Shire of Wiluna MINUTES Ordinary Meeting of Council Held Wednesday 22 March 2017 Shire of Wiluna Ordinary Council Meeting Minutes 22 March 2017 Page 1 of 39 Table of Contents 1. Declaration of Opening and Announcement of Visitors.................................................... 3 2. Record of Attendance / Apologies and Leave of Absence Previously Approved ............. 3 3. Response to Previous Public Question Taken on Notice ................................................... 3 4. Public Question Time ........................................................................................................ 3 5. Applications for Leave of Absence.................................................................................... 3 6. Notations of Interest ........................................................................................................... 4 7. Petitions and Deputations .................................................................................................. 4 8. Confirmation of Minutes of Previous Meeting .................................................................. 4 9. Announcement Presiding Member without Discussion ..................................................... 4 10. Reports of Officers and Committees ............................................................................... 5 10.1. Chief Executive Officer ........................................................................................... 5 10.1.1. CEO Performance Review Committee ............................................................ 5 10.1.2. Policy - Staff Special Remuneration Allowances ............................................ 7 10.1.3. CEO Employment Contract ........................................................................... 11 10.1.4. Human Resource/Staffing Policies................................................................. 13 10.1.5. Updated Code of Conduct .............................................................................. 15 10.1.6. Review of Corporate Structure ....................................................................... 17 10.2. Deputy Chief Executive Officer ............................................................................ 20 10.2.1. Execution of Lease for Department of Prime Minister and Cabinet .............. 20 10.2.2. Write-off of Sundry Debt – Murlpirrmarra Connection Ltd .......................... 22 10.2.3 Write-off of Rates – Assessment no. A2108 ..................................................... 25 10.3. Principal Environmental Health Officer and Building Surveyor .......................... 27 10.4. Executive Manager of Corporate Services Reports ............................................... 28 10.4.1. Financial Report and Accounts Paid in Authority - February 2017 ............... 28 10.4.2. Financial Investments Reports ....................................................................... 29 10.4.3. Budget Review 2016/2017 ............................................................................. 31 10.5. Executive Manager Economic and Community Development ............................. 34 10.6. Executive Manager Engineering & Development Services .................................. 35 10.6.1. Wiluna Aerodrome Runway Pavement Investigation Report ........................ 35 10.6.2. Permission for a Caravan to be Used on Building Site .................................. 37 10.7 Committee Reports ................................................................................................ 38 10.7.1. Report of the Audit Committee ...................................................................... 38 11. Elected Members Motion of Which Previous Notice Has Been Given ........................ 39 12. Urgent Business Approved by the Person Presiding or by Decision of Council .......... 39 13. Matters Behind Closed Doors ....................................................................................... 39 14. Closure .......................................................................................................................... 39 Shire of Wiluna Ordinary Council Meeting Minutes 22 March 2017 Page 2 of 39 APPENDICES ___________________________________________________________________ APPENDIX 10.1.1. CEO Performance Review Committee Terms of Reference APPENDIX 10.1.3. Draft CEO Employment Contract APPENDIX 10.1.4. Human Resources/Staffing Policies APPENDIX 10.1.5. Code of Conduct APPENDIX 10.1.6. Staff Structure APPENDIX 10.2.1. Lease Dept PMC 47 & 49 Wotton Street APPENDIX 10.4.1. Financial Report APPENDIX 10.4.2. Investment Report APPENDIX 10.4.3. Budget Review APPENDIX 10.6.1. Runway Pavement Investigation APPENDIX 10.7.1. Audit Committee Meeting Minutes Shire of Wiluna Ordinary Council Meeting Minutes 22 March 2017 Page 3 of 39 MINUTES 1. Declaration of Opening and Announcement of Visitors The Chairperson declared the meeting open at 12.18pm and welcomed Councillors and staff to the meeting. 2. Record of Attendance / Apologies and Leave of Absence Previously Approved Cr Jim Quadrio President Cr Graham Harris Deputy President Cr Chris Webb Cr Norma Ward Cr Stacey Petterson Cr Caroline Thomas Colin Bastow Acting Chief Executive Officer Warren Olsen Acting Deputy Chief Executive Officer Tracey Luke Executive Manager Community & Economic Development Louka Shopov Executive Manager Engineering & Development Services Katrina Boylan Senior Administration Officer 3. Response to Previous Public Question Taken on Notice Nil 4. Public Question Time Nil 5. Applications for Leave of Absence 5.1. Cr Petterson and Cr Harris requested a leave of absence for the Ordinary Council Meeting on 24 May 2017 and Cr Webb requested a leave of absence for the Ordinary Council Meeting on 28 June 2017. Shire of Wiluna Ordinary Council Meeting Minutes 22 March 2017 Page 4 of 39 Council Decision Item 5.1. MOVED CR THOMAS SECONDED CR WARD That Cr Petterson and Cr Harris be granted a leave of absence for the Ordinary Council Meeting to be held on 24 May 2017 and Cr Webb be granted a leave of absence for the Ordinary Council Meeting to be held on the 28 June 2017. CARRIED 6/0 Resolution 038/17 6. Notations of Interest 6.1. Interest Affecting Impartiality Shire of Wiluna Code of Conduct 6.2. Financial Interest Local Government Act Section 5.60A Councillor/Officer Item Nature of Interest Extent of Interest Cr Stacey Petterson 10.2.2. Indirect Financial Occasional paid worker for Murlpirrmarra 6.3. Proximity Interest Local Government Act Section 5.60B 7. Petitions and Deputations Adriano Truscott – Principal, Wiluna Remote Community School This will be deferred to later in the meeting, Mr Truscott not available until later. 8. Confirmation of Minutes of Previous Meeting Council Decision MOVED CR HARRIS SECONDED CR WEBB The Minutes of the Ordinary Meeting held on 22 February 2017 be accepted as a true record of the meeting. CARRIED 6/0 Resolution 039/17 9. Announcement Presiding Member without Discussion Nil Shire of Wiluna Ordinary Council Meeting Minutes 22 March 2017 Page 5 of 39 10. Reports of Officers and Committees 10.1. Chief Executive Officer 10.1.1. CEO Performance Review Committee File: Personnel File Reporting Officer: Colin Bastow, Acting Chief Executive Officer Date of Report: 11 March 2017 Date of Meeting: 23 March 2017 Disclosure of Interest: Nil Purpose The purpose of this report is for the Shire to establish a CEO Performance Review Committee (Committee). Background The Council is required to annually review the performance of the Shire’s Chief Executive Officer (CEO) and this requirement is best achieved by establishing a dedicated committee of Council to undertake the review. The Committee should be actively involved in the recruitment and selection processes of selecting a new CEO. This allows for a more manageable interviewing process as it can be difficult to conduct an interview with seven or more interviewers. Comment The Role of the Committee should be as follows: • Review the Chief Executive Officer's performance in accordance with the appropriate provisions contained within the Chief Executive Officer's employment contract • Prepare and table the concluded report, in accordance with the appropriate provisions within the Chief Executive Officer's employment contract to the Council at a Council meeting for consideration and actioning • Review the Chief Executive Officer's remuneration package, in accordance with the appropriate provisions within the Chief Executive Officer's employment contract • Review the Chief Executive Officer's employment contract and make recommendations to Council in relation to varying the contract as and when necessary. • On behalf of Council, recruit and interview candidates for the position of CEO. • Recommend to Council a suitable remuneration package to the suitable applicant. However, the final decision to appoint a CEO or accept an annual performance review will still remain with Council as the Committee is not expected to have any delegated authority. Shire of Wiluna Ordinary Council Meeting Minutes 22 March 2017 Page 6 of 39 The DRAFT CEO Performance Review Committee’s Terms of Reference sets out the purpose/objectives of the Committee and how it will be operated. Two Councillors are required to nominate for the Committee’s vacant membership positions. Consultation Nil Statutory Environment Local Government Act 1995 5.8. Establishment of committees A local government may establish* committees of 3 or more persons to assist the council and to exercise the powers and discharge the duties