Shire of Dalwallinu MINUTES Ordinary Council Meeting 24 June 2014 CONTENTS PAGE 1.0 OPENING & ANNOUNCEMENT OF VISITORS ....................................................... 1 2.0 ATTENDANCE RECORD ......................................................................................... 1 2.1 Present ........................................................................................................................ 1 2.2 Apologies .................................................................................................................... 1 2.3 Leave Of Absence Previously Granted ........................................................................ 1 3.0 PUBLIC QUESTION TIME........................................................................................ 1 4.0 APPLICATIONS FOR LEAVE OF ABSENCE .......................................................... 2 5.0 MINUTES OF PREVIOUS MEETINGS ..................................................................... 2 5.1 Ordinary Council Meeting – 27 May 2014 ................................................................... 2 6.0 NOTICES OF URGENT BUSINESS ......................................................................... 2 17.1 Removal of Caveat – B670479 .................................................................................... 2 7.0 MOTIONS OF WHICH NOTICE HAS BEEN RECEIVED ......................................... 2 8.0 PETITIONS/DEPUTATIONS/PRESENTATIONS/ SUBMISSIONS .......................... 2 9.0 MEMBERS REPORTS ............................................................................................. 3 9.1 Declarations of Interest ................................................................................................ 3 10.0 MATTERS FOR CONSIDERATION – WORKS ........................................................ 4 10.1 Request to Call Tenders for 2014/15 ........................................................................... 4 10.2 Rabbit Proof Fence Road – Restricted Access Vehicle Rating .................................... 6 10.3 Isolated Workers Communications .............................................................................. 8 11.0 MATTERS FOR CONSIDERATION – COMMUNITY SERVICES .......................... 10 Ordinary Council Meeting June 2014 ii 12.0 MATTERS FOR CONSIDERATION – TOWN PLANNING ..................................... 10 12.1 Amalgamation – Lots 608 and 609 Pioneer Place, Dalwallinu ..................................... 10 12.2 Application for Planning Approval to Erect a Shed at Lot 608 Pioneer Place, Dalwallinu .................................................................................................................... 12 12.3 Lot 164 Johnson Street Subdivision Query .................................................................. 14 12.4 Extension of Non Conforming Rights – Lot 172 Harris St, Dalwallinu .......................... 16 12.5 Planning Application: Lot 280 Dalwallinu-Kalannie Road: Transportable Dwelling ...... 20 13.0 MATTERS FOR CONSIDERATION – HEALTH AND BUILDING .......................... 24 13.1 Building Approvals ....................................................................................................... 24 13.2 Future Determination of the Dalwallinu Town Hall ....................................................... 26 14.0 MATTERS FOR CONSIDERATION – ECONOMIC DEVELOPMENT ................... 30 15.0 MATTERS FOR CONSIDERATION – FINANCE ................................................... 30 15.1 Accounts for Payment for May 2014 ........................................................................... 30 15.2 Monthly Financial Statements for May 2014 ................................................................ 33 15.3 Outstanding Rates Debtors Report for May 2014 ....................................................... 35 15.4 Bad Debts ................................................................................................................... 38 15.5 Queries from Department of Local Government on 2012-2013 Annual Financial Report ......................................................................................................................... 40 15.6 Request to Waive Fees – Dalwallinu Netball ............................................................... 42 15.7 Yarra Yarra Catchment Management Group (YYCMG) ............................................... 44 15.8 Adoption of the 2014-2015 Financial Year Budget ....................................................... 46 16.0 MATTERS FOR CONSIDERATION - ADMINISTRATION ..................................... 62 16.1 Greening Australia - Collection of Seeds ..................................................................... 62 16.2 WA Local Government Association – Voting Delegates ............................................... 64 16.3 Shire of Coorow – Proposed Local Planning Scheme No 3 ......................................... 66 17.0 URGENT BUSINESS BY DECISION OF THE MEETING ...................................... 68 17.1 Removal of Caveat – B670479 .................................................................................... 68 18.0 CONFIDENTIAL BUSINESS - AS PER LOCAL GOVERNMENT ACT 1995, SECTION 5.23(2) ................................................................................................... 70 18.1 Appointment of Acting CEO – Mr Keith Jones ............................................................ 70 Ordinary Council Meeting June 2014 iii 19.0 SCHEDULING OF MEETING ................................................................................. 71 20.0 CLOSURE............................................................................................................... 71 21.0 CERTIFICATION .................................................................................................... 71 Ordinary Council Meeting June 2014 iv SHIRE OF DALWALLINU MINUTES of the Ordinary Meeting of Council held at the Council Chambers, Shire Administration Centre, Dalwallinu on Tuesday, 24 June 2014. 1.0 OPENING & ANNOUNCEMENT OF VISITORS The Chairperson (President) opened the meeting at 3.38pm. 2.0 ATTENDANCE RECORD 2.1 Present Shire President Cr RS Nixon Cr GH Sanderson JP Cr SC Carter Cr KL Carter Cr IW Hyde (from 3.46pm) Cr AR Dickins Cr KM McNeill JP Cr NW Mills Cr MC Huggett IN ATTENDANCE Chief Executive Officer Mr PJ Crispin Deputy Chief Executive Officer Mr KT Jones Community Services Manager Miss DA Fortuin Manager of Works Mr L Shopov Executive Support Officer Mrs GC Matias 2.2 Apologies Economic Development and Marketing Officer Miss T Slot 2.3 Leave Of Absence Previously Granted Nil 3.0 PUBLIC QUESTION TIME Nil Ordinary Council Meeting June 2014 1 4.0 APPLICATIONS FOR LEAVE OF ABSENCE PROCEDURAL MOTION 8037 Moved Cr NW Mills Seconded Cr AR Dickins That the application for leave of absence of Cr NW Mills for the Ordinary Meeting of Council to be held 22 July 2014 be approved. CARRIED 8/0 5.0 MINUTES OF PREVIOUS MEETINGS 5.1 Ordinary Council Meeting – 27 May 2014 MOTION 8038 Moved Cr SC Carter Seconded Cr NW Mills That the Minutes of the Ordinary Meeting of Council held 27 May 2014 be confirmed. CARRIED 8/0 6.0 NOTICES OF URGENT BUSINESS There is one (1) item of late business to be dealt with under section 17.0 Urgent business. 17.1 Removal of Caveat – B670479 7.0 MOTIONS OF WHICH NOTICE HAS BEEN RECEIVED Nil 8.0 PETITIONS/DEPUTATIONS/PRESENTATIONS/ SUBMISSIONS Nil Ordinary Council Meeting June 2014 2 9.0 MEMBERS REPORTS 9.1 Declarations of Interest Cr KL Carter – (Financial interest) - item 12.4 Cr SC Carter – (Impartiality interest) – item 12.5 Ordinary Council Meeting June 2014 3 10.0 MATTERS FOR CONSIDERATION – WORKS 10.1 Request to Call Tenders for 2014/15 Applicant: Shire of Dalwallinu File No: RO/15 - Tendering Previous Meeting Reference: Nil Attachments: Tender Documents and Requests Author: Mr Louka Shopov Disclosure of Interest: Nil Date of Report: 20 June 2014 Senior Officer: Mr Peter Crispin ____________________________________________________________________________ Purpose of Report For Council to consider approving the calling of tenders for: Gravel Stockpiling; Supply and Delivery of Aggregate; and Supply, Spray & Cover Bitumen. Background As per the Local Government Act 1995, the Shire of Dalwallinu is required to gain Council’s endorsement of tenders before they can actually be called. In the 2014/15 Works Capital Budget the following approximate totals for materials have been considered: Gravel Stockpiling 94600m3 Aggregate 1,470 tonnes of 14mm and 880 tonnes of 10mm Seal 422,560L (98/2) Class 170 bitumen, 52,513L Class 170 (50/50) prime bitumen and approx 195,392m2 of cover. Comment This is a procedural item as per the Local Government Act 1995 to allow the Officers to call for tenders as soon as possible and get started on the Capital Road Program as early as possible in the 2014/15 financial year. The tender documents have been reviewed and no amendments (except closing dates and quantities) are required as the amendments that were made in 2013/14 were substantial and extremely beneficial. The review of tender documents is an annual process. All tenders are expected to open and be advertised in the West Australian on Wednesday 25 June 2014. Tenders are expected to close 21 days later (exceeds Local Government Act minimum requirements) on Wednesday 17 July 2014 ready for the Works and Plant Committee Meeting on Tuesday 22 July 2014. Policy Requirements Nil, at this point in time. However Policy 3.3 Regional Price Preference Policy may