NOTICE OF MEETING Dear Elected Member The next Ordinary Council Meeting of the Shire of Perenjori will be held on Thursday 16th February 2017 in the Council Chambers, Fowler Street, Perenjori commencing at 3.00pm. Ali Mills Chief Executive Officer 10th February 2017 Shire of Perenjori Ordinary Council Meeting 16th February 2017 Agenda 16th February 2017 Copies forward to: All Councillors Cr LC Butler Cr PJ Waterhouse Cr RP Desmond Cr JM Hirsch Cr KJ Pohl Cr GK Reid Cr LJ Smith Cr RL Spencer Cr JR Cunningham Shire of Perenjori Ordinary Council Meeting AGENDA 16th February 2017 Shire of Perenjori AGENDA Ordinary Council Meeting To be held in the Shire of Perenjori Council Chambers, Fowler Street, Perenjori on the 16th February 2017, to commence at 3.00 pm. Table of Contents 17021 PRELIMINARIES ................................................................................................... 2 17021.1 DECLARATION OF OPENING AND ANNOUNCEMENT OF VISITORS ........... 2 17021.2 OPENING PRAYER ............................................................................................. 2 17021.3 DISCLAIMER READING ...................................................................................... 2 17021.4 RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE ......... 2 17021.5 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ......... 2 17021.6 PUBLIC QUESTION TIME................................................................................... 2 17021.7 NOTATIONS OF INTEREST ............................................................................... 2 17021.8 APPLICATIONS FOR LEAVE OF ABSENCE .................................................... 2 17021.9 CONFIRMATION OF MINUTES .......................................................................... 2 17021.10 ANNOUNCEMENTS BY PERSON PRESIDING WITHOUT DISCUSSION ....... 2 17021.11 PETITIONS / DEPUTATIONS / PRESENTATIONS ............................................ 2 17022 CORPORATE AND DEVELOPMENT SERVICES......................................................... 3 17022.1 FINANCIAL STATEMENTS – DECEMBER 2016 ................................................ 3 17022.2 ACCOUNTS FOR PAYMENT – DECEMBER 2016. ............................................ 5 17022.3 FINANCIAL STATEMENTS – JANUARY 2017 ................................................... 8 17022.4 ACCOUNTS FOR PAYMENT – JANUARY 2016. ............................................. 10 17022.5 POLICY MANUAL REVIEW............................................................................... 13 17023 COMMUNITY DEVELOPMENT OFFICER .................................................................. 15 17033.1 CYCLE TOURING ASSOCIATION – REQUEST FOR A WAIVE OF FEES ..... 15 17033.2 PERENJORI PUBLIC BENEFIT TRUST – ROUND 9 ....................................... 17 17024 INFRASTRUCTURE SERVICES ............................................................................... 19 17024.1 ROAD MAINTENANCE – DECEMBER 2016 ..................................................... 19 17024.3 EXPRESSIONS OF INTEREST- CONCRETE BATCH PLANT ........................... 25 17025 GOVERNANCE ......................................................................................................... 26 17025.1 AQUATIC CENTRE – SOLAR PROJECT ................................................................ 26 17025.2 DISPOSAL OF SHIRE PROPERTIES .................................................................. 28 17025.3 DRAFT BUDGET REVIEW 2016/17 ........................................................................ 30 17025.4 ANNUAL ELECTORS MEETING 2017 ................................................................. 31 17026 PROJECT STATUS REPORT.................................................................................. 33 17027 STATUS REPORT ................................................................................................... 34 17028 OTHER BUSINESS ................................................................................................... 35 1 Shire of Perenjori Ordinary Council Meeting AGENDA 16th February 2017 17028.1 MOTIONS OF WHICH DUE NOTICE HAS BEEN GIVEN ................................ 35 17028.2 QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN .. 35 17028.3 URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION .......................................................................................................... 35 17028.4 MATTERS BEHIND CLOSED DOORS ............................................................. 35 17028.4.1 CONFIDENTIAL: MIDWEST TRANSPORTABLES - AGREEMENT ............... 35 17028.5 DATE OF NEXT MEETING ............................................................................... 35 17028.6 CLOSURE .......................................................................................................... 35 17021 PRELIMINARIES 17021.1 DECLARATION OF OPENING AND ANNOUNCEMENT OF VISITORS 17021.2 OPENING PRAYER 17021.3 DISCLAIMER READING 17021.4 RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE 17021.5 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE 17021.6 PUBLIC QUESTION TIME 17021.7 NOTATIONS OF INTEREST FINANCIAL INTEREST – LOCAL GOVERNMENT ACT S 5.60A PROXIMITY INTEREST – LOCAL GOVERNMENT ACT S 5.60B INTEREST AFFECTING IMPARTIALITY – LOCAL GOVERNMENT - CODE OF CONDUCT. 17021.8 APPLICATIONS FOR LEAVE OF ABSENCE 17021.9 CONFIRMATION OF MINUTES Minutes from the Ordinary Council Meeting held on the 14th December 2016 are attached. Council Resolution – Item 17021.9 That Council accepts the Minutes from the Ordinary Meeting of the 14th December 2016 as a true and correct record of that Meeting. 17021.10 ANNOUNCEMENTS BY PERSON PRESIDING WITHOUT DISCUSSION 17021.11 PETITIONS / DEPUTATIONS / PRESENTATIONS 2 Shire of Perenjori Ordinary Council Meeting AGENDA 16th February 2017 17022 CORPORATE AND DEVELOPMENT SERVICES 17022.1 FINANCIAL STATEMENTS – DECEMBER 2016 APPLICANT: SHIRE OF PERENJORI FILE: ADM 0081 DISCLOSURE OF INTEREST: NIL AUTHOR: DEBBY BARNDON-SFO RESPONSIBLE OFFICER PETER MONEY - MCDS REPORT DATE: 16TH FEBRUARY 2017 ATTACHMENTS MONTHLY FINANCIAL REPORT Executive Summary This item recommends that Council accepts the Financial Activity Statement for the period ending 31st December 2016. Background Each month officers are required to prepare monthly financial reports, covering prescribed information, and present these to the Council. Details Presented is the Financial Activity Statement Report for the period ending 31st December 2016. The following statements are presented to Council: Monthly Summary Information - Charts Statement of Financial Activity (Program and Nature& Type) - This provides the budget and actual income and expenditure for operating and non- recurrent as well and the closing surplus to date. (FM Reg 34(1)) Statement of Capital Acquisitions and Capital Funding Net Current (Assets) Funding Position (Note 3). This provides the amount of assets over liabilities within the Balance Sheet. (FM Reg 34 (1)(e)) Notes to the Financial Statements include: o Note 1.- Significant Accounting Policies o Note 2. - Explanation of Material Variances o Note 3. – Net Current Funding Position o Note 4. – Cash & Investments o Note 5. – Budget Amendments o Note 6. – Receivables o Note 7. – Cash Back Reserves o Note 8. – Capital Disposals o Note 9. – Rating Information o Note 10. – Information on Borrowings o Note 11. – Grant and Contributions o Note 12.- Trust Fund o Note 13.- Details of Capital Acquisition 3 Shire of Perenjori Ordinary Council Meeting AGENDA 16th February 2017 Legal Compliance Regulation 34 (Financial activity statement report) of the Local Government (Financial Management) Regulations 1996 states – (1) A local government is to prepare each month a statement of financial activity reporting on the revenue and expenditure, as set out in the annual budget under regulation 22(1)(d), for that month in the following detail — (a) Annual budget estimates, taking into account any expenditure incurred for an additional purpose under section 6.8(1) (b) or (c); (b) budget estimates to the end of the month to which the statement relates; (c) actual amounts of expenditure, revenue and income to the end of the month to which the statement relates; (d) material variances between the comparable amounts referred to in paragraphs (b) and (c); and (e) the net current assets at the end of the month to which the statement relates. (2) Each statement of financial activity is to be accompanied by documents containing — (a) an explanation of the composition of the net current assets of the month to which the statement relates, less committed assets and restricted assets; (b) an explanation of each of the material variances referred to in subregulation (1) (d); and (c) such other supporting information as is considered relevant by the local government. (3) The information in a statement of financial activity may be shown — (a) according to nature and type classification; or (b) by program; or (c) by business unit (4) A statement of financial activity, and the accompanying documents referred to in subregulation 34 (2), are to be — (a) presented at an ordinary meeting of the council within 2 months after the end of the month to which the statement relates; and (b) recorded in the minutes of the meeting at which it is presented. (5) Each financial year, a local government is to adopt a percentage or value, calculated in accordance with the AAS, to be used in statements of financial activity for reporting material variances. Section 6.8 of the Local