Minutes Ordinary Council Meeting Thursday 25 February 2016 2.00pm SHIRE OF SANDSTONE DISCLAIMER No responsibility whatsoever is implied or accepted by the Sandstone Shire Council for any act, omission or statement or intimation occurring during Council/Committee meetings or during formal/informal conversations with staff. The Sandstone Shire Council disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during Council/Committee meetings or discussions. Any person or legal entity that act or fails to act in reliance upon any statement does so at that person’s or legal entity’s own risk. In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or limitation of approval made by a member or officer of Sandstone Shire Council during the course of any meeting is not intended to be and is not taken as notice of approval from the Sandstone Shire Council. The Sandstone Shire Council warns that anyone who has an application lodged with the Sandstone Shire Council must obtain and only should rely on WRITTEN CONFIRMATION of the outcome of the application, and any conditions attaching to the decision made by the Sandstone Shire Council in respect of the application. Sean Fletcher A/Chief Executive Officer 29 February 2016 Hack Street, SANDSTONE WA 6639 Tel (08) 9963 5802; Fax (08) 9963 5852 E-mail: - [email protected] SHIRE OF SANDSTONE MINUTES – ORDINARY MEETING OF THE COUNCIL – THURSDAY 25 FEBRUARY 2016 1 | Page SHIRE OF SANDSTONE AGENDA Page ITEM Minute 1 1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS 4 2 RECORD OF ATTENDANCE 2.1 Present Elected Members Cr B (Bethel) Walton Shire President Cr C (Carol) Hodshon Deputy Shire President Cr D (Donna) Bennett Cr F (Freda) May Cr K (Kerry) Key Cr J P Bennett Staff Members Mr Sean Fletcher A/Chief Executive Officer Mr Rob Moss Works Supervisor 2.2 Apologies Nil 2.3 Leaves of Absence Nil 2.4 Visitors / Observers Ms Di Jellet Mr Chris Mack 4 3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE 4 4.1 PUBLIC QUESTION TIME 5 4.2 PETITIONS/DEPUTATIONS 5 4.3 PRESENTATIONS 5 5 APPLICATIONS FOR LEAVE OF ABSENCE 5 6 DISCLOSURES OF INTEREST 5 7 CONFIRMATION OF PREVIOUS MEETING MINUTES 5 7.1 Ordinary meeting 18 December 2015 1/16 5 7.2 Special meeting 22 February 2016 2/16 SHIRE OF SANDSTONE MINUTES – ORDINARY MEETING OF THE COUNCIL – THURSDAY 25 FEBRUARY 2016 2 | Page 6 8 ANNOUNCEMENTS BY PRESIDING MEMBER AND COUNCILLORS 7 9 OFFICER’S REPORTS 7 9.1 CHIEF EXECUTIVE OFFICER 7 9.1.1 Integrated Planning and Reporting 3/16 12 9.1.2 Proposed Local Law – Dogs – Intent to Adopt 4/16 15 9.1.3 Proposed Local Law – Sandstone Public Cemetery - Final 5/16 18 9.1.4 Annual Meeting of Electors – 8 February 2016 6/16 20 9.1.5 Shire of Dalwallinu – Submission For Boundary Change 7/16 24 9.2 FINANCIAL REPORTS 24 9.2.1 Financial Activity Reports December 2015 8/16 26 9.2.2 Accounts for Payment December 2015 9/16 29 9.2.3 Financial Activity Reports January 2016 10/16 31 9.2.4 Accounts for Payment January 2016 11/16 34 9.3 HEALTH, BUILDING and TOWN PLANNING 34 9.3.1 Town Planning – Development Application Tp16-001 – Tearooms – 12/16 Lot Oroya Street Sandstone 37 9.4 WORKS and SERVICES Nil 38 10 ELECTED MEMBERS/MOTIONS OF WHICH PRIOR NOTICE HAS BEEN GIVEN 38 11 NEW URGENT BUSINESS INTRODUCED BY THE DECISION OF MEETING 11.1 Elected Members 11.2 Staff 38 12 CONFIDENTIAL ITEMS 38 13 COUNCILLOR REPORTS 38 14 TIME and DATE of NEXT MEETING The next Ordinary Council Meeting to be held on Thursday 24th March 2016 38 15 CLOSURE OF MEETING 38 16 CERTIFICATION SHIRE OF SANDSTONE MINUTES – ORDINARY MEETING OF THE COUNCIL – THURSDAY 25 FEBRUARY 2016 3 | Page Prior to the opening of today’s Council Meeting, the Acting CEO administered the councillor declaration to councillor elect John Paul Bennett. 1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS The Shire President declared the meeting open at 2:00PM. The Shire President then welcomed newly elected Cr John Bennett to the meeting. 2 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS 2.1 Present Elected Members Cr B (Bethel) Walton Shire President Cr C (Carol) Hodshon Deputy Shire President Cr D (Donna) Bennett Cr F (Freda) May Cr K (Kerry) Key Cr J P Bennett Staff Members Mr Sean Fletcher A/Chief Executive Officer Mr Rob Moss Works Supervisor 2.2 Apologies Nil 2.3 Leaves of Absence Nil 2.4 Visitors / Observers Ms Di Jellet Mr Chris Mack 3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil 4 PUBLIC QUESTION TIME/PETITIONS/DEPUTATIONS/PRESENTATIONS 4.1 Public Question Time The President opened public question time at 2:02 PM Ms Di Jellett asked for the Shire to consider putting back up the banners on Oroya Street as this provides colour and interest for the town during tourist season. The President thanked Ms Jellett for her comments. Public question time closed at 2:04 PM and Ms Di Jellett left the meeting. SHIRE OF SANDSTONE MINUTES – ORDINARY MEETING OF THE COUNCIL – THURSDAY 25 FEBRUARY 2016 4 | Page 4.2 Petitions Nil 4.2 Presentations Nil 5 APPLICATIONS FOR LEAVE OF ABSENCE Nil 6 DISCLOSURES OF INTEREST 6.1 Declarations of Financial Interest 6.2 Declarations of Proximity Interest 6.3 Declarations of Impartial Interests Item 9.3.1 Cr B Walton Item 9.3.1 Cr D Bennett Item 9.3.1 Cr J P Bennett 7 CONFIRMATION OF PREVIOUS MEETING MINUTES 7.1 That the minutes of the ordinary meeting of Council held on 26th November 2015 be confirmed as a true and accurate record of proceedings. COUNCIL RESOLUTION 1/16 Moved Cr C Hodshon Seconded Cr F May That the minutes of the Ordinary Meeting of Council held on 18 December 2015 are confirmed as a true and accurate record of proceedings CARRIED 6/0 7.2 The Acting CEO introduced the minutes from the Special Meeting held on 22 February 2016. COUNCIL RESOLUTION 2/16 Moved Cr C Hodshon Seconded Cr D Bennett That the minutes of the Special Meeting of Council held on 22 February 2016 are confirmed as a true and accurate record of proceedings CARRIED 6/0 SHIRE OF SANDSTONE MINUTES – ORDINARY MEETING OF THE COUNCIL – THURSDAY 25 FEBRUARY 2016 5 | Page 8 ANNOUNCEMENTS BY PRESIDING MEMBER AND COUNCILLORS The President explained the meeting process and the requirements to the Council. SHIRE OF SANDSTONE MINUTES – ORDINARY MEETING OF THE COUNCIL – THURSDAY 25 FEBRUARY 2016 6 | Page 9 OFFICERS REPORTS 9.1 CHIEF EXECUTIVE OFFICER’S REPORT 9.1.1 Integrated Planning and Reporting Agenda Reference: CEO 2/16 - 01 Location/Address: Shire of Sandstone Name of Applicant: Shire of Sandstone Disclosure of Interest: Nil Date of Report: 2 February 2016 File No: Previous References: OCM 22 November 2012: 9.1.1, OCM 30 May 2013: 9.1.1 & 9.1.6, OCM 18 April 2013: 9.1.1, OCM 28 March 2013: 9.1.4, OCM 27 June 2013: 9.1.1, Author: Sean Fletcher, Acting CEO Signature of Author: __________________ Summary The purpose of this report is to advise Council on the status of the Shire’s Integrated Planning and Reporting suite of documents and advice received from the Department of Local Government and Communities regarding these plans. This report also recommends a course of action regarding a course of action to make these plans compliant. Attachments Nil Background On 25 May 2015, the former CEO emailed the Department of Local Government and Communities regarding the level of compliance of the Shire’s Integrated Planning and Reporting suite of documents including the: • Strategic Community Plan (SCP); • Corporate Business Plan (CBP); • Long Term Financial Plan (LTFP); • Asset Management Plan (AMP); and • Workforce Plan (WFP). The Department responded on 11 June 2015 with feedback regarding all the plans except for the Workforce Plan. The Department’s responses included the following matters to be addressed: SHIRE OF SANDSTONE MINUTES – ORDINARY MEETING OF THE COUNCIL – THURSDAY 25 FEBRUARY 2016 7 | Page Strategic Community Plan • Inclusion of the need for a desk top review two years after adoption of the SCP; • There is no consideration of resourcing in the plan i.e. the overall financial impacts; • Was not adopted by absolute majority on 23 May 2013; • No evidence that local public notice was given on the adoption of the SCP; • Two types of engagement should be used in future when reviewing the SCP in line with the recommended standard; • However, the Department notes that the Shire has documented well the outcomes from the original community engagement process as well as clear and measureable KPIs; • Further advice on consultation methods regarding desktop reviews. Corporate Business Plan • No evidence that the CBP is reviewed annually; • The Department encourages the Shire, where possible, to give further information on the costs of the plan i.e. provide the amount or costs instead of the comments “additional cost to the Shire – grant has been applied for” or “additional cost to Council in future budgets”. Long Term Financial Plan • Generally the Department’s ratio calculations are the same or approximate those reported in the Shire’s LTFP except for the Operating Surplus Ration; • The Asset Sustainability Ratio significantly exceeds the benchmark of between 90% and 110% for all nine years between 2012/13 and 2012/22: o The depreciation expense in the ratio formula is understated; o There is no apparent increase in the depreciation expense despite fair value revaluations occurring.