S H I R E O F C A R N AMA H P O L I C Y MA N U A L R E V I EWE D 2 0 2 1 This page is intentionally left blank Shire of Carnamah POLICY MANUAL Chief Executive Officer Statement Legislative Requirements: Adoption and Review of Policy Manual Council’s Policy Manual has been reviewed by the Council and adopted in accordance with the requirements of section 2.7 of the Local Government Act 1995. Council has adopted an ongoing review process of the Policy Manual to demonstrate due diligence regarding legislative requirements, and to give delegated/designated Staff direction to manage the day to day affairs of the Shire. The Policy Manual is reviewed, adopted and administered by the Shire in accordance with statutory requirements of the Local Government Act 1995 (as amended) and associated Regulations, particularly the following sections of the Local Government Act: • Section 2.7: for Council to determine and adopt its Policies • Section 5.41: identifying the functions of a CEO • Section 5.42: relates to Council delegations of some powers and duties to the CEO. • Section 5.43: relates to Council limits on delegations to CEO’s • Section 5.44: relates to the CEO may delegate some powers and duties to other employees. Process to Change Council Policies Any changes and amendments to Council’s Policy Manual shall be submitted to Council in a structured Agenda item and with all the information required for Council consideration. All Staff and elected members are encouraged to read the Policy Manual to familiarize themselves with updated and new policies, and the requirements for adopting these documents. Chief Executive Officer Shire of Carnamah Shire of Carnamah Mission Statement • To maintain and enhance the rural way of life within the Shire of Carnamah. Shire of Carnamah Vision Statement • The Shire of Carnamah will be a sustainable, progressive, desirable and caring community which recognises and values its diversity Shire of Carnamah Policy Manual – updated September 2021 Page 1 of 200 CONTENTS 1. GOVERNANCE ....................................................................................................8 1.1 ORDINARY COUNCIL MEETINGS ......................................................................8 1.2 COUNCILLOR SERVICE MEMENTO ..................................................................9 1.3 ATTENDANCE AT EVENTS ..............................................................................10 1.4 STAFF ALLOWANCES (DAILY ACCOMMODATION, MEALS AND EXPENSES ALLOWANCE) ...............................................................................13 1.5 WINCHESTER CEMETERY WORKING GROUP .............................................. 14 1.6 USE OF COUNCIL CHAMBERS ........................................................................15 1.7 AUSTRALIA DAY WA CITIZEN OF THE YEAR AWARDS ................................. 16 1.8 ELECTED MEMBERS PROFESSIONAL DEVELOPMENT ................................ 18 1.9 USE OF COUNCIL LOGO ..................................................................................20 2. ADMINISTRATION ............................................................................................ 21 2.1 CONTRIBUTIONS AND DONATIONS ...............................................................21 2.2 SHIRE NEWSLETTER – “CARNAMAH MAT & ENEABBA NEWS”.................... 22 2.3 EXECUTION OF DOCUMENTS AND USE OF COMMON SEAL ....................... 23 2.4 LEGAL REPRESENTATION COSTS INDEMNIFICATION ................................. 28 2.5 PURCHASING ...................................................................................................30 2.6 HIRING / LENDING OF ITEMS FROM THE CARNAMAH TOWN HALL ............ 33 2.7 COMMUNITY ENGAGEMENT ...........................................................................34 2.8 RISK MANAGEMENT ........................................................................................39 2.9 PROCESS FOR DEALING WITH TENDERS ..................................................... 45 2.10 PROPOSALS REQUIRING SHIRE FUNDING AND/OR IN-KIND SUPPORT .........................................................................................................49 2.11 SOCIAL MEDIA SERVICES ...............................................................................50 2.12 RELATED PARTY DISCLOSURES ....................................................................54 2.13 VEXATIOUS CUSTOMERS ...............................................................................57 2.14 TRADING IN PUBLIC PLACES FOR FOOD VENDORS .................................... 60 2.15 PROCESSING OF INWARD CORRESPONDENCE FOR THE SHIRE PRESIDENT AND COUNCILLORS ................................................................... 64 2.16 DISPOSAL OF PROPERTY ...............................................................................65 3. LAW, ORDER, PUBLIC SAFETY ......................................................................66 3.1 BUSH FIRES ......................................................................................................66 3.2 SAFETY AND HEALTH RELATING TO VOLUNTEER BUSH FIRE FIGHTERS .........................................................................................................69 3.3 EMPLOYEE VOLUNTEER INPUT TO FIRE BRIGADES AND AMBULANCE SERVICES DURING WORKING HOURS ................................... 70 3.4 RESPONSE AND PROVISION OF SHIRE PLANT AND EQUIPMENT IN BUSH FIRE SITUATIONS..................................................................................71 3.5 SIGNAGE ...........................................................................................................72 3.6 TOURIST INFORMATION BOARD SIGNAGE .................................................... 80 3.7 SHIRE OF CARNAMAH POLICY ON PLACEMENT OF HISTORICAL PHOTOGRAPHS IN WINDOWS ........................................................................82 3.8 TOWNSCAPE ROAD VERGE AND PROPERTY AMENITY POLICY ................ 84 3.9 OPERATIONAL USE OF DRONES....................................................................85 3.10 LIGHTING MANAGEMENT ................................................................................86 Shire of Carnamah Policy Manual – updated September 2021 Page 2 of 200 4. COMMUNITY AMENITIES .................................................................................88 4.1 CARNAMAH RECYCLING - RECYCLING MATERIALS TO BE ACCEPTED ..........................................................................................................................88 5. RECREATION AND CULTURE .........................................................................89 5.1 CARNAMAH RECREATION CENTRE ...............................................................89 5.2 USAGE OF OVALS - AGRICULTURAL SHOWS ............................................... 91 5.3 PERIOD OF OPENING - PUBLIC SWIMMING POOLS ..................................... 92 6. TRANSPORT .....................................................................................................93 6.1 FARM IMPLEMENTS AND ROAD DAMAGE ..................................................... 93 6.2 HEAVY TRANSPORT ROUTES AND OPERATIONS ........................................ 94 6.3 RURAL CROSSOVERS .....................................................................................95 6.4 PIPELINES UNDER SHIRE ROADS ..................................................................96 6.5 STANDARD CROSSINGS .................................................................................98 7. ECONOMIC SERVICES .....................................................................................99 7.1 ADOPTION OF FLORAL EMBLEM - SHIRE OF CARNAMAH ........................... 99 7.2 WILDFLOWER PICKING ................................................................................. 100 7.3 PREVENTATIVE MAINTENANCE SCHEDULE - COUNCIL HOUSING AND PUBLIC BUILDINGS ............................................................................... 101 7.4 BUILDING CONTROL DISCLAIMER ............................................................... 102 7.5 CONTROL OF ROADSIDE WEEDS ................................................................ 103 7.6 DEMOLITION LICENCE APPLICATIONS PLACES OF HERITAGE VALUE ........................................................................................................................ 104 7.7 LANDCARE ROAD MANAGEMENT STRATEGY ............................................ 105 7.8 INDUSTRIAL FACTORY UNITS AND ASSOCIATED DWELLINGS, CARNAMAH - TENANCY GUIDELINES / SPECIAL CONDITIONS ................. 106 7.9 RELOCATED SECOND HAND DWELLINGS .................................................. 109 7.10 RABBIT CONTROL – ENEABBA RECREATION RESERVE ........................... 110 7.11 PETROLEUM, MINING AND EXTRACTIVE INDUSTRIES .............................. 111 8. FINANCE .........................................................................................................113 8.1 FINANCIAL GOVERNANCE MANAGEMENT .................................................. 113 8.2 LONG-TERM FINANCIAL PLANNING ............................................................. 115 8.3 BORROWING MANAGEMENT ........................................................................ 117 8.4 INVESTMENT MANAGEMENT ........................................................................ 120 8.5 FEES AND CHARGES SETTING .................................................................... 123 8.6 DEFINITION OF CASH RESERVE ACCOUNTS .............................................. 126 8.7 ACCOUNTING PROCEDURES AND USES OF