Shire of Mukinbudin Ordinary Meeting of Council UNCONFIRMED MINUTES Meeting held in Council Chambers at 15 Maddock Street, Mukinbudin Commencing at 1.00pm Tuesday 25th May 2021 Paul Sheedy ACTING CHIEF EXECUTIVE OFFICER 1 **** DISCLAIMER **** No responsibility whatsoever is implied or accepted by the Shire of Mukinbudin for any act, omission or statement or intimation occurring during Council or Committee meetings. The Shire of Mukinbudin 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 or Committee meetings. Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or Committee meeting 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 intimation of approval made by a member or officer of the Shire of Mukinbudin during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Mukinbudin. The Shire of Mukinbudin warns that anyone who has any application lodged with the Shire of Mukinbudin must obtain and should only rely on written confirmation of the outcome of the application, and any conditions attaching to the decision made by the Shire of Mukinbudin in respect of the application. ETHICAL DECISION MAKING AND CONFLICTS OF INTEREST Council is committed to a code of conduct and all decisions are based on an honest assessment of the issue, ethical decision-making and personal integrity. Councillors and staff adhere to the statutory requirements to declare financial, proximity and impartiality interests and once declared follow the legislation as required. Dirk Sellenger CHIEF EXECUTIVE OFFICER UNCONFIRMED MINUTES: ORDINARY MEETING OF COUNCIL HELD 25 MAY 2021 2 SUMMARY OF MEETINGS Shire of Mukinbudin 2021 Briefing / Workshop Council Meeting Ё Ё January February March Ё April May June July August September October Ё November December Briefing / Workshops will ordinarily commence at 10.00am unless agreed to change this time. Council Meetings will ordinarily commence at 1.00pm unless Council or the President agrees to change this time. Changes to Council Meetings must be advertised in accordance with Sect 5.4 of the Local Government Act 1995. UNCONFIRMED MINUTES: ORDINARY MEETING OF COUNCIL HELD 25 MAY 2021 3 Table of Contents 1. Declaration of Opening 1.1 Declaration of Opening 2. Public Question Time 2.1 Response to previous questions taken on notice 2.2 Declaration of Public Question time open 2.3 Declaration of public time closed 3. Record of Attendance, apologies, approved leave of absence 3.1 Present 3.2 Apologies 3.3 On Leave of Absence 3.4 Staff 3.5 Visitors 3.6 Gallery 3.7 Applications for leave of absence 4. Declarations of Interest 5. Petitions, Deputations, Presentations 5.1 Petitions 5.2 Deputations 5.3 Presentations 6. Announcements by the presiding member without discussion 7. Confirmation of minutes of previous meetings 7.1 Confirmation of Minutes of Ordinary Meeting of Council held on 20th April 2021. 8. Reports 8.1 Council Monthly Information Reports 8.1.1 Receipt of May 2021 Information Report 8.2 Finance Reports 8.2.1 List of Payments – April 2021 8.2.2 Monthly Financial Statement – April 2021 8.3 Chief Executive Officer’s Reports 8.3.1 NEWROC Council Meeting Minutes 8.3.2 GECZ Minutes 8.3.3 Code of Conduct – Council Members, Committee Members and Candidates 8.3.4 Code of Conduct Complaints Form 8.3.5 Complaints Officer UNCONFIRMED MINUTES: ORDINARY MEETING OF COUNCIL HELD 25 MAY 2021 4 8.3.6 Model Standards – Chief Executive Officer Recruitment, Performance & Termination 8.3.7 Policy 1.18 – Citizen of the Year Privileges 8.3.8 Policy 1.19 – Councillor and CEO Attendance at Events 8.3.9 Policy 2.9 – Dog Exercise Area 8.3.10 Policy Manual Review 8.3.11 Register of Delegations 8.3.12 LRCI – Barbalin Pipeline 8.3.13 Proposed Road Name Change – Corunna Road 8.3.14 Unbudgeted Expenditure – Local Roads & Community Infrastructure Projects 9. Elected members Motions of which previous notice has been given 9.1 Nil 10. Urgent Business without notice (with the approval of the President or meeting) 10.1 Nil 11. Dates to Remember 11.1 See attached list 12. Closure of Meeting 12.1 Closure of Meeting UNCONFIRMED MINUTES: ORDINARY MEETING OF COUNCIL HELD 25 MAY 2021 5 MINUTES Minutes of the Ordinary Meeting of Council held in Council Chambers, Maddock Street, Mukinbudin on 25th May 2021. 1. Declaration of Opening 1.1 The Shire President declared the Meeting open at 1.00pm 2. Public Question Time (min 15 minutes) 2.1 Response to previous questions taken on notice. Nil 2.2 Declaration of public question time opened (minimum 15 mins) The Shire President declared public question time open. 2.3 Declaration of public question time closed The Shire President declared public question time closed. 3. Record of attendance, apologies and approved leave of absence 3.1 Present: 3.1.1 Cr Gary Shadbolt – President Cr Callum McGlashan Cr Steve Paterson Cr Romina Nicoletti Cr Jeff Seaby Cr Sandie Ventris Cr Ashley Walker 3.2 Apologies: 3.2.1 Cr Rod Comerford – Deputy President Cr Geoff Bent 3.3 On leave of absence: 3.3.1 3.4 Staff: 3.4.1 Mr Paul Sheedy – Acting Chief Executive Officer Mrs Nola Comerford-Smith – Administration Manager Mr Ed Nind – Finance Manager 3.5 Visitors: UNCONFIRMED MINUTES: ORDINARY MEETING OF COUNCIL HELD 25 MAY 2021 6 3.6 Applications for leave of absence: 3.6.1 Request for leave of absence 4. Declarations of Interest 8.3.14 – Cr McGlashan, Financial Interest 5. Petitions, deputations and presentations 5.1 Petitions 5.2 Deputations 5.3 Presentations 6. Announcements by the Presiding person without discussion 6.1 7. Confirmation of the Minutes of previous meetings 7.1 Confirmation of Minutes for the Ordinary Meeting of Council held on the 20th April 2021. Voting Requirement Simple Majority OFFICER RECOMMENDATION / COUNCIL DECISION Council Decision Number – 01 05 21 Moved: Cr Walker Seconded: Cr McGlashan That the Minutes of the Ordinary Meeting of Council held on the 20th April 2021 be accepted as a true and correct record of proceedings. Carried 7 / 0 UNCONFIRMED MINUTES: ORDINARY MEETING OF COUNCIL HELD 25 MAY 2021 7 8.1 MONTHLY INFORMATION REPORT 8.1.1 May 2021 Information Report Location: Mukinbudin File Ref: ADM 360 Applicant: Nola Comerford-Smith, Administration Manager Date: 10th May 2021 Disclosure of Interest: Nil Responsible Officer Paul Sheedy, Acting Chief Executive Officer Author: Nola Comerford-Smith, Administration Manager Voting Requirements Simple Majority Documents Attached Nil Documents Tabled Nil Summary To allow Council to receive the Monthly Information Report including reports from Manager of Works, Administration Manager, Caravan Park Manager and Environmental Health Officer. Background Information Reports are presented to Council on operational matters within the Shire of Mukinbudin. Officer Comment Refer to Information Report. Strategic & Social Implications Consultation Dirk Sellenger – Chief Executive Officer Luke Sprigg – Manager of Works Tania Sprigg - Caravan Park Manager Nola Comerford-Smith – Administration Manager Allan Ramsay – Environmental Health Officer Statutory Environment Nil Policy Implications Nil Financial Implications Nil OFFICER RECOMMENDATION / COUNCIL DECISION Council Decision Number – 02 05 21 Moved: Cr Ventris Seconded: Cr Nicoletti That Council receive the May 2021 Information Report. Carried 7 / 0 UNCONFIRMED MINUTES: ORDINARY MEETING OF COUNCIL HELD 25 MAY 2021 8 8.2 Finance Reports 8.2.1 List of Payments – April 2021 Location: Mukinbudin File Ref: ADM 007 Applicant: Edward Nind – Finance Manager Date: 10th May 2021 Disclosure of Interest: Nil Responsible Officer: Edward Nind – Finance Manager Author: Louise Sellenger – Senior Finance Officer Voting Requirements Simple Majority Documents Attached List of Payments – April 2021 Documents Tabled Nil If a Councillor has any questions regarding the enclosed finance report, please see the Finance Manager prior to the meeting so that a researched answer may be provided. Summary List of payments made in April 2021 for endorsement by Council. Background Information A list of payments submitted to Council on 18th April 2021, for confirmation in respect of accounts already paid or for the authority to those unpaid. (Please refer to Payment listing submitted as a separate attachment). Officer Comment Standard process of obtaining Council endorsement of payments. Strategic & Social Implications N/A Consultation N/A Statutory Environment A list of payments is required to be presented to Council as per section 13 of the Local Government (Financial Management) Regulations 1996. Policy Implications Council Policy No. 1.6.5 (e) states that a list of payments is required to be presented to Council each month in accordance with Financial Management Regulations 13(1) for recording in the minutes. Financial Implications All payments have been made in accordance with the 2020/2021 Budget. UNCONFIRMED MINUTES: ORDINARY MEETING OF COUNCIL HELD 25 MAY 2021 9 OFFICER RECOMMENDATION / COUNCIL DECISION Council Decision Number – 03 05 21 Moved: Cr Paterson Seconded: Cr McGlashan That the list of payments made in April 2021, be endorsed for payment. Municipal Fund: Muni EFTs EFT 6057 to EFT 6122