 Private Works Income - Electrician (195,500) (68,996) 35 4813 Miscellaneous Materials (15,000) (35,506) 237

SUB-TOTAL TO PROGRAM SUMMARY (228,500) 228,905 (107,960) 106,068 47 46

TOTAL PRIVATE WORKS (228,500) 228,905 (107,960) 106,068 47 46 Page 106 of 261

SCHEDULE 14 - OTHER PROPERTY AND SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PUBLIC WORKS OVERHEADS

OPERATING EXPENDITURE

4902 Salary Works Supervisor 110,339 41,629 38 4903 Less Allocated To Works & Services (488,278) (194,734) 40 4912 Superannuation - Works Supervisor 10,482 4,267 41 4922 Superannuation Workmen 84,196 29,453 35 4932 Sick & Holiday Pay 123,877 61,620 50 4934 Wages - Rdo'S & Toil - (1,158) 4942 Insurance 27,500 26,300 96 4952 Subscriptions 2,900 2,900 100 4962 Protective Clothing 9,000 2,149 24 4972 Training 20,465 11,205 55 4982 Occupational Health & Safety 10,200 6,757 66 4992 Administration Allocation 29,680 15,562 52 5002 Long Service Leave - - 5012 Vehicle Expenses 30,000 14,130 47 5022 Fringe Benefits Tax 10,000 1,103 11 5032 Other Expenses 8,000 1,563 20 5042 Engineering Technical Support 10,000 3,030 30 5052 Advertising 2,000 - 0 5062 Unallocated Wages - 1,164 5003 Transfer From Long Service Leave / Ex Other Shire Contributions - - 5084 Aas27 - Accrued Annual Leave - - SUB-TOTAL TO PROGRAMME SUMMARY - 361 - 26,940

TOTAL PUBLIC WORKS OVERHEADS - 361 - 26,940

SCHEDULE 14 - OTHER PROPERTY AND SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

PLANT OPERATION COSTS

OPERATING EXPENDITURE

5102 Fuel & Oils 130,635 53,119 41 5103 Plant Op Costs Allocated To Works (303,338) (105,324) 35 5112 Tyres 26,910 1,333 5 5113 Less Depreciation Allocated To Works & Services (136,500) (39,695) 29 5122 Parts & Repairs 102,267 46,184 45 5132 Repair Wages 14,008 5,336 38 5142 Insurances & Licenses 27,000 28,105 104 5152 Depreciation 136,500 61,202 45 5162 Administration Allocation 2,518 1,184 47

OPERATING INCOME

5123 Diesel Fuel Rebate Scheme (23,500) (9,243) 39 5125 Contributions to Vehicle Expenses (5,720) (2,096) 37 SUB-TOTAL TO PROGRAMME SUMMARY (29,220) - (11,339) 51,444 39

TOTAL PLANT OPERATION COSTS (29,220) - (11,339) 51,444 39

SCHEDULE 14 - OTHER PROPERTY AND SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

SALARIES AND WAGES

OPERATING EXPENDITURE

5282 Salaries & Wages 2,054,371 978,306 48 5283 Less Salaries & Wages Allocated (2,054,371) (978,306) 48 5292 Worker'S Compensation - - 5294 Parental Leave - Expenditure - 12,861 5296 Journey Accident Exp - - OPERATING INCOME

5295 Parental Leave - Income - (12,861) 5293 Worker'S Compensation Reimbursement - - SUB-TOTAL TO PROGRAMME SUMMARY - - (12,861) 12,861 Page 107 of 261

SCHEDULE 14 - OTHER PROPERTY AND SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

MATERIALS IN STORE

OPERATING EXPENDITURE

5204 Stock Received Control A/C - -

SUB-TOTAL TO PROGRAMME SUMMARY - - - -

SCHEDULE 14 - OTHER PROPERTY AND SERVICES

FINANCIAL STATEMENT FOR THE PERIOD ENDING - 30 NOVEMBER 2018

PARTICULARS CURRENT YEAR CURRENT YEAR Variance BUDGET ACTUALS INCOME EXPENDITURE INCOME EXPENDITURE Inc Exp

UNCLASSIFIED

OPERATING EXPENDITURE

5362 Other Unclassified 3,000 1,015 34 5372 Tools Purchased 2,000 - 0 5374 Minor Asset Purchases 5,000 645 13 OPERATING INCOME

5363 Charges Unclassified (4,500) (773) 17 5373 Insurance Reimbursement (3,500) (9,070) 259

SUB-TOTAL TO PROGRAMME SUMMARY (8,000) 10,000 (9,843) 1,660 123 17

TOTAL UNCLASSIFIED (8,000) 10,000 (9,843) 1,660 123 17 Page 108 of 261

9.4 Financial Statements – Variation to Budget by Percentage or Value –30th December 2018

Meeting Date 20 th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments 9.4.1 Statement of Financial Activity and Variations Report Owner/Applicant Shire of Quairading Disclosure of Interest Nil

OFFICER RECOMMENDATION That Council note the Variation to Budget by Percentage and Value noted on the Financial Statements and reported on for the period ending 30th November 2018.

VOTING REQUIREMENTS – Simple Majority

IN BRIEF As detailed in variation report attached

MATTER FOR CONSIDERATION To review all Financial Activity for material variances greater than both 10% and $10,000.00 to Budget. BACKGROUND Under the requirements of regulation 34 Council is to each financial year adopt a percentage or value for reporting material variances. At the Ordinary Meeting of Council held 26th July 2018 under Budget Adoption resolution 7-18/19 it was moved to report on any material “Variations of $10,000.00 AND Greater than 10%”. Council will continue to include in the Adopted Annual Budget the material variation limits to be reported on. Any member of Council is still able to request clarification of any variation they may have a concern with. STATUTORY ENVIRONMENT Regulation 34 Financial Activity s. 6.4 (1) A Local Government is to prepare each month a statement of financial activity reporting on the sources and application of funds, as set out in the annual budget under regulation 22(1)(d), for that month in the following detail- Item (5) covers the variances and states that each financial year; a Local Government is to adopt a percentage or value, calculated in accordance with AAS 5, to be used in statements of financial activity for reporting material variances. POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Nil Page 109 of 261

STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable.

Financial - Low Risk - Adopted Risk Management Policy and Risk Management Framework in Place. Comprehensive Reporting on Material Variances in accordance with the Local Government’s Financial Regulation 34 and as Adopted Annually by Council. Health – Low Risk Reputation – Low Risk Operation – Low Risk Natural Environment – Low Risk. Page 110 of 261

Attachment 9.4.1

Financial Statements – Variation to Budget by Percentage and Value – October 2018

Operating Revenue/Sources

Law, Order & Public Safety – Under Budget ($65,857)

CESM Income Account 0956 having a YTD Budget of $37,868 and an actual Income of $0.00. Variation of $37,868 due to a delay in Sundry Debtor Recoup sought from participating shires. (Timing)

CCTV Community project 1089 grant with a YTD Budget of $81,840 and an actual income of $37,200 due to delayed timing of receiving the full grant. (Timing)

Addition of unbudgeted BFB supplemental operating grant in 0913 of $13,740 (Permanent)

Health – Under Budget ($22,365)

Medical Practice Income Account 1393 having a YTD Budget of $179,085 and an actual Income of $156,959 due to lower receipt of HIC Payments, Practice Nurse Incentive Grant and SiHi GP Incentives. (Timing)

Community Amenities – Under Budget ($21,875)

NRM Grants Income Account 2566 having a YTD Budget of $22,000 and an actual Income of $0. Variation of $22,000 due to timing of received grant. (Timing)

Recreation & Culture – Under Budget ($24,624)

Contributions Clubs Income Account 3183 having a YTD Budget of $21,449 and an actual Income of $1,009. Variation of $20,440 due to delay in project completion time of the project. (Timing)

Transport – Under Budget ($937,226)

MRWA – Direct Grant Income Account 3653 having a YTD Budget of $78,320 and an actual Income of $127,291. Variation of $48,971 due to an increase in funding from that initially stated. (Permanent)

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MRWA – Project Grants Income Account 3663 having a YTD Budget of $0.00 and an actual Income of $221,933. Variation of $221,933 due to upfront 40% claim made on Dangin – Mears Road Construction. (Timing)

MRWA – WANDRRA Income Account 3783 having a YTD Budget of $2,112,000.00 and an actual Income of $906,936. Variation of $1,205,064 due to timing on release of claims and completion of work from Main Roads. (Timing)

Property and Other Services – Over Budget $21,210

Parental Leave of $12,861 unbudgeted income offset against Parental Leave Expense. (Permanent)

Miscellaneous Materials Income Account 4813 having a YTD Budget of $15,000 and an actual Income of $35,506.36. Variation of $20,506.36 due to sale of rocks for WANDRRA works. (Timing)

Electrical Private Works Income Account 4808 having a YTD Budget of $81,460 and an actual Income of $68,995.59. Variation of $12,464.41 due to sale of rocks for WANDRRA works. (Timing)

Operating Expenses/Applications

General Purpose Funding – Under Budget $28,323

Doubtful Debts Expenses Account 0085 having a YTD Budget of $33,366 and an actual Expenditure of $0.00. Variation of $33,366 due to delay in write off of doubtful debts as possible sale has been indicated. (Timing)

Health – Under Budget ($38,408)

Medical Practice Expenses Account 1392 having a YTD Budget of $260,093 and an actual Expenditure of $221,647.69. Variation of $38,445.31 due to lower than contract doctor payments. (Timing)

Community Amenities – Under Budget ($35,487)

Recycle Centre - Maintenance Expenses Account 2252 having a YTD Budget of $46,471 and an actual Expenditure of $34,593.67. Variation of $11,877.33 due to lower than budgeted expenditure. (Timing)

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NRM Small Community Grant Expenses Account 2505 having a YTD Budget of $24,440 and an actual Expenditure of $8,526.43. Variation of $16,005.31 due to lower than budgeted expenditure. (Timing)

Transport – Under Budget ($350,094)

This is due to lower depreciation as described below offset against WANDRRA Expense Account 3642 having a YTD Budget of $1,421,040 and an actual expenditure of $1,625,890.64. Variation of $204,850.64 due to timing of works. (Timing)

Economic Services – Under Budget $41,866

Tourism Promotion Account 4192 having a YTD Budget of $24,329 and an actual expenditure of $10,243.09. Variation of $14,085.91 due to delays in project works. (Timing)

Depreciation Infrastructure Account 4232 having a YTD Budget of $60,460 and an actual Expenditure of $36,280.97. Variation of $24,179.03 Depreciation infrastructure values have been substantially reduced since revaluation at 30/06/2018 in 2017 / 2018 year and budget adoption. (Permanent)

Other Property & Services– Over Budget ($102,627)

Public Works Overheads – budget variation of ($26,940) (Timing)

Plant Operation Costs – budget variation of ($51,444) (Timing)

Parental Leave account 5294 having an YTD Budget of $0.00 and an actual expenditure of $12,861. Variation of ($12,861) due to payments made to staff on maturity leave. (Permanent)

Capital / Applications

Depreciation on Assets – Under Budget ($597,488)

Depreciation infrastructure values have been substantially reduced since revaluation at 30/06/2018 for the 2017 / 2018 year and since budget adoption. (Permanent)

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Purchase Plant & Equipment – Under Budget $243,700

High Pressure Culvert Cleaner Account 9747 having a YTD Budget of $50,000.00 and an actual expenditure of $0.00. Variation of $50,000 due to delay an unsuccessful demonstration and purchase of plant. (Permanent)

Purchase of Community Bus and Shire Fleet YTD budget $193,700 and actual expenditure of $0. Variation of $193,700 due to delay in changeover of plant.

Infrastructure Road Construction – Under Budget $486,702

Road Construction YTD Budget $789,057 and actual expenditure of $302,355. Variation of $486,702 due to delay of road projects.

Page 114 of 261

9.5 Audit and Risk Committee Meeting Minutes – 11th December 2018

Meeting Date 20th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments Audit & Risk Committee Meeting Minutes Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

OFFICER RECOMMENDATION 1. That Council receive the Minutes of the Audit & Risk Committee for its Meeting of 11th December 2018; and, 2. That Council consider the Committee’s following recommendations individually: - Auditor Meeting RESOLUTION: AR6-18/19 That the Risk and Audit Committee recommend to Council that: - Council invite the Shire of Quairading Auditor Greg Godwin to the March Meeting of the Audit and Risk Committee via Telecommunication.

Medical Practice 3 Year Comparison RESOLUTION: AR7-18/19 That the Risk and Audit Committee recommend to Council that: - 1. The Medical Practice Financial Statements (with historical data and trends) as submitted for the six (6) monthly periods for the past 3 years be received. 2. The next six monthly report be presented in the next Audit and Risk Committee meeting.

Policy Review RESOLUTION: AR8-18/19 That the Audit & Risk Committee recommend to Council: - 1. That Council revoke the attached List (34 Policies) 2. That Council adopt the 12 Revised Policies as listed (with the listed following minor amendments): - (1) CS.1 Complaints Policy (2) CS.2 Communication Policy Policy Objective: Remove second point “Provides a framework for the Shire to undertake Community Engagement where appropriate”. (3) CS.3 Community Grants Policy Policy – Allocation of Resources: Remove “Council will allocate a minimum Amount towards community Grants each year within their Annual Budget. The minimum allocation will be the same as the amount spend last financial year.” Page 115 of 261

Annexure A Criteria 2 Organisational Ability heading amend to Organisation Annexure A Remove “Copy of Applicant’s Constitution? Y/N” (4) CS.4 Community Engagement Policy Annexure A Example techniques: Add Banksia Bulletin Evaluation Add “to be reported at the June Audit and Risk Committee” (5) ENV.1 Town Treescape Policy (6) ENV.2 Road Reserve Weed Control Policy (7) GOV.3 Records Management Policy (8) ORG.2 Leave Management Policy (9) ORG.3 Risk Management Policy (10) ORG.4 Occupational Health and Safety Policy Objective Point 1 Change “Providing and maintaining workplaces, plant, and systems of work such that, so far as is reasonably practicable, employees are not exposed to hazards” to “Providing and maintaining workplaces, plant, and systems of work such that, so far as is reasonably practicable, exposure to hazards is minimised.” Objective Point 2 Change “Providing such information, instruction, and training to, and supervision of, employees to enable them to perform their work so they are not exposed to hazards” to Providing such information, instruction, and training to, and supervision of, employees to enable them to perform their work so that hazards exposure is minimised.” (11) COM.1 Stall Holders in Public Places Policy (12) COM.2 Junior Sports Alcohol Management Policy 3. That Council adopt New Policy ORG.6 ORG.6 Recognition of Service.

Report on Excess Annual Leave and Long Service Leave RESOLUTION: AR9-18/19 That the Audit and Risk Committee recommend to Council that: - Council receive the report on the Shire’s Leave Liabilities.

Review of Committee Performance, Membership and Terms of Reference RESOLUTION: AR10-18/19 That the Risk and Audit Committee recommend to Council that: - Council adopt the Reviewed Audit and Risk Committee Terms of Reference with the following amendments: - MEMBERSHIP: Remove point “1.4 The agenda and minutes of the Audit and Risk Committee meetings, subject to any items that are discussed in confidence under section 5.22 of the Act and subsequently retained as confidential under Section 5.23 of the Act, are also required to be made available to the public.” That the words “Audit & Risk Committee” be replaced with “Committee”. Audit and Risk 2019 Meeting Dates RESOLUTION: AR11-18/19 Page 116 of 261

That the Risk and Audit Committee recommend to Council that: - Council to support the following Committee Meeting schedule for 2019 to commence at 5 pm in the Council Chambers: March Tuesday, 12th June Tuesday, 11th September Tuesday, 10th December Tuesday, 10th

Use of Community Bus: Quairading District High School RESOLUTION: AR12-18/19 That the Risk and Audit Committee recommend to Council that: - 1) This item be deferred to the March Audit and Risk Committee Meeting. 2) The Officers Report to include Community consultation undertaken, feasibility study, users and future user’s analysis and historical to inform the officer’s recommendation.

Write off Outstanding Sundry Debtors (Confidential Item) RESOLUTION: AR13-18/19 That the Risk and Audit Committee recommend to Council that: - To write off the amounts for Sundry Debtors 91383, 91162, 93707, 93825, 91790 totalling $1,420.78.

VOTING REQUIREMENTS – Simple Majority

IN BRIEF Minutes of the 11th December 2018 Meeting of the Audit and Risk Committee include three (8) Recommendations to Council. MATTER FOR CONSIDERATION Minutes of the Audit & Risk Committee Meeting - Recommendation to Council. BACKGROUND The Audit and Risk Committee Meeting was held on the 11th December 2018 from which there was three (8) Recommendations for Council’s Consideration, namely: - RESOLUTION: AR6-18/19 RESOLUTION: AR7-18/19 RESOLUTION: AR8-18/19 RESOLUTION: AR9-18/19 RESOLUTION: AR10-18/19 RESOLUTION: AR11-18/19 RESOLUTION: AR12-18/19 RESOLUTION: AR13-18/19

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STATUTORY ENVIRONMENT Local Government Act 1995 Local Government (Audit) Regulations 1996. POLICY IMPLICATIONS Nil. FINANCIAL IMPLICATIONS Nil. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION N/A. RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix rating considered Low. Write off of long standing debtors to (1) more accurately reflect debtors able to be collected (2) through regular review of Leave Liability and Medical Practice financial performance. Health – Risk Matrix rating considered Low. Reputation – Risk Matrix rating considered Low. Reputational Risk mitigated with updates policies and attention to governance and audit issues. Operation – Risk Matrix rating considered Low. All items recommended are within Council’s existing Operations. Natural Environment – Risk Matrix rating considered Low. Risk mitigated with review of Policies on Town Treescape and Roadside Weed Control Policies.

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SHIRE OF QUAIRADING

The Audit and Risk Committee Minutes of Meeting held on Tuesday 11th December 2018 commencing at 5.00 pm.

ITEM 1 OPENING & ANNOUNCEMENTS

The Chairperson opened the Meeting at 5.00 pm. “Before we start our Meeting, I would like to acknowledge that we are meeting on Noongar land and we pay respect to the original custodians…past, present and future and welcome you all here today for this Meeting”.

ITEM 2 ATTENDANCE AND APOLOGIES

Councillors Cr Haythornthwaite Chairperson Cr B McGuinness Deputy Shire President Cr LR Brown Cr J McRae Cr PD Smith Cr TJ Stacey Council Officers Mr GA Fardon Chief Executive Officer Mr NL Gilfellon Executive Manager of Corporate Services Mr A Rourke Executive Manager of Works & Services Mr RM Bleakley IPR/ Strategic Projects Officer Observers/Visitor Nil. Apologies Cr WMF Davies Shire President Approved Leave of Absence Cr WE Shenton.

ITEM 3 DEPUTATIONS / PRESENTATIONS / SUBMISSIONS

Nil.

ITEM 4 DECLARATIONS OF INTEREST

Councillors to use pro forma declaration of interest handed to Chief Executive Officer prior to meeting or verbal declaration of interest. Nil, at this time.

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ITEM 5 CONFIRMATION OF MINUTES AND BUSINESS ARISING

5.1 Confirmation of Minutes – 11th September 2018

RESOLUTION: AR5-18/19 MOVED Cr McRae SECONDED Cr Smith That the Minutes of the Audit & Risk Committee Meeting held on the 11th September 2018 be confirmed as a true and accurate record. CARRIED 6/0

5.2 Business Arising

Internal Audit – Scope and Toolkit The Chief Executive Officer, with reference to Resolution AR2-18/19 advised that WALGA had launched a Procurement Internal Audit Checklist which had been circulated to Senior Staff for use. The CEO and Cr McGuinness provided information on the Auditor General’s focus on procurement practices in Local Government and emphasis on the need for Staff Training in Procurement. The CEO further advised that given the recent turnover in Staff and the Auditor General’s focus, WALGA Training Services had been contacted to arrange an “in house” Procurement Course for all relevant staff early in 2019.

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ITEM 6 STANDING ITEMS – EXTERNAL AUDIT

Audit & Risk Committee - Terms of Reference 7.6

Due to the timing of receipt of the Audit Report and Audited Annual Financials Statements, currently expected on the 11th December 2018 they will not be presented in this agenda however will be included in the Ordinary Council Meeting on the 20th December 2018. The Audit Report including management’s responses to the report will still be presented in the March 2019 Audit and Risk Committee. The CEO confirmed that the signed Audit Report and Management Letter had now been received.

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6.1 Auditor Meeting

Meeting Date 11th December 2018 Responsible Officer Nathan Gilfellon Reporting Officer Nathan Gilfellon Attachments Nil Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION Report on the timing and method of the annual meeting between the Shire’s Auditor and the Audit and Risk Committee. BACKGROUND Officers have been advised that normal procedure is to have meetings by face to face visits and by telecommunication in alternating years. As 2018 was a face to face meeting, 2019 will therefore be by telecommunication. However, it has been mentioned that the face to face meeting was of great benefit even if at a greater cost. STATUTORY ENVIRONMENT 7.12A. Duties of local government with respect to audits Subsection 2 - Without limiting the generality of subsection (1), a local government is to meet with the auditor of the local government at least once in every year. POLICY IMPLICATIONS Audit and Risk Committee Terms of Reference 1.5 The Councils External auditors may be invited to attend meetings of the Audit and Risk Committee. FINANCIAL IMPLICATIONS Any face to face meeting with the Auditor will have additional costs due to the time of travel. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION N/A RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating is considered as Low. There will be some financial exposure however this will be minor. Health – Risk Matrix Rating is considered as Low. Reputation – Risk Matrix Rating is considered as Low Risk. Operation – Risk Matrix Rating considered Low. Page 122 of 261

Natural Environment – Risk Matrix Rating is considered as Low Risk. COMMENT The council now has the opportunity to plan the meeting with the Auditor and plan the date, timing and method of the meeting. Council can also decide if there is value to having another face to face meeting. OFFICER RECOMMENDATION RESOLUTION: AR6-18/19 MOVED Cr McRae SECONDED Cr Brown That the Risk and Audit Committee Recommend to Council that: - Council invite the Shire of Quairading Auditor Greg Godwin to the March Meeting of the Audit and Risk Committee via Telecommunication. CARRIED 6/0

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ITEM 7 STANDING ITEMS – INTERNAL AUDIT

Audit & Risk Committee - Terms of Reference 7.5 Nil

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ITEM 8 STANDING ITEMS – FINANCIAL REPORTING

8.1 WANDRRA The Outstanding WANDRRA Claims and Outstanding Creditor Accounts as at the 30 November 2018 was noted.

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8.2 Medical Practice 3 Year Comparison

Meeting Date 11th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon 8.2.1 Medical Practice 3-year financial comparison Attachments 8.2.2 Medical Practice Analysis of Patient December 2018 Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION Medical Practice Income / Expenditure Comparisons for the last three (3) financial years and the first six months of the 2017/18 year. BACKGROUND At the February 2018 Ordinary Meeting, Council directed that the Deputy Chief Executive Officer to provide the Audit and Risk Committee with detailed financial records on the Medical Practice income and expenditure on a six (6) monthly basis for the last 3 years. The analysis is designed to ascertain any noticeable trends that could be utilised to reduce Council’s financial exposure and risk in this Activity Area. STATUTORY ENVIRONMENT Nil POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Council has budgeted for an Operating Shortfall of $165,000. This Shortfall is funded through Council’s General Revenue. Identification of any trends for future budget purposes could be utilised to reduce Council’s financial exposure and to achieve improved Financial Budgeting and Monitoring. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Social Objective: Active, healthy, safe and inclusive community ITEM OUTCOMES AND STRATEGIES S2 Healthy community S2.1 Advocate on behalf of the community for improved access to health S2.2 Promote public health Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability

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COMMUNITY CONSULTATION The Medical Practice and Health Services in general was identified as a High Priority in Council’s Community Engagement Process (March 2017). RISK ASSESSMENT Financial – Risk Matrix Rating is considered as Low Risk. Risk is mitigated to Low through direct management of the Medical Practice. Ongoing Audit and Review will identify any adverse trends and also offer opportunity to canvas issues such as Consultation Revenue levels, Grants & Subsidies available and Operating Expenses. Council budgets for the Current Shortfall of Funding. Financial Risk identified due to the large component of Consultations being Bulk Billed. Health – Risk Matrix Rating is considered as Low Risk. Medium to High Risk to the Community if the Medical Practice (with GP’s) is not operating in a sustainable manner. Impact on Doctor availability and access to Visiting Rights at the Hospital. Reputation – Risk Matrix Rating is considered as Low Risk. Risk identified as Community expectation of a continuing Medical Service in the District is High. Operation – Risk Matrix Rating considered Low Risk. Risk mitigated through Council’s direct management Model which has developed over the past 17+ years. Model has accommodated both Salaried Doctors and the Current GP Model Natural Environment – Risk Matrix Rating is considered as Low Risk. COMMENT Although Council has incurred an annual loss in ensuring the Medical Practice continues as a community service, any loss has been contained within budget parameters and has remained at a Consistent level for the last 10 years. Further Internal Review will ensure that the Funding Shortfall is minimised. With the current medical service arrangements ensuring the services of a GP are guaranteed by the Principal GP Contractor until the 30th September 2019. The five-year Contract has provided for CPI Increases only. It should be noted that Quairading has an aging Community who require the services that the Medical Practice provide with the vast majority of the Patients eligible for Bulk Billing Consultations only. It is highlighted that the Federal Government have until recently had a freeze on the Medicare rebate (Bulk Billing Amount) for a number of years severely impacting on Council income revenue. Recent increases on a limited number of Billing Items has been minimal. It has been recommended to switch the timing of this report to enable the information reported to be closest date after the end of the calendar year. This will allow the end of six-month report cycle to be closer to the dates that they reported on. The 3-year financial comparison report has two areas of analysis. The variances on page 3 show a percentage variance over 3 years. The Graph on page 1 shows a four-year timeframe to give greater context to the actuals and budget trend. The patient’s numbers have also been adjusted to show accurate patient and a comparison between patient numbers and practice income. EXECUTIVE SUMMARY  Council owns and operates the Quairading Medical Practice.  Doctor Services are provided under a Contract Arrangement.  Council’s provide an Annual Budget Provisions for the Operation of the Medical Practice.  Council receives all Revenue associated with the Medical Practice.  Proposed six (6) monthly reviews by the Audit and Risk Committee will ensure an additional level of scrutiny and will enable measures to be put in place to identify adverse trends and Opportunities. Page 127 of 261

 It has been recommended to move the dates this report is presented to allow more timely information.  The patient’s figures have been fixed to show the true and accurate numbers. OFFICER RECOMMENDATION

RESOLUTION: AR7-18/19 MOVED Cr McGuinness SECONDED Cr Stacey That the Risk and Audit Committee Recommend to Council that: - 1. The Medical Practice Financial Statements (with historical data and trends) as submitted for the six (6) monthly periods for the past 3 years be received. 2. The next six monthly report be presented in the next Audit and Risk Committee meeting. CARRIED 6/0

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Medical Practice Income and Expenditure 4 Yr Comparison 350,000

300,000

250,000

200,000

150,000

100,000

50,000

- 2014/15 1st Half 2014/15 2nd Half 2015/16 1st Half 2015/16 2nd Half 2016/17 1st Half 2016/17 2nd Half 2017/18 1st Half 2017/18 2nd Half

Budget Income Budget Expense Actual Income Actual Expense Page 129 of 261

Budget Year 2014 - 2015 Budget Year 2015 -2016 31/12/2014 31/12/2015 Budget First Half Second Half Full Year Actual Budget First Half Second Half Full Year Actual 2014/2015 Actual Actual Actual Actual

Income Source Interest Support Packages 1,000 46 431 477 700 1,132 155 1,287 HIC Payments (PIP) & (SWWML) & (CIR) 30,000 11,777 13,474 25,251 30,000 19,098 8,602 27,700 RFD Payments 6,000 3,000 3,000 6,000 6,300 2,400 3,000 5,400 Practice Nurse Incentive Grant 30,000 13,805 6,370 20,175 24,000 - - - Receipts from Consultations 80,000 36,306 30,099 66,405 80,000 33,163 25,905 59,068 VTA Benefits / M'Care 240,000 107,129 117,164 224,293 225,000 124,693 105,849 230,542 SiHi GP Incentive 26,000 10,800 4,700 15,500 26,000 13,050 10,850 23,900 VMP Payments 84,000 37,692 15,001 52,693 80,000 53,462 57,820 111,282 Sundry Payments 2,000 1,337 1,401 2,738 497,000 220,555 190,239 410,794 474,000 248,335 213,582 461,917 Expenditure Source Contractor Doctor 328,000 110,750 190,400 301,150 422,250 195,122 207,257 402,379 Doctor - Base Salary 79,717 113,481 - 113,481 - Practice Nurse ( 4 Days a week) 72,761 20,439 8,508 28,947 45,346 15,370 5,558 20,928 Practice Mgr Receptionists - Job Share 3 Staff (1.6 FTE) 78,988 45,986 47,905 93,891 88,491 48,480 51,531 100,011 Super - Doctor 5,594 8,221 - 8,221 - Super Practice Nurse 6,912 1,890 707 2,597 4,308 1,517 459 1,976 Super Receptionists 7,461 4,299 4,512 8,811 8,406 3,771 5,054 8,825 Workers Compensation 16,000 12,000 - 12,000 6,932 7,132 - 7,132 Medical Indemnity / Professional Fees - - 990 990 990 - 990 990 Staff Development 1,000 636 510 1,146 1,000 1,243 195 1,438 Materials - Medical / Other 10,000 3,838 7,235 11,073 12,000 7,126 2,229 9,355 Electrical Consumed 3,750 1,338 1,490 2,828 3,400 1,673 1,890 3,563 Phone 3,500 1,720 1,750 3,470 3,500 1,499 1,670 3,169 Postage, Printing & Stationery 4,500 1,280 2,057 3,337 3,900 2,039 1,421 3,460 Minor Capita Expenditure - 6,500 179 2,994 3,173 Computer - M tce (Non Capital) 4,000 1,127 678 1,805 2,000 - 3,338 3,338 Credit Card / Merchant Fees 1,000 323 259 582 800 284 194 478 Other Surgery Expenditure 9,500 4,411 2,610 7,021 15,000 1,888 5,503 7,391 632,683 331,739 269,611 601,350 624,823 287,323 290,283 577,606 Income / Expenditure Outcome 135,683 111,184 79,372 190,556 150,823 38,988 76,701 115,689 Page 130 of 261

Budget Year 2016 -2017 Budget Year 2017 -2018 31/12/2016 31/12/2017 Budget First Half Second Half Full Year Actual Budget First Half Second Half Full Year Actual % Variance 3 % Average Yearly Actual Actual Actual Actual years Increase

Income Source Interest Support Packages 700 850 2,103 2,953 2,000 886 2,180 3,066 138.23 34.56 HIC Payments (PIP) & (SWWML) & (CIR) 30,000 4,891 9,323 14,214 20,000 17,174 14,855 32,029 15.63 3.91 RFD Payments 6,300 2,400 2,400 4,800 6,300 2,400 1,800 4,200 -22.22 -5.56 Practice Nurse Incentive Grant 24,000 11,553 11,741 23,294 24,000 12,553 12,025 24,578 Receipts from Consultations 80,000 27,904 25,439 53,343 65,000 20,352 20,227 40,579 -31.30 -7.83 VTA Benefits / M'Care 230,000 129,445 105,060 234,505 240,000 111,323 120,288 231,611 0.46 0.12 SiHi GP Incentive 26,000 9,650 8,950 18,600 26,000 8,400 11,250 19,650 -17.78 -4.45 VMP Payments 84,000 50,487 44,764 95,251 95,000 44,935 44,936 89,871 -19.24 -4.81 Sundry Payments 2,000 - - - - 167 105 272 -90.05 -22.51 483,000 237,180 209,780 446,960 478,300 218,190 227,666 445,856 -3.48 -0.87 Expenditure Source Contractor Doctor 422,550 188,604 202,789 391,393 425,085 193,140 198,428 391,568 -2.69 -0.67 Doctor - Base Salary - - Practice Nurse ( 4 Days a week) 46,846 9,030 25,638 34,668 38,857 16,993 14,379 31,372 49.90 12.48 Practice Mgr Receptionists - Job Share 3 Staff (1.6 FTE) 91,538 54,061 49,074 103,135 97,609 45,577 51,981 97,558 -2.45 -0.61 Super - Doctor - - Super Practice Nurse 4,450 839 1,824 2,663 3,691 1,581 1,336 2,917 47.61 11.90 Super Receptionists 8,696 5,282 5,425 10,707 9,273 4,234 4,745 8,979 1.74 0.44 Workers Compensation 7,932 8,853 - 8,853 8,000 8,000 - 8,000 12.17 3.04 Medical Indemnity / Professional Fees 990 - 990 990 1,000 - 1,485 1,485 50.00 12.50 Staff Development 1,000 - 816 816 1,000 - - - -100.00 -25.00 Materials - Medical / Other 10,000 2,714 3,770 6,484 8,000 4,424 3,698 8,122 -13.18 -3.30 Electrical Consumed 3,400 2,043 1,738 3,781 2,400 1,647 1,558 3,205 -10.04 -2.51 Phone 3,500 1,973 2,500 4,473 4,500 1,906 2,441 4,347 37.18 9.30 Postage, Printing & Stationery 3,500 1,666 2,085 3,751 3,800 2,943 1,982 4,925 42.36 10.59 Minor Capita Expenditure 8,750 4,188 4,537 8,725 3,000 - 1,533 1,533 -51.70 -12.92 Computer - M tce (Non Capital) 2,000 857 1,635 2,492 2,000 2,699 2,420 5,119 53.36 13.34 Credit Card / Merchant Fees 500 286 217 503 500 211 189 400 -16.34 -4.09 Other Surgery Expenditure 23,500 17,271 776 18,047 22,000 17,153 1,091 18,244 146.84 36.71 639,152 297,667 303,814 601,481 630,715 300,508 287,266 587,774 -2.26 -0.56 Income / Expenditure Outcome 156,152 60,487 94,034 154,521 152,415 82,318 59,601 141,919 -25.52 -6.38 Page 131 of 261

Analysis of patient seen at Quairading Medical Practice & Hospital 01/07/2018 TO 30/11/2018 MONTH JULY AUGUST SEPTEMBER OCTOBER NOVEMBER PRIVATE 80 107 59 86 74 BULK BILL 347 378 293 348 299 VET AFFAIRS 8 3 3 3 3 OTHER 14 5 8 12 10 TOTAL No. OF PATIENTS 449 493 363 449 386 MONTHLY FEES (EXCL GST) 31,541 34,768 18,444 38,023 N/A

600

500

400

300

200

100

0 TOTAL No. OF PATIENTS

JULY AUGUST SEPTEMBER OCTOBER NOVEMBER Page 132 of 261

Analysis of patient seen at Quairading Medical Practice between 2007 and 2018 (including hospital)

YEAR 2007/8 2008/9 2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 2015/16 20116/17 2017/18 PRIVATE 1,650 1,693 1,685 1,545 1,512 1,244 1,125 1,159 1,211 1,158 843 BULK BILL 3,751 3,898 4,171 3,879 3,953 4,400 4,161 4,301 4,140 4,344 4,418 VET AFFAIRS 188 227 279 257 254 250 174 154 79 64 42 OTHER 135 130 145 127 122 131 154 157 125 116 109 TOTAL No. OF PATIENTS 5,724 5,948 6,280 5,808 5,841 6,025 5,614 5,771 5,555 5,682 5,412 PRACTICE INCOME 398,133 413,517 386,540 482,597 440,071 410,794 461,917 446,960 445,856

600,000 6,400 6,200 500,000 6,000 400,000 5,800 300,000 5,600 PRACTICE INCOME 5,400 TOTAL No. OF PATIENTS 200,000 Practice Income 5,200 100,000 5,000 0 4,800 2007/8 2008/9 2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 2015/16 20116/17 2017/18 Page 133 of 261

ITEM 9 STANDING ITEMS – CONTROLS, SYSTEMS AND PROCEDURES

Audit & Risk Committee - Terms of Reference 7.2 9.1 Policy Review

Meeting Date 11th December 2018 Responsible Officer CEO Graeme Fardon Reporting Officer CEO Graeme Fardon Attachments 9.1.1 Policies to be revoked, Policies for Review Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION The review of twelve (12) Shire Policies, one (1) new Policy, and the Revocation of 34 Policies. BACKGROUND Council at its Ordinary Meeting held on 22nd February 2018 resolved the following: - “RESOLUTION: 140-17/18 That Council: - 1. Adopt the change to the Principle and Documentation of the Governance Policy and Management Hierarchy Model; and 2. All Policies in the Shire’s Policy Manual classified accordingly are to be presented for consultation and review to the Audit and Risk Committee. 3. The Final Recommendations from the Audit & Risk Committee will then be presented to Council to revoke or amend previous Policy Approvals.” STATUTORY ENVIRONMENT Local Government Act 1995

Amendments to the Local Government (Audit) Regulations 1996 came into effect on 8 February 2013 and introduced the following provision Regulation 17. CEO to review certain systems and procedures (1) The CEO is to review the appropriateness and effectiveness of a local government’s systems and procedures in relation to — (a) risk management; and (b) internal control; and (c) legislative compliance. (2) The review may relate to any or all the matters referred to in sub- regulation (1)(a), (b) and (c), but each of those matters is to be the subject of a review at least once every 2 calendar years. (3) The CEO is to report to the audit committee the results of that review.” The Policy Review Project is an integral component of the CEO’s Review of the Council’s Systems and Procedures. POLICY IMPLICATIONS This Report presents the second Tranche of Policies reviewed under the Policy Review Project. FINANCIAL IMPLICATIONS Nil – Acknowledgement of the existing Staff Resources that have been directed to this Project.

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STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability G4 Sound Organisation G4.3 Ensure optimum organisational capacity and efficiency COMMUNITY CONSULTATION N/A RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating is considered as Low Risk Health – Risk Matrix Rating is considered Low Risk. Reputation – Risk Matrix Rating is considered Low Risk. Failure to have up to date Policies will increase the risk of Council’s reputation being damaged within the Community. Operation – Risk Matrix Rating is considered Low Risk. Natural Environment – Risk Matrix Rating is considered Low Risk. COMMENT Under the Local Government Act Council is able to make, amend and revoke Policies to assist Council with performing its Executive functions. The following (Twelve) 12 Reviewed Policies and one (1) new Policy, are listed below and are submitted for Committee’s Review and subsequent Recommendation to Council: - 1. CS.1 Complaints Policy 2. CS.2 Communication Policy 3. CS.3 Community Grants Policy 4. CS.4 Community Engagement Policy 5. ENV.1 Town Treescape Policy 6. ENV.2 Road Reserve Weed Control Policy 7. GOV.3 Records Management Policy 8. ORG.2 Leave Management: Annual and Long Service Leave Policy 9. ORG.3 Risk Management Policy 10. ORG.4 Occupational Health and Safety Policy 11. COM.1 Stall Holders in Public Places Policy 12. COM.2 Junior Sports Alcohol Management Policy. New Policy ORG.6 Recognition of Service (Requirement of Section 5.50 of the Local Government Act 1995). This item recommends the revocation of the old and superseded Policies that were identified in the “Principle and Documentation of the Governance Policy and Management Hierarchy Model which was supported by Council at the February 2018 OCM and are attached to this Report. The Planning Policies, Bushfire Policy, and the MEC Terms of Reference will be reviewed in 2019 as they require further Consultation. Council’s existing Policies 7.1 and 7.2 relating to Council Buildings and Facilities will be retained until the Facility Leases and Usage Agreements are finalised with the respective Clubs and Organisations.

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EXECUTIVE SUMMARY  Identified Policies are to be revoked by Council Resolution.  Committee is to review the 13 Policies prior to recommending them to Council. OFFICER RECOMMENDATION RESOLUTION: AR8-18/19 MOVED Cr McGuinness SECONDED Cr Smith That the Audit & Risk Committee recommend to Council: - 1. That Council revoke the attached List (34 Policies) 2. That Council adopt the 12 Revised Policies as listed (with the listed following minor amendments): - (1) CS.1 Complaints Policy (2) CS.2 Communication Policy Policy Objective: Remove second point “Provides a framework for the Shire to undertake Community Engagement where appropriate”. (3) CS.3 Community Grants Policy Policy – Allocation of Resources: Remove “Council will allocate a minimum amount towards community Grants each year within their Annual Budget. The minimum allocation will be the same as the amount spend last financial year.” Annexure A Criteria 2 Organisational Ability heading amend to Organisation Annexure A Remove “Copy of Applicant’s Constitution? Y/N” (4) CS.4 Community Engagement Policy Annexure A Example techniques: Add Banksia Bulletin Evaluation Add “to be reported at the June Audit and Risk Committee” (5) ENV.1 Town Treescape Policy (6) ENV.2 Road Reserve Weed Control Policy (7) GOV.3 Records Management Policy (8) ORG.2 Leave Management Policy (9) ORG.3 Risk Management Policy (10) ORG.4 Occupational Health and Safety Policy Objective Point 1 Change “Providing and maintaining workplaces, plant, and systems of work such that, so far as is reasonably practicable, employees are not exposed to hazards” to “Providing and maintaining workplaces, plant, and systems of work such that, so far as is reasonably practicable, exposure to hazards is minimised.” Objective Point 2 Change “Providing such information, instruction, and training to, and supervision of, employees to enable them to perform their work so they are not exposed to hazards” to Providing such information, instruction, and training to, and supervision of, employees to enable them to perform their work so that hazards exposure is minimised.” (11) COM.1 Stall Holders in Public Places Policy (12) COM.2 Junior Sports Alcohol Management Policy 3. That Council adopt New Policy ORG.6 ORG.6 Recognition of Service. CARRIED 6/0 Page 136 of 261

POLICIES TO BE REVOKED

# Policy # Policy Title Review Notes 1 1.1 Budget Adoption Management Directive 2 1.2 Rate Collection – Procedure for Unpaid Management Directive Rates 3 2.6 Office Hours Management Directive 4 2.9 Vehicle and Plant Tenders – Closing Management Directive Dates 5 2.18 Sundry Debtors Policy Management Directive 6 2.22 Disposal of Asbestos Policy Management Directive 7 3.7 Issue of Publications, Maps, Etc. Management Directive 8 3.11 Civic Functions Management Directive 9 3.13 Notice of Meeting – Proxy Committee Management Directive Members 10 3.14 Deputations to Council Management Directive 11 4.1 Payroll Deductions Management Directive 12 4.4 Staff Training Management Directive 13 4.12 Staff Vacancies Management Directive 14 4.13 Rostered Days Off Policy Management Directive 15 6.1 New Tenants Management Directive 16 6.28 Single Persons Units Management Directive 17 7.5 Outstanding Debtors – Council Property Management Directive 18 7.7 Annual Inspection of Buildings Management Directive 19 7.10 Shire Hall – Upfront Payment for Hire Management Directive 20 7.11 Crockery Management Directive 21 9.2 Pipe Crossings Management Directive 22 9.4 Soil Conservation Works, Contour Management Directive Banks etc. 23 9.8 School Bus Signs Management Directive 24 9.11 Weed Control Management Directive 25 9.15 Overtime – Outside Staff (Management Management Directive and in Budget – No need to refer to Council) 26 9.17 Protective Clothing Management Directive 27 9.20 School Bus Turnarounds Management Directive 28 9.26 Water Courses and Drainage – Road Local Government (Uniform Local Provisions) Reserves Regulations 1996 (18,19) 29 9.29 Road Making Material Management Directive 30 9.33 Burning of Council Reserves – Townsite Management Directive Policy 31 10.1 Building Permit Applications Under Delegated Authority 32 11.1 Application for Private Works Management Directive 33 11.4 Firebreaks Management Directive 34 11.5 Private Works - Authorisation Management Directive

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COMPLAINTS POLICY

Document Status Reviewed

Freedom of Information Act (WA) 1992 Local Government Act 1995 Statutory Environment Local Government (Rules of Conduct) (Preliminary) Regulations 2007 Privacy Act 1998 Public Interest Disclosure Act 2003

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date 01 Neville Hale(ACEO) 29 June 2017 217-16/17 New Policy 3rd October 02 Graeme Fardon Policy Review Project 2018

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PURPOSE

The Shire of Quairading is committed to providing an accessible, responsive and accountable Complaints Management Framework.

OBJECTIVE

To promote organisational learning and continuous improvement. Accepting feedback, including complaints, assists the Shire in engaging with our customers to continually enhance services and acknowledge the need to be responsive to complaints in an appropriate manner.

POLICY

The Shire of Quairading undertakes to respond to all complaints in a timely and courteous manner in accordance with its Complaints Management Framework.

GUIDELINES

Annexure A - Complaints Management Framework attached. Freedom of Information Act (WA) 1992 Local Government Act 1995 Local Government (Rules of Conduct) Regulations 2007 Privacy Act 1998 Public Interest Disclosure Act 2003.

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Annexure A COMPLAINTS MANAGEMENT FRAMEWORK 1. OBJECTIVE The intent of the Complaints Management Framework is to guide the Shire of Quairading in its management and handling of complaints. 2. SCOPE The Complaints Management Framework acknowledges Customers, Employees, Elected Members, Contractors and all Parties who deal with the Shire of Quairading have a right to provide feedback about the Shire’s Policies and Services. 3. COMPLAINTS 3.1 What is a Formal Complaint? The Australian Standard on Complaints Handling defines a ‘complaint’ as any: “expression of dissatisfaction made to an organisation, related to its products [or services] or the complaints handling process itself, where a response or resolution is explicitly or implicitly expected.” 3.2 What is not a Formal Complaint? Examples of matters that are not formal complaints are as follows:-  A request for service (unless there was no response to a first request for a service);  A request for information or an explanation of a Policy or Procedure;  Disagreement with a Council Policy;  A request for review of a decision for which a structured process applies;  An expression concerning the general direction or performance of the Council or Councillors;  Reports of damaged or faulty infrastructure; and  Reports about noise, dogs, nuisances, unauthorised building work or similar issues that fall into the Regulatory aspect of Council’s Service. Many issues raised are called “complaints” because the customer is unhappy about the situation. However, they are simply issues dealt with by Council on a day‐to‐day basis, are not formal complaints and do not form part of the formal complaints management process. 3.3 Making a Complaint The Shire accepts complaints via our website, email, letter or in person. A customer can nominate an independent person to assist or make a complaint on their behalf. The customer who is impacted by the complaint must provide permission for another person to act on their behalf and the Shire must be notified in writing. At a minimum, the following information is to be supplied in order to effectively process the complaint:-  Name and address.  Contact details.  Complaint details.  Date of occurrence of Complaint. 3.4 The Shire’s principles of complaint management are; Fairness and Objectivity The Shire’s handling of customer feedback is based on the Shire of Quairading’s values and guiding principles and is in line with the standards set by the Shire’s Customer Service Charter. All feedback is to be addressed in an equitable, objective and unbiased manner. Customer Focus The Shire is committed to providing an open, transparent and easily accessible complaints handling process for its customers.

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Responsiveness The Shire is required to address each Complaint in a fair, objective, unbiased and timely manner. Our customers are to be kept informed of the Complaint’s progress and of any delays during the process. Remedies and Resolution of Complaints The Shire’s Chief Executive Officer is assigned to make decisions in order to deal with complaints promptly, and, where possible, to achieve an early resolution. The decision or action taken regarding the customer complaint is to be communicated to the customer as soon as the decision or action is taken. The Shire recognises the various remedial methods that can be used to deal with a complaint:  A review of the Issue.  Information to the customer as to how the complaint was dealt with, upon conclusion thereof.  A change to the decision.  A conciliation process.  Referral to third party for appeals e.g. State Administrative Tribunal, the State Ombudsman’s Office.  Other remedies that are considered appropriate to the circumstances i.e. an Apology. 4. Timeliness Any complaint submitted to the Shire is required to be acknowledged within 2 (two) business days. The Shire is committed to respond within 7 (seven) business days to all complaints submitted, either with a final solution or, if the nature of the complaint requires a longer period to resolve, with an interim response outlining the reason for the delay, further action to be taken and anticipated timeframe that a full response be provided. 5. Risk In establishing the order in which complaints may be attended to, consideration is given to the urgency of each complaint in terms of public safety implications, seriousness, frequency of occurrence, severity and the need for immediate action. 6. Confidentiality Customers of the Shire have the right to expect that their Privacy is respected when making a complaint or having a complaint investigated. Personal information related to the complaint is required to be kept confidential in accordance with the Freedom of Information WA Act 1992. All complaints are treated confidentially, unless required by law or the complainant provides their permission to release information. There may be no adverse repercussions by the Shire for a complainant who, in good faith, chooses to make a complaint against the Shire or an employee of the Shire. 7. External Review Any complainant is able to seek external review about any complaint about any Elected Members or Shire Staff from the Ombudsman, Public Sector Commission or Department of Local Government and Communities. The level of information provided to the Shire by these agencies, and that which it can report to others is constrained by the various laws and policies governing those agencies. 8. Reporting to the Council As part of Council’s Performance Review, Council’s Complaint Processes, Activity Level and Resolution Percentage Achieved by Council will be reported to Council on an Annual Basis.

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COMMUNICATION POLICY

Document Status Reviewed

The Shire President and the Chief Executive Officer are the only approved spokespersons Statutory Environment for Council - Local Government Act 1995 Section 2.8 & 5.41(f)

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date Review of Policy - 2.23 01 Neville Hale (ACEO) 29 June 2017 217-16/17 Communication Policy 02 Graeme Fardon Policy Review Project 4/12/18 03 A&R Committee Revised 12/12/2018

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PURPOSE

The Shire of Quairading is to implement the actions of the Communications Plan, improving the communication flow and engagement between the Shire, the Community and other Stakeholders. Successful communication may be achieved through the widespread distribution of timely, regular, consistent and truthful information in partnership with productive community consultation on key issues.

OBJECTIVE

This Policy: -  Identifies the types and extent of internal and external communication that the Shire of Quairading is committed to providing The Quairading Shire acknowledges that the effective dissemination of information and communication is a vital element in building a positive identity for the Shire through greater Community awareness of its Services, Activities, Achievements and Resources. The Shire of Quairading Communication Policy aims to improve the Shire’s Communication and Engagement Practices with the Local Community, Visitors, Council and other Stakeholders. The outcomes and benefits of effective Communication and Community Engagement include:  Increased Community awareness about services, planning and program delivery;  Increased awareness of Community views and the issues that should be considered as part of the decision-making process;  Ensure the Community understands the decision‐making process and how their feedback influences Council’s decisions.  Increased awareness of the needs, priorities and diversity of the Community, which in turn ensures that service provision and planning functions are aligned appropriately;  Increased levels of Community ownership and acceptance of decisions;  The Shire and the Community working together to address local issues where appropriate;  Potential for time, resources and cost savings for the Shire.  Ensure Staff are kept fully up to date and informed about Shire matters. It is crucial that the Shire sends a strong, accurate and consistent message to the Community in all of its communications. This policy is designed to facilitate that process.

POLICY

That Council provide effective and appropriate Communication and Community Engagement practices with the Local Community, Visitors, Employees and other Stakeholders.

GUIDELINES

Annexure A – Communication Plan attached. Customer Service Charter. Community Engagement Policy.

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Annexure A COMMUNICATION PLAN

1. SCOPE The Communication Plan applies to Councillors, Staff and Consultants responsible for Communication and Community Engagement undertaken for, or on behalf of, the Shire of Quairading. 2. PROCEDURE 4.1 The Shire’s Stakeholders The characteristics of each Stakeholder are to be considered including their needs, wants, attitudes and perceptions of the Shire in addition to how they receive their information. The Shire of Quairading Communication Stakeholders include:  Ratepayers and Residents  Potential Residents of the Shire of Quairading  Shire Councillors  Employees  Visitors to the District  Investors, developers and individuals with business interests within the Shire of Quairading  Potential Investors and Developers  Customers who seek products or services or information from the Shire  Community and Government Departments and Organisations  Local and Regional Media. 4.2 Principles of Effective Communications This Communications Plan has been developed based upon the principles of good communication. Visibility: Visibility leads to recognition and acceptance plus it allows the community to see the breadth and value of the Shire’s work. Simplicity: The Community is busy with many aspects of their lives whether at work or home. Communication must be simple and straight forward to ensure maximum readership. Repetition: The more a message is repeated via various mediums, the wider its audience will become. Value: The message should be structured with the Community effect as its foundation. Listening: Good (and effective) communication requires two parties -the giver and the receiver. It is important that feedback on all issues is encouraged and processed. Consistency: To build credibility and a positive reputation, messages need to be consistent 4.3 Benefits of Effective Communications  Builds trust  Fosters a positive reputation  Strengthens relationships with key Stakeholders  Assists the Shire to deal with negative press and a crisis from a position of strength  Improves employee’s morale and job satisfaction  Helps attract and retain employees.

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Communication Strategies 5.1 Corporate Identity The Corporate image that the Shire of Quairading presents is vital. The corporate identity is projected through all visual and print communications, signage and social media presence. No part of the logo or branding may be reproduced, modified, adapted or published in any way on any other website, social media site or online space without the express permission of the Chief Executive Officer. Any requests or enquiries regarding reproduction and should be addressed in writing to: The Chief Executive Officer Quairading Shire PO Box 38 QUAIRADING, WA 6383 5.2 The Shire’s Website The website provides current information about the Shire, its services and the area it represents in addition to the ability for site visitors to interact with the Shire online via the provision of online forms which invites users to make an enquiry or report an issue. Members of the Community are also given the opportunity to promote upcoming community events and programs. However, all submissions for inclusion on the Community and Business Sections are to be moderated by the Website Administrator before being published. Information must be consistent with the Shire’s relevant policies and procedures as well as relevant legislation in relation to corporate and local government communication and correspondence. The website is to be maintained and updated on a weekly basis as a minimum. Documents to be available for downloading from the website should be in an Adobe Portable Document File (pdf) format to protect the integrity of the document. 5.3 Emergency Management In the event on an emergency, the Shire’s Website/Social Media will be used to update the Community on breaking developments and emergency information. Content displayed on the social media platforms is to be authorised by the Chief Executive Officer or the CEO’s Delegated Officer. 5.4 Internal Communication The Elected Councillors and Employees are the Shire’s most effective public relations ambassadors. It is vital that all Councillors and Employees receive timely, relevant, consistent and user friendly information to ensure that they are adequately informed on the Shire’s activities, minimising the likelihood of misinformation in the Community. Effective internal communication is a multi-way process that flows up, down and across the organisation. Communication also encourages a participatory approach to change management, increases employee morale and encourages more effective communication between employees across departments. The Shire utilises four main methods of communication with its Staff: Face to face, Verbal, Electronic and Written. These are utilised in many ways, including but not limited to:  New employee induction process to provide a platform of understanding of the Organisation.  Utilisation of all of staff e-mails to distribute key messages and keep staff informed. Staff and Councillors are issued with media releases at the same time as they are distributed to the media.  Staff memos and file notes.  Regular Executive Management Team Meetings.  Regular Managers and Staff meetings.  Formal Written Correspondence

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5.5 External Communication  The Shire President and the Chief Executive Officer are the only official spokespersons for the Shire of Quairading.  Any enquiries from Media outlets must be directed to the Shire President or the Chief Executive Officer.  All Press Releases or media statements are required to be authorised by the Shire President and / or the Chief Executive Officer prior to being forwarded to the media.  All correspondence detailing the outcome of Council Meetings is generated by the Chief Executive Officer or his authorised delegated Officer/s.  All Unconfirmed Minutes of the Council Meeting are made available for public inspection at the front counter of the Shire Office within ten (10) working days of the Council Meeting. Confirmed Minutes of the Council Meeting are posted in the Document Centre on the Shire Website within 5 days of the Council Meeting at which they were Confirmed. 5.6 Inward communication a) All correspondence to the Shire must be addressed to the Chief Executive Officer and is then referred to the appropriate Officer for attention or if requiring a Council decision, may be referred to the next available Council or Committee meeting. Any requests and /or complaints are to be in writing or alternatively be placed on a “Customer Request Form” which are available at the front counter of the Shire Office or Website. Telephone requests / complaints of an urgent nature will be recorded by the Shire’s Staff on the “Customer Request System” for appropriate action when the issue is assessed and prioritised by an Authorised Officer. b) Correspondence addressed to the Shire President or Elected Members is considered to be correspondence to the Shire and therefore constitutes a record under the State Records Act. The most effective manner in which to communicate with Council is as per point “a)” above. c) In case of emergency, the Shire President can be contacted (Number available on the Shire Website), alternatively the Chief Executive Officer can be contacted on 9645 2400 or 0429 451 001(anytime). 5.7 Councillor and Staff communication Communication between Councillors and Staff is in accordance with the Elected Members Code of Conduct Policy. 5.8 Publications Annual Report The Shire’s Annual Report is produced each year and made available to the public pursuant to the Local Government Act 1995 and available on the Website or by requesting a hard copy at the Shire Office. Shire E-Newsletters An electronic Newsletter is produced bi-monthly to inform the Community about Shire’s Projects and Activities. The Newsletter provides the opportunity to recap and reinforce key messages that may or may not have already appeared in the media. The Newsletter is designed and produced by the Shire of Quairading and approved by the Chief Executive Officer prior to printing and distribution. The Shire Advertisements and Notices Shire advertisements and notices are placed in the Avon Advocate/West Australian and other publications when appropriate. 5.9 Social Media The Shire of Quairading has a Facebook Page with the Editorial Rights to be managed by the Chief Executive Officer or the CEO’s Delegated Officer.

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Page 146 of 261 SHIRE OF QUAIRADING POLICY CS.3 COMMUNITY GRANTS POLICY.docx

COMMUNITY GRANTS POLICY

Document Status Reviewed

Statutory Environment Local Government Act 1995

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 29 March 2018 169-17/18 New Policy Graeme Fardon/ 02 Policy Review Project 5/12/2018 Richard Bleakley 03 A&R Committee Revised 12/12/2018

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PURPOSE

Council’s Annual Community Grants Program is a strategic tool for capacity building, supporting innovation and addressing community need in line with the Council and Community’s vision.

OBJECTIVES

 Enhance Community Organisation’s capacity to provide one off projects / services / events.  Improve the quality and opportunities for user accessibility and / or safety of Community space.  Increase Community participation in Community activities.  Help provide funding for a service or activity seen as a need for the betterment of and improvement to the enjoyment of life within the Community.

POLICY

Funding is available to assist community groups in establishing and or continuing a service or activity seen as a need for the betterment of and improvement to the enjoyment of life within the community. Allocation of Resources Council will review and confirm allocation of resources annually as part of their Annual Budget processes.  Annual Recurrent Funding – A single tranche allocated and available to Groups / Clubs from the adoption of the Annual Budget  In-Kind / Small Grants / Major Projects and Events – Grant funding allocation divided into two tranches: o Grant submissions (closure 31st March) 70% o Grant submissions (closure 30th September) 30%

Category of Grants Grants will be categorised as either In-kind, Small Grants, Major Projects and Events, or Annual Recurrent Funding.  In-Kind Contribution – Each community group can apply to the CEO for in-kind contributions towards events or projects throughout the year. CEO has delegated authority to approve / reject applications. This may include access to venues, equipment or staff (max $500 annually). Applications must be received at least 6 weeks prior to the event or project commencement.  Small Grants cover requests for financial assistance from Council for between $500 and $2500 ex GST. Groups can only apply for one small grant per round (maximum of two applications per year).  Major Projects and Events covers requests for financial support over $2,500. Support may be either financial or in-kind and based on one third from Council, and two thirds from the applicant organisation and/or by way of external funding. Maximum of one application per year.  Annual Recurrent Funding is financial support extended to community groups that maintain or operate in Shire-owned or club-owned venues / clubrooms. Groups must submit an application form each year by 31st March. There is a requirement to provide an acquittal report back to Council to show where funds have been spent at the end of each financial year.

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Eligibility  Applicant groups must be based within the Shire of Quairading.  All successful project activities and events are to be completed by the end of the financial year in which funding was awarded.  Applicants should demonstrate a link to the Shire’s strategic plans and strong community benefit for their project or event.  Applicants should be an incorporated association. Funding will not be awarded to private businesses or individuals.  Requests for funding or support cannot be for a project / event / activity that has already occurred. General Conditions – Major Grants  Council’s general philosophy is to fund to a maximum of one third of the total project cost and applicants are encouraged to contribute their own funding and/or obtain grant or loan funding for the remaining project costs.  Voluntary labour and equipment may be included in the applicant's contribution but may not exceed one third of the completed value of the project. Volunteer hourly rate should be included at $20.00/hour.  Council may opt to use their employees or equipment in lieu of a cash contribution.  Council reserves the right to carry out a Progress Inspection or request a Progress Report at any stage of the project.  Budget allocation for the Community Grants Program will be determined during the Council’s Annual Budgeting Process.  Allocation of grant funding, partial or entire, will be at the Sole discretion of the Council. Acquittal All Groups that receive funding will have to provide the following after their project’s completion or by no later than 31st July of the next financial year: - Completed Acquittal Form (to be provided); - Proof the project, activity or event took place (e.g. photographs etc.); - Proof of expenditure (e.g. copy of financial records and invoices paid); and - Evaluation of project, activity or event (e.g. copy of participant feedback, surveys etc.). Assessment Process - Applications will be assessed by the Chief Executive Officer and a recommendation made to Council. - Applications will be presented to Council assessed based on eligibility and merit. - All applicants will be contacted regarding the outcome of the application process by post. Submission Deadline All applications must be received by COB 31st March or 30th September annually. Applications can be received via mail, email or printed copies dropped into the Front Counter at Shire Administration Office. Late applications will not be accepted.

GUIDELINES Annexure A - Assessment Criteria (Attached) Annexure B - Community Grant Scheme Funding Process (Attached). Community Grants Application Form (Separate Document).

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Annexure A

ASSESSMENT CRITERIA Each Small and Major Grant Submission will be assessed based on the following criteria Criteria 1 – Community Benefit:  Does the project align with Shire’s Strategic Community Plan?  Is there identified and demonstrated community need?  What are the benefits to the Quairading community? Criteria 2 – Organisation:  Incorporated body? Y/N  Purpose of organisation including the type and number of activities they undertake annually  Current Membership  Current Financial Position (incl. Financial Statement)  Sustainability of organisation Criteria 3 – Project Cycle:  Planning and design of project  Management and delivery of project (incl. milestones and works schedule)  Project Budget  Financial contribution - $; In-Kind  Evaluation of project  Sustainability of project

SCORE Each Grant Application will be assessed based on these criteria Each criteria will be evaluated and given a score between 1 (Poor) and 5 (Excellent).

WEIGHTING

Weighting for each criteria to be determined by the Council. Proposed weighting is: - 1. Community Benefit - 40% 2. Organisation - 20% 3. Project Planning - 40%

RANKING Following the individual evaluations, the scores will be entered into a Ranking Spreadsheet. This spreadsheet will aggregate the Criteria Scores, and apply the Weighting Ratios. The spreadsheet will then determine the Ranking of the individual grant applications.

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Annexure B YEAR 2018/2019

Shire of Quairading Community Grant Scheme Funding Process

•Contact the Grants & Projects Officer to discuss your project idea and confirm it is in eligible for the Community Grant Scheme and request an Step 1 application package. (08) 9645 2400 or [email protected]

•Complete the Community Grant Scheme Application Form. Step 2

•Submit the Community Grant Scheme application form to the Shire of Quairading before the closing date of 31st March and 30th September Step 3 2019.

•Grants Team to evaluate and rank applications with recommendations forwarded to Council's Budget Workshop for consideration in the Annual Step 4 Budget.

•Successful applications for the Community Grant Scheme funding will be included in the Annual Budget to be adopted in July of the new financial Step 5 year.

•Successful applicants of the Community Grant Scheme funding will be notified in writing of their success in August of the Financial Year. Step 6 •Unsuccessful applications will also be notified.

•Successful applicants of the Community Grant Scheme must ensure they have acquitted their funds by way of completing the Community Grant Scheme Acquittal form and return it to the Shire of Quairading by 5pm Step 7 31st July 2019.

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SHIRE OF QUAIRADING PagePOLICY 151 of 261 CS.4 COMMUNITY ENGAGEMENT POLICY.docx

COMMUNITY ENGAGEMENT POLICY

Document Status Reviewed

Statutory Environment Local Government Act (1995) – Section 5.56(2)

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 29 March 2018 172-17/18 New Policy 02 Graeme Fardon Policy Review Project 10/10/2018 03 A&R Committee Revised 12/12/2018

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PURPOSE

This policy sets out the governing principles for community engagement and consultation that underpin the Integrated Planning and Reporting framework to ensure the strategic direction of the organisation is in keeping with community values and aspirations.

OBJECTIVES

The objective of this policy is to provide guidance to Councillors and Officers in planning, implementing and reviewing community engagement and consultation for key projects, strategic planning and policy development. This is to ensure informed decision-making, transparency, timely and effective communication with key stakeholders and the general community.

POLICY

 Council is committed to providing leadership and a strong commitment to information sharing, consultation and active participation of the community in contributing to the decision making process.  Council acknowledges the right of the community to access information, provide feedback, be consulted and actively participate in strategic planning or in key projects of service development. Council’s obligations to respond to the community when exercising these rights are to be clearly stated in specific consultation processes.  Objectives for, and limits to, information, consultation and active participation during planning, project and key service development are to be defined from the outset. The respective roles and responsibilities of the community (including individuals and groups) and Council (including Councillors and Officers) are to be made clear as well as to who makes final decisions once the information is analysed.  The approach for specific consultations is to be tailored to the target audiences and consider all other factors outlined in this policy.  Consultation is to be undertaken as early in the planning process as possible to allow to widen the scope of consultation and to improve the outcomes. Adequate time to be made available for consultation to be effective.  Information provided by Council during planning, project and key service development is to be objective, complete and accessible. All those involved in a consultation process are to have equal treatment when exercising their rights of access to information and participation.  Council is to ensure adequate financial, human and technical resources are available to make a consultation initiative effective. The allocation of resources is to be considered in relation to broader budgetary restraints and the implications to existing priorities. Council is to support its officers in consultation initiatives.  Consultation on specific planning, project and key service development are to be coordinated across Council to enhance knowledge management, ensure policy coherence, avoid duplication and reduce the risk of “consultation fatigue” within the community.  Council is to be accountable for the use made of input from a consultation process. Council is to ensure consultation processes are open, transparent and amenable to external scrutiny and review.  Council to actively and openly evaluate its consultation processes and practices in planning, project and key service development. The results of evaluation may directly impact upon future consultation initiatives.

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OUTCOMES

Measures of success of consultation will include assessments of whether: -  The interests of all parties have been served;  Expectations concerning the process have been met;  Consensus, consent and commitment have emerged;  The process has encouraged generation of the best options;  Objective criteria have been used to assess the different options under consideration;  Understanding has been enhanced;  Relationships between Council and the community and within the community have been enhanced.  The decision resulting from the consultation has been stable and enduring.  Timeframes and Communication Methods have been developed.

EVALUATION

An Annual Assessment of the level engagement achieved to be reported to the June Audit & Risk Committee.

RESPONSIBILITY

Responsibility for the implementation of this policy rests with the Council, Chief Executive Officer and Staff of the Shire.

GUIDELINES

Principles for Community Engagement - Community engagement underpins the development of the Integrated Planning Framework and ensures that community needs and aspirations are considered in developing and implementing Council's strategic directions and priorities - Annexure A (Attached). Local Government Act 1995 - Local councils in Western Australia are legally required to conduct public consultation through a prescribed process on a range of specific matters. Quairading Strategic Community Plan - All of Council's strategic documents are linked to an Integrated Planning Framework. This framework seeks to ensure that all of Council's activities and resources are aligned to meet the aspirations, needs and expectations of the Shire’s community. Customer Service Charter. Communication Policy. Complaints Policy.

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Annexure A: Principles for Community Engagement

Inform Consult Involve Report/Evaluation

To provide the public To capture community To work on an ongoing Council to provide with timely, balanced feedback on analysis, basis with the community feedback on Shire and objective alternatives and or to ensure that community decisions information to assist decisions impacting on ideas, concerns and

them in understanding strategic plans, directions, aspirations are listened to

Goal the problem issues, priorities and and understood and that alternatives, projects community knowledge is opportunities and/or harnessed for the benefit

Public Participation Participation Public solutions of all.

Council is to work with Council is to listen to you, Work directly with the Council to provide

you on an ongoing basis consider your ideas and public on an ongoing basis feedback on how to ensure your ideas, keep you informed and to ensure that your ideas, public input public concerns and acknowledge concerns concerns and aspirations influenced Council aspirations are and aspirations, are considered decisions considered.

Council is to keep you informed. Promise to the the to Promise

 Newspapers  Public comment  Council  Direct response  Newsletters  Focus groups Committees/Forums  Newsletters  Radio  Surveys biennial  Working groups  SMS/email  Posters (March)  User groups  Website  SMS/email  Consultative  Volunteer groups  Customer  Website workshops Service Survey  Facebook  Individuals and or  Facebook  MailChimp Business.  MailChimp

Example techniques Example  Banksia Bulletin  Stakeholders

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Page 155 of 261 SHIRE OF QUAIRADING POLICY ENV.1 TOWN TREESCAPE POLICY.docx

TOWN TREESCAPE POLICY

Document Status Reviewed

Environmental Protection Act 1986 Statutory Environment Environmental Protection (Clearing of Native Vegetation) Regulations 2004

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 25 November 2010 # 100-10/11 New Policy Graeme Fardon/ Allan 02 Q Policy Review Project 5/12/2018 Rourke

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Page 156 of 261 SHIRE OF QUAIRADING POLICY ENV.1 TOWN TREESCAPE POLICY.docx

PURPOSE

Trees provide environmental, health and amenity benefits in relation to solar screening, microclimate, carbon absorption, bird and animal habitat, air quality and visual attractiveness. Due to these benefits, trees can also enhance the monetary value of individual properties and the enjoyment of residing in a green, leafy neighbourhood. It is a concern for the Shire that some trees and shrubs can pose problems to local infrastructure. This becomes an issue if individual species are not chosen correctly or if they are planting in an unsuitable position. This policy outlines ways to rectify problems associated with these situations. The policy also outlines ways to maintain environmental integrity throughout the Shire by using offset areas to maintain and increase tree and shrub populations in the event of tree and shrub removal.

OBJECTIVE

The objectives of this Local Policy are to:  Encourage Shire Works Team and landholders to adhere to industry guidelines and standards as specified in relevant codes of practice and other documents for tree management within the Townsites.  Encourage off-set planting to be completed through appropriate measures.  To comply with government legislation including the Environmental Protection Act 1986 and the Environmental Protection (Clearing of Native Vegetation) Regulations 2004.

POLICY

This policy applies to the Quairading Townsite. The policy differentiates between existing remnant vegetation and species planted by the Council or Community Groups throughout the town for aesthetic purposes.

GUIDELINES

Environmental Protection Act 1986 Environmental Protection (Clearing of Native Vegetation) Regulations 2004 Annexure A – Definitions Annexure B – Procedures.

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Annexure A Road Reserve The road reserve includes the road surface (including shoulders and drainage treatments) remnant vegetation up to an adjacent property’s fence line. Landholders The holder or proprietor of land. Environmentally Sensitive Area There are a number of areas around Western Australia of environmental significance. These locations are generally areas where the vegetation has high conservation value and cannot be cleared. These areas are referred to as environmentally sensitive areas (ESAs), and are declared under section 51B of the EP Act and described in the Environmental Protection (Environmentally Sensitive Areas) Notice 2005. Section 51B of the EP Act allows the Minister to declare environmentally sensitive areas. No such areas have been identified within the Road Reserves in the Quairading Townsite. However, the Shire acknowledges the presence of Jacksonia Quairading and Banksia Cuneata within the Quairading Townsite, in the Borefield and Old Rifle Range Area.

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Annexure B 1. General Clearing Responsibilities for Council Employees The Shire conducts tree removal or pruning in a reactive manner. The Shire is to provide direct resources for this activity to those trees that present a high risk to the community and infrastructure. 1.1 Clearing to maintain existing cleared areas around a building, fence line, fire risk reduction area for a building, vehicle or walking track and/or footpath Item 15 of regulation 5 of the Clearing Regulations provides an exemption for clearing to maintain existing cleared areas around infrastructure for the following purposes, provided that the land was lawfully cleared within the 10 years immediately prior and the clearing is to the extent previously lawfully cleared for that purpose: around a building or structure for the use of the building or structure; for a fire risk reduction area for a building; to maintain an area along a fence line to provide access to construct or maintain the fence; or to maintain a vehicle or walking track. This exemption also applies to clearing of land that was previously lawfully cleared (possibly in excess of 10 years prior) for the following purposes, provided that the clearing does not exceed the extent specified for that purpose:  Around a building or structure for the use of the building or structure - maximum of 20 metres;  For a fire risk reduction area for a building - maximum of 20 metres;  To maintain an area along a fence line to provide access to construct/maintain the fence - maximum of 5 metres; or  To maintain a vehicle or walking track - maximum of 5 metres.  This exemption applies to the owner or occupier of the land on which the clearing is to take place. This exemption does not apply in Environmentally Sensitive Areas (ESAs). 1.2 Clearing on a Public Roadside Facility Exemptions to the Clearing Regulations exist for clearing for maintenance in existing transport corridors (being a stretch of road, whether public or private, or railway). Item 22 of regulation 5 (and schedule 2) enables Local Government to clear vegetation for the maintenance of an area that is a public roadside facility, provided that the clearing is to the extent necessary to maintain (but not extend) the intended use of the area. Any extension, widening, upgrading or realignment of road or railway infrastructure that requires the clearing of native vegetation is considered to be new works. New works are not covered under this exemption and will require a clearing permit. 2. Existing Remnant Vegetation Plants grown on public roadsides that have existed for more than 10 years require a clearing permit prior to their removal except in the occurrence that they are being removed to maintain an existing walking track or pathway. 2.1 Existing Trees Where a request for tree removal or pruning relates to the potential for injury to any person or damage to property, a suitably qualified staff member will assess the risk associated with the pruning or tree removal. The Shire may consider the following, when determining if the above action is appropriate:  Whether the tree has significant amenity or aesthetic value or the significance of the tree(s) within the local area and regional landscape.  Whether the tree(s) provides habitat.  Whether the tree species is known to be an environmental weed as declared by the Department of Agriculture and Food WA.

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 Whether the tree(s) obstructs reasonable solar access to windows, openings of a building, solar appliances, clothes drying, and outdoor living areas.  Whether the tree is within five (5) metres of an approved building or structure.  Whether the tree is within one (1) metre of a sealed driveway.  Whether the tree (native or amenity) no longer fills its original purpose 2.2 Refusal of Requests The Shire may/can refuse requests for removal or pruning of trees, if at the time of the inspection, the tree:  Is in a healthy and stable state, and  Does not interfere with overhead or underground services, and  Does not affect the sight lines of motorists or pedestrians, and  Is not causing damage to private or public property, and  Is not risking public safety, and  Is not likely to cause any of the above in the foreseeable future. 2.3 Termites/Bees/Pests The Shire of Quairading undertakes the eradication of termites/bees/pests in tree(s) or tree stumps or any timber on Council road reserves and public reserves. It is the responsibility of the property owner to protect all buildings from termite attack by installation and maintenance of recommended methods of control in accordance with Australian Standard 3660-1993 ‘Protection of Building for Subterranean Termites’. 2.4 Unique Environmental Values To determine whether the clearing site has unique environmental values, the site must be assessed as to whether it contains:  Ecosystems and their constituent parts including people and communities; and  All natural and physical resources; and  Those qualities and characteristics of locations, places and areas, however large or small, that contribute to their biological diversity and integrity, intrinsic or attributed scientific value or interest, amenity, harmony and sense of community; and  Cultural Heritage Values for any community members. 3. Species planted by the shire or community groups throughout town for aesthetic purposes Plants grown on public roadsides within 10 years are able to be removed without a clearing permit. 3.1 New Trees The Shire does not encourage the planting of trees within road reserves or in public reserves by anyone other than Shire staff or its contractors due to the potential for liability. The Shire is responsible for the selection, planting and maintenance of any new trees planted. Selection of the Tree / Shrub types may be on the grounds of suitability to minimise the impact on the immediate locality and infrastructure.

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4. Locating Suitable Offset Areas The offset area must demonstrate that the proposed clearing site and the proposed offset area are ecologically equivalent. Ecological equivalence includes values associated with the following factors: An offset area must:  Be of the same broad vegetation group.  Be a strategic position in landscape.  Be the same or similar in landform and soil type/s as found within the site to be cleared.  Be able to support the same or similar indigenous (pre-european) vegetation associations/s as that present within the site to be cleared.  Likely to be successfully recreated as the habitats that are to be lost through clearing  Contribute to species diversity.  Match landscape context attributes - patch size, connectivity, context. Offset areas must be planted in a 2:1 ratio from that vegetation that has been removed and /or cleared.

Suggested offset planting locations include: -  Reserve 36774 – “Wildlife Park” (Bounded by Parker Street, Ashton Street, Harris Street and MacDonald Street)  Reserve 16735 – Quairading Landfill Site  Reserve 14179 – Gravel Reserve, Cunderdin Road  Reserve 21459 – Borefield Reserve The off-set areas will need to be monitored at 6-monthly intervals for 3 years to ensure establishment of the new sites. There is also an opportunity to expand to the offset areas through ‘contributing offsets’ which may include additions such as fencing, security, removing threatening processes and associated community education to the offset area.

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Page 161 of 261 SHIRE OF QUAIRADING POLICY ENV.2 ROAD RESERVE WEED CONTROL POLICY.docx

ROAD RESERVE WEED CONTROL POLICY

Document Status Adopted

Local Government Act 1995 Statutory Environment Environmental Protection Act 1986.

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 16 December 2010 # 125-10/11 New Policy Graeme Fardon/ Allan 02 Policy Review Project 15/12/2018 Rourke

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PURPOSE

Roadsides are particularly vulnerable to weed invasion as they have a larger perimeter (or “edge”) to area ratio. As edges are particularly prone to degradation, the greater the length of the ‘edges’, the greater the opportunities for degradation. The roadside edges are subject to high levels of disturbance, and the spread of weeds is encouraged by any disturbance including burning, clearing, grazing, cultivation of firebreaks, and service installation. The process of biological invasion by weeds begins with their introduction, then their establishment and local infestation, survival, reproduction, and widespread dispersal, eventually finishing with full infestation of their potential range.

OBJECTIVE

The objectives of this Local Policy are to: -  To eradicate weed populations along local Road Reserves.  Encourage Shire Works Team and landholders to adhere to industry guidelines and standards as specified in relevant codes of practice and other documents for weed control on roadside verges.  Encourage Local Landholders to conduct appropriate management plans.  To reduce the risk of fire in the road reserves.  Reduce the inconvenience of vermin such as rabbits and foxes.  To comply with government legislation including the Environmental Protection Act 1986.

POLICY

This policy applies to weed control within the Roadside Reserves within the Shire of Quairading, and is to be managed in accordance with the guidelines detailed below.

GUIDELINES

Environmental Protection Act 1986. Local Government Act 1995 Annexure A – Definitions Annexure B – Procedures

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Annexure A Weed A weed is a plant that represents a threat to the conservation values of natural ecosystems. Weeds invade native plant communities and out-compete them causing a reduction in plant diversity and resulting in a loss of habitat for native animals. Road Reserve The road reserve includes the road, remnant vegetation up to an adjacent properties fence line. Landholders The holder or proprietor of land. Environmentally sensitive area There are a number of areas around Western Australia of environmental significance within which the exemptions in the Clearing Regulations do not apply. These areas are referred to as environmentally sensitive areas (ESAs), and are declared under section 51B of the EP Act and described in the Environmental Protection (Environmentally Sensitive Areas) Notice 2005.

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Annexure B 1. General weed management for Council Employees 1.1 Herbicide spraying Off-target spraying may kill native understory and create an altered environment for weeds to invade. Risk can be minimised by:  restricting spraying to the road shoulder and around road furniture,  not spraying on wet or windy days,  not using residual herbicides along watercourses, and  not using non-selective herbicides near susceptible plants. 1.2 Alternative Weed Control Strategies Weeds can be managed using many different methods. The most effective management of weeds is usually achieved by a combination of methods with follow-up over a number of years. The stage that a weed has reached in the invasion process determines the best approach for its control. The three main approaches to weed management are:  Prevention of establishment,  Early detection and eradication, and  Management of existing populations. i. Prevention This is the most effective means of control. Establishing workable prevention mechanisms is much more cost-effective than controlling established populations. Prevention mechanisms include:  Cleaning machinery between jobs,  Only using clean, weed-free fill materials, including stockpiles,  Marking turn-around points for maintenance works to prevent longitudinal spread  through mowing or grading,  Revegetation of disturbed areas, and  Minimising or avoiding disturbance in areas of native vegetation. ii. Early Detection and Eradication The second most cost-effective means of weed control is early detection and eradication. Eradication of newly established populations is possible only if detection mechanisms are in place to identify them. iii. Management of Existing Populations Managing existing weed infestations can involve eradication, control or containment depending upon the extent and severity of infestations, and the resources available to manage the program. Mulching, burning, cultivation, introduction of competition, grazing, biological control and chemicals are all management tools that can be used where appropriate. iv. Grazing and Stock Movement Grazing of domestic livestock is defined as vegetation clearance under the Native Vegetation Act, 1991. Movement of stock along road reserves can aid the spread of weeds, compact the soil, exacerbate soil erosion problems and hinder native plant regeneration. Whilst it is necessary to allow the moving of stock along road reserves to move them between paddocks, stock movement should be avoided where

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there is Declared Rare Flora or native vegetation that is classified in an Environmentally Sensitive Area (ESA). Landholders must find alternative routes for the movement of stock through negotiation with adjacent landholders. v. Fencing Item 11 of regulation 5 of the Environmental Protection (Clearing of Native Vegetation) Regulations 2004 provides an exemption for clearing between private property and Crown land (e.g. a road reserve), provided that the clearing on the Crown land is no more than 1.5 metres from the fence and provided that the clearing, combined with other limited exempt clearing on the property, does not exceed 1 hectare in the financial year in which the clearing takes place. This exemption applies to the owner of the land on which the clearing is to take place, therefore the written approval of the owner of that Crown land (e.g. the Local Government in the case of a road reserve) must be obtained prior to undertaking the clearing. This exemption does not apply in Environmentally sensitive areas. vi. Removal of Plant Material Dead timber on roadsides can provide valuable habitat for small mammals, reptiles and most importantly invertebrates. Allowing it to decompose through natural processes also maintains integrity of the nutrient cycling that underpins stable ecosystems. Removal of dead timber destroys these habitats and processes. Another aspect of the stability of roadside ecosystems is the maintenance of the ability to regenerate. Excessive removal of seed from native vegetation diminishes the amount of seed available in the soil for new plants to grow from. Ultimately, this can lead to lower densities of some species and alteration of the vegetation structure. vii. Summer Weed Control Summer weed control is an imperative component of roadside weed control and must be undertaken when weed burdens are posing significant threat to the native roadside vegetation and surrounding agricultural land. Summer weed control involves accounting for the same policy measures as discussed for general weed control. Summer weed control also needs to account for the risk fire plays when weeds are left uncontrolled. Before implementing a summer weed control program, It is important to consider the high persistency of summer weeds and difficulty in containing their spread. Species such as Caltrop (Tribulus terrestris), Afghan Thistle (Solanum hoplopetalum) and Prickly Saltwart (Salsola Kali) are examples of summer weeds with highly adapted systems that make them very difficult to control. In these cases control methods should take into consideration:  Growth stages of the plant  Seed development stages and timeframes  Herbicide tolerance and susceptibility  Areas of high population densities of the specific weed and potential distribution zones. viii. Declared Plants Plants may be ‘declared’ by the Agriculture Protection Board under the Agriculture and Related Resources Protection Act 1976. If a plant is declared, Council Employees are obliged to control that plant on roadside reserves where they are present. Declaration specifies a category, or categories, for each plant according to the control strategies or objectives which are considered to be appropriate in a particular place. Among the factors considered in categorising declared plants are:  The impact of the plant on individuals, agricultural production and the community in general,  Whether it is already established in the area, and  Feasibility and cost of possible control measures.

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Collecting plant samples for identification Identification of plants is important to establish a record of the distribution or to confirm if a plant new to the area is declared. Specimens collected can be sent to any office of the Department of Agriculture and Food where it can be identified or sent on to the State Herbarium if identification cannot be made. Preparing plant samples to ensure that the key identifying components are included is essential to assist in this process. A publication by the CRC for weed management gives a very comprehensive methodology for collecting and preserving plant collections. This document is available from their website: www.weedscrc.org.au. 2. General weed management for Adjacent Landholders Roadside Reserve weed control management must be undertaken with close consultation with Shire Environmental Staff to ensure that adjacent landholders adhere to minimum disturbance guidelines when controlling weed populations in roadsides. Adjacent landholders are encouraged to maintain effective weed management strategies along fence lines adjacent to a road reserve to suppress weed populations from entering the road reserve from their properties and from entering their properties from the road reserve. In road reserves where native vegetation (trees, shrubs, grasses and other ground covers) may be impacted you should seek advice from the Department of Environment and Conservation Native Vegetation Conservation Branch ((08) 9219 8744) as a clearing permit may be required under Part V of the Environmental Protection Act 1986. NOTE: This includes farmers spraying weeds in road reserves and in fact if a landholder inadvertently kills native vegetation they could be liable under the Environmental Protection Act 1986. The following weed management practices can be implemented to ensure suppression of weed populations: 2.1 Herbicide spraying Selective and Non- Selective herbicides may be used to manage weed infestations up to 1.5m from the existing fence line on the side of the road reserve. The use of Selective and Non- Selective herbicides may be necessary to manage weed populations up to 5m away from the internal fence line of a landholder’s property. It is important that landholders obtain expert advice on suitable herbicides to use for different weeds present on road reserves and take into consideration the presence of waterways, livestock and native species present before undertaking herbicide applications. 2.2 Cultivation Cultivation is an effective weed management strategy to use to control the 5m buffer area from the internal fence line of a landholder’s property. This will also effectively establish fire break zones between the road reserve and a property. 2.3 Burning Burning is an effective weed management strategy to use to again, control the 5m buffer area from the internal fence line of a landholder’s property. This will also effectively establish fire break zones between the road reserve and a property. i. Summer Weed control Summer weed control is an imperative component of roadside weed control and must be undertaken when weed burdens are posing significant threat to the native roadside vegetation and surrounding agricultural land. Summer weed control involves accounting for the same policy measures as discussed for general weed control. Summer weed control also needs to account for the risk fire plays when weeds are left uncontrolled.

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Before implementing a summer weed control program, it is important to consider the high persistency of summer weeds and difficulty in containing their spread. Species such as Caltrop (Tribulus terrestris), Afghan Thistle (Solanum hoplopetalum) and Prickly Saltwart (Salsola Kali) are examples of summer weeds with highly adapted systems that make them very difficult to control. In these cases, control methods should take into consideration:  Growth stages of the plant  Seed development stages and timeframes  Herbicide tolerance and susceptibility  Areas of high population densities of the specific weed and potential distribution zones. ii. Declared plants Plants may be ‘declared’ by the Agriculture Protection Board under the Agriculture and Related Resources Protection Act 1976. If a plant is declared, Landholders are obliged to control that plant on their own property where present. Declaration specifies a category, or categories, for each plant according to the control strategies or objectives which are considered to be appropriate in a particular place. Among the factors considered in categorising declared plants are:  the impact of the plant on individuals, agricultural production and the community in general,  whether it is already established in the area, and  feasibility and cost of possible control measures. Collecting plant samples for identification Identification of plants is important to establish a record of the distribution or to confirm if a plant new to the area is declared. Specimens collected can be sent to any office of the Department of Agriculture and Food where it can be identified or sent on to the State Herbarium if identification cannot be made. Preparing plant samples to ensure that the key identifying components are included is essential to assist in this process. A publication by the CRC for weed management gives a very comprehensive methodology for collecting and preserving plant collections. This document is available from their website: www.weedscrc.org.au. 3. Role of Council in Assisting Landholders with Roadside Weed Control Strategies 3.1 Herbicide spraying Permission must be obtained from Council prior to any herbicide applications sprayed on Quairading Road Reserves. A list of declared weeds and common weeds can be sourced from the Shire of Quairading Environment Officer. The Environment Officer can also give assistance with suitable herbicides to use where native species are present to minimise any adverse effects on these species. Careful consideration of weather conditions is imperative for herbicide applications to be successful. Rainfall events and wind speeds directly influence the success of a spraying program ie due to rain washing herbicide off plants and stopping uptake and wind causing herbicide drift. Consultation with local agronomists and the Shire of Quairading Environment Officer is important to determine suitable weed management strategies according to seasonal conditions.

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3.2 Cultivation Cultivation is an effective weed management strategy to use to control the 5m buffer area from the internal fence line of a landholder’s property. This will also effectively establish fire break zones between the road reserve and a property. No Council approval is required for cultivation of fire breaks. 3.3 Burning Permission must be obtained from Council prior to any burning program being conducted on any Shire of Quairading road reserves.

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Page 169 of 261 SHIRE OF QUAIRADING POLICY GOV.3 RECORDS MANAGEMENT POLICY.docx

RECORDS MANAGEMENT POLICY

Document Status Reviewed

Local Government Act 1995 – Section 5.41(h) Statutory Environment State Records Act 2000

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 29 May 2008 299-07/08 Graeme Fardon / 02 Policy Review Project 20/09/2018 Consultant Kim Boulton

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Page 170 of 261 SHIRE OF QUAIRADING POLICY GOV.3 RECORDS MANAGEMENT POLICY.docx

PURPOSE

The Purpose of this Recordkeeping Policy is to define the Shire of Quairading’s recordkeeping function and the roles and responsibilities of those individuals who manage or perform recordkeeping processes on behalf of the Shire.

OBJECTIVE

1. To ensure that the Shire meets the statutory requirements of the State Records Act 2000 and associated legislation. 2. To provide record keeping principles and processes that identify, capture and protect the Shire’s corporate records of continuing value for legal, financial, administrative, accountability and historical purposes.

POLICY

This Policy applies to all government records created or received by a Shire employee, contractor or an organisation performing outsourced services on behalf of the Shire of Quairading, regardless of their physical format, storage location or date of creation. Roles and Responsibilities Elected Members: All elected members are to create, collect and retain records relating to their role as an Elected Member for the Shire of Quairading in a manner consistent with legislation and the Shire’s procedures for record keeping. Party Political and personal records are exempt. Chief Executive Officer: The Chief Executive Officer is to ensure that an organisational system for the capture and management of records is maintained that is compliant with legislative requirements. Managers: All managers are to ensure record keeping policy and procedures are known and adhered to in their area of responsibility. All Staff: All staff (including contactors) are to create, collect and retain records relating to Shire of Quairading business activities they perform. They are to identify significant and ephemeral records, ensure significant records are captured into the record keeping system in place, and that all records are handled in a manner consistent with legislation and the Shire’s policies and procedures for record keeping. Custodianship of Records The Shire recognises its records as a government owned asset and will ensure they are managed as such. Ownership and proprietary interest of records, created or collected during the course of business (including those from outsourced bodies or contractors) is vested in the Shire of Quairading. Creation of Records All Elected members, staff and contractors will create full and accurate records, in the appropriate format, of the Shire of Quairading’s business decisions and transactions to meet all legislative, business, administrative, financial, evidential and historical requirements. Capture & Control of Records All records created and received in the course of Shire of Quairading’s business are to be captured at the point of creation, regardless of format, with required metadata, into appropriate record keeping and business systems that are managed in accordance with sound record keeping principles. Security & Protection of Records All Records are to be categorised as to their level of sensitivity and adequately secured and protected from violation, unauthorised access or destruction, and kept in accordance with necessary retrieval, preservation and storage requirements.

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Access to Records Access to the Shire of Quairading’s records by staff and contractors will be in accordance with designated access and security classifications. Access to the Shire of Quairading’s records by the general public will be in accordance with the Freedom of Information Act 1992 and Local Government Act 1995. All such requests to be administered by the Chief Executive Officer or person designated to act in this position. Access to the Shire of Quairading’s records by elected members will be via the Chief Executive Officer in accordance with the Local Government Act 1995. Appraisal, Retention & Disposal or Records All records kept by the Shire of Quairading will be retained and disposed of in accordance with the General Disposal Authority for Local Government Records, produced by the State Records Office of WA.

GUIDELINES

State Records Act 2000; Freedom of Information Act 1992; and Local Government Act 1995 – Section 5.41(h)

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Page 172 of 261 SHIRE OF QUAIRADING POLICY ORG.2 LEAVE MANAGMENT POLICY

LEAVE MANAGMENT POLICY

Document Status Reviewed

Local Government (Long Service Leave) Regulations National Employment Standards Statutory Environment Local Government Industry Award 2010 Fair Work Act 2009.

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 24 November 2016 89-16/17 02 CEO Policy Review Project 5/12/2018

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Page 173 of 261 SHIRE OF QUAIRADING POLICY ORG.2 LEAVE MANAGMENT POLICY

PURPOSE

The purpose of this Policy is to provide a consistent application of the Leave Provisions in the Local Government Industry Award by: -  Facilitating consistency throughout the Shire of Quairading in administering the leave provisions for employees.  Provide Management with direction to effectively manage the annual and long service leave entitlements of employees.  Encouraging Employees to take leave by reinforcing the positive benefits of taking leave when it becomes due.

OBJECTIVE

To ensure Employees are familiar with the process for accessing their leave accruals in accordance with the National Employment Standards and the provisions of the Local Government Industry Award.

POLICY & PROCEDURE

This Policy applies to all Employees who are employed on a full time or part time basis, but does not apply to employees employed on a casual basis (apart from long service leave which does apply to casuals).  Employees are entitled to annual and long service leave consistent with the provisions of the National Employment Standards and the Local Government Industry Award: - o Full Time Employees are entitled to four weeks leave per annum o Part Time Employees accrue annual leave on a pro rata basis o Annual leave accrues progressively and accumulates from year to year o The entitlement is 13 weeks of long service leave for every ten years of continuous service (for a Full time Employee) Part Time and Casual Employees long service leave is based on the hours they hours they have worked in the 12 months prior to their Anniversary date.  All employees are required to take long service leave within one year from the date in which it is accrued, subject to any approval of deferred long service leave by the CEO.  In the case of the CEO, Council is to consider an Application for the deferral of long service leave. 1. Approvals and Obligations  Leave applications forms are required to be completed and submitted for approval to the relevant Manager/Supervisor.  Leave applications may be considered in the context of needs of the employee, operational requirements and the Team Leave Roster (in particular, if there are multiple employees seeking leave).  Managers are required to consider how the duties and responsibilities of the position are to be delivered in the absence of the employee on leave.  After approval by the Chief Executive Officer, leave forms are forwarded to the Senior Finance Officer for processing.  It is the obligation of individual employees, in conjunction with their Manager/Supervisor, to determine whether there is a need to communicate their impending absence to other employees.  As a general rule, Managers should advise all employees of the absence and what acting arrangements, if any, have been put in place during the period of leave.

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Page 174 of 261 SHIRE OF QUAIRADING POLICY ORG.2 LEAVE MANAGMENT POLICY

Where coverage is not possible to accommodate all leave applications submitted, it is the responsibility of the Manager and the Chief Executive Officer to consult the affected employees regarding the situation to enable a resolution to be achieved. 2. Taking of Leave The Manager or Supervisor is required to manage the taking of leave and maintain a leave roster ensuring that adequate coverage of functions is maintained.

 Council and Chief Executive Officer as the Employer, will endeavour to approve leave applications to meet the convenience of the employee, however the operational needs of the Local Government must be considered.  Leave application forms should be signed by the applicant and signed by the responsible Manager and Final Sign Off by the Chief Executive Officer. All leave application forms need to be forwarded to the Senior Finance Officer for action.  Where an employee requires a period of personal leave, such as for injury or illness while on annual leave they may apply to have the leave reversed in line with the Notice and Evidence requirements set out in the Fair Work Act 2009 (Cth) (which requires a Doctor’s Certificate stating the Employee is unfit to perform their usual duties) 3. Leave Rosters  Executive Staff are required to develop and maintain leave rosters that identify proposed relief/coverage arrangements for all employees within their area of responsibility.  Where Relief is required, this is to be negotiated by the relevant Manager with the Chief Executive Officer and recruitment to be undertaken by the Administration.  To encourage effective workforce planning, teams are to monitor the leave roster to ensure that sufficient employees are available to cover for peak workload periods and Holiday Periods.  Supervisors should regularly monitor the leave taken to ensure that the total accrued leave does not exceed this policy. 4. Excess Leave NES Standards for Excessive Accruals and Annual Leave are: -

 An Employee has an excess leave accrual if the employee has accrued more than 8 week’s paid annual leave

 Annual leave is taken by agreement, but the employer may not unreasonably refuse an employee’s request to take annual leave.  Provided 4 weeks’ Notice is given, a Local Government may require an Employee to Take Annual Leave: -  As part of a close–down of its operation (such as over the Christmas/ New Year period)  Where more than 8 week’s leave is accrued provided the employee retains a balance of at least 6 weeks  Employees should be informed that under the provisions of the Local Government (Long Service Leave) Regulations (please see below for more detail): “Where the commencement of long service leave has been postponed to meet the convenience of the employee beyond a period of six months, the rate of payment for or in lieu of that leave shall be at the rate applicable to the employee for ordinary time (excluding allowances) at the end of the period of 6 months unless otherwise agreed in writing between the Local Government and employee.”

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Page 175 of 261 SHIRE OF QUAIRADING POLICY ORG.2 LEAVE MANAGMENT POLICY

5. Cashing out of Annual Leave  An employee may request to cash out up to 2 weeks’ annual leave every 12 months, as long as they maintain a balance of 4 weeks annual leave. 6. Deferral of Long Service Leave  Within six months of long service leave becoming due, Managers/Supervisor are to be advised by the Chief Executive Officer and the Senior Finance Officer of employees within their team who have not cleared long service leave for that year, if the entitlement has become due.  Employees are required to formally seek approval from the Chief Executive Officer to defer long service leave. This deferral request is to be in writing and clearly identify the amount of leave accrued, at what date it will be cleared and why it has not been cleared.  Where the commencement of long service leave has been postponed to meet the convenience of the employee beyond a period of six months, the rate of payment for or in lieu of that leave is to be at the ordinary time rate payable to the employee (excluding allowances) at the end of the period of six months unless otherwise agreed in writing between the Shire of Quairading and the employee. 7. Variation to Policy This policy may be cancelled or varied from time to time at the discretion of Council. All of the Shire of Quairading’s employees are to be notified of any variation to this policy in writing.

GUIDELINES

Local Government (Long Service Leave) Regulations National Employment Standards Local Government Industry Award 2010 Fair Work Act 2009.

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Page 176 of 261 SHIRE OF QUAIRADING POLICY ORG.3 RISK MANAGEMENT POLICY.docx

RISK MANAGEMENT POLICY

Document Status Reviewed

Local Government Act 1995 Statutory Environment Local Government Audit Regulation

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 29 November 2014 100-14/15 New Policy Graeme Fardon/ LGIS 02 Policy Review Project 5/12/2018 Consultant

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Page 177 of 261 SHIRE OF QUAIRADING POLICY ORG.3 RISK MANAGEMENT POLICY.docx

PURPOSE

The Shire of Quairading (“the Shire”) Risk Management Policy documents the commitment and objectives regarding managing uncertainty that may impact the Shire’s strategies, goals or objectives.

RISK MANAGEMENT OBJECTIVES

 Optimise the achievement of Council’s vision, experiences, strategies, goals and objectives.  Provide transparent and formal oversight of the risk and control environment to enable effective decision making.  Enhance risk versus return within our risk appetite.  Embed appropriate and effective controls to mitigate risk.  Achieve effective corporate governance and adherence to relevant statutory, regulatory and compliance obligations.  Enhance organisational resilience.  Identify and provide for the continuity of critical operations.

POLICY

It is the Shire’s Policy to achieve best practice (aligned with ISO 31000:2018 Risk Management- Guidelines), in the management of all risks that may affect the Shire, its customers, employees, assets, functions, objectives, operations or members of the public. Risk Management is to form part of the Strategic, Operational, Project and Line Management responsibilities and where possible, be incorporated within the Shire’s Integrated Planning Framework. The Senior Management Team are to communicate the Risk Management Policy, Objectives and Procedures, as well as direct and monitor Implementation, Practice and Monitoring performance. Every Employee, Elected Member, Volunteer and Contractor with the Shire is recognised as having a role in risk management. Risk Appetite Council defines its risk appetite through the development and endorsement of the Shire’s Risk Assessment and Acceptance Criteria. The criteria are included within the Risk Management Procedures and are subject to ongoing review by Council in conjunction with this Policy. All organisational risks reported at a corporate level are to be assessed according to the Shire’s Risk Assessment and Acceptance Criteria to allow consistency and informed decision making. For operational requirements such as projects or to satisfy external stakeholder requirements, alternative risk assessment criteria may be utilised, however these cannot exceed the organisation’s appetite and are to be noted within the individual risk assessment and approved by a member of the Senior Management Team. Roles, Responsibilities & Accountabilities Council’s role is to -  Review and approve the Shire’s Risk Management Policy and Risk Assessment & Acceptance Criteria. (Appendix A)  Assist and Support Council’s External Auditors to enable them to report on Council’s Annual Financial Statements.  Establish and maintain an Audit Committee in terms of the Local Government Act. The CEO is responsible for the allocation of roles, responsibilities and accountabilities. These are documented in the Risk Management Procedures (Operational Document).

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Monitor & Review The CEO is to implement and integrate a Monitor and Review process to report on the achievement of the Risk Management Objectives, the management of individual risks and the ongoing identification of issues and trends. The Executive Management Team are responsible for the ongoing monitoring and review of the Risk Management Procedures and Outcomes. This policy is to be formally reviewed by Council annually as part of Council’s overall Policy Review.

GUIDELINES

Appendix A - Risk Assessment & Acceptance Criteria

Definitions from ISO 31000:2018(E) Risk: Effect of uncertainty on objectives. An effect is a deviation from the expected – positive or negative. Objectives can have different aspects (such as financial, health and safety and environmental goals) and can apply at different levels (such as strategic, organisational, project, product or process). Risk Management: Coordinated activities to direct and control an organisation with regard to risk. Risk Management Process: Systematic application of policies, procedures and practices to the activities of communicating and consulting, establishing the context, and assessing, treating, monitoring, reviewing, recording and reporting risk.

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Appendix A – Risk Assessment and Acceptance Criteria MEASURES OF CONSEQUENCE

PROPERTY INTERRUPTION TO REPUTATION NATURAL FINANCIAL Project Project RATING COMPLIANCE (Plant, Equipment, PEOPLE SERVICE (Social / Community) ENVIRONMENT IMPACT Buildings) TIME COST

Contained, Exceeds Unsubstantiated, No noticeable Exceeds Insignificant No material service Inconsequential reversible impact Less than deadline by Near-Miss localised low impact on regulatory or project budget (1) interruption damage. managed by on $1,000 10% of project community trust, low statutory impact by 10% Less than 1 hour profile or no media item. site response timeline

Short term Contained, Exceeds temporary Substantiated, localised Localised damage Exceeds Minor First Aid Some temporary reversible impact $1,000 to deadline by interruption – impact on community rectified by routine project budget (2) Treatment non compliances managed by 10,000 15% of project backlog cleared < 1 trust or low media item internal procedures by 15% internal response timeline day

Medical Medium term Substantiated, public Short term non- Contained, Exceeds treatment / temporary embarrassment, compliance but Localised damage Exceeds Moderate reversible impact $10,001 to deadline by Lost time interruption – moderate impact on with significant requiring external project budget (3) managed by $100,000 20% of project injury backlog cleared by community trust or regulatory resources to rectify by 20% external agencies timeline <30 Days additional resources moderate media profile requirements < 1 week imposed Prolonged Substantiated, public Non-compliance Uncontained, Lost time interruption of embarrassment, results in Significant damage reversible impact Exceeds injury services – additional Exceeds Major widespread high impact termination of requiring internal & managed by a $100 000 to deadline by >30 Days / resources; project budget (4) on community trust, services or external resources to coordinated $500,000 25% of project temporary performance by 25% high media profile, third imposed penalties rectify response from timeline disability affected party actions to Shire/Officers external agencies < 1 month Substantiated, public Non-compliance Indeterminate embarrassment, results in litigation, Extensive damage prolonged Exceeds Fatality, widespread loss of criminal charges requiring prolonged Exceeds Extreme interruption of Uncontained, deadline by permanent community trust, high or significant period of restitution. >$500,000 project budget (5) services irreversible impact 30% of project disability widespread multiple damages or Complete loss of by 30% non- performance timeline media profile, third party penalties to plant, equipment & > 1 month actions Shire/Officers building

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MEASURES OF LIKELIHOOD

Level Rating Description Frequency 5 Almost Certain The event is expected to occur in most circumstances More than once per year 4 Likely The event will probably occur in most circumstances At least once per year 3 Possible The event should occur at some time At least once in 3 years 2 Unlikely The event could occur at some time At least once in 10 years 1 Rare The event may only occur in exceptional circumstances Less than once in 15 years

RISK MATRIX

Consequence Insignificant Minor Moderate Major Extreme Likelihood 1 2 3 4 5

Almost Certain 5 Moderate (5) High (10) High (15) Extreme (20) Extreme (25)

Likely 4 Low (4) Moderate (8) High (12) High (16) Extreme (20)

Possible 3 Low (3) Moderate (6) Moderate (9) High (12) High (15)

Unlikely 2 Low (2) Low (4) Moderate (6) Moderate (8) High (10)

Rare 1 Low (1) Low (2) Low (3) Low (4) Moderate (5)

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RISK ACCEPTANCE

Risk Rank Description Criteria Responsibility LOW Risk acceptable with adequate controls, managed by routine procedures and Acceptable Operational Manager (1-4) subject to annual monitoring MEDIUM Risk acceptable with adequate controls, managed by specific procedures and Monitor Operational Manager (5-9) subject to semi-annual monitoring HIGH Urgent Attention Risk acceptable with excellent controls, managed by senior management / Senior Management (10-16) Required executive and subject to monthly monitoring Team / CEO Risk only acceptable with excellent controls and all treatment plans to be explored EXTREME Unacceptable and implemented where possible, managed by highest level of authority and CEO & Council (17-25) subject to continuous monitoring

EXISTING CONTROLS RATINGS

Rating Foreseeable Description There is little scope for improvement. (More Processes (Controls) operating as intended and / or aligned to Effective than what a reasonable person would expect Policies & Procedures; are subject to ongoing maintenance and in these circumstances) monitoring and are being continuously reviewed and tested. There is some scope for improvement. (What Whilst some inadequacies have been identified; Processes Adequate a reasonable person would expect in these (Controls) are in place, are being addressed / complied with and circumstances) are subject to periodic review and testing. A need for corrective and / or improvement Processes (Controls) not operating as intended, do not exist, or Inadequate actions exist. (Less than what a reasonable are not being addressed / complied with, or have not been person would expect in these circumstances) reviewed or tested for some time.

Page 182 of 261 SHIRE OF QUAIRADING POLICY ORG.4 OCCUPATIONAL HEALTH AND SAFETY POLICY.docx

OCCUPATIONAL HEALTH AND SAFETY POLICY

Document Status Reviewed

Occupational Health and Safety Act 1984 Statutory Environment Occupational Safety and Health Regulations 1996

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 30 March 2016 159-15/16 Adopted 02 Graeme Fardon 30 March 2017 153-16/17 Adopted 03 OHS Committee Policy Review Project 20/09/2018 04 A&R Committee Revised 12/12/2018

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Page 183 of 261 SHIRE OF QUAIRADING POLICY ORG.4 OCCUPATIONAL HEALTH AND SAFETY POLICY.docx

PURPOSE

The Shire of Quairading is commitment to continuously improve the occupational safety and health standards within the workplace, its safety and health management systems and to reduce hazards and the risks of incidents in the workplace that may harm others.

OBJECTIVE

The Shire of Quairading is committed to managing occupational safety and health including the development and implementation of an Occupational Safety and Health Management System that complies with or exceeds legislative requirements including the Act, Regulations, Codes of Practice, Guidance Notes and Australian Standards. The Shire aims to meet their objectives by: i. Providing and maintaining workplaces, plant, and systems of work such that, so far as is reasonably practicable, employees are not exposed to hazards” to “Providing and maintaining workplaces, plant, and systems of work such that, so far as is reasonably practicable, exposure to hazards is minimised; ii. Providing such information, instruction, and training to, and supervision of, employees to enable them to perform their work so they are not exposed to hazards” to Providing such information, instruction, and training to, and supervision of, employees to enable them to perform their work so that hazards exposure is minimised; iii. Consulting and cooperating with Safety and Health Representatives and other employees at the workplace regarding occupational safety and health issues; iv. Providing employees with personal protective clothing and equipment to assist protect them against those hazards; Employees, including contractors, volunteers and work experience students are obligated to meet their duty of care by: i. Taking care for his or her own safety and health and avoid adversely affecting the safety or health of any other person; ii. Complying with safety and health instructions given by the employer, including the direction to wear personal protective clothing or equipment; iii. Reporting and assisting in the control of hazards, accidents (injuries) and incidents (near misses) in the workplace. A safe and efficient place of work is our goal, and we must all be committed to reach this outcome.

POLICY

The Shire of Quairading is to ensure that all levels of employees, including senior management, employees, contractors, volunteers and work experience students understand their roles and responsibilities in accordance with legislative requirements.

GUIDELINES

Occupational Health and Safety Act 1984 Occupational Safety and Health Regulations 1996

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Page 184 of 261 SHIRE OF QUAIRADING POLICY COM.1 STALL HOLDERS IN PUBLIC PLACES POLICY.docx

STALL HOLDERS IN PUBLIC PLACES POLICY

Document Status Reviewed

Shire of Quairading – Activities in Thoroughfares and Statutory Environment Trading in Thoroughfares and Public Places Local Law 2016

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 27 July 2017 14-17/18 New Policy 02 Graeme Fardon Policy Review Project 5/12/2018

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Page 185 of 261 SHIRE OF QUAIRADING POLICY COM.1 STALL HOLDERS IN PUBLIC PLACES POLICY.docx

PURPOSE

This Policy is to be used to set Standard Conditions of Approval for permits for Stall Holders, sale of goods, and promotional displays conducted in a Public Place issued in accordance with the Shire of Quairading Local Law relating to Trading in Thoroughfares and Public Place - Part 6. It also identifies areas within the Shire of Quairading where trading is permitted in accordance with Permit conditions.

OBJECTIVE

1. This policy is to provide the Shire with a consistent framework for the approval and issue of permits for the conduct of Street Stalls. 2. To provide transparency to applicants and the community about what conditions are imposed on trading permits. 3. To encourage opportunities and guidance for Stall Holders within the Shire of Quairading.

POLICY

The Council supports the conduct of Street Stalls by Local Community Groups and Volunteer Organisations (i.e. not paid Collectors or for Profit). Approval for such groups must be upon submission of a request to the Shire and any conditions are to be placed upon the request at approval. The above Community Groups are exempt from any requirement to pay a permit fee. Any application by any other type of Group or Organisation must be by application to Council and are subject to the payment of the Permit Fee.

GUIDELINES

Shire of Quairading Local Law relating to Trading in Thoroughfares and Public Place - Part 6. Annexure A – Conditions

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Annexure A – Conditions Location This is to ensure any activities in public places occur at locations appropriate for public safety and access, including applicant's safety and that activities do not adversely impact on the amenity of the area or conflict with the Shire’s permanent retail business. In general, Street Stalls are permitted only in those particular public places applied for and specifically approved. General Guidance on location approval: - Local Community Groups to utilise the area in the main Shopping Precinct adjacent the Quairading Farmers’ Co-operative Building and utilising the Community Street Stall Stand. Non-Local Stall Holders (i.e. Permit Holders) to be located on either the Western and Eastern end of the Quairading Farmers’ Co-operative (Co-op) Building and at the Co-op Laneway Area. Trading hours Street Stalls are to operate within business trading hours. Fixtures/barriers Fixtures must not be placed where they present a barrier and subsequent danger to pedestrians crossing the street or using the footpath or kerbside usage by motorists. Waste All waste generated by the Stall Holder including customer’s discarded food and packaging must be removed from the site by the Stall Holder or in a Shire waste bin (in locations where provided). Stall Holders must ensure the area around their position is kept clear of rubbish and refuse at all times. Cancellation Following receipt of a complaint or observation of a breach of a permit, Shire officers will investigate the matter. Enforcement action includes contacting the permit holder to resolve the Matter. Failure to resolve the matter to Council’s satisfaction may lead to cancellation of the Permit.

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Page 187 of 261 SHIRE OF QUAIRADING POLICY COM.2 JUNIOR SPORTS ALCOHOL MANAGEMENT POLICY.docx

JUNIOR SPORTS ALCOHOL POLICY

Document Status Reviewed

Statutory Environment Liquor Licensing Act 1988

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 29 November 2009 137-09/10 New Policy 02 Graeme Fardon Policy Review Project 26/11/2018

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PURPOSE

This policy outlines the Shire’s position for a balanced and responsible approach to forego the service, supply, consumption and promotion of alcohol at junior club games, special events, functions and other junior club-related activities. It represents the Shire’s commitment to the Quairading Sports Clubs members, volunteers and visitors, acknowledging the role that sporting clubs and associations play in building strong and healthy communities.

OBJECTIVE

This policy is to ensure that clubs: • Meet their duty of care in relation to the health and safety of our junior members, volunteers and visitors who attend any junior club games, special events, functions and other junior activities where alcohol may be consumed. • Understands the risks associated with alcohol misuse and our role in minimising this risk. • Comply with all Liquor Licencing Laws and Councils Local Government Property Local Law 2016.

POLICY

No alcohol will be served at Quairading Sports Clubs underage programmes. Alcohol is not to be consumed prior to or during any junior sports, training, coaching or competitions, by the Club Officials, juniors, parents or spectators. An exception may be made for the Club Windups where the bar will not open until the completion of the Clubs presentations. Alcohol will be served in accordance with the requirements set out in the Liquor Licensing Act 1988. This includes no alcohol being served to patrons under the age of 18 years or to intoxicated patrons. (Excessive and /or rapid consumption of alcohol will be discouraged.) Alcohol will not be used for prizes or awards.

GUIDELINES

Liquor Licensing Act 1988 Local Government Property Local Law 2016.

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Page 189 of 261 SHIRE OF QUAIRADING POLICY ORG.6 RECOGNITION OF SERVICE POLICY

RECOGNITION OF SERVICE POLICY

Document Status New Policy

Statutory Environment Local Government Act 1995 Section 5.50

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

New Policy on advice from 01 Graeme Fardon WALGA – Section 5.50 LG Act

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Page 190 of 261 SHIRE OF QUAIRADING POLICY ORG.6 RECOGNITION OF SERVICE POLICY

PURPOSE

This policy has been prepared to enable the Shire to recognise employees with long service, and satisfy the provisions of Section 5.50 of the Local Government Act 1995.

OBJECTIVE

To ensure all Local Government staff are familiar with the legislative requirements regarding gratuities and for presenting the formal recognition of satisfactory and extended service by Local Government employees.

POLICY

The Shire may recognise long serving employees with more than 10 years of service during their employment and on their resignation or retirement from the Shire. Pursuant to s. 5.50 of the Act, this gratuity policy outlines that there are to be no Monetary Gratuity Payments made to an employee.

GUIDELINES

Local Government Act 1995 s5.50, Annexure A – Eligibility to Gratuity Payments and Presentations

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Annexure A – Eligibility to Gratuity Payments and Presentations It is the Policy position of Council that when an employee’s services are ceasing with the Local Government for any of the reasons identified below, the employee will be entitled to Recognition of the Officer’s Service as outlined within this policy based on the completed years of service:  Resignation (not as a result of any performance management or investigation being conducted by the Local Government);  Retirement; or  Redundancy. On Resignation or Retirement Ex-Gratia Cash payments, in recognition of extensive or exemplary service, shall not be made to a staff member upon their termination of employment from the Shire, whether as a result of retirement or resignation or redundancy. This policy does not apply to an employee who has been dismissed by the Local Government for any reason other than redundancy. The Shire may recognise employees with over 10 years continuous service on resignation, retirement or redundancy by way of a Sundowner or other suitable Function. The Officer will be provided with a framed Certificate of Appreciation indicating the Years of Service. The cost of holding such a Function is to be contained within the “Functions and Catering/Refreshments” Cost Centre Budget and arranged by the CEO in conjunction with the Shire President. Determining Service For the purpose of this policy, continuous service shall include: a) Any period of absence from duty of annual leave, long service leave, accrued paid bereavement leave, accrued paid personal leave and public holidays. b) Any period of authorised paid absence from duty necessitated by sickness of or injury to the employee but only to the extent of three months in each calendar year but not including leave without pay or parental leave. c) Any period of absence that has been supported by an approved workers compensation claim up to a maximum absence of one year. For the purpose of this policy, continuous service shall not include: a) Any period of unauthorised absence from duty unless the Local Government determines otherwise. b) Any period of unpaid leave unless the Local Government determines otherwise. c) Any period of absence from duty on Parental Leave unless the Local Government determines otherwise. Payments/Presentation in addition to this Policy The Local Government agrees not to make any Payment or Presentation in addition to that contained within this policy until the Policy has been amended to reflect the varied amount and caused local public notification to be given in relation to the variation pursuant to Section 5.50 of the Local Government Act. Variation to Policy This policy may be varied or cancelled from time to time by Council. Council is committed to taking reasonable action to ensure that any variation or cancellation to this policy is notified to all employees prior to the variation taking effect, including (but not limited to) notifying all employees via normal correspondence of the variation including the proposed reasons for such variation.

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ITEM 10 STANDING ITEMS – RISK MANAGEMENT REPORTS AND ISSUES

Audit & Risk Committee - Terms of Reference 7.1, 7.3 10.1 Report on Excess Annual Leave and Long Service Leave

Meeting Date 11th December 2018 Responsible Officer Nathan Gilfellon Reporting Officer Jenna Bavin Attachments Nil Owner/Applicant Shire of Quairading Disclosure of Interest Nil

MATTER FOR CONSIDERATION Report on Excess Annual Leave and Long Service Leave Entitlements and Leave Liabilities. BACKGROUND Since 2017, Council has requested that excess Annual Leave and Long Service Leave be reported to the Audit and Risk Committee (previously the Finance and Audit Committee or Council). STATUTORY ENVIRONMENT Local Government Act 1995 Local Government (Long Service Leave Regulations) Local Government Industry Award 2010 Excess Leave is defined as per the Industry Award: - “An Employee has an excess leave accrual if the employee has accrued more than 8 week’s paid annual leave” POLICY IMPLICATIONS Current Policy: Leave Management – Annual and Long Service Leave Policy (to be reviewed under Council’s Adopted Policy Framework) FINANCIAL IMPLICATIONS Annual and Long Service Leave Reserves Fund Current Leave are Accruals in the Annual Budget but any prior entitlements taken by Staff can be funded from the Annual and Long Service Leave Reserve Fund. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability COMMUNITY CONSULTATION N/A

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RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating is considered as Medium Risk. Financial exposure if Leave accrual are not monitored and managed. Health – Risk Matrix Rating is considered as Low Risk. Reputation – Risk Matrix Rating is considered as Low Risk. Operation – Risk Matrix Rating considered Low Risk. Natural Environment – Risk Matrix Rating is considered as Low Risk. EXECUTIVE SUMMARY/COMMENT This report has been prepared to inform the Audit and Risk Committee of the current leave liabilities and of any employees who have excess leave and the steps taken to reduce these liabilities. In September 2018, one employee had reached their 10-year anniversary to take long service leave. The staff member has not notified Council of their intention to take their Leave and in accordance with the Leave Policy has been written to requesting they make their intentions known. The employee who had excess annual leave took leave recently to reduce their liability to below the threshold, and will be taking majority of their leave in February 2019 to further reduce their liability. No further Employees have reached excess Leave Liabilities. LSL Hours LSL $ AL Hours AL $ July 3,696 147,281 4,165 153,719 August 3,696 148,420 3,984 150,760 September 4,113 164,099 4,093 184,068 October 3,588 135,714 3,294 129,947 November 3,478 135,647 3,273 134,268

Accumulated Hours of Leave

5000.00

4000.00

3000.00

2000.00 LSL Hours A/L Hours 1000.00

0.00

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Outstanding Accumulated Dollar Value of Leave $200,000.00 $180,000.00 $160,000.00 $140,000.00 $120,000.00 $100,000.00 $80,000.00 LSL $ $60,000.00 A/L $ $40,000.00 $20,000.00 $-

OFFICER RECOMMENDATION RESOLUTION: AR9-18/19 MOVED Cr Stacey SECONDED Cr Smith That the Audit and Risk Committee Recommend to Council that: - Council receive the report on the Shire’s Leave Liabilities. CARRIED 6/0

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ITEM 11 STANDING ITEMS – OTHER

Audit & Risk Committee - Terms of Reference 9.2

11.2 Review of Committee Performance, Membership and Terms of Reference

Meeting Date 11th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon 11.2.1 Audit and Risk Committee - Terms of Reference (Current) Attachments 11.2.2 Audit and Risk Committee - Terms of Reference (Proposed) Owner/Applicant Audit and Risk Committee Disclosure of Interest Nil.

MATTER FOR CONSIDERATION 1. Committee to conduct an Annual Committee Performance Review 2. Review of Membership and Terms of Reference for 2019. BACKGROUND Council established the two Standing Committee’s in October 2018 Council determined when establishing the two Standing Committee’s that at least once per year, Committee review its own performance, membership and Terms of Reference to ensure it is operating at a maximum effectiveness and recommend changes it considers necessary to Council for approval. As this is the last Ordinary Meeting of the Audit and Risk Committee in 2018, it is appropriate to conduct a review of the Committee and to review the Terms of Reference for the next 12-month period. STATUTORY ENVIRONMENT Local Government Act 1960 Section 5.8 Authority for Council to establish a Committee Local Government (Administration) Regulations 1996 Conduct of Council Meetings and Committee Meetings – including Calling of meetings. POLICY IMPLICATIONS Committee’s Current Terms of Reference adopted by Council on 30th November 2017. The Terms of Reference have been reviewed by the CEO and Executive Officer and is submitted for Committee consideration and Recommendation to Council. FINANCIAL IMPLICATIONS Nil

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STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1.1 Continual improvement in IPR, transparency and accountability G4 Sound Organisation G4.3 Ensure optimum organisational capacity and efficiency

COMMUNITY CONSULTATION N/A RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating is considered as Low Risk. Health – Risk Matrix Rating is considered as Low Risk. Reputation – Risk Matrix Rating is considered as Low Risk. Risk is mitigated through having a Structured and orderly Management of Council’s Committees. Operation – Risk Matrix Rating considered Low Risk. Committee Structure normal part of Council’s Governance Model. Natural Environment – Risk Matrix Rating is considered as Low Risk. COMMENT/ EXECUTIVE SUMMARY  Committee established by Council in October 2017 for a 2-year term coinciding with the Election Cycle.  All Councillors are Members of the Audit and Risk Committee.  Committee to Review its Performance in the first Year of its Operation.  Draft of Reviewed Terms of Reference to be considered by Committee before Recommendation to Council. OFFICER RECOMMENDATION RESOLUTION: AR10-18/19 MOVED Cr Smith SECONDED Cr Brown That the Risk and Audit Committee Recommend to Council that: - Council adopt the Reviewed Audit and Risk Committee Terms of Reference with the following amendments: - MEMBERSHIP: Remove point “1.4 The agenda and minutes of the Audit and Risk Committee meetings, subject to any items that are discussed in confidence under section 5.22 of the Act and subsequently retained as confidential under Section 5.23 of the Act, are also required to be made available to the public.” That the words “Audit & Risk Committee” be replaced with “Committee” . CARRIED 6/0

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AUDIT & RISK COMMITTEE TERMS OF REFERENCE

Document Status Reviewed

Local Government Act 1995, Local Government Statutory Environment (Audit) Regulations 1996, Local Government (Financial Management) Regulations 1996

Record of Policy Review Version Author Council Adoption Resolution Reason for Review Review Date

01 Graeme Fardon 26 October 2017 72-17/18 New Policy 02 Graeme Fardon 30 November 2017 98-17/18 Revised 03 Graeme Fardon Annual Review 4/12/2018 04 A&R Committee Revised 12/12/2018

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Page 198 of 261 SHIRE OF QUAIRADING POLICY GOV.5 AUDIT & RISK COMMITTEE - TERMS OF REFERENCE.docx

PURPOSE

To ensure that the audit of Council’s financial and statutory functions have been undertaken in accordance with the provisions of the Local Government Act 1995 and associated Regulations. The Committee will also undertake a Risk Management function to ensure adequate statutory compliance and best practice mitigation is occurring.

OBJECTIVE

The objective of the Committee is to assist Council in providing a transparent and independent process in its audit, risk and governance management to ensure accountability to the community in the governance and compliance framework and its financial and risk management responsibilities.

POLICY

The Audit & Risk Committee (the “Committee”) is a formally appointed Committee of the Shire of Quairading, pursuant to a number of specific pieces of legislation. These include: - The Local Government Act 1995, The Local Government (Audit) Regulations 1996, the Local Government (Financial Management) Regulations 1996. The Local Government Act 1995, Section 7 deals specifically with the audit and process. The Committee does not have executive powers or authority to implement actions in areas where Management has the responsibility and does not have any delegated financial responsibility. The Committee does not have any management functions and is therefore independent from management. The Committee’s role is to report to Council and provide appropriate advice and recommendations on matters relevant to its Terms of Reference in order to facilitate decision making by the Committee and Council in relation to the discharge of its responsibilities. 1. MEMBERSHIP 1.1 Members of the Committee are appointed by Council. The Committee is to consist of all Elected Members. The Elected Members are to vote and elect the Chairperson. 1.2 Only members of the Committee are entitled to vote in Committee meetings. Unless otherwise required by the Act not to vote, each member has to vote on every matter that is before the Committee for decision. 1.3 The Chief Executive Officer, Senior Management and other Administration Staff may attend any meeting as observers or be responsible for preparing papers for the Committee. 1.4 The Councils External auditors may be invited to attend meetings of the Committee. 1.5 Appointment of all members of the Committee will be for a term of two (2) years at the commencement of each Council term after a Council Election 1.6 Committee members are paid meeting attendance fees in accordance with the requirements of the Local Government Act.

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2. SECRETARIAL/ADMINISTRATIVE RESOURCES 2.1 The Chief Executive Officer is required to provide sufficient administrative resources to the Audit and Risk Committee to enable it to adequately carry out its functions. 3. QUORUM 3.1 The quorum necessary for the transaction of business shall be five (5) members of the Audit and Risk Committee. 4. FREQUENCY OF MEETINGS 4.1 The Committee may meet at least quarterly at a minimum or as determined by the Committee. 4.2 A schedule of meetings is to be developed for the Year and agreed by the members of the Committee. 4.3 The Chief Executive Officer is delegated the authority to vary the meeting schedule after liaison with the Committee Chairperson. 4.4 The Chief Executive Officer is delegated not to call an ordinary meeting of the Committee should the Committee have no Matters for Consideration. Such Delegation to only be exercised after liaison with the Committee Chairperson. 5. NOTICE OF MEETINGS 5.1 Ordinary meetings of the Committee may be held at times determined by Council. 5.2 A Special Meeting of the Committee may be called with the approval of all the Committee members. 5.3 The Agenda of the Committee meetings, subject to any items that are discussed in confidence under Sections 5.22 and 5.23 of the Act and subsequently retained as confidential under Section 5.23 of the Act, are also required to be made available to the public. 5.4 The Notice of Meeting and Supporting Papers is to be lodged in the Document Centre on the Quairading Website no later than three (3) clear days prior to the date of the Meeting. 6. MINUTES OF MEETINGS 6.1 The Minutes of the Committee Meetings are to be in accordance with the provisions of the LG Act, LG Regulations and Departmental Guidelines. 6.2 Minutes of the Committee are to be lodged in the Document Centre on the Quairading Website within five (5) working days after a meeting. 7. ROLES OF THE AUDIT COMMITTEE 7.1 Support Function The Committee will also support the auditor as required and have functions to oversee: -  the implementation of audit recommendations made by the auditor, which have been accepted by council; and  accepted recommendations arising from reviews of local government systems and procedures. 7.2 Financial Reporting The Committee is required to monitor the integrity of the financial statements of the Council, including its annual report, reviewing significant financial reporting issues and judgments which they contain. The Committee is required to review and challenge where necessary: -  The consistency of, and any changes to, accounting policies both on a year on year basis;  The methods used to account for significant or unusual transactions where different approaches are possible;

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 Whether the Council has followed appropriate accounting standards and made appropriate estimates and judgments, taking into account the views of the external auditors;  The clarity of disclosure in the Councils financial reports and the context in which statements are made; and  All material information presented with the financial statement such as the operating and financial review and any corporate governance statement (in so far as it relates to audit and risk management). 7.3 Internal Control & Risk Management Systems The Committee is required to: -  Keep under review the effectiveness of the Council’s internal controls and risk management systems;  Monitor and advise the CEO in the reviews of certain systems as prescribed from time to time by the Audit and Financial Management Regulations.  Review and recommend the approval, where appropriate, of statements to be included in the annual report concerning internal controls and risk management;  Receive and review reports from the Chief Executive Officer on the activities of the Strategic Risk Management Plan and the Operational Risk Management Plan. 7.4 Strategic Management Plans and Annual Business Plans The Committee is to propose and provide information relevant to a review of the Council Strategic Management Plans or Annual Business Plan. 7.5 Other Investigations The Committee, when necessary, propose and review the exercise of Council’s powers under the Act, in relation to the conduct of audits that would not otherwise be addressed or included as part of an annual external audit. 7.6 Internal Audit (a) The Committee is required to monitor and review the effectiveness of Council’s internal audit function in the context of the Council’s overall risk management system. The Audit and Risk Committee can consider and make recommendations on the program and the adequacy of resources accordance with the relevant professional and legislative requirements and standards. (b) The Committee may receive executive summary reports on all internal audits and review and monitor managements responsiveness to the findings and recommendations of any such internal audit. (c) The Committee may meet with Management and any internal auditors at least twice per year to discuss any issue arising from any internal audits carried out. (d) The Committee is required to monitor and review the selection process for the External Auditor and any internal auditor (if appointed). Appointment of any internal auditor is the responsibility of management. 7.7 External Audit (a) The Committee is required to monitor and review guidelines on the supply of non- audit services by the External Auditor, taking into account any relevant ethical guidance on the matter. (b) The Committee may consider, and make recommendations to the Council, in relation to the appointee, reappointment and removal of the Council External Auditor. The Committee is to oversee the selection process for a new External Auditor and if the External auditor resigns, the Committee endeavours to investigate the issues leading to the resignation and decide whether any action is required. (c) The Committee is required to oversee the relationship with the External Auditor, including, but not limited to: -

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Page 201 of 261 SHIRE OF QUAIRADING POLICY GOV.5 AUDIT & RISK COMMITTEE - TERMS OF REFERENCE.docx

 Recommending the approval of the external auditor’s remuneration, whether fees for audit or non- audit services, and recommending whether the level of fees is appropriate to enable an adequate audit to be conducted;  Recommending the approval of the external auditors terms of engagement, including any engagement letter issued at the commencement of each audit and the scope of the audit;  Assessing the external auditor’s independence and objectivity taking into account relevant professional and regulatory requirements and the extent of Councils relationship with the auditor; including the provision of any non-audit services;  Satisfying itself that there are no relationships (such as family, employment, investment, financial or business) between the external auditor and the Council (other than in the ordinary course of business);  Monitoring the external auditor’s compliance with legislative requirements in the rotation of audit partner’s and  Assessing the external auditor’s qualifications, expertise and resources and the effectiveness of the audit process;  Oversee the transition of the Audit Function to the Office of the Auditor General. (d) The Committee may review and make recommendation to the Annual Audit Plan and ensure that it is consistent with the scope of the engagement and relevant legislation and standards. (e) The Committee is to review the findings of the External Audit. This may include, but not be limited to, the following: -  Discussion of any major issues which arose during the audit;  Any accounting and audit judgments; and  Levels of errors identified during the audit. (f) The Committee is to review any representation letter(s) requested by the External Auditor before they are signed by management. (g) The Committee is to review the report to the Chief Executive Officer and management’s response to the External auditor’s findings and recommendations. 7.8 CEO Performance Appraisal The Committee is also responsible for facilitating / arranging Chief Executive Officer’s Performance Review Process.

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8. REPORTING RESPONSIBILITIES 8.1 The minutes of the Committee are to be presented to the Council after every meeting to identify and present advice and recommendations. 9. OTHER MATTERS The Committee is to: - 9.1 Have access to, at the Councils expense, legal or other professional advice on any matter within its Terms of Reference. 9.2 Be provided with appropriate and timely training, both in the form of an induction program for new members and on an on-going basis for all members. 9.3 Give due consideration to laws and regulations of the Local Government Act 1995. 9.4 Oversee any investigation of activities which are within its Terms of Reference. 9.5 At least once per year, review its own performance, membership and Terms of Reference to ensure it is operating at a maximum effectiveness and recommend changes its considers necessary to the Council for approval.

GUIDELINES

Local Government Act 1995; Local Government (Audit) Regulations 1996; Local Government (Financial Management) Regulations 1996.

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11.3 Audit and Risk 2019 Meeting Dates

Meeting Date 11th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments Nil Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION Draft schedule of Meeting Dates for the Audit and Risk Committee Meetings for the 2019 Calendar year. BACKGROUND Council is required to set its meeting dates for the next Calendar year. Committee to determine its Meeting dates in line with Council Meeting Calendar for 2019. STATUTORY ENVIRONMENT Local Government Act 1995 Section 5.25(g) Local Government (Administration) Regulations 1996

12. Meetings, public notice of (Act s. 5.25(1)(g)) 1. (1) At least once each year a local government is to give local public notice of the dates on which and the time and place at which —

(a) the ordinary council meetings; and

(b) the committee meetings that are required under the Act to be open to members of the public or that are proposed to be open to members of the public,

2. are to be held in the next 12 months

Committee Meeting dates need only be advertised if the Committee has Delegated Authority from Council to make a decision on any matter. POLICY IMPLICATIONS Setting of Committee Meeting Dates - within Committee’s Terms of Reference. FINANCIAL IMPLICATIONS Nil. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1.1 Continual improvement in IPR, transparency and accountability G4 Sound Organisation G4.3 Ensure optimum organisational capacity and efficiency

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COMMUNITY CONSULTATION Nil – No Statutory Requirement to publicise the Committee Meeting dates RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating is considered as Low. Health – Risk Matrix Rating is considered as Low. Reputation – Risk Matrix Rating is considered as Low Risk. Operation – Risk Matrix Rating considered Low. Committee Meetings to be aligned with Council Meeting Calendar and considered normal Operations of Council and Management. Natural Environment – Risk Matrix Rating is considered as Low Risk. COMMENT/ EXECUTIVE SUMMARY  Committee to determine its Meeting Schedule for the next 12 Months.  As no Delegation Authority has been given by Council to Committees, statutory advertising of Committee Meeting dates is not required.  Meeting Schedule based on format of Committee and Council Meetings introduced in 2018.  Noting that the Committees may determine to hold additional Committee/Forums as and when required. OFFICER RECOMMENDATION RESOLUTION: AR11-18/19 MOVED Cr McGuinness SECONDED Cr McRae That the Risk and Audit Committee Recommend to Council that: - Council to support the following Committee Meeting schedule for 2019 to commence at 5 pm in the Council Chambers: March Tuesday, 12th June Tuesday, 11th September Tuesday, 10th December Tuesday, 10th CARRIED 6/0

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11.3 Use of Community Bus: Quairading District High School

Meeting Date 11th December 2018 Responsible Officer EMCS Nathan Gilfellon Reporting Officer EMCS Nathan Gilfellon Attachments 11.3.1 Letter – Use of Shire Community Bus Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

MATTER FOR CONSIDERATION This report is to consider the Letter received from the Quairading District High School and the future use of the Shire’s Community Bus. BACKGROUND Council adopted its fees and charges on the 31st of May 2018 for the 2018/19 financial year. These Fees and Charges listed the hire of the Community Bus as a fee per kilometre of $1.75 inclusive of GST. The Fees and Charges already allow a 600km per annum subsidy for the use of the Bus by the Quairading District High School. The Shire has received a letter (attached) from the Quairading District High School and the P&C dated the 19th of November 2018 requesting Council to review the Hire Fees for the Community Bus to either allow the Quairading District High School free use of the Community Bus or a significantly reduced fee. STATUTORY ENVIRONMENT Local Government Act 1995 6.16. Imposition of fees and charges 1) A local government may impose* and recover a fee or charge for any goods or service it provides or proposes to provide other than a service for which a service charge is imposed. *Absolute majority required. 2) A fee or charge may be imposed for the following — a. providing the use of, or allowing admission to, any property or facility wholly or partly owned, controlled, managed or maintained by the local government; b. supplying a service or carrying out work at the request of a person; c. subject to section 5.94, providing information from local government records; d. receiving an application for approval, granting an approval, making an inspection and issuing a licence, permit, authorisation or certificate; e. supplying goods; f. such other service as may be prescribed. 3) Fees and charges are to be imposed when adopting the annual budget but may be — a. imposed* during a financial year; and b. amended* from time to time during a financial year. * Absolute majority required. 6.19. Local government to give notice of fees and charges If a local government wishes to impose any fees or charges under this Subdivision after the annual budget has been adopted it must, before introducing the fees or charges, give local public notice of — a) its intention to do so; and b) the date from which it is proposed the fees or charges will be imposed. Page 206 of 261

POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS If the fee is waived or reduced this will reduce the income received from the bus. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 – 2027 Social Objective: Active, healthy, safe and inclusive community ITEM OUTCOMES AND STRATEGIES S4 Inclusive community S4.2 Actively support youth development COMMUNITY CONSULTATION Nil RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating is considered as Medium Risk. Any change to the Fees and Charges will have an impact on the income from the Bus. Health – Risk Matrix Rating is considered as Low Risk. Reputation – Risk Matrix Rating is considered as Medium Risk. There is a possible of changes to the Shire’s reputation and its cooperation with the Quairading District High School. Operation – Risk Matrix Rating considered Low Risk. Natural Environment – Risk Matrix Rating is considered as Low Risk. COMMENT/ EXECUTIVE SUMMARY Since receiving the letter it has come to Officer’s attention that the P&C has discussed the purchase of their own bus for the Quairading District High School. Council is expecting a letter to confirm this action that will be circulated to Councillors once received. If the Quairading District High School and the P&C do purchase their own Bus this will have a large impact on the Councils Community Bus service as currently the Quairading District High School is a major user of the service. Due to the complexity of the different strategies for the Shire, both short term and long term and in regards to the Fees and Charges and the Asset Management of the Bus it is recommendation to defer any decision regarding the bus to the February 2019 Strategic Planning Meeting. This will allow appropriate time for officers to create several strategies for the future of the Bus. If the Fees and Charges are adjusted for the Bus this must be passed by council in an Ordinary Council Meeting by Absolute Majority. There is also a requirement to give local public notice for a change of Fees and Charges changed after adoption of the Annual Budget. OFFICER RECOMMENDATION That the Risk and Audit Committee Recommend to Council that: - Any decision regarding the Community Bus be deferred to the February 2019 Strategic Planning Meeting.

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RESOLUTION: AR12-18/19 MOVED Cr McRae SECONDED Cr Smith That the Risk and Audit Committee Recommend to Council that: - 1) This item be deferred to the March Audit and Risk Committee Meeting. 2) The Officers Report to include Community consultation undertaken, feasibility study, users and future user’s analysis and historical to inform the officer’s recommendation. CARRIED 6/0

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ITEM 12 COUNCILLORS’ EMERGING ISSUES

Nil.

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ITEM 13 CONFIDENTIAL BUSINESS – AS PER LOCAL GOVERNMENT ACT S5.23 (2)

13.1 Write off Outstanding Sundry Debtors (Confidential Item) The Meeting will be closed by Council Resolution to the Public under Part 5 Division 2 Section 5.23(2)(b) of the Local Government Act 1995 as the Item relates to “the personal affairs of any person”. RESOLUTION: AR13-18/19 MOVED Cr Smith SECONDED Cr McGuinness That the Risk and Audit Committee Recommend to Council that: - To write off the amounts for Sundry Debtors 91383, 91162, 93707, 93825, 91790. CARRIED 5/1

ITEM 14 NEXT MEETING DATE

The next Audit & Risk Committee Meeting is scheduled to take place on Tuesday 12th March 2019, commencing at 5.00pm on at the Council Chambers, 10 Jennaberring Road, Quairading.

ITEM 15 CLOSURE

There being no further business, the Chairman closed the Meeting at 7.03 pm.

I certify the Minutes of the Audit & Risk Committee Meeting held on 11th December 2018 were confirmed on 12th March 2019 as recorded on Resolution No. ______

Confirmed...... 12/03/2019

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ITEM 10 MATTERS FOR CONSIDERATION – GOVERNANCE & ADMINISTRATION

10.1 Proposed Shire of Quairading Meeting Procedures Local Law 2019

Meeting Date 20th December 2018 Responsible Officer CEO Graeme Fardon Reporting Officer CEO Graeme Fardon Attachments Proposed Meeting Procedure Local Law 2019 Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

OFFICER RECOMMENDATION That Council: - 1. Adopt the proposed Shire of Quairading Meeting Procedures Local Law 2019, as contained in Attachment 1 for advertising purposes; 2. Pursuant to section 3.12 of the Local Government Act 1995, give Statewide public notice that it intends to make the Shire of Quairading Meeting Procedures Local Law 2019, as contained in the Attachment: (a) the purpose of which is to provide rules and guidelines which apply to the conduct of meetings of the Council, Committees and to meetings of Electors; and (b) the effect is intended to result in: (i) better decision-making by the Council and Committees; (ii) the orderly conduct of meetings dealing with Council business; (iii) better understanding of the process of conducting meetings. 3. Send copies of the proposed local law to the Minister for Local Government, Sports and Cultural Industries for comment.

VOTING REQUIREMENTS – Absolute Majority

IN BRIEF  The Shire has utilised the Draft Meeting Procedure local law prepared by WALGA and contemporary examples of the local law from other Councils, in the preparation of the draft proposed Shire of Quairading Meeting Procedures Local Law 2019.  If Council wish to adopt the new local law, then a six-week public submission period is required.  After the last day for submissions, a further report to Council will be provided to consider any submissions and for Council resolution.  The Purpose of the Shire of Quairading Meeting Procedures Local Law 2019 is to provide rules and guidelines which apply to the conduct of meetings of the Council and its committees and to meetings of electors.  The Effect of the Shire of Quairading Meeting Procedures Local Law 2019 is intended to result in: (a) better decision-making by the Council and committees; (b) the orderly conduct of meetings dealing with Council business; (c) better understanding of the process of conducting meetings

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MATTERS FOR CONSIDERATION To allow: (1) the Presiding Person to give notice to the Meeting of the intent to make a new Shire of Quairading Meeting Procedures Local Law 2019; (2) the Presiding Person to give notice of the purpose and effect of the proposed Shire of Quairading Meeting Procedures Local Law 2019; (3) for the Council to adopt the proposed Shire of Quairading Meeting Procedures Local Law 2019 for advertising purposes; and (4) for advertising of the proposed Shire of Quairading Meeting Procedures Local Law 2019 for public comment. BACKGROUND Commonly known as Standing Orders, the recent Industry trend has been to title them as “Meeting Procedures Local Laws” to emphasise their application to all Council, Committee and Electors meetings. It is also usual for the local law to also apply to any other meetings such as Reference or advisory groups and Briefing/Workshop Sessions to the extent that is appropriate. STATUTORY ENVIRONMENT Legislation for making local laws is set out in Part 3-Division 2 of the Local Government Act 1995 (the Act). The statutory procedure for adopting a local law is prescribed in section 3.12 as follows: 3.12. Procedure for making local laws (1) In making a local law a local government is to follow the procedure described in this section, in the sequence in which it is described. (2A) Despite subsection (1), a failure to follow the procedure described in this section does not invalidate a local law if there has been substantial compliance with the procedure. (2) At a council meeting the person presiding is to give notice to the meeting of the purpose and effect of the proposed local law in the prescribed manner. (3) The local government is to — (a) give Statewide public notice stating that — (i) the local government proposes to make a local law the purpose and effect of which is summarized in the notice; and (ii) a copy of the proposed local law may be inspected or obtained at any place specified in the notice; and (iii) submissions about the proposed local law may be made to the local government before a day to be specified in the notice, being a day that is not less than 6 weeks after the notice is given; and (b) as soon as the notice is given, give a copy of the proposed local law and a copy of the notice to the Minister and, if another Minister administers the Act under which the local law is proposed to be made, to that other Minister; and (c) provide a copy of the proposed local law, in accordance with the notice, to any person requesting it. (3a) A notice under subsection (3) is also to be published and exhibited as if it were a local public notice. (4) After the last day for submissions, the local government is to consider any submissions made and may make the local law* as proposed or make a local law* that is not significantly different from what was proposed. Page 212 of 261

* Absolute majority required. (5) After making the local law, the local government is to publish it in the Gazette and give a copy of it to the Minister and, if another Minister administers the Act under which the local law is proposed to be made, to that other Minister. (6) After the local law has been published in the Gazette the local government is to give local public notice — (a) stating the title of the local law; and (b) summarizing the purpose and effect of the local law (specifying the day on which it comes into operation); and (c) advising that copies of the local law may be inspected or obtained from the local government’s office. (7) The Minister may give directions to local governments requiring them to provide to the Parliament copies of local laws they have made and any explanatory or other material relating to them. (8) In this section — making in relation to a local law, includes making a local law to amend the text of, or repeal, a local law. [Section 3.12 amended by No. 1 of 1998 s. 8; No. 64 of 1998 s. 6; No. 49 of 2004 s. 16(4) and 23; No. 26 of 2016 s. 5.] POLICY IMPLICATIONS There are no significant policy implications evident at this time. FINANCIAL IMPLICATIONS Advertising costs and Gazettal fees for this Local Law have been provided for Council’s Budget Review at the November 2018 OCM. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1 Robust Integrated Planning and Reporting (IPR) G1.1 Continual improvement in IPR, transparency and accountability G4 Sound Organisation G4.3 Ensure optimum organisational capacity and efficiency COMMUNITY CONSULTATION The purpose of this report is to obtain Council approval of its intention to make this local law and to authorise proceeding to advertise the draft Shire of Quairading Meeting Procedures Local Law 2019 and invite submissions from the public. Public consultation is a legislative requirement. A period of six weeks is required to allow the public to make written submissions on the proposed Shire of Quairading Meeting Procedures Local Law 2019. Any submissions from the public that are received will be assessed and a report will be presented to the Council for consideration before Council formally adopts the Local Law (with or without amendment). Advertising must be Statewide as well as locally.

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RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating is considered Low. Risk Mitigated with preparation of the Draft local law being conducted by Council’s Executive Officers and Statutory Advertising/ Gazettal being provided for Council’s Budget Review. Health – Risk Matrix Rating considered Low. Reputation – Risk Matrix Rating considered Low. Reputational Risk is mitigated as proposed local law will lead to clearer guidelines and protocols being in place for the conduct of all Council arranged Meetings. Operation – Risk Matrix Rating is considered Low. The preparation of the Draft local law and administration of the Statutory Advertising period is accommodated within Council’s ordinary operations. Natural Environment – Risk Matrix Rating is considered Low. COMMENT The proposed Shire of Quairading Meeting Procedures Local Law 2019 is set out in the attachment to this report and is designed to reflect contemporary and best practice in local government meeting procedures whilst providing compliance with the relevant legislative processes. In making a new local law, the Shire must comply with the provisions of section 3.12 of the Act. The Local Government (Functions and General) Regulations (Regulation 3) states that for the purpose of Section 3.12(2) of the Act, the person presiding at a Council Meeting is to give notice of the purpose of the local law by ensuring that the purpose and effect of the proposed local law is included in the agenda for that purpose and the minutes of the meeting of the Council include the purpose and effect of the proposed local law.

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WESTERN AUSTRALIA ______

Local Government Act 1995

SHIRE OF QUAIRADING Meeting Procedures Local Law 2019

ARRANGEMENT

Table of Contents

Part 1 - Preliminary ...... 5 1.1 Citation ...... 5 1.2 Commencement ...... 5 1.3 Application and intent ...... 5 1.4 Interpretation ...... 5 Part 2 – Establishment and membership of committees ...... 6 2.1 Establishment of committees ...... 6 2.2 Types of committees ...... 6 2.3 Delegation of some powers and duties to certain committees ...... 6 2.4 Limits on delegation of powers and duties to certain committees ...... 6 2.5 Appointment of committee members ...... 6 2.6 Tenure of committee membership ...... 6 2.7 Resignation of committee members ...... 7 2.8 Register of delegations to committees ...... 7 2.9 Committees to report ...... 7 Part 3 - Calling and convening meetings ...... 7 3.1 Ordinary and Special Council meetings ...... 7 3.2 Calling Council meetings ...... 7 3.3 Convening Council meetings ...... 7 3.4 Calling committee meetings ...... 7 3.5 Public notice of meetings ...... 7 Part 4 – Presiding Member and quorum ...... 8 Division 1: Who presides ...... 8 4.1 Who presides ...... 8 4.2 When the Deputy President can act ...... 8 4.3 Who acts if no President ...... 8 4.4 Election of Presiding Members of committees ...... 8 4.5 Election of Deputy Presiding Members of committees ...... 8 4.6 Functions of Deputy Presiding Members ...... 8 4.7 Who acts if no Presiding Member ...... 8 Division 2 – Quorum...... 8 4.8 Quorum for meetings ...... 8 4.9 Reduction of quorum for Council meetings ...... 8 4.10 Reduction of quorum for committee meetings ...... 8 4.11 Procedure where no quorum to begin a meeting ...... 8 4.12 Procedure where quorum not present during a meeting ...... 8 4.13 Names to be recorded ...... 8 Part 5 - Business of a meeting ...... 9 Page 215 of 261

5.1 Business to be specified ...... 9 5.2 Order of business ...... 9 5.3 Motions of which previous notice has been given ...... 9 5.4 New business of an urgent nature ...... 10 5.5 Adoption by exception resolution ...... 10 Part 6 - Public participation...... 11 6.1 Meetings generally open to the public ...... 11 6.2 Meetings not open to the public...... 11 6.3 Question time for the public ...... 11 6.4 Question time for the public at certain meetings ...... 11 6.5 Minimum question time for the public ...... 11 6.6 Procedures for question time for the public ...... 11 6.7 Other procedures for question time for the public ...... 11 6.8 Distinguished visitors ...... 12 6.9 Deputations ...... 12 6.10 Petitions ...... 13 6.11 Presentations ...... 13 6.12 Participation at committee meetings ...... 13 6.13 Council may meet to hear public submissions ...... 14 6.14 Public Inspection of agenda materials ...... 15 6.15 Confidentiality of information withheld ...... 15 6.16 Recording of proceedings ...... 15 6.17 Prevention of disturbance ...... 15 Part 7 - Questions by Members ...... 15 Part 8 – Conduct of Members ...... 16 8.1 Members to be in their proper places ...... 16 8.2 Titles to be used ...... 16 8.3 Advice of entry or departure ...... 16 8.4 Members to indicate their intention to speak ...... 16 8.5 Priority of speaking ...... 16 8.6 Presiding Member may take part in debates ...... 16 8.7 Relevance ...... 17 8.8 Speaking twice ...... 17 8.9 Duration of speeches ...... 17 8.10 No speaking after conclusion of debate ...... 17 8.11 No interruption ...... 17 8.12 Personal explanations ...... 17 8.13 No reopening of discussion ...... 17 8.14 Adverse reflection...... 18 8.15 Withdrawal of offensive language ...... 18 Part 9 - Preserving order ...... 19 9.1 Presiding Member to preserve order...... 19 9.2 Point of order ...... 19 9.3 Procedures on a point of order ...... 19 9.4 Calling attention to breach ...... 19 9.5 Ruling by the Presiding Member ...... 19 9.6 Continued breach of order ...... 20 9.7 Right of Presiding Member to adjourn ...... 20 Part 10 - Debate of substantive motions ...... 20 10.1 Motions to be stated and in writing ...... 20 10.2 Motions to be supported ...... 20 10.3 Unopposed business ...... 20

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10.4 Only one substantive motion at a time ...... 21 10.5 Order of call in debate ...... 21 10.6 Limit of debate...... 21 10.7 Member may require question to be read ...... 21 10.8 Consent of seconder required for alteration ...... 21 10.9 Order of amendments ...... 21 10.10 Form of an amendment ...... 21 10.11 Amendment must not negate original motion ...... 21 10.12 Relevance of amendments ...... 21 10.13 Mover of motion may speak on amendment ...... 21 10.14 Effect of an amendment ...... 21 10.15 Withdrawal of motion or amendment ...... 21 10.16 Right of reply ...... 22 Part 11 - Procedural motions ...... 22 11.1 Permissible procedural motions ...... 22 11.2 No debate ...... 22 11.3 Who may move ...... 22 11.4 Procedural motions - right of reply on substantive motion ...... 23 11.5 Meeting to proceed to the next business ...... 23 11.6 Debate to be adjourned ...... 23 11.7 Meeting now adjourn ...... 23 11.8 Question to be put ...... 23 11.9 Member to be no longer heard ...... 24 11.10 Ruling of the Presiding Member to be disagreed with ...... 24 Part 12 - Disclosure of interests ...... 24 12.1 Disclosure of interests ...... 24 Part 13 - Voting ...... 24 13.1 Question - when put ...... 24 13.2 Voting ...... 24 13.3 Majorities required for decisions ...... 24 13.4 Method of taking vote ...... 24 Part 14 – Minutes of meetings ...... 25 14.1 Keeping of minutes ...... 25 14.2 Content of minutes...... 25 14.3 Public inspection of unconfirmed minutes ...... 25 14.4 Confirmation of minutes ...... 25 Part 15 - Adjournment of meeting ...... 25 15.1 Meeting may be adjourned ...... 25 15.2 Effect of adjournment ...... 25 Part 16 – Revoking or changing decisions ...... 26 16.1 Requirements to revoke or change decisions ...... 26 16.2 Limitations on powers to revoke or change decisions ...... 26 16.3 Implementing a decision ...... 26 Part 17 - Suspension of Local Laws ...... 27 17.1 Suspension of Local Laws ...... 27 17.2 Where Local Laws do not apply ...... 27 17.3 Cases not provided for in Local Laws ...... 27 Part 18 - Meetings of electors ...... 27 18.1 Electors' general meetings ...... 27 18.2 Matters for discussion at electors' general meetings ...... 27

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18.3 Electors' special meetings ...... 27 18.4 Requests for electors' special meetings ...... 27 18.5 Convening electors' meetings ...... 27 18.6 Who presides at electors' meetings ...... 27 18.7 Procedure for electors' meetings ...... 27 18.8 Participation of non-electors ...... 28 18.9 Voting at electors' meetings ...... 28 18.10 Minutes of electors' meetings ...... 28 18.11 Decisions made at electors' meetings ...... 28 Part 19 - Enforcement ...... 28 19.1 Penalty for breach ...... 28 19.2 Who can prosecute...... 28

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LOCAL GOVERNMENT ACT 1995

SHIRE OF QUAIRADING

Meeting Procedures Local Law 2019

Under the powers conferred by the Local Government Act 1995 and under all other relevant powers, the Shire of Quairading resolved on [INSERT DATE] to make the following local law.

Part 1 - Preliminary

1.1 Citation (1) This local law may be cited as the Shire of Quairading Meeting Procedures Local Law 2019.

1.2 Commencement By virtue of section 3.14 of the Act, these Local Laws come into operation 14 days after the date of their publication in the Government Gazette.

1.3 Application and intent (1) These Local Laws provide rules and guidelines which apply to the conduct of meetings of the Council and its committees and to meetings of electors. (2) All meetings are to be conducted in accordance with the Act, the Regulations and these Local Laws. (3) These Local Laws are intended to result in: (a) better decision-making by the Council and committees; (b) the orderly conduct of meetings dealing with Council business; (c) better understanding of the process of conducting meetings; and (d) the more efficient and effective use of time at meetings.

1.4 Interpretation (1) In these Local Laws unless the context otherwise requires:

absolute majority has the meaning given to it in the Act;

75% majority has the meaning given to it in the Act;

Act means the Local Government Act 1995;

CEO means the Chief Executive Officer of the Local Government;

committee means a committee of the Council established under section 5.8 of the Act;

committee meeting means a meeting of a committee;

Council means the Council of the Shire of Quairading;

District means the district of the local government;

Local Government means the Shire of Quairading;

President means the President of the Local Government or other Presiding Member at a Council meeting under section 5.6 of the Act;

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meeting means a meeting of the Council or a committee, as the context requires;

Member has the meaning given to it in the Act;

Presiding Member means: (a) in respect of the Council, the person presiding under section 5.6 of the Act; and (b) in respect of a committee, the person presiding under sections 5.12, 5.13, and 5.14 of the Act;

Regulations means the Local Government (Administration) Regulations 1996;

simple majority means more than 50% of the members present and voting; and,

substantive motion means an original motion or an original motion as amended, but does not include an amendment or a procedural motion.

(2) Unless otherwise defined in these Local Laws, the terms and expressions used in these Local Laws are to have the meaning given to them in the Act and Regulations.

Part 2 – Establishment and membership of committees

2.1 Establishment of committees (1) The establishment of committees is dealt with in the Act.

(2) A Council resolution to establish a committee under section 5.8 of the Act is to include: (a) the terms of reference of the committee; (b) the number of council members, officers and other persons to be appointed to the committee; (c) the names or titles of the council members and officers to be appointed to the committee; (d) the names of other persons to be appointed to the committee or an explanation of the procedure to be followed to determine the appointments; and (e) details of the delegation of any powers or duties to the committee under section 5.16 of the Act.

(3) These Local Laws are to apply to the conduct of committee meetings.

2.2 Types of committees The types of committees are dealt with in the Act.

2.3 Delegation of some powers and duties to certain committees The delegation of some powers and duties to certain committees is dealt with in the Act.

2.4 Limits on delegation of powers and duties to certain committees The limits on the delegation of powers and duties to certain committees are dealt with in the Act.

2.5 Appointment of committee members The appointment of committee members is dealt with in the Act.

2.6 Tenure of committee membership

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Tenure of committee membership is dealt with in the Act.

2.7 Resignation of committee members The resignation of committee members is dealt with in the Regulations.

2.8 Register of delegations to committees The register of delegations to committees is dealt with in the Act.

2.9 Committees to report A committee: (a) is answerable to the Council; and (b) is to report on its activities when, and to the extent, required by the Council.

Part 3 - Calling and convening meetings

3.1 Ordinary and Special Council meetings (1) Ordinary and Special Council meetings are dealt with in the Act.

(2) An ordinary meeting of the Council, held on a monthly basis or otherwise as determined by the Council, is for the purpose of considering and dealing with the ordinary business of the Council. (3) A special meeting of the Council is held for the purpose of considering and dealing with Council business that is urgent, complex in nature, for a particular purpose or confidential.

3.2 Calling Council meetings The calling of Council meetings is dealt with in the Act.

3.3 Convening Council meetings (1) The convening of a Council meeting is dealt with in the Act.

(2) Subject to subclause (3), the CEO is to give at least 72 hours notice, for the purposes of section 5.5, in convening a special meeting of the Council.

(3) Where, in the opinion of the President or at least one-third of the Members, there is a need to meet urgently, the CEO may give a lesser period of notice of a special Council meeting.

3.4 Calling committee meetings The CEO is to call a meeting of any committee when requested by the President, the Presiding Member of a committee or any two members of that committee.

3.5 Public notice of meetings Public notice of meetings is dealt with in the Regulations.

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Part 4 – Presiding Member and quorum

Division 1: Who presides 4.1 Who presides Who presides at a Council meeting is dealt with in the Act.

4.2 When the Deputy President can act When the Deputy President can act is dealt with in the Act.

4.3 Who acts if no President Who acts if there is no President is dealt with in the Act.

4.4 Election of Presiding Members of committees The election of Presiding Members of committees and their deputies is dealt with in the Act.

4.5 Election of Deputy Presiding Members of committees The election of Deputy Presiding Members of committees is dealt with in the Act.

4.6 Functions of Deputy Presiding Members The functions of Deputy Presiding Members are dealt with in the Act.

4.7 Who acts if no Presiding Member Who acts if no Presiding Member is dealt with in the Act.

Division 2 – Quorum

4.8 Quorum for meetings The quorum for meetings is dealt with in the Act.

4.9 Reduction of quorum for Council meetings The power of the Minister to reduce the number for a quorum and certain majorities is dealt with in the Act.

4.10 Reduction of quorum for committee meetings The reduction of a quorum for committee meetings is dealt with in the Act.

4.11 Procedure where no quorum to begin a meeting The procedure where there is no quorum to begin a meeting is dealt with in the Regulations.

4.12 Procedure where quorum not present during a meeting If at any time during a meeting a quorum is not present, the Presiding Member is: (a) immediately to suspend the proceedings of the meeting for a period of up to 15 minutes; and (b) if a quorum is not present at the expiry of that period, the Presiding Member is to adjourn the meeting to some future time or date.

4.13 Names to be recorded At any meeting: (a) at which there is not a quorum present; or (b) which is adjourned for want of a quorum, the names of the Members then present are to be recorded in the minutes.

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Part 5 - Business of a meeting

5.1 Business to be specified (1) No business is to be transacted at any ordinary meeting of the Council other than that specified in the agenda, without the approval of the Presiding Member or the Council. (2) No business is to be transacted at a special meeting of the Council other than that given in the notice as the purpose of the meeting. (3) Subject to subclause (4), no business is to be transacted at an adjourned meeting of the Council other than that: (a) specified in the notice of the meeting which had been adjourned; and (b) which remains unresolved. (4) Where a meeting is adjourned to the next ordinary meeting of the Council then, unless the Council resolves otherwise, the business unresolved at the adjourned meeting is to be dealt with before considering Reports (Item 9) at that ordinary meeting.

5.2 Order of business (1) Unless otherwise decided by the Council the order of business at any ordinary meeting of the Council is to be as follows: 1. Declaration of Opening/Announcement of Visitors 2. Announcements from the Presiding Member 3. Attendance 3.1 Apologies 3.2 Approved leave of absence 4. Public Question Time 4.1 Response to previous public questions taken on notice 4.2 Public question time 5. Presentations 5.1 Petitions 5.2 Presentations 5.3 Deputations 5.4 Delegates' reports 6. Applications for leave of absence 7. Declaration of interest 8. Confirmation of minutes 9. Reports 10. Motions of which previous notice has been given 11. Questions from Members without notice 12. New business of an urgent nature introduced by decision of the meeting 13. Meeting closed to public 13.1 Matters for which the meeting may be closed 13.2 Public reading of resolutions that may be made public 14. Closure

(2) Unless otherwise decided by the Council, the order of business at any special meeting of the Council is to be the order in which that business stands in the agenda of the meeting.

(3) In determining the order of business for any meeting of the Council, the provisions of the Act and Regulations relating to the time at which public question time is to be held are to be observed. [See section 5.24 of the Act; and regulations 6 & 7 of the Regulations]

5.3 Motions of which previous notice has been given

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(1) Unless the Act, Regulations or these Local Laws otherwise provide, a Member may raise at a meeting such business as he or she considers appropriate, in the form of a motion, of which notice has been given in writing to the CEO and which has been included on the agenda.

(2) A notice of motion under subclause (1) is to be given at least 7 clear working days before the meeting at which the motion is moved. (3) A notice of motion is to relate to the good governance of the district.

(4) The CEO - (a) may, with the concurrence of the President, exclude from the notice paper any notice of motion deemed to be, or likely to involve, a breach of any of these Local Laws or any other written law; (b) will inform Members on each occasion that a notice has been excluded and the reasons for that exclusion; (c) may, after consultation with the Member where this is practicable, make such amendments to the form but not the substance as will bring the notice of motion into due form; and (d) may provide to the Council relevant and material facts and circumstances pertaining to the notice of motion on such matters as policy, budget and law.

(5) A motion of which notice has been given is to lapse unless: (a) the Member who gave notice of it, or some other Member authorised by the originating Member in writing, moves the motion when called on; or (b) the Council on a motion agrees to defer consideration of the motion to a later stage or date.

(6) If a notice of motion is given and lapses under subclause (5), notice of a motion in the same terms or to the same effect is not to be given again for at least 3 months from the date of such lapse.

5.4 New business of an urgent nature (1) In cases of extreme urgency or other special circumstances, matters may, on a motion by the Presiding Member that is carried by the meeting, be raised without notice and decided by the meeting.

(2) In subclause (1), 'cases of extreme urgency or other special circumstances' means matters that have arisen after the preparation of the agenda that are considered by the Presiding Member to be of such importance and urgency that they are unable to be dealt with administratively by the Local Government and must be considered and dealt with by the Council before the next meeting.

5.5 Adoption by exception resolution (1) In this clause 'adoption by exception resolution' means a resolution of the Council that has the effect of adopting, for a number of specifically identified reports, the officer recommendation as the Council resolution.

(2) Subject to subclause (3), the Local Government may pass an adoption by exception resolution.

(3) An adoption by exception resolution may not be used for a matter: (a) that requires a 75% majority or a special majority; (b) in which an interest has been disclosed; (c) that has been the subject of a petition or deputation; (d) that is a matter on which a Member wishes to make a statement; or (e) that is a matter on which a Member wishes to move a motion that is different to the recommendation.

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Part 6 - Public participation

6.1 Meetings generally open to the public Meetings being generally open to the public is dealt with in the Act.

6.2 Meetings not open to the public (1) The CEO may, at any time, recommend that a meeting or part of a meeting be closed to members of the public.

(2) The Council or a committee, in one or more of the circumstances dealt with in the Act, may at any time, by resolution, decide to close a meeting or part of a meeting.

(3) If a resolution under subclause (2) is carried: (a) the Presiding Member is to direct everyone to leave the meeting except: (i) the Members; (ii) the CEO; and (iii) any Officer specified by the Presiding Member; and (b) the meeting is to be closed to the public until, at the conclusion of the matter justifying the closure of the meeting to the public, the Council or the committee, by resolution, decides otherwise.

(4) A person who fails to comply with a direction under subclause (3)(a) may, by order of the Presiding Member, be removed from the meeting.

(5) While the resolution under subclause (2) remains in force, the operation of clause 8.9 is to be suspended until the Council or the committee, by resolution, decides otherwise.

(6) A resolution under this clause may be made without notice.

(7) Unless the Council resolves otherwise, once the meeting is reopened to members of the public, the Presiding Member is to ensure that any resolution of the Council made while the meeting was closed is to be read out including a vote of a Member to be included in the minutes.

6.3 Question time for the public Question time for the public is dealt with in the Act.

6.4 Question time for the public at certain meetings Question time for the public at certain meetings is dealt with in the Regulations.

6.5 Minimum question time for the public Minimum question time for the public is dealt with in the Regulations.

6.6 Procedures for question time for the public Procedures for question time for the public are dealt with in the Regulations.

6.7 Other procedures for question time for the public (1) A member of the public who raises a question during question time, is to state his or her name and address.

(2) A question may be taken on notice by the Council for later response.

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(3) When a question is taken on notice the CEO is to ensure that: (a) a response is given to the member of the public in writing; and (b) a summary of the response is included in the agenda of the next meeting of the Council.

(4) Where a question relating to a matter in which a relevant person has an interest is directed to the relevant person, the relevant person is to: (a) declare that he or she has an interest in the matter; and (b) allow another person to respond to the question.

(5) Each member of the public with a question is entitled to ask up to 2 questions before other members of the public will be invited to ask their questions.

(6) Where a member of the public provides written questions then the Presiding Member may elect for the questions to be responded to as normal business correspondence.

(7) The Presiding Member may decide that a public question shall not be responded to where: (a) the same or similar question was asked at a previous meeting, a response was provided and the member of the public is directed to the minutes of the meeting at which the response was provided; (b) the member of the public uses public question time to make a statement, provided that the Presiding Member has taken all reasonable steps to assist the member of the public to phrase the statement as a question; or (c) the member of the public asks a question that is offensive or defamatory in nature, provided that the Presiding Member has taken all reasonable steps to assist the member of the public to phrase the question in a manner that is not offensive or defamatory.

(8) A member of the public shall have two minutes to submit a question.

(9) The Council, by resolution, may agree to extend public question time.

(10) Where an answer to a question is given at a meeting, a summary of the question and the answer is to be included in the minutes.

6.8 Distinguished visitors If a distinguished visitor is present at a meeting of the Council, the Presiding Member may acknowledge the presence of the distinguished visitor at an appropriate time during the meeting, and the presence of that visitor shall be recorded in the minutes.

6.9 Deputations (1) Any person or group wishing to be received as a deputation by the Council is to either: (a) apply, before the meeting, to the CEO for approval; or (b) with the approval of the Presiding Member, at the meeting, address the Council.

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(2) The CEO may either: (a) approve the request and invite the deputation to attend a meeting of the Council; or (b) refer the request to the Council to decide by simple majority whether or not to receive the deputation.

(3) Unless the council resolves otherwise, a deputation invited to attend a Council meeting: (a) is not to exceed 5 persons, only 2 of whom may address the Council, although others may respond to specific questions from Members; (b) is not to address the Council for a period exceeding 10 minutes without the agreement of the Council; and, (c) additional members of the deputation may be allowed to speak with the leave of the Presiding Member.

(4) Any matter which is the subject of a deputation to the Council is not to be decided by the Council until the deputation has completed its presentation.

6.10 Petitions (1) A petition is to - (a) be addressed to the President; (b) be made by electors of the district; (c) state the request on each page of the petition; (d) contain the name, address and signature of each elector making the request, and the date each elector signed; (e) contain a summary of the reasons for the request; and (f) state the name of the person to whom, and an address at which, notice to the petitioners can be given.

(2) Upon receiving a petition, the Local Government is to submit the petition to the relevant officer to be included in his or her deliberations and report on the matter that is the subject of the petition, subject to subclause(3).

(3) At any meeting, the Council is not to vote on any matter that is the subject of a petition presented to that meeting, unless: (a) the matter is the subject of a report included in the agenda; and (b) the Council has considered the issues raised in the petition.

6.11 Presentations (1) In this clause, a “presentation” means the acceptance of a gift or an award by the Council on behalf of the Local Government or the community.

(2) A presentation may be made to the Council at a meeting only with the prior approval of the CEO.

6.12 Participation at committee meetings (1) In this clause a reference to a person is to a person who: (a) is entitled to attend a committee meeting; (b) attends a committee meeting; and (c) is not a member of that committee.

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(2) Without the consent of the Presiding Member, no person is to address a committee meeting.

(3) The Presiding Member of a committee may allow a person to make an oral submission to the committee for up to 3 minutes.

(4) A person addressing the committee with the consent of the Presiding Member is to cease that address immediately after being directed to do so by the Presiding Member.

(5) A person who fails to comply with a direction of the Presiding Member under subclause (4) may, by order of the Presiding Member, be removed from the committee room.

(6) The Council may make a policy dealing with the circumstances in which a person may be given consent to address a committee meeting.

6.13 Council may meet to hear public submissions (1) Where an item on the agenda at a Council meeting is contentious and is likely be the subject of a number of deputations, the Council may resolve to meet at another time to provide a greater opportunity to be heard.

(2) The CEO and the President shall set the time and date of the meeting to provide the opportunity to be heard.

(3) Where the Council resolves to meet to provide the opportunity to be heard under subclause (1), the Presiding Member shall: (a) instruct the CEO to provide local public notice of the time and date when the Council will meet to provide an opportunity to be heard; (b) provide a written invitation to attend the meeting to provide the opportunity to be heard to all members of the public who have applied under clause 6.9 to make a deputation on the issue; and (c) cause minutes to be kept of the meeting to provide the opportunity to be heard.

(4) A meeting held under subclause (1) shall be conducted only to hear submissions. The council shall not make resolutions at a meeting to provide the opportunity to be heard.

(5) At a meeting held under subclause (1), each person making a submission shall be provided with the opportunity to fully state his or her case. (6) A member of the public shall be limited to 10 minutes in making an oral submission, but this period may be extended at the discretion of the Presiding Member.

(7) Once every member of the public has had the opportunity to make a submission the Presiding Member is to close the meeting.

(8) The CEO is to ensure that a report is included on the agenda of the next Council meeting summarising each submission made at the meeting.

(9) The Council must not resolve on the matter that is the subject of a meeting to provide the opportunity to be heard until it has received the CEO’s report under subclause (8).

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6.14 Public Inspection of agenda materials The right of the public to inspect the documents referred to, and in accordance with, regulation 14 of the Regulations may be exercised at 10 Jennaberring Road, Quairading and on the Local Government’s website.

6.15 Confidentiality of information withheld (1) Information withheld by the CEO from the public under regulation 14(2) of the Regulations is to be: (a) identified in the agenda of a Council meeting under the item “Matters for which meeting may be closed”; (b) marked “Confidential” in the agenda; and (c) kept confidential by Officers and Members until the Council resolves otherwise.

(2) A member or an officer in receipt of confidential information under subclause (1) or information that is provided or disclosed during a meeting or part of a meeting that is closed to the public is not to disclose any of that information to any person other than another member or an officer to the extent necessary for the purpose of carrying out his or her duties.

(3) Subclause (2) does not apply where a member or officer discloses the information to his or her lawyer or government officer for the purpose of seeking advice in order to lawfully fulfil his or her role and responsibilities.

6.16 Recording of proceedings (1) A person is not to use any electronic, visual or vocal recording device or instrument to record the proceedings of the Council without the permission of the Presiding Member. (2) If the Council gives permission under subclause (1), the Presiding Member is to advise the meeting, immediately before the recording is commenced, that such permission has been given and the nature and extent of that permission.

6.17 Prevention of disturbance (1) A reference in this clause to a person is to a person other than a member.

(2) A person addressing the Council shall extend due courtesy and respect to the Council and the processes under which it operates and shall comply with any direction by the Presiding Member.

(3) A person observing a meeting shall not create a disturbance at a meeting, by interrupting or interfering with the proceedings, whether by expressing approval or dissent, by conversing or by any other means.

(4) A person shall ensure that his or her mobile telephone or audible pager is not switched on or used during any meeting of the Council.

(5) A person shall not behave in a manner that is contrary to section 75 of the Criminal Code.

Part 7 - Questions by Members

(1) Members may ask questions relating to an item on the notice paper or on matters related to the good government of persons in the district. (2) A Member requesting general information from an Officer at a Council meeting may ask a question without notice and with the consent of the

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Presiding Member, may ask one or more further questions of that Officer or another Officer present at the meeting.

(3) Where possible the Officer shall endeavour to answer the question to the best of his or her knowledge and ability, however, if the information is unavailable or the answer requires research or investigation, the Officer may ask that - (i) the question be placed on notice for the next meeting of Council; and (ii) the answer to the question be given to the Member who asked it within 14 days.

(4) Every question and answer - (i) is to be brief and concise; and (ii) is not to be accompanied by argument, expression of opinion or statement of facts, except to the extent necessary to explain the question or answer.

(5) In answering any question, an Officer may qualify his or her answer and may at a later time in the meeting or at a subsequent meeting alter, correct, add to or otherwise amend the original answer.

Part 8 – Conduct of Members

8.1 Members to be in their proper places (1) At the first meeting held after each election day, the CEO is to allot, alphabetically, a position at the Council table to each Member.

(2) Each Member is to occupy his or her allotted position at each Council meeting.

8.2 Titles to be used A speaker, when referring to the President, Deputy President or Presiding Member, or a Member or Officer, is to use the title of that person's office.

8.3 Advice of entry or departure During the course of a meeting of the Council, a Member is not to enter or leave the meeting without first advising the Presiding Member, in order to facilitate the recording in the minutes of the time or entry or departure.

8.4 Members to indicate their intention to speak A Member of the Council who wishes to speak is to indicate his or her intention to speak by raising his or her hand or by another method agreed by the Council.

8.5 Priority of speaking (1) Where two or more Members indicate, at the same time, their intention to speak, the Presiding Member is to decide which Member is entitled to be heard first.

(2) A decision of the Presiding Member under subclause (1) is not open to discussion or dissent.

(3) A Member is to cease speaking immediately after being asked to do so by the Presiding Member.

8.6 Presiding Member may take part in debates The Presiding Member may take part in a discussion of any matter before the Council, subject to compliance with these Local Laws.

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8.7 Relevance (1) A Member is to restrict his or her remarks to the motion or amendment under discussion, or to a personal explanation or point of order.

(2) The Presiding Member, at any time, may: (a) call the attention of the meeting to: (i) any irrelevant, repetitious, offensive or insulting language by a Member; or (ii) any breach of order or decorum by a Member; and (b) direct that Member, if speaking, to discontinue his or her speech.

(3) A Member is to comply with the direction of the Presiding Member under subclause (2) by immediately ceasing to speak.

8.8 Speaking twice A Member is not to address the Council more than once on any motion or amendment except: (a) as the mover of a substantive motion, to exercise a right of reply; (b) to raise a point of order; or (c) to make a personal explanation.

8.9 Duration of speeches (1) A Member is not to speak on any matter for more than 5 minutes without the consent of the Council which, if given, is to be given without debate.

(2) An extension under this clause cannot be given to allow a Member's total speaking time to exceed 10 minutes.

8.10 No speaking after conclusion of debate A Member is not to speak on any motion or amendment: (a) after the mover has replied; or (b) after the question has been put.

8.11 No interruption A Member is not to interrupt another Member who is speaking unless: (a) to raise a point of order; (b) to call attention to the absence of a quorum; (c) to make a personal explanation under clause 8.13; or (d) to move a procedural motion that the Member be no longer heard (see clause 11(1)(e).

8.12 Personal explanations (1) A Member who wishes to make a personal explanation relating to a matter referred to by another Member who is then speaking is to indicate to the Presiding Member his or her intention to make a personal explanation.

(2) The Presiding Member is to determine whether the personal explanation is to be heard immediately or at the conclusion of the speech by the other Member.

(3) A Member making a personal explanation is to confine his or her observations to a succinct statement relating to a specific part of the speech at which he or she may have been misunderstood.

8.13 No reopening of discussion A Member is not to reopen discussion on any Council decision, except to move that the decision be revoked or changed (see Part 16).

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8.14 Adverse reflection (1) A Member is not to reflect adversely on a decision of the Council except on a motion that the decision be revoked or changed (see Part 16).

(2) A Member is not: (a) to reflect adversely on the character or actions of another Member or Officer; or (b) to impute any motive to a Member or Officer, unless the meeting resolves, without debate, that the question then before the meeting cannot otherwise be adequately considered.

(3) A Member is not to use offensive or objectionable expressions in reference to any Member, Officer or other person.

(4) If a Member specifically requests, immediately after their use, that any particular words used by a Member be recorded in the minutes: (a) the Presiding Member is to cause the words used to be taken down and read to the meeting for verification; and (b) the Council may, by resolution, decide to record those words in the minutes.

8.15 Withdrawal of offensive language (1) A Member who, in the opinion of the Presiding Member, uses an expression which: (a) in the absence of a resolution under clause 8.15: (i) reflects adversely on the character or actions of another Member or Officer; or (ii) imputes any motive to a Member or Officer; or (b) is offensive or insulting, must, when directed by the Presiding Member, withdraw the expression and make a satisfactory apology.

(2) If a Member fails to comply with a direction of the Presiding Member under subclause (1), the Presiding Member may refuse to hear the Member further on the matter then under discussion and call on the next speaker.

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Part 9 - Preserving order

9.1 Presiding Member to preserve order (1) The Presiding Member is to preserve order, and, whenever he or she considers necessary, may call any Member to order.

(2) When the Presiding Member speaks during a debate, any Member then speaking, or indicating that he or she wishes to speak, every Member present is to preserve strict silence so that the Presiding Member may be heard without interruption.

(3) Subclause (2) is not to be used by the Presiding Member to exercise the right provided in clause 8.7, but to preserve order.

9.2 Point of order (1) A Member may object, by way of a point of order, only to a breach of: (a) any of these Local Laws; or (b) any other written law.

(2) Despite anything in these Local Laws to the contrary, a point of order: (a) takes precedence over any discussion; and (b) until determined, suspends the consideration or discussion of any other matter.

9.3 Procedures on a point of order (1) A Member who is addressing the Presiding Member is not to be interrupted except on a point of order.

(2) A Member interrupted on a point of order is to resume his or her seat until: (a) the Member raising the point of order has been heard; and (b) the Presiding Member has ruled on the point of order, and, if permitted, the Member who has been interrupted may then proceed.

9.4 Calling attention to breach A Member may, at any time, draw the attention of the Presiding Member to any breach of these Local Laws.

9.5 Ruling by the Presiding Member (1) The Presiding Member is to rule on any point of order which is raised by either upholding or rejecting the point of order.

(2) A ruling by the Presiding Member on a point of order: (a) is not to be the subject of debate or comment; and (b) is to be final unless the majority of Members then present and voting, on a motion moved immediately after the ruling, dissent from the ruling.

(3) Subject to a motion of dissent being carried under subclause (2), if the Presiding Member rules that: (a) any motion, amendment or other matter before the meeting is out of order, it is not to be considered further; and (b) a statement made or act done by a Member is out of order, the Presiding Member may require the Member to make an explanation, retraction or apology.

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9.6 Continued breach of order If a Member: (a) persists in any conduct that the Presiding Member had ruled is out of order; or (b) refuses to make an explanation, retraction or apology required by the Presiding Member under clause 9.5(3), the Presiding Member may direct the Member to refrain from taking any further part in the matter under discussion, other than by voting, and the Member is to comply with that direction.

9.7 Right of Presiding Member to adjourn (1) For the purpose of preserving or regaining order, the Presiding Member may adjourn the meeting for a period of up to 15 minutes.

(2) On resumption, the debate is to continue at the point at which the meeting was adjourned.

(3) If, at any one meeting, the Presiding Member adjourns the meeting more than once for the purpose of preserving or regaining order, the second or subsequent adjournment may be to a later time on the same day or to another day.

Part 10 - Debate of substantive motions

10.1 Motions to be stated and in writing Any Member who wishes to move a substantive motion or an amendment to a substantive motion: (a) is to state the substance of the motion before speaking to it; and (b) if required by the Presiding Member, is to put the motion or amendment in writing.

10.2 Motions to be supported (1) A substantive motion or an amendment to a substantive motion is not open to debate until it has been seconded.

(2) A motion to revoke or change a decision made at a Council meeting is not open to debate unless the motion has the support required under regulation 10 of the Regulations.

10.3 Unopposed business (1) Immediately after a substantive motion has been moved and seconded, the Presiding Member may ask the meeting if any Member opposes it.

(2) If no Member opposes the motion, the Presiding Member may declare it carried without debate and without taking a vote. (3) A motion declared carried under this clause is to be recorded in the minutes as a unanimous decision of the Council.

(4) If a Member opposes a motion, the motion is to be dealt with under this Part.

(5) This clause does not apply to a motion to revoke or change a decision which has been made at a Council meeting (see Part 16).

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10.4 Only one substantive motion at a time When a substantive motion is under debate at a meeting of the Council, no further substantive motion is to be accepted. The Council is not to consider more than one substantive motion at any time.

10.5 Order of call in debate The Presiding Member is to call speakers to a substantive motion in the following order: (a) the mover to state the motion; (b) a seconder to the motion; (c) the mover to speak to the motion; (d) the seconder to speak to the motion; (e) a speaker against the motion; (f) a speaker for the motion; (g) other speakers against and for the motion, alternating where possible; and (h) mover takes right of reply which closes debate.

10.6 Limit of debate The Presiding Member may offer the right of reply and put a substantive motion to the vote if he or she believes that sufficient discussion has taken place even though all Members may not have spoken.

10.7 Member may require question to be read A Member may require the question or matter under discussion to be read at any time during a debate, but not so as to interrupt any other Member who is speaking.

10.8 Consent of seconder required for alteration The mover of a substantive motion may not alter the wording of the motion without the consent of the seconder.

10.9 Order of amendments Any number of amendments may be proposed to a substantive motion, but when an amendment is moved to a substantive motion, no second or subsequent amendment is to be moved or considered until the first amendment has been withdrawn, carried or lost.

10.10 Form of an amendment An amendment must add, delete, or substitute words to the substantive motion.

10.11 Amendment must not negate original motion An amendment to a substantive motion cannot negate the original motion or the intent of the original motion.

10.12 Relevance of amendments Each amendment is to be relevant to the motion in respect of which it is moved.

10.13 Mover of motion may speak on amendment Any Member may speak during debate on an amendment.

10.14 Effect of an amendment If an amendment to a substantive motion is carried, the motion as amended then becomes the substantive motion, on which any Member may speak and any further amendment may be moved.

10.15 Withdrawal of motion or amendment (1) Subject to subclause (2), the Council may, without debate, grant leave to withdraw a motion or amendment on the request of the mover of the motion or amendment and with the approval of the seconder.

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(2) Where an amendment has been proposed to a substantive motion, the substantive motion is not to be withdrawn, except by consent of the majority of Members present, until the amendment proposed has been withdrawn or lost.

10.16 Right of reply (1) The mover of a substantive motion has the right of reply.

(2) The mover of any amendment to a substantive motion has a right of reply.

(3) The right of the reply may only be exercised: (a) where no amendment is moved to the substantive motion – at the conclusion of the discussion on the motion; or (b) where one or more amendments have been moved to the substantive motion – at the conclusion of the discussion on the substantive motion and any amendments.

(4) After the mover of the substantive motion has commenced the reply: (a) no other Member is to speak on the question; (b) there is to be no further discussion on, or any further amendment to, the motion.

(5) The right of the reply is to be confined to rebutting arguments raised by previous speakers and no new matter is to be introduced.

(6) At the conclusion of the right of reply, the substantive motion, or the substantive motion as amended, is immediately to be put to the vote.

Part 11 - Procedural motions

11.1 Permissible procedural motions In addition to the right to move an amendment to a substantive motion (under Part 10), a Member may move the following procedural motions: (a) that the debate be adjourned; (b) that the meeting now adjourn; (c) that the question be now put; (d) that the Member be no longer heard; (e) that the ruling of the Presiding Member be disagreed with; (f) that the meeting be closed to the public (see clause 6.2).

11.2 No debate (1) The mover of a motion specified in paragraph (a), (b), (c) or (f) of clause 11.1 may speak to the motion for not more than five minutes, the seconder is not to speak other than to formally second the motion, and there is to be no debate on the motion.

(2) The mover of a motion specified in paragraph (c) or (d) of clause 11.1 may not speak to the motion, the seconder is not to speak other than to formally second the motion, and there is to be no debate on the motion.

11.3 Who may move No person who has moved, seconded, or spoken for or against the substantive motion, or any amendment to the substantive motion, may move any procedural motion which, if carried, would close the debate on the substantive motion or amendment.

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11.4 Procedural motions - right of reply on substantive motion The carrying of a procedural motion which closes debate on the substantive motion or amendment and forces a decision on the substantive motion or amendment does not deny the right of reply to the mover of the substantive motion.

11.5 Meeting to proceed to the next business The motion “that the meeting proceed to the next business”, if carried, has the effect that: (a) the debate on the substantive motion or amendment ceases immediately; (b) no decision is made on the substantive motion; (c) the Council moves to the next item of business; and (d) there is no requirement for the matter to be raised again for consideration.

11.6 Debate to be adjourned A motion “that the debate be adjourned”: (a) is to state the time to which the debate is to be adjourned; and (b) if carried, has the effect that all debate on the substantive motion or amendment ceases immediately, but continues at the time stated in the motion.

11.7 Meeting now adjourn (1) A Member is not to move or second more than one motion of adjournment during the same sitting of the Council.

(2) Before putting the motion for the adjournment of the Council, the Presiding Member may seek leave of the Council to deal first with matters that may be the subject of an adoption by exception resolution (see clause 5.5).

(3) A motion “that the meeting now adjourn”: (a) is to state the time and date to which the meeting is to be adjourned; and (b) if carried, has the effect that the meeting is adjourned to the time and date specified in the motion.

(4) A meeting adjourned under subclause (3) is to continue from the point at which it was adjourned, unless the Presiding Member or the Council determines otherwise.

11.8 Question to be put (1) If the motion “that the question be now put”, is carried during debate on a substantive motion without amendment, the Presiding Member is to offer the right of reply and then put the motion to the vote without further debate.

(2) If the motion "that the question be now put" is carried during discussion of an amendment, the Presiding Member is to put the amendment to the vote without further debate.

(3) This motion, if lost, causes debate to continue.

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11.9 Member to be no longer heard If the motion “that the member be no longer heard”, is carried, the speaker against whom the motion has been moved cannot speak further on the current substantive motion, or any amendment relating to it, except to exercise the right of reply if he or she is the mover of the substantive motion.

11.10 Ruling of the Presiding Member to be disagreed with If the motion “that the ruling of the Presiding Member be disagreed with”, is carried, that ruling is to have no effect and the meeting is to proceed accordingly.

Part 12 - Disclosure of interests

12.1 Disclosure of interests Disclosure of interests is dealt with in the Act.

Part 13 - Voting

13.1 Question - when put (1) Immediately after the debate on any question is concluded and the right of reply has been exercised, the Presiding Member - (a) is to put the question to the Council; and (b) if requested by any Member, is to again state the terms of the question.

(2) A Member is not to leave the meeting when the Presiding Member is putting any question.

13.2 Voting Voting is dealt with in the Act and the Regulations.

13.3 Majorities required for decisions The majorities required for decisions of the Council and committees are dealt with in the Act.

13.4 Method of taking vote (1) In taking the vote on any motion or amendment the Presiding Member: (a) is to put the question, first in the affirmative, and then in the negative; (b) may put the question in this way as often as may be necessary to enable him or her to determine whether the affirmative or the negative has the majority of votes; (c) may accept a vote on the voices or may require a show of hands; and, (d) is, subject to this clause, to declare the result.

(2) If a Member calls for a show of hands, the result of the vote is to be determined on the count of raised hands.

(3) If a member of council or a committee specifically requests that there be recorded - (a) his or her vote; or, (b) the vote of all members present, on a matter voted on at a meeting of the council or committee, the person presiding is to cause the vote or votes, as the case may be, to be recorded in the minutes.

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(4) If a Member calls for a division: (a) those voting in the affirmative are to pass to the right of the Chair; and (b) those voting in the negative are to pass to the left of the Chair.

(5) For every division, the CEO is to record: (a) the name of each member who voted; and (b) whether he or she voted in the affirmative or negative.

Part 14 – Minutes of meetings

14.1 Keeping of minutes The keeping and confirmation of minutes are dealt with in the Act.

14.2 Content of minutes (1) The content of minutes is dealt with in the Regulations.

(2) In addition to the matters required by regulation 11, the minutes of a Council meeting is to include, where an application for approval is refused or the authorisation of a licence, permit or certificate is withheld or cancelled, the reasons for the decision.

14.3 Public inspection of unconfirmed minutes The public inspection of unconfirmed minutes is dealt with in the Regulations.

14.4 Confirmation of minutes (1) When minutes of an ordinary meeting of the Council are distributed for consideration prior to their confirmation at the next meeting, if a Member is dissatisfied with the accuracy of the minutes, the Member may provide the Local Government with a written copy of the alternative wording to amend the minutes no later than 7 clear working days before the next ordinary meeting of the Council.

(2) At the next ordinary meeting of the Council, the Member who provided the alternative wording shall, at the time for confirmation of minutes - (a) state the item or items with which he or she is dissatisfied; and (b) propose a motion clearly outlining the alternative wording to amend the minutes.

(3) Members must not discuss items of business contained in the minutes, other than discussion as to their accuracy as a record of the proceedings.

Part 15 - Adjournment of meeting

15.1 Meeting may be adjourned The Council may adjourn any meeting: (a) to a later time on the same day; or (b) to any other time on any other day, including a time which coincides with the conclusion of another meeting or event.

15.2 Effect of adjournment Where any matter, motion, debate or meeting is adjourned under these Local Laws: (a) the names of Members who have spoken on the matter prior to the adjournment are to be recorded in the minutes; (b) debate is to be resumed at the next meeting at the point where it was interrupted; and (c) the provisions of clause 8.8 [speaking twice] apply when the debate is resumed.

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Part 16 – Revoking or changing decisions

16.1 Requirements to revoke or change decisions The requirements to revoke or change a decision made at a meeting are dealt with in regulation 10 of the Regulations.

16.2 Limitations on powers to revoke or change decisions (1) Subject to subclause (2), the Council or a committee is not to consider a motion to revoke or change a decision: (a) where, at the time the motion is moved or notice is given, any action has been taken under clause 16.3 to implement the decision; or (b) where the decision is procedural in its form or effect.

(2) The Council or a committee may consider a motion to revoke or change a decision of the kind described in subclause (1)(a) if the motion is accompanied by a written statement of the legal and financial consequences of carrying the motion.

16.3 Implementing a decision (1) In this clause: (a) "authorisation" means a licence, permit, approval or other means of authorising a person to do anything; (b) "implement", in relation to a decision, includes: (i) communicate notice of the decision to a person affected by, or with an interest in, the decision; and (ii) take any other action to give effect to the decision; and (c) "valid notice of revocation motion" means a notice of motion to revoke or change a decision that complies with the requirements of the Act, Regulations and the Local Laws and may be considered, but has not yet been considered, by the Council or a committee as the case may be.

(2) Subject to subclause (4), and unless a resolution is made under subclause (3), a decision made at a meeting is not to be implemented by the CEO or any other person until the afternoon of the first business day after the commencement of the meeting at which the decision was made.

(3) The Council or a committee may, by resolution carried at the same meeting at which a decision was made, direct the CEO or another person to take immediate action to implement the decision.

(4) A decision made at a meeting is not to be implemented by the CEO or any other person: (a) if, before commencing any implementation action, the CEO or that person is given a valid notice of revocation motion; and (b) unless and until the valid notice of revocation motion has been determined by the Council or the committee as the case may be.

(5) The CEO is to ensure that members of the public attending the meeting are informed by an appropriate notice that a decision to grant an authorisation: (a) is to take effect only in accordance with this clause; and (b) cannot be acted upon by the person who has been granted the authorisation unless and until the decision has been implemented in accordance with this clause.

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Part 17 - Suspension of Local Laws

17.1 Suspension of Local Laws (1) A Member may at any time move that the operation of one or more of the provisions of these Local Laws be suspended.

(2) A Member moving a motion under subclause (1) is to state the reasons for the motion but no other discussion is to take place.

(3) A motion under subclause (1) which is: (a) seconded; and (b) carried by an absolute majority, is to suspend the operation of the clause or clauses to which the motion relates for the duration of the meeting, unless the meeting earlier resolves otherwise.

17.2 Where Local Laws do not apply (1) In situations where: (a) one or more provisions of these Local Laws have been suspended; or (b) a matter is not regulated by the Act, the Regulations or these Standing Orders, the Presiding Member is to decide questions relating to the conduct of the meeting.

(2) The decision of the Presiding Member under subclause (1) is final, except where a motion is moved and carried under clause 11.10.

17.3 Cases not provided for in Local Laws The Presiding Member is to decide questions of order, procedure, debate, or otherwise in cases where these Local Laws, the Act or the Regulations are silent. The decision of the Presiding Member in these cases is final, except where a motion is moved and carried under clause 11.10.

Part 18 - Meetings of electors

18.1 Electors' general meetings Electors' general meetings are dealt with in the Act.

18.2 Matters for discussion at electors' general meetings The matters to be discussed at electors' general meetings are dealt with in the Regulations.

18.3 Electors' special meetings Electors' special meetings are dealt with in the Act.

18.4 Requests for electors' special meetings Requests for electors' special meetings are dealt with in the Regulations.

18.5 Convening electors' meetings Convening electors' meetings is dealt with in the Act.

18.6 Who presides at electors' meetings Who presides at electors' meetings is dealt with in the Act.

18.7 Procedure for electors' meetings (1) The procedure for electors' meetings is dealt with in the Act and the Regulations.

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(2) In exercising his or her discretion to determine the procedure to be followed at an electors' meeting, the Presiding Member is to have regard to these Local Laws.

18.8 Participation of non-electors A person who is not an elector of the Local Government shall not take part in any discussion at an electors' meeting unless the meeting, by resolution, permits the person do so.

18.9 Voting at electors' meetings Voting at electors' meetings is dealt with in the Regulations.

18.10 Minutes of electors' meetings Minutes of electors' meetings are dealt with in the Act.

18.11 Decisions made at electors' meetings Decisions made at electors' meetings are dealt with in the Act.

Part 19 - Enforcement

19.1 Penalty for breach A person who breaches a provision of these Local Laws commits an offence. Penalty: $1,000.00 and a daily penalty of $100.00. 19.2 Who can prosecute Who can prosecute is dealt with in the Act.

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Dated: [INSERT DATE]

The Common Seal of the Shire of Quairading was affixed by the authority of a resolution of Council in the presence of:

Cr Wayne Davies Graeme A Fardon President Chief Executive Officer

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10.2 Re-branding Project

Meeting Date 20th December 2018 Responsible Officer CEO Graeme Fardon Reporting Officer GPO Sarah Caporn Attachments Nil Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

OFFICER RECOMMENDATION 1. That Council engage Castledine & Castledine Design for the Rebranding project at a Cost of $10,250. 2. Subject to the satisfactory completion of the re-branding project, any modifications to the Website resulting from the re-branding is to be undertaken within Council’s existing Website Support hours through Market Creations. 3. Council Officers continue to research the feasibility and cost of a Branding Video against a District Tourism video and report back to Council.

VOTING REQUIREMENTS – Simple Majority

IN BRIEF  Council has supported that a Rebranding of the Shire be researched.  Budget Review has provided a Budget of $15,100 for the Rebranding Project.  Council’s Purchasing Policy requires Seek at least two (2) written quotations from suitable suppliers.  The purchasing decision is to be based upon assessment of the supplier’s response to: a brief outline of the specified requirement for the goods; services or works required; and value for money criteria, not necessarily the lowest price.  4 Quotations for Design Services have been sought and received.  The Quotation from Castledine & Castledine Design is $10,250.  Acceptance of the Castledine and Castledine Quotation will still allow Council flexibility to consider either a Brand Creation Video or a Video that promotes the District’s Attractions. MATTER FOR CONSIDERATION Council officers have approached four relevant suppliers to quote on the project. The following provides an “apples for apples” comparison of the quoting suppliers for Council to consider.

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Further background on the company and examples of their work are below. Castledine Key2 Market Deliverable CreativeIQ Design Creative Creations Community Consultation - 2 x $850.00 $2,600.00 $4,960.00 $4,246.00 sessions incl travel to Qdg Maximum of 4 logo design $3,800.00 $2,500.00 $4,200.00 $5,700.00 concepts Preparation and printing of Brand PDF supplied – $2,200.00 $1,680.00 $495.00 Packs for concept review print at own cost Style Guide for final design $1,400.00 $1,350.00 $2,240.00 $1,716.00 Word letterhead template $150.00 inc above $280.00 $286.00 Report Cover $350.00 inc above $1,120.00 $286.00 Facebook page set up $250.00 $350.00 $490.00 $429.00 Email signatures template $250.00 $295.00 $140.00 $1,067.00 Business Cards - 6 kinds x 250 $280.00 $770.00 $280.00 $583.00 cards - design & print Letterheads - 500 x A4 printed full $240.00 $198.00 $500.00 $297.00 colour on 100gsm bond (x 1000 copies) With Compliments Slips - 500 x DL printed full colour on 100gsm $140.00 $165.00 $500.00 $220.00 (x 1000 copies) bond Envelopes - 1000 x plain & 1000 x window faces - full colour on self- $340.00 $360.00 $280.00 $517.00 seal envelopes TOTALS $10,250.00 $8,588.00 $16,670.00 $15,842.00 Optional Brand Creation Video - $3,000.00 $600.00 $5,000.00 $858.00 Costs from…

FURTHER BACKGROUND ON QUOTING SUPPLIERS (in alphabetical order) There was an option to include a branding video for distribution via social media channels. The branding video can take two formats – one can be similar to Bruce Rock to explain where the branding has come from but CreativeIQ proposed making more of a promotional video highlighting why Quairading is a good place to visit and live. The Shire will need to source some still photography to intercut with the video images to show our community at different times of the year. Castledine & Castledine Design – Stephen Castledine is based in the hills of Kalamunda. For the last 20 years, he has created unique and memorable brand identity programmes for clients large and small. Stephen is the main graphic artist but his wife and business partner Mikaela grew up in Shackleton so they know our area well. They deliver customised and affordable graphic design solutions for a wide range of requirements relating to visual branding. Services include logo design, bespoke typography and image creation. Stephen has created the identity of some of WA’s most memorable brands including the WAFL, WFI insurance, WA Ballet and Perth Airport. Their work with local government includes City of Swan, City of Perth, City of Kalamunda and Shire of Mundaring. http://www.castledine.com.au/brands-portfolio/

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CreativeIQ – Anna Dixon and her team are based in Northam and have worked with the Quairading community previously on the Enterprising Communities project, also known as Thrive to Survive workshop, back in October 2016. Their services include graphic design, copy and content writing, website development and project management of printing services. Their proposal focuses on developing a modern brand for our community based on genuine engagement to design a brand that the Shire and community have strong ownership of. Recent projects include rebranding of WA Regional Capitals and community engagement on their Strategic Plan for the Shire of Merredin. They don’t have a graphic designer on staff so partner with Megan Hoeneveld who has a very modern geometric style to her work. https://creativeiq.net/

Key2 Creative – Alan Jennings and his team of eight are based in Mt Hawthorn. They brand themselves as different, not because of what they do, but how and why they do it. Their services include design, copywriting, print and digital design. They mainly focus on working with the not-for- profit, health and community care sectors but have recently embarked on a major rebranding project with the Shire of Collie (currently underway). https://www.key2creative.com.au/

Market Creations –

On the 25th October, Councillors and other interested community members attended a presentation from Market Creations on undertaking a possible re-branding process for our community to update the Shire’ corporate image and branding more generally.

Market Creations are very familiar with rural WA local governments having recently worked with the Shires of Boddington, Carnarvon, Kellerberrin, Kojonup and Narrogin amongst others. They are a full service marketing and technology agency and their services include creative design, marketing strategy, brand development, online and digital services, public relations and event management. They currently host the Shire of Quairading website. https://www.marketcreations.com.au/

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VIDEO & PHOTOGRAPHY The Shire will need to source some still photography and drone footage to intercut with video images to make a video highlighting Quairading. This is helpful to show our community at different times of the year other than when the engaged supplier is in town filming. Strange Images Photography (Dee-ann Strange from Bruce Rock): Bruce Rock has used some stock images from their website for their re-branding. There are 490 images of farming, sunsets and general Wheatbelt landscapes for hire as stock images. See the link through to the online gallery on https://www.strangeimagesphotography.com/stock-images/

Narembeen are also undertaking a re- branding exercise and have hired Strange Images to do a photo shoot similar to what we are looking for. De-ann Strange took photos of places of interest and signage, also there were local people organised to be in some photos too around town. They may also use some of the stock hire images too. She also is available for drone photography.

1-2hr photo shoot on site, with the best images presented in a downloadable gallery (approx 30 images) is $495. UPDATING THE WEBSITE Undertaking a branding process will naturally generate the need to update Shire logos on all sorts of items including digital communications such as the existing website and social media pages. Administrators for the website can currently update and change images for six large frames in the centre of the homepage with current items of interest and the document centre can be updated with new items. Any other design changes must go back through current website host, Market Creations. Market Creations have naturally proposed a full website refresh as part of the branding project (see below). However, if the Shire keeps the same basic template/structure for the website at this stage then it is quite straightforward and cost-effective to add a few adjustments to reflect the new branding (such replacing the blue with a colour in the new logo and adding the logo where it currently says Quairading in text at the top). The Shire is eligible for 18 hours of support per financial year as part of our website hosting package via the CouncilConnect platform (charged through WALGA at $5300 p.a.). The Shire have only utilised 2.75 support hours so far this year. Existing social media pages (updated with new branding and logos as costed above) is ideally the way to distribute links to encourage residents and visitors back to the static pages on the website to find the information they need. Council may wish to consider adding some functionality such as online booking forms for Shire venues or accommodation but that is something that can be done after the branding process or presented back to Council as a more comprehensive proposal as part of a wider website update with a new set of quoting suppliers. We focused on suppliers who had branding and logo expertise above. Option 1: Utilising existing support hours for minor updates to branding and design $0

Option 2: Website refresh – new design by Market Creations $5,462 Booking Manager Module Integration $1,200 Transfer of content to new design $1,144 Total $7,806 inc GST Page 247 of 261

STATUTORY ENVIRONMENT N/A POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS Council has made a provision of $15,100 in the Budget Review adopted by Council at its November 2018 OCM. The initial Budget estimate did not include an amount for the Branding Video ($858 quoted by Market Creations). The Grants & Projects Officer has provided several Options for the filming and production of a District Video. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G3 Community Engagement G3.1 Provide appealing opportunities for the community to participate in decisions that affect them. G3.2 Collaborate with the community to achieve desired outcomes. COMMUNITY CONSULTATION Community consultation will be completed as part of this project. There are at least two workshop or survey sessions costed in each of the proposals. Ideas and input from the community is important to identify the key values, assets and iconography of Quairading. CreativeIQ suggested a pop-up session at a central location (say Co-op foyer) to provide community members the chance to engage casually with the process beyond a longer, more formal workshop session. They also included a week-long online survey using the Loomio platform. Participants will be guided by structured questions but it allows for conversation between participants rather than in isolation like a survey. RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating considered Low. Risk mitigated by Council having reviewed the 2018/19 Budget to provide $15,100 for the Rebranding Project. Quotations have been sought in accordance with Council’s Purchasing Policy. Health – Risk Matrix Rating considered Low. Reputation – Risk Matrix Rating considered Low. Reputational Risk will be mitigated and public image improved through a new “fresh” Branding. Operation – Risk Matrix Rating considered Low. Management of the Branding Consultant will be through Council’s normal Operations and Structure. Community Engagement to be promoted by the Community / Grants Team and local Publicity. Natural Environment – Risk Matrix rating is considered Low. FURTHER COMMENT The existing Shire of Quairading logo was designed by Marilyn White and features a natural wood sculpture by local artist Ian Wills (dec) and the native Banksia cuneata, a species originally only found in the Quairading area. The logo was selected by a committee of locals in the mid-1980s and was seen as an antidote to the usual wheat & wool adopted by many Wheatbelt towns.

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10.3 Annual Report for Year Ended 30th June 2018

Meeting Date 20th December 2018 Responsible Officer CEO Graeme Fardon Reporting Officer CEO Graeme Fardon Annual Report 2017/2018 (including the Auditor’s Report) under Attachments separate cover. Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

OFFICER RECOMMENDATION 1. Council accept the Annual Report for the Year Ended 30th June 2018. 2. That the Annual Electors Meeting be convened for Tuesday 5th February 2019 in the Lesser Hall commencing at 7.00pm.

VOTING REQUIREMENTS – Absolute Majority

IN BRIEF  Council’s Audit Report is now to hand and included within the Annual Report  Council’s Annual Report has been prepared.  Statutory Requirement for Council to accept Council’s Annual Report for the Prior Financial Year by the 31st December 2018.  Council to set the date of the Annual Electors Meeting being no more than 56 Days after Council has accepted the Annual Report.  Last Date to hold the Annual Electors Meeting is Thursday 14th February 2019.  Recommend convening the Annual Electors Meeting for the week before Council commences Committee and Council Meetings for 2019. MATTER FOR CONSIDERATION Acceptance of Annual Report for the year ended 30th June 2018. BACKGROUND Statutory Requirement for Council to accept the Annual Report of Council for the Prior Financial Year. STATUTORY ENVIRONMENT - Sections 5.53, 5.54 and 5.55 of the Local Government Act 1995 states as follows: - 5.53. (1) The local government is to prepare an annual report for each financial year. (2) The annual report is to contain – (a) a report from the Mayor or President; (b) a report from the CEO; (c) a report of the principal activities commenced or continued during the financial year; (d) an assessment of the local government’s performance in relation to each principal activity; (e) an overview of the principal activities that are proposed to commence or to continue in the next financial year; (f) the financial report for the financial year; Page 249 of 261

(g) such information as may be prescribed in relation to the payments made to employees; (h) the auditor’s report for the financial year; and (i) such other information as may be prescribed. Acceptance of annual reports 5.54. (1) Subject to subsection (2), the annual report for a financial year is to be accepted by the local government no later than 31 December after that financial year. (2) If the auditor’s report is not available in time for the annual report for the financial year to be accepted by 31 December after that financial year, the annual report is to be accepted by the local government no later than 2 months after the auditor’s report becomes available. Notice of annual reports 5.55 The CEO is to give local public notice of the availability of the Annual Report as soon as is practicable after the report has been accepted by Council. POLICY IMPLICATIONS Nil. FINANCIAL IMPLICATIONS Nil. STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Governance Objective: Strong governance and community engagement ITEM OUTCOMES AND STRATEGIES G1.1 Continual improvement in IPR, transparency and accountability G4 Sound Organisation G4.3 Ensure optimum organisational capacity and efficiency COMMUNITY CONSULTATION Council’s Annual Report will be published on the Quairading Website and also available in Hard Copy from the Administration Centre. Statutory Advertising and Community Information on the availability of the Annual Report and the Notice of the Annual Electors Meeting will be widely circulated in the Community. RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating considered Low. Cost of Publishing of the Annual Report and Advertising is within Council’s Governance Budget. Health – Risk Matrix Rating considered Low. Reputation – Risk Matrix Rating considered Low. Risk mitigated by Council having operated within the legislative requirements. Annual Electors Meeting to be convened as soon as possible following the School Holiday Period and within the 56 Day timeframe prescribed in the Local Government Act. Operation – Risk Matrix Rating considered Low. Preparation of the Annual Report and Annual Financial Statements and conducting the Annual Electors Meeting within Council’s normal Operations. Natural Environment – Risk Matrix Rating considered Low.

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COMMENT Once accepted, the Annual Report is to be made available to the Public and also published on Council’s Website. Further, the Annual Report will be the major Item of Business on the Agenda of the Annual Electors Meeting. Council is required to select a date for the Annual Electors Meeting but not more than 56 days after Council accepts the Annual Report. This means the Annual Electors Meeting must be held no later than Thursday 14th February 2019. Council is also required to give at least 14 days Local Public Notice of the Annual Electors Meeting. Council’s known Meeting Dates in February 2019 (prior to and including the 14th February) are as follows: -  Tuesday 12th – Strategic Planning Committee at 5.00pm. It is considered prudent that the Annual Electors Meeting be held prior to Council commencing its meetings for 2019. It is recommended that the Annual Electors Meeting be held on Tuesday 5th February 2019 in the Lesser Hall commencing at 7.00pm.

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ITEM 11 MATTERS FOR CONSIDERATION – HEALTH AND BUILDING

No matters for consideration.

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ITEM 12 MATTERS FOR CONSIDERATION – WORKS

12.1 Draft Community Park Concept Plan

Meeting Date 20th December 2018 Responsible Officer Grants & Projects Officer, Sarah Caporn Reporting Officer Grants & Projects Officer, Sarah Caporn Attachments Community Park Budget & Scaled Concept Plan Owner/Applicant Shire of Quairading Disclosure of Interest Nil.

OFFICER RECOMMENDATION 1. That Council approve the Draft Community Park Concept Plan with a Project Estimate of $418,400. 2. Council Staff proceed to applying for external grant funding on the basis of Council’s $75,000 Commitment and the Contribution from Council’s Trust Fund from Rural Youth of $73,500. 3. That the Concept and Grant Funding Outcomes be submitted to Council’s 2019/2020 Budget Workshops.

VOTING REQUIREMENTS – Simple Majority

IN BRIEF  The draft Concept Plan for the Community Park is presented for Council’s discussion and approval.  The proposed site is the area between the CRC and Vintage Clubs on Parker Street and extending south into 10.4 hectares of crown land designated as Reserve 36774 vested by the State to the Shire of Quairading for the purpose of Wildlife Park (known to the Focus Group as Salmon Gums Reserve).  Extensive community consultation has been undertaken to reach this point.  Proposed that there will be a playground / picnic area north of Parker Street, a mountain bike pump track across the road east of MacDonald Street with a beautified area to the west of MacDonald Street, near the Town Dam.  A number of Walk Trails are proposed through the bush towards Harris Street.  Budget Review in November 2018 OCM has removed Capital Budget for On Ground Works in 2018/2019. Original Budget of $225,000.  Likewise, Budget for Grant Income and Transfer of Rural Youth Funds from Trust Fund also deferred.  Original (2018/2019 Adopted Budget) had Council’s Contribution at $75,000.  Project Scope may need to be adjusted dependent upon the outcome of Grant Funding Applications to maintain Council’s original Project commitment.  Project Cost Estimate (Detailed Costing Schedule in Attachment)

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Category Total Cost Preliminaries $1,000 Utilities $32,000 Landscaping $69,872 Facilities $44,050 Play Equipment $236,645 Fixtures / Furniture $34,830 Grand Total $418,398

MATTER FOR CONSIDERATION Council to review the proposed plans and Project cost estimates prepared so the Concept can be Adopted. Grants Team can proceed to applying for external Grant Funding for the remainder of the Funds required for this scale of Project. BACKGROUND PARK ELEMENTS Play Equipment: Council’s Grants & Projects Officer has consulted with both playgroups (Murphy St and Little Joeys) and the QDHS students to ascertain their priority play equipment and gathering quotes for the other items being considered for inclusion in the park. Focus was on items that could be used by multiple children at the same time while also catering for a variety of age groups and physical and active experiences. The school students voted between 6 different items with the Eagles Lair - a large 6m climbing tower, a flying fox and some outdoor trampolines being their top 3 items. Other play elements include 2 x basket swings, a set of junior swings, an embankment slide, tunnel, water play pump and metal trays (flowing into a dry creek-bed landscaping) and a sand play platform with sieves, buckets, a sand lift and tube attached. These were the items brought forward during the public consultation phase and compiled into this draft concept plan. There is also an illustrative picture gallery below.

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Please see the draft concept plan with a rough placement of the elements across the site with the required safety surface requirements. There are a few changes we need to make and perhaps include this fabulous log tractor. I propose to write to the Vintage Club to ask for their assistance in making something for our park.

The company I’ve been working with for the play equipment has suggested adding a climbing rock (Item 10) but this is actually something we can build ourselves as they sell the small hand grips as separate items. As long as the rock is under 3m high from ground level and has a non-compacting safety surface (in our case, mulch) of at least 2.5m x 300mm then we should be compliant to the safety requirements. I see this as being a major feature within the park that can give things a lovely local flavour – and how cool would it be to climb up a big rock to be king of the castle! Starting the grips at above 400mm discourages younger children from climbing up and we can even set up a smaller rock for them. The Quairading CRC will be holding a Quiz Night in early February and wish to donate the money towards making this climbing rock happen. Pump Track There will be some soil to be removed from the park area to get the levels correct so that 300mm of softfall mulch and 150mm of turf can be installed. We are proposing to install a pump track across Parker Street, to the east of MacDonald Road (see image below as an example). The track can utilise spoil from the playground area as the base gravel layer before adding the clay over the top. We have found a designer to help with this component and are awaiting his advice on a great design for our site. The pump track will be well utilised by older children and teenagers as well as visiting cycling enthusiasts keen for a weekend in the country.

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Seating & Benches We propose installing Replas Big Benches as some seating options across the site. They utilise recycled plastic bottles so are a very eco-option to embrace. They have minimal lifetime maintenance. The product also comes in 125mm square bollards which we will utilise in the fencing.

Electrics I’ve been consulting with John Greenwood about sourcing power for the site. My initial plan of connecting back to the CRC has been abandoned as there are several areas of paving and a carpark to avoid. There is an existing Western Power pole on the south east corner of the site so we will apply for a new connection and run the power through a new meter box and then across to the electric BBQ in the picnic area, lights for the ablution block and some lighting along the pathways. These costings have been included in the budget. I am also exploring the option of a solar system but we are still waiting on costings for this component. STATUTORY ENVIRONMENT Local Government Act 1995 POLICY IMPLICATIONS Nil FINANCIAL IMPLICATIONS No Financial Implication for the 2018/19 Financial Year. Project Cost Estimate of $418,400 as presented. Project Scale and Timing will be dependent on the level of External Grant Funding achieved Outcomes of the Grant Applications and Project Development will be brought to the 2019/20 Budget Workshops. Grant Funding Opportunities Identified. Lotterywest will be the main funding body Council will approach for the Community Park project. Lotterywest Grants officers have been kept updated on progress to date and are expecting an application from the Shire early in 2019 under their Community Outdoor Spaces grants. Council will also apply for funding from the Federal Government through the next round of Building Better Regions programme. There are some components that can be staged or delayed to ensure the most effective use of financial resources.

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STRATEGIC IMPLICATIONS – Strategic Community Plan 2017 - 2027 Social Objective: Active, healthy, safe and inclusive community ITEM OUTCOMES AND STRATEGIES S1.2 Promote increased participation in the social and cultural life of the community. Built Environment Objective: Planning and Infrastructure to meet the needs of the community ITEM OUTCOMES AND STRATEGIES B2.2 Ensure the provision of community facilities and other built assets take into account the needs of the community. COMMUNITY CONSULTATION Extensive community consultation has been undertaken with both the Murphy Street and Little Joey’s Playgroups and Students from the Quairading District High School. In addition, approximately 20 local residents formed a Focus Group which have also provided input and feedback. There was a draft image at the Quairading Agricultural Show for people to view and provide feedback. Distribution of the draft Concept Plan will be further circulated once Council has had the opportunity to provide their input and approval. RISK ASSESSMENT – Risk Management Policy and Risk Management Governance Framework Applicable. Financial – Risk Matrix Rating is considered Low for the Current Year as Park Concept Stage only. Risk can be mitigated through Council’s Financial Contribution being set at $75,000 and to then ascertain the outcomes of all Grant applications before submitting to the 2019/20 Budget Workshops. Health – Risk Matrix Rating considered as Low. Reputation – Risk Matrix Rating is considered Low. Council has conducted extensive consultation on the Project Concept as it was listed as a High Priority in Council’s Strategic Community Planning Process. There is reputational risk if the Project is not progressed to an affordable scale acceptable to Council and the Community. Operation – Risk Matrix Rating considered Low. Park Project (inc Council Labour & Plant) would need to be included in Capital and Operational Budgets in future years. Natural Environment – Risk Matrix Rating considered Low. Impact on natural environment will be minimised through Project planning and Delivery management. Proposed Walk Trails will be low maintenance and utilising many existing tracks. Vegetation Clearance not planned.

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QUAIRADING PICNIC & PLAYSPACE

Item Category Supplier Qty Cost/Unit Total Cost Surveyor Preliminaries Peter Gow - levels, plot equipment $ 1,000 Site Preparation Landscaping Shire of Quairading - Works $ 6,000

COMMUNITY PARK AREA Ablution Block - single stall Yarra, incl delivery Facilities Modus Australia $ 19,050 Pad & Plumbing Utilities $ 12,000 Picnic Shelter - Wiltson package with roof, BBQ, 3 x picnicFacilities tables Unisite Group TBC $ 25,000 Electrics - new connection dome & meter box on Parker Utilities Shire of Quairading Electrical Services $ 20,000 St, lights, ablutions, BBQ connection Cement - pathway, under picnic area Landscaping Wongan Concrete Services, Kellerberrin 250m2 $53 $ 13,250 Sand - fort area Landscaping Shire of Quairading 18m3 $22 $ 396 Turf - supply & install Landscaping Greenacres Turf 750m2 $12.65 $ 9,488 Landscape Mix for Turf Area Landscaping Amazon Soils - incl delivery 120m3 $71.00 $ 8,520 Nursery plants, shrubs and trees Landscaping TBC $ 5,000 Irrigation - supply & install Landscaping TBC $ 8,000 Softfall Mulch Landscaping WA & J King, Gosnells 100m3 $81.50+$1350 freight$ 10,450 Park Seating Fixtures / Furniture Replas Big Benchs x 4 4 $ 2,367 $ 9,467 Fencing Fixtures / Furniture Replas 125mm Bollards - black 100 48.64 $ 4,864 Fixtures / Furniture S. Simpson - labour, netting & strainers $ 4,000 Retaining Wall - limestone blocks to hold mulch & sand Landscaping Brickpave - 8 packs 80 15.86 $ 1,269 from lawn - 350mm w x 240mm d x 1m l Delivery of Limestone Blocks Landscaping TBC $ 2,500 Install Retaining Wall & Trenching Electrics Landscaping Digging Docker $ 5,000 Gates Fixtures / Furniture TBC $ 1,000 Signage Fixtures / Furniture TBC $ 10,000 Entryway Poles Fixtures / Furniture Phase 2

PLAY EQUIPMENT - Total cost incl installation $ 231,645 Kitset Installation Installed price 6m Eagles Lair climbing tower with metal cross-bars Play Equipment $43,251 $9,611 $ 52,862

Traveller flying fox 30m for 1.3m mound start point Play Equipment $14,250 $3,167 $ 17,417

Flying Saucer - Double Basket Swing - with 2 x 1200mm Play Equipment $10,665 $2,370 $ 13,035 baskets Junior Lollipop Swing – Infant and Strap Seats Play Equipment $3,089 $1,497 $ 4,586 Outdoor Trampoline Pi -$9764 ea x 3 Play Equipment $29,022 $6,449 $ 35,471 Double Embankment Slide - from Metal system - SC381 Play Equipment $5,099 $1,133 $ 6,232 1500 Tunnel thru mound with 2x 30° sections & 2x exit Play Equipment $4,941 $1,098 $ 6,039 sections, including ground supports Sandplay Module 221 - from Metal system Play Equipment $16,364 $3,637 $ 20,001 DIY climbing Rock using 100pk of climbing grips Play Equipment Quairading CRC - Quiz Night $500 $ 500 Water Play Unit – low-flow pump and metal trays Play Equipment $24,302 $5,401 $ 29,703 Flap Gate for concrete creek bed Play Equipment $2,388 $531 $ 2,919 Draw gate for concrete creek bed Play Equipment $2,388 $531 $ 2,919 Timber Play House – Eibe Alexander (placed near adult Play Equipment $8,620 $1,916 $ 10,536 picnic tables) Maxi-whirler – rotating angled spinner for ages 8+ Play Equipment $5,950 $2,522 $ 8,472

Spinning Basket - 1200mm basket mounted to spin – Play Equipment $8,515 $2,438 $ 10,953 inclusive (special model for AUS - 5551300001)

Installation extras - footings, travel & accomodatoin Play Equipment $10,000 $ 10,000

MOUNTAIN BIKE PUMP TRACK Play Equipment Paul, Three Chillies Design $ 5,000

RESERVE AREA Seating Shelter & Rubbish Bin Fixtures / Furniture $ 5,500

TENTATIVE TOTAL $ 418,398 Page 259 of 261

ITEM 13 URGENT COUNCILLORS’ BUSINESS

Page 260 of 261

ITEM 14 CONFIDENTIAL BUSINESS – AS PER LOCAL GOVERNMENT ACT S5.23 (2)

No matters for consideration.

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ITEM 15 NEXT MEETING DATE

The next Ordinary Meeting of Council is scheduled to take place on Thursday 28th February 2019, commencing at 2 pm at the Council Chambers, 10 Jennaberring Road, Quairading.

ITEM 16 CLOSURE

There being no further business, the Chairman closed the Meeting at ______pm.