Shire of Victoria Plains TOWN PLANNING ..... 205 10.4 ADMINISTRATION ..... 207 A9 Customer Service...

Shire of Victoria Plains

Minutes of an Ordinary Meeting of Council held

On Wednesday 18th March 2015 At Council Chambers, Calingiri Commencing 2.00pm

TABLE OF CONTENTS 1 DECLARATION OF OPENING AND ANNOUNCEMENT OF VISITORS ....... 152

2 ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE GRANTED ......... 152

3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ..... 152

4 PUBLIC QUESTION TIME .............................................................................. 152

5 APPLICATION FOR LEAVE OF ABSENCE AND DECLARATIONS OF INTEREST ............................................................................................................. 152

6 PETITIONS/DEPUTATION’S/PRESENTATIONS ........................................... 152

7 CONFIRMATION OF MINUTES ..................................................................... 153

7.1 Confirmation of Minutes ............................................................................ 153

7.2 Business Arising from Minutes .................................................................. 153

8 ANNOUNCEMENT BY THE PRESIDING MEMBER WITHOUT DISCUSSION 154

9 PRESIDENT AND COUNCILLORS REPORTS .............................................. 154

10 BUSINESS PAPER ..................................................................................... 156

10.5 PLANT AND WORKS ......................................................................... 157

W4 Works and Services Managers Report .............................................. 157

10.1 FINANCE ............................................................................................ 164

F7 ACCOUNTS FOR PAYMENT ............................................................ 164

F8 MONTHLY FINANCIAL STATEMENTS ............................................ 170

10.2 COMMUNITY SERVICES .................................................................. 205

10.3 TOWN PLANNING ............................................................................. 205

10.4 ADMINISTRATION ............................................................................. 207

A9 Customer Service Charter ................................................................. 207

A10 West Koojan Gillingarra LCDC - Shire Representative .................. 208

A11 Bolgart and Calingiri Landfill Site Operating Hours ........................ 209

A12 Insurance Payments for Community Groups .................................. 211

10.5 PLANT AND WORKS ......................................................................... 213

11 NOTICE OF MOTION OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 213

13 NEW BUSINESS OF AN URGENT NATURE APPROVED BY COUNCIL RESOLUTION ........................................................................................................ 213

13.1 Bin Road Calingiri CBH Proposal .................................................... 213

13.2 Bolgart Progress Association - Public Liability Insurance ................ 215

13.3 Potential Contamination of Bolgart Water Supply............................ 215

13.4 ALGA – Canberra conference ......................................................... 216

12 CONFIDENTIAL ITEMS .............................................................................. 216

12.1 A13 Partnership with Yued Nyungars .............................................. 216

14 DECLARATION OF CLOSURE ................................................................... 217

Minutes – Ordinary Meeting of Council 18th March 2015

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1 DECLARATION OF OPENING AND ANNOUNCEMENT OF VISITO RS The Presiding Member declared the meeting open at 2.00pm. 2 ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE GRANTE D President: Cr D Lovelock West Ward Deputy President: Cr S Penn South Ward Councillors: Cr J Kelly West Ward Cr Johnson East Ward Cr D Smith East Ward Cr D Holmes South Ward Cr Brennan Central Ward Apologies: Cr L Rive, Cr S Young Leave of Absence: Nil Chief Executive Officer: Mr H Hawkins DCEO / Finance and Administration Manger: Mr I Graham Executive Assistant: Mrs F Watson (2.00pm to 5.29pm) (Minutes)

Visitors : Nil 3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NO TICE Nil 4 PUBLIC QUESTION TIME Nil 5 APPLICATION FOR LEAVE OF ABSENCE AND DECLARATIONS OF INTEREST Nil 6 PETITIONS/DEPUTATION’S/PRESENTATIONS Nil


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7 CONFIRMATION OF MINUTES 7.1 Confirmation of Minutes Cr Kelly Queried why the letters he read aloud and the questions he asked after 6.00pm were not recorded in the minutes of February 2015. Cr Lovelock There were no resolutions made or passed during the period from 6.00pm to the close of the meeting at 6.20pm. There is no requirement for all or any discussion to be recorded in minutes. The only requirement is that resolutions are recorded. Cr Kelly Requested that the comments and information he put forward be included in the February 2015 minutes under Item 13 New Business of an Urgent Nature and Item 14 Declaration of Closure. Resolution 36/2015 Moved Cr Holmes seconded Cr Smith that the Minutes of the Ordinary Meeting held 18 th February 2015 be confirmed as a true and correct r ecord of proceedings with the inclusion of the following 1. Under Item 13 - Cr Kelly read aloud a letter dat ed 8/1/15 received from the President of the Mogumber Emergency Water Suppl y Committee and an additional letter was tabled for councillor informa tion, and 2. Under Item 14 - That the Presiding Member closed the meeting as there was no further business the Presiding Member was pr epared to accept. Motion Put & Carried 6/1 Votes For: Cr Lovelock, Cr Penn, Cr Johnson, Cr Sm ith, Cr Holmes, Cr Brennan Votes Against: Cr Kelly 7.2 Business Arising from Minutes Cr Lovelock Bolgart and Calingiri Refuse Sites. Have the times – closing / locking been advertised? Chief Executive Officer No further progress on this matter as the Works and Services Manager is on leave. Cr Smith Queried the item on Outside Staff Uniform Policy. Chief Executive Officer This will be presented to Council during Confidential items later in the meeting. Cr Johnson and the Chief Executive Officer discussed the issue of the Shire of Victoria Plains logo. Chief Executive Officer will put to community meetings in the


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coming weeks/month – whether council design a new logo or council arrange for a high resolution current logo to be created. Cr Kelly Queried if the application for a light tanker / fast attack unit for Mogumber Gillingarra had progressed. Chief Executive Officer Advised that the Resource to Risk study had been completed and the submission has been lodged with DFES Geraldton. 8 ANNOUNCEMENT BY THE PRESIDING MEMBER WITHOUT DISC USSION Nil 9 PRESIDENT AND COUNCILLORS REPORTS Cr Lovelock

• Attended Mogumber Progress Association Meeting. Members of Mogumber Outback Committee attended. Current ablutions need upgrading, septics and leach. Carnaby nesting sites were discussed. The individual is to be advised that the reserve is a recreational reserve not a flora and fauna reserve, therefore any nesting boxes should be placed away from the current hall/oval/arena area.

• Attended an Avon Midland Zone Meeting held in Gingin. Two new Telstra mobile towers are to be erected in Yerecoin and Bolgart within the next four years.

• Native title land package discussions include proposed corporations which will enable council to deal with members of those corporations.

• Attended the shire office for a meeting with Bolgart Blue’s Festival representative.

Cr Brennan Why is Royalties for Regions funding being used and not Telstra funds? Discussion was held. Cr Penn Advised that a Media Release on the Blues Festival will be tomorrow 19/3/15. Cr Lovelock, Cr Kelly and the Chief Executive Officer met with Governor in New Norcia on the 16/3/15. Cr Kelly This meeting was initiated in Perth and the Councillors Prayer meeting. “I met the Governor and extended an invitation to her to visit New Norcia. The morning was very successful. Still no news on the New Norcia bypass. Robert Nixon – organist


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performed at the New Norcia event. The Governor has invited him to perform at Government House and all funds from ticket sales will go back to New Norcia. Cr Johnson

• Attended Piawaning Progress Association meeting. • The turkey nest dam has been filled in. • Future funding for sporting groups was discussed. • Public Liability Insurance was discussed and I have also discussed this with

the Chief Executive Officer. • There is no need for Council to schedule a meeting in Piawaning. • Their wish list would include fresh water for town/hall garden.

• Attended Yerecoin Progress Association meeting. • Their discussion included Netball court funding (Calingiri court/s) • Camping site at recreation area. • There was a suggestion that Yerecoin Progress Association may contribute to

the Netball Court project. • Mobile communication – service is lacking. • Street lights. • Speed sign Miling Road – change of speed is requested. • Milner Street – no through road sign required.

Cr Penn

• Met with representative from Department of Water regarding water source protection.

• Right of Reply to report should be provided to the Department of Water by the Chief Executive Officer (refuse site was established first / water catchment was expanded second / contamination issues). The monitoring bores suggested by the Department of Water should be met by the Department of Water not the Council.

Cr Smith

• Was unable to attend the Rural Water Council Meeting held 6/3/15. There has been a change of chairperson – now Lawrie Short from Dandaragan.

Cr Brennan

• Attend the DOAC Meeting in Carnamah 11/3/15. Read aloud report prepared for the VP BFAC meeting held on 17/3/15.

• Unrestricted burning commenced midday 17/3/15. No permits required until 1st October 2015.

• Requested that the Chief Executive Officer correspond with Kim Lambkin – DFES Geraldton and express our disappointment that there was no representative from DFES present at the recent VP BFAC meeting.

Chief Executive Officer

• Attended a Workshop in Kellerberrin on 13/3/15. Hosted by Avon Midland Zone, Central Zone and the Great Eastern Zone. A report was read aloud on the topics covered during the workshop.


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Chief Executive Officer and Cr Kelly

• Attended a Regional Road Group and Restricted Access Vehicle (RAV) Workshop in Koorda 23/2/15. Formalisation of all shires with interconnecting roads to like RAV categories.

Cr Holmes

• Old Plains Road (in Toodyay) appears to be open to heavy vehicles. VP section needs clarifying.

10 BUSINESS PAPER 10.1 Finance 10.2 Community Services 10.3 Town Planning 10.4 Administration 10.5 Works Resolution 37/2015 Moved Cr Kelly seconded Cr Penn that Council’s Stan ding Orders be suspended to allow a change in the Order of Busines s to enable Item 10.5 Plant and Works to be dealt with prior to Item 10.1 Finance. Motion Put & Carried 7/0

10.5 Plant and Works Status Report Resolution 38/2015 Moved Cr Kelly seconded Cr Smith that the items in the Plant and Works Status Report detailed below be noted. Motion Put & Carried 7/0 Item No Report Details Action Required Status W2 Works and

Services Managers Report

Nil. Report received

Complete

W3 Uniforms and Protective Clothing

Resolved to endorse changes to Policy 8.1.13 Uniforms/Protective Clothing

Complete


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Resolution 39/2015 Moved Cr Kelly seconded Cr Penn that the meeting ad journ for afternoon tea. Motion Put & Carried 7/0 The meeting adjourned at 2.55pm. The meeting resumed 3.16pm.

10.5 PLANT AND WORKS W4 WORKS AND SERVICES MANAGERS REPORT File Reference: A1.2.1 Report Date: 10th March 2015 Applicant/Proponent: Nil Officer Disclosure of Interest: Nil Previous Meeting References: Nil Author: Works and Services Manager Attachments: Vehicle and Plant Report Calingiri Sports Oval Report PURPOSE OF REPORT To inform Council of the Works and Services Manager’s, staff actions, works and information items. BACKGROUND A schedule of road and maintenance works that are undertaken throughout the Shire is provided for Councils information. COMMENT Gardens, Parks, Villages and Road Verges Bolgart

• General up keep • Tip Maintenance. • The Department of Environmental Regulations (DER) visited the Bolgart

Refuse site on the 26th February 2015; there were no major issues with the site. A report from DER will identify any corrective works that are needed to conform to the license agreement.

Calingiri

• General up keep • Tip Maintenance. • Calingiri Sports Oval – repairs to grass areas


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A Turf consultant was appointed to conduct a site investigation of turf and soil conditions to diagnose problems and make recommendations for treatment or other remedial action at the Calingiri Sports oval. The company’s core business is providing consultancy services to Western Australian local government authorities (LGAs) and state government departments and agencies, based on their specialist knowledge in sports turf management and provide expert advice on all aspects of sports turf management; in particular they have developed considerable expertise in the management of kikuyu and couch sports turf The companies report can be found as an attachment to the works and services report. Yerecoin

• General Tidy up and mowing. Mogumber

• Tree Trimming on the Mogumber/Yarrawindah Road • Tip maintenance. • The Department of Environmental Regulations (DER) visited the Mogumber

Refuse site on the 26th February 2015, there were no major issues with the site, but some minor works are necessary, most remedial works required were at the older parts of the site where water had eroded and some windblown waste along the boundary fence, these works will be addressed to make the site conform with the license.

Gillingarra

• General up keep Piawaning

• General up keep General Mowing, clearing rubbish including tree branches, clearing drains, parks and reserves, reticulation. Maintenance Work: Signage replacement and repairs – Ongoing. Guide post replacement and repairs – Ongoing. Pothole patching and repairs – Ongoing. ROMAN 11: Capture data for road inventory, currently picking up the condition of the unsealed sections of road and locations of existing and new culverts within the shire road network. Traffic Counter Locations: Carani West Road Wongan Waddington West Road


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Yarrawindah Mogumber road. Maintenance Grading Grading in Area 1 and Area 2 is underway, shire graders are mid way through there sections of Area 1 and Area 2 Area 3 (under Contract) – next round (3rd round for this financial year) of grading will commence in April 2015 Heavy Patching Toodyay Bindi Bindi Road Works have re commenced on the Toodyay Bindi Bindi Road between Calingiri and Yerecoin repairing 8 failed sections of road, works are expected to be completed 20th March 2015. Plant General maintenance and servicing. Plant trailer Ordered awaiting delivery late March 2015 Manitou Loader – cooling problem – Hoses ordered Minor electrical works on 3 tonne Hino Truck, 13 tonne truck and Bobcat. Hino Prime Mover air-conditioning recharge. Administration, meetings and inspections during thi s reporting period Administration Staff time sheets Ordering parts and materials Depot General Duties - phone, emails, design, staff works program, etc. Works and Services Agenda Heavy Patching Program Capital Works Program Heavy Plant Replacement Customer enquiries Private Works Meetings Works Budget Works Meetings Depot Staff meetings Asset Management data Admin Meeting various – CEO, D/CEO Heavy Patching Works (Contractors) Meeting Scanlan Surveys (Wirrilda Rd Final Design) Meeting Scanlan Surveys (Bolgart Town Drainage Final Design)


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Site Inspections/works Road signage Bitumen Roads Calingiri, Bolgart, Mogumber Waste Sites - Weekly Rural Roads Area 1 Area 2 and Area 3 inspections Bolgart Water Road Construction projects Mark out Heavy Patched (Toodyay Bindi Bindi Road) POLICY REQUIREMENTS NIL LEGISLATIVE REQUIREMENTS There are no known legislative requirements related to this item. STRATEGIC IMPLICATIONS There are no known strategic implications related to this item. � Environment

There are no known significant environmental implications associated with this proposal.

� Economic There are no known significant economic implications associated with this proposal.

� Social

There are no known significant social implications associated with this proposal. FINANCIAL IMPLICATIONS There are no financial implications to Council in relation to this item. VOTING REQUIREMENTS Absolute Majority Required: No Cr Penn What was the outcome of the Meeting at the Bolgart Refuse Site with DER on 26/2/15? Chief Executive Officer Responded with information provided to him from the Works and Services Manager. Cr Smith At the November 2014 the issue of bad edges/shoulders on the Carani East Road was raise. Still nothing has been done. Please investigate.


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Cr Brennan • Grader training. One of the new grader drivers has not had any training? • Road works signs were left out prior to and during cyclone warning. Why? • What are our Road Priorities - Two years ago Bolgart East Road should have

been completed. Funds were re-allocated to finish Gillingarra Glentromie Road. We need to finish Bolgart East Road asap.

• Bolgart Water supply – is this project finished? There is likely to be 100% overspend on that project.

• Have reports that the morale of the depot crew is at an all time low. • Fuel usage on the Vehicle and Plant report for some utes is excessive.

Chief Executive Officer

• The Budget review allocated an amount for grader driver training. To be arranged as soon as possible.

• Follow up should have occurred and signs brought in. • Regional Road Group Funding for 2015/2016 is expected to be approximately

$.5M. Funds are to be reinstated to Bolgart East Road. • Contractor has been engaged for final works on the Bolgart Water Supply

which should be the week of 23/3 or 30/3. • Discussion on depot crew will be held during confidential items. • Discussion held on fuel use.

Cr Smith Yerecoin South East Road is in a state of disrepair. This road will be lost (back to gravel) if not resealed soon. Cr Penn Will a road inspection be rescheduled? Cr Holmes Behanging Road requires work again on the gravel/bitumen section. This road should be added to the road inspection and a budget allocation should be made for works. Chief Executive Officer $59,000 has been allocated to Behanging Road. Cr Kelly

• Who is supervising (leading) the works staff? • Signage replacement/repairs – At the crossover of Bindoon Moora and

Mogumber Yarrawindah Roads and new directional sign is required. • Signs have been erected on various roads which is appreciated however

HUNT road was not included; and needs to be asap. All out Gillingarra way OK.


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Cr Johnson Yerecoin South East Road needs to be added to the priority list asap to ensure that we are able to provide comment to the community. Golf Course Road is also breaking up regularly. Chief Executive Officer

• The Works and Services Manager is attending the depot in the mornings to allocate jobs then returning home.

• Construction patching on is being undertaken on the Toodyay Bindi Bindi Road just near Calingiri.

Resolution 40/2015 Moved Cr Brennan seconded Cr Johnson that the Works and Services Managers report be received and noted. Motion Put & Carried 7/0


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Vehicles and Plant Report – YTD


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Resolution 41/2015 Moved Cr Penn seconded Cr Smith that Council’s Stan ding Orders resume and the Order of Business recommence with Item 10.1 Fin ance. Motion Put & Carried 7/0

10.1 FINANCE F7 ACCOUNTS FOR PAYMENT File Reference: F1.8.4 Report Date: 11th March 2015 Applicant/Proponent: n/a Officer Disclosure of Interest: Nil Previous Meeting References: Nil Author: Ian Graham – DCEO/Finance and Administration Manager Attachments: Creditor and Payroll Payments – February 2015 PURPOSE OF REPORT To present to Council the list of payments made during February 2015. BACKGROUND As per Local Government (Finance) Regulations 13, each month Council is to be advised of all payments made from the municipal and trust bank accounts for the period since the last Council meeting. COMMENT Each month Council is to be advised of payments made during the preceding month; the amount, payee, date and reason for payment. POLICY REQUIREMENTS Policy 6.5.1 (b) and (c) refers:- The Chief Executive Officer and in their absence the Deputy Chief Executive Officer/Finance and Administration Manager are authorised to allow all creditors to be paid according to their trading terms and for payments to be endorsed by Council after payment rather than approved by Council prior to payment. All payments made prior to the meeting shall be presented to Council for endorsement or approval of payment. LEGISLATIVE REQUIREMENTS In accordance with Local Government (Finance) Regulations Item 13 the Chief Executive Officer is to provide a list of accounts paid from the Municipal fund or Trust fund, a list of all accounts paid each month showing for each account paid:- a. The Payee’s Name b. The amount of the payment c. The date of the payment d. Sufficient information to identify the transaction And that this list is to be presented to the Council at the next ordinary meeting of


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Council after the list is prepared. STRATEGIC IMPLICATIONS There are no known strategic implications related to this item. � Environment



� Social

There are no known significant social implications associated with this proposal. FINANCIAL IMPLICATIONS All payments are within the confines of the Councils adopted budget. VOTING REQUIREMENTS Absolute Majority Required: No Resolution 42/2015 Moved Cr Kelly seconded Cr Smith that the payments made during February 2015 from the Municipal Bank Account as per the att ached listing amounting to:- $147,719.42 for creditor EFT payments, $13,113.00 for creditor cheque payments, $19,409.96 for direct debit payments, giving an overall total of $180,242.38 be endorsed . Motion Put & Carried 7/0


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F8 MONTHLY FINANCIAL STATEMENTS File Reference: F1.3.3 Report Date: 11th March 2015 Applicant/Proponent: n/a Officer Disclosure of Interest: Nil Previous Meeting References: Nil Author: Ian Graham – DCEO/Finance and Administration Manager Attachments: Monthly Financial Report – February 2015 PURPOSE OF REPORT That the following statements and reports for the month ended 28th February 2015 be received. BACKGROUND Under the Local Government (Financial Management) Regulations 1996 the Council is to prepare financial reports outlining the financial operations at the previous month end date. Listed below is a compilation of the reports that will meet compliance, these are listed in Sections and the relevant regulations below. Monthly Financial Statement reports Section 6.4 of the Local Government Act and Regulation 34.1 of the (Financial Management) Regulations requires a Local Government to prepare each month a statement of financial activity reporting on the sources and application of funds, as set out in the annual budget containing the following details:

• Annual budget estimates; • Budget estimates to the end of the month to which the statement relates

(known at YTD Budget); • Actual amounts of expenditure, revenue and income to the end of the month

to which the statement relates (known as YTD Actuals); • Material variances between the comparatives of Budget v’s Actuals; • The net current assets (NCA) at the end of the month to which the statement

relates. Regulation 34.2 – Each statement of financial activity must be accompanied by documents containing:-

• An explanation of the composition of the net current assets of the month to which it relates, less committed assets and restricted assets containing the following detail:-

� An explanation of each of the material variances; � Such other supporting information as is considered relevant by the Local

Government.


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Regulation 34.3 – The information in a statement of financial activity may be shown:- • According to nature and type classification • By program; or • By business unit

Each financial year a Local Government is to adopt a % value, calculation in accordance with AAS5, to be used in reporting material variances. COMMENT The monthly financial reports for February 2015 are therefore presented to Council showing monthly income and expenditure to date and comparative year to date budget and annual budget figures. POLICY REQUIREMENTS Nil LEGISLATIVE REQUIREMENTS There are no known legislative requirements related to this item. STRATEGIC IMPLICATIONS There are no known strategic implications related to this item. � Environment



� Social

There are no known significant social implications associated with this proposal. FINANCIAL IMPLICATIONS There are no financial implications to Council in relation to this item. VOTING REQUIREMENTS Absolute Majority Required: No


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Resolution 43/2015 Moved Cr Kelly seconded Cr Penn that the following statements and reports for the month ended 28 th February 2015 be received. Income Statement by Program ....................... .................................................... 173 Income Statement by Nature and Type ............... ............................................... 174 Statement of Financial Activity ................... ........................................................ 175 Report on Significant Variances ................... ...................................................... 175 Composition of Net Current Asset Position ......... ............................................. 177 Income and Expenditure Detail by Program .......... ............................................ 178 Capital Expenditure – Year to Date ................ ..................................................... 197 Investments Report ................................ .............................................................. 198 Bank Reconciliation Report ........................ ........................................................ 200 Outstanding Rates Report .......................... ......................................................... 202 Outstanding Debtors Report ........................ ....................................................... 203 Motion Put & Carried 7/0


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Income Statement by Program


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Income Statement by Nature and Type


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Statement of Financial Activity

Report on Significant Variances


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Composition of Net Current Asset Position


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Income and Expenditure Detail by Program


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Capital Expenditure – Year to Date


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Investments Report


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Bank Reconciliation Report


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Outstanding Rates Report


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Outstanding Debtors Report


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F9 COMPLIANCE AUDIT RETURN File Reference: F1.4.5 Report Date: 9th March 2015 Applicant/Proponent: Nil Officer Disclosure of Interest: Nil Previous Meeting References: Nil Author: Ian Graham – Deputy CEO Attachments: DLGC Compliance Audit Return 2014 PURPOSE OF REPORT To allow Audit Committee members to review and recommend the adoption of the Compliance Audit Return 2014 by Council. BACKGROUND Each year council is requested to complete a Compliance Audit Return to ensure the operations of the organisation are complying with the Local Government Act 1995 and associated Regulations. COMMENT The report aims to highlight the areas of non-compliance with the Act and to detail remedial action proposed to be taken to correct such non-compliance. Council is required to adopt the return and ensure the return is submitted to the Department of Local Government and Communities by 31st March 2015. POLICY REQUIREMENTS Nil LEGISLATIVE REQUIREMENTS As per the requirements of the Local Government Act 1995, Section 7.13(i) and Local Government (Audit) Regulations 1996 (Regulations 13–15). STRATEGIC IMPLICATIONS There are no known strategic implications related to this item. � Environment



� Social

There are no known significant social implications associated with this proposal. FINANCIAL IMPLICATIONS There are no financial implications to Council in relation to this item.


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VOTING REQUIREMENTS Absolute Majority Required: No Resolution 44/2015 Moved Cr Holmes seconded Cr Smith that the Audit Co mmittee recommends to Council that Council adopts the Compliance Audit Return for the year 1 st January 2014 to 31 st December 2014. Motion Put & Carried 7/0 From Audit Committee Meeting Resolution 34/2015 Moved G Nixon seconded Cr Penn that the Audit Commi ttee recommends to Council that discussion be held with the Calingiri Football Club regarding the implications of lending and ratio’s on Council; and that the Calingiri Football Club consider a proposal to convert the current Sel f Supporting Loan to a Commercial Loan within the next 6 years. Motion Put & Carried 4/0 Resolution 45/2015 Moved Cr Kelly seconded Cr Penn that discussion be held, prior to the next Audit Committee Meeting, with the Calingiri Footbal l Club regarding the implications of lending and ratio’s on Council; and that the Calingiri Football Club consider a proposal to convert the current Sel f Supporting Loan to a Commercial Loan within the next 6 years. Motion Put & Carried 5/2

10.2 COMMUNITY SERVICES (Incorporating Health, Building and Community Services)

There are no items for discussion under the Community Services section of the Minutes

10.3 TOWN PLANNING There are no items for discussion under the Town Planning section of the Minutes.


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10.4 Administration Status Report Resolution 46/2015 Moved Cr Kelly seconded Cr Penn that the items in t he Administration Status Report detailed below be noted. Motion Put & Carried 7/0

Item No Report Details Administration Action Required Status

A2 – 19/2/2014 and others

Self Supporting Loan

Council agreed to take out a self supporting loan of from Treasury for the Calingiri Football Club to purchase Lot 1 of the newly subdivided Lot 3951 Behanging North Road. A caveat or other security document is taken over the land to secure the loan repayment. The football club to have an open book policy to the shire and the football committee to agree to provide a copy of their audited books once per year.

Ongoing. Council are waiting to view the Football Club audited books as per dot point 3 in Resolution 19/2014.

A27 – Dec 14

Ward and Representation Review

Council resolved that Council retain the current 4 (four) Wards with 9 (nine) Councillors and that a Review be undertaken.

Ongoing

Various

Bolgart Water Standpipes

Water Authority Potable Water Standpipe and Emergency Water Supply Standpipe

Ongoing

13.1 – Dec 14

Cr Penn – Blues Festival

Council authorised the CEO to advise Redtail Promotions of council’s full support of a Blue’s Festival. Official launch 12/3 – next edition local papers.

Ongoing

13.2 – Dec 14

Gillingarra Glentromie / Wirrilda Road Project

A full costing of any extra funds to be spent on the Gillingarra Glentromie / Wirrilda Road project in relation to the planting and establishment of trees and fencing is to be provided to Council. Waiting on clearing permit from DER

Ongoing

13.3 – Dec 14

ANZAC Day Commemoration Ceremony 2015

Council resolved that the CDO in conjunction with the Calingiri Progress Association is to help co-ordinate the display in the Calingiri Hall AND that Council is to cover the Public Liability Insurance costs for the ANZAC Day Commemoration Ceremony to be held in Calingiri.

Ongoing

A4 – 13.3 Risk to Resource Study

Resolved that the shire request DFES Geraldton to undertake a new Risk to Resource Study with a view to obtaining an additional light tanker. Submission has been made to DFES.

Ongoing

A5 – 13.4 Bin Road Calingiri Resolved that as CBH did not provided a revised traffic plan for harvest 2014, CBH be advised that the Shire of Victoria Plains will not close Bin Road in future years and that the road around the back of the complex is completed by harvest 2015. Late item on agenda

Ongoing


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A6 AROC – M O U Council supported its membership of AROC and endorsed the draft MOU; and the Shire President and CEO were authorised to sign the MOU.

Complete

A7 Netball Courts for Calingiri Sportsground

Resolved that the item lay on the table to gather further information. CDO liaise with proponents.

Ongoing

13.1 A8 Partnership with Yued Nyungars

Resolved that Council seek legal opinion on how binding the partnership offered by the Yued Nyungar people will be; and request further detail of the partnership. Confidential at end of March mtg

Ongoing

10.4 ADMINISTRATION A9 CUSTOMER SERVICE CHARTER FILE REFERENCE: ST1.2 REPORT DATE: 19th February 2015 APPLICANT/PROPONENT: None OFFICER DISCLOSURE OF INTEREST: None PREVIOUS MEETING REFERENCES: None AUTHOR: Ian Graham, DCEO/Manager Finance and Administration ATTACHMENTS: Customer Service Charter PURPOSE OF REPORT: To present a proposed Shire of Victoria Plains Customer Service Charter to Council for adoption. BACKGROUND: The Shire of Victoria Plains provides a wide range of services and has a significant number and range of “customers”. These include external customers such as individuals, State and Federal Government departments and agencies, commercial and not-for-profit organisations, and internal customers within the Shire organisation. Many organisations have adopted a Customer Service Charter to clearly establish their commitment to customer service and the levels of service that should be expected. COMMENT: The Shire of Victoria Plains Customer Charter has been developed to summarise our customer service commitment to internal and external customers. The Charter sets a standard for the level of service that customers can expect and outlines our complaints and resolution process if the standards are not met. In addition the Charter introduces “corporate values” of Integrity, Courage, Accountability, Respect and Excellence which support customer service standards. POLICY REQUIREMENTS: There are no known policy requirements related to this item.


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LEGISLATIVE REQUIREMENTS: There are no known legislative requirements related to this item. STRATEGIC IMPLICATIONS: There are no known strategic implications associated with this proposal. SUSTAINABILITY IMPLICATIONS: � Environment

There are no known significant environment implications associated with this proposal.

� Economic

There are no known significant economic implications associated with this proposal.

� Social

There are no known significant social implications associated with this proposal. FINANCIAL IMPLICATIONS: Nil VOTING REQUIREMENTS: Absolute Majority Required: No Resolution 47/2015 Moved Cr Smith seconded Cr Kelly that Council adopt the Shire of Victoria Plains Customer Service Charter. Motion Put & Carried 7/0 A10 WEST KOOJAN GILLINGARRA LCDC - SHIRE REPRESENT ATIVE FILE REFERENCE: CA3.4.5 REPORT DATE: 5th March 2015 APPLICANT/PROPONENT: Department of Agriculture and Food OFFICER DISCLOSURE OF INTEREST: None PREVIOUS MEETING REFERENCES: None AUTHOR: Harry Hawkins Chief Executive Officer ATTACHMENTS: Letter of Advice PURPOSE OF REPORT: To allow Council to nominate a representative to the West Koojan Gillingarra Land Conservation District Committee (LCDC). BACKGROUND: The Department of Agriculture and Food has advised that the appointment of members to the West Koojan Gillingarra LCDC expired on the 31st March 2014. The current shire representative is Councillor Jim Kelly.


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COMMENT: There is currently provision for the Shire of Victoria Plains to have one representative on the committee and on behalf of the Commissioner of Soil and Land Conservation the Department of Agriculture and Food has asked Council to nominate someone to enable re-appointment of this LCDC. POLICY REQUIREMENTS: None LEGISLATIVE REQUIREMENTS: There are no known legislative requirements related to this item. STRATEGIC IMPLICATIONS: There are no known strategic implications associated with this proposal. � Environment



� Social

There are no known significant social implications associated with this proposal. FINANCIAL IMPLICATIONS There are no financial implications to Council in relation to this item. VOTING REQUIREMENTS Absolute Majority Required: No Resolution 48/2015 Moved Cr Penn seconded Cr Smith that Councillor Jim Kelly is re-nominated as the Shire of Victoria Plains representative on t he West Koojan Gillingarra Land Conservation District Committee. Motion Put & Carried 7/0 A11 BOLGART AND CALINGIRI LANDFILL SITE OPERATING HOURS FILE REFERENCE: CA1.2.1 and CA1.2.2 REPORT DATE: 5th March 2015 APPLICANT/PROPONENT: None OFFICER DISCLOSURE OF INTEREST: None PREVIOUS MEETING REFERENCES: None AUTHOR: Harry Hawkins Chief Executive Officer ATTACHMENTS: None PURPOSE OF REPORT: To advise Council of the proposal to vary the opening hours of the Bolgart tip and reduce the opening hours of the Calingiri tip.


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BACKGROUND: The Bolgart landfill site on Bolgart East Road is currently unmanned and open on Wednesday afternoons and Saturday mornings however significant quantities of waste is still suspected to be coming in from outside the shire and being deposited there. Councillor Holmes when he is well enough attends the tip and polices the dumping of waste. Since his illness he has not been spending as much time at the tip and outside waste is believed to have increased again. The Calingiri landfill site is still unlocked and open at all times and there has been a noted increase in vehicles from outside the shire depositing waste there. Both sites are filling up and measures are being taken to increase their life however this illegal dumping of waste is counteracting the measures the shire is taking. COMMENT: It is proposed to man the tip sites to alleviate the illegal dumping activities and prolong the tip life. To man the tip sites would require some form of amenity to be provided to the officer employed on this task and this together with wages would increase the cost of operating the tip and increased charges including a levy on rural ratepayers may be required. The changes would not take effect until next financial year however advance notice will need to be given to ratepayers and residents. All tips have gates fitted and a lock with the same key as the Bolgart and Mogumber sites is on hand for the Calingiri tip to enable staff and contractors working on tips to access all three easily. Opening hours are yet to be determined and will be finalised after Council approval and community consultation has taken place. Charges to ratepayers will also be finalised as a part of the budget process once opening hours are confirmed and facilities required for staff are determined and costed. There are funds available in the Refuse Site Reserve that could be used provide the capital cost of manning the tip sites. While the proposal will cost ratepayers additional charges it will benefit them in the long term by keeping the tips open and be offset by savings from not having to develop a new site. POLICY REQUIREMENTS: None LEGISLATIVE REQUIREMENTS: None STRATEGIC IMPLICATIONS: The Bolgart and Calingiri Landfill Sites are filling up and this proposal is being undertaken to reduce the waste going into the tips from outside the shire to keep the sites open for longer. � Environment



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� Social

There are no known significant social implications associated with this proposal. FINANCIAL IMPLICATIONS There will be increased operational costs involved however any capital cost may be funded from the Waste Site Reserve. VOTING REQUIREMENTS Absolute Majority Required: No Resolution 49/2015 Moved Cr Holmes seconded Cr Penn that Council:-

1. Support the changed opening hours of the Calingi ri and Bolgart landfill sites following community consultation with them be ing manned from the 1 st July 2015; and

2. Endorse the use of reserve funds for the capital cost of the purchase of facilities required for the staff member(s) working at the sites.

Motion Put & Carried 6/1 A12 INSURANCE PAYMENTS FOR COMMUNITY GROUPS FILE REFERENCE: A2.15.2 REPORT DATE: 6th March 2015 APPLICANT/PROPONENT: Bolgart Progress Association OFFICER DISCLOSURE OF INTEREST: None PREVIOUS MEETING REFERENCES: None AUTHOR: Harry Hawkins Chief Executive Officer ATTACHMENTS: None PURPOSE OF REPORT: To provide Council with details of Bolgart Progress Associations Public Liability Insurance and ask for clarification of Policy 6.5.2 Subsidies Public Halls. BACKGROUND: Council Policy 6.5.2 - Subsidies Public Halls; provides for Council to pay up to 100% of insurance incurred for halls. The Bolgart Progress Association contacted the shire administration office with regards to public liability insurance and in particular relating to the Westoz Blues Festival to be held in Bolgart in October 2015. Without reference to the shire policy they were told that the shire would pay 50% of the cost and possibly up to 100%. A review of the policy manual by the Finance and Administration Manager revealed the wording of the policy was that the subsidy is only relevant to hall insurance. Most Progress Associations which look after halls not owned by the shire take out an insurance package which includes along with building and contents insurance public


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liability cover. For many years this full package has been subsidised by the shire under this policy. COMMENT: An invoice has been received from the Bolgart Progress Associations insurers for the public liability cover which has been forwarded on to the shire for payment as they were told when inquires were made. Policy 6.5.2 reads as follows;

6.5.2 Subsidies Public Halls Council will subsidise organisations responsible for the management and maintenance of public halls in the Shire of Victoria Plains as follows: i) Up to 100% of the costs of electricity and insurance incurred for the hall subject to the presentation of receipted accounts.

To enable clarity for staff and community groups in claims for shire subsidies for insurance premiums, the policy needs to be reviewed and the insurance provisions confirmed or changed to allow claims for insurances other than building insurance on halls. POLICY REQUIREMENTS: Policy 6.5.2 relates to this item LEGISLATIVE REQUIREMENTS: None STRATEGIC IMPLICATIONS: There are no known strategic implications associated with this proposal. � Environment



� Social

There are no known significant social implications associated with this proposal. FINANCIAL IMPLICATIONS There may be financial implications if changes are made to subsidies paid for insurance premiums on Public Liability for larger events such as the New Years Eve Rodeo. VOTING REQUIREMENTS Absolute Majority Required: Yes


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Resolution 50/2015 Moved Cr Kelly seconded Cr Lovelock that Council co nfirm that the subsidy referred to in Policy 6.5.2 in relation to insuranc e is for Hall buildings and contents only. Additional subsidies for other insur ances may be available subject to an application being lodged with the shi re prior to the issuing of the insurance policy. Motion Put & Carried 6/1

10.5 PLANT AND WORKS All Plant and Works items were dealt with prior to Item 10.1 Finance. 11 NOTICE OF MOTION OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN Nil 13 NEW BUSINESS OF AN URGENT NATURE APPROVED BY COU NCIL RESOLUTION Resolution 51/2015 Moved Cr Kelly seconded Cr Penn that new business o f an urgent nature be introduced to Council. Motion Put & Carried 7/0 13.1 BIN ROAD CALINGIRI CBH PROPOSAL FILE REFERENCE: BIN REPORT DATE: 17th March 2015 APPLICANT/PROPONENT: None OFFICER DISCLOSURE OF INTEREST: None PREVIOUS MEETING REFERENCES: 16/2015 January 2015 AUTHOR: Harry Hawkins Chief Executive Officer ATTACHMENTS: New Road Plan PURPOSE OF REPORT: To advise Committee members of the proposal put up by CBH to get their comments and in principle approval for CBH to approach their board for funding. BACKGROUND: As a result of CBH not coming back to Council with a revised Traffic Management Plan for the 2014 harvest Council resolved at its January 2015


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meeting not to close Bin Road in the future and to have CBH construct the road around the back of their complex for the 2015 harvest. The issues around the seasonal closure of Bin Road Calingiri have been ongoing in excess of ten years and despite numerous meetings and plans being proposed nothing has been resolved and the road is still being closed during harvest. The issues in question relate to CBH infrastructure being built on the road reserve and the blocking of the rail crossings at either end of the facility when it is being out loaded by rail and the impact these closures may have on emergency services vehicles particularly St John Ambulance where response times are critical. CBH has in recent years downplayed the impact of rail crossing closures due the down grading of the rail line, the restriction to run only half length trains on the line beyond Bolgart and the level of out loading from the Calingiri facility by road. The problem is exacerbated by the closure of the New Norcia Road entry into the CBH site and the restriction to only RAV 4 vehicles onto Toodyay Bindi Bindi Road from the Calingiri New Norcia Road with some contactors who want to use longer vehicles being denied access to the site unless they go around on the Great Northern Highway and come back up Calingiri Road to the complex. COMMENT: The attached plans were discussed at a meeting between the CEO and representatives of CBH in February 2015 and it was discussed that the proposal if agreed to by Council will form the basis of a submission to the CBH board for funding to construct the road around the back of the complex. The construction of the new piece of road would be CBH’s responsibility as it is their operations that are forcing the closure of the current Bin Road in Calingiri. To enable the plan to proceed a land swap will be required where the new road reserve runs through CBH property to the shire and the old road reserve containing CBH infrastructure to CBH. There is also a small piece of shire land cut off by the road that will need to be transferred to CBH to form part of the Calingiri facility. The proposed road will resolve the issues of be rail crossing closures for emergency and other vehicles, as long as only one crossing is closed at a time, and would enable Main Roads WA to allow access to RAV greater than Category 4 subject to the construction of the road meeting their requirements. POLICY REQUIREMENTS: None LEGISLATIVE REQUIREMENTS: None STRATEGIC IMPLICATIONS: The re routed road would allow easier access to and from the Calingiri CBH facility from the west. SUSTAINABILITY IMPLICATIONS: � Environment

The land for the new road reserve is cleared and it would not create further environmental outcomes.


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� Economic

There are no known significant economic implications associated with this proposal.

� Social

When the rail crossing is blocked by trains it would be much easier for residents to drive to and from the Calingiri town site.

FINANCIAL IMPLICATIONS: CBH are responsible for building the road but there may be some expense in land transfers and surveying. VOTING REQUIREMENTS: ABSOLUTE MAJORITY REQUIRED: NO Resolution 52/2015 Moved Cr Kelly seconded Cr Holmes that:- 1. Council agree with the alignment of the new Bin Road as per the attached map; 2. Council are prepared to enter into a land swap t o allow for the new road alignment and the transfer of that part of the exi sting road reserve containing CBH infrastructure to CBH. Motion Put & Carried 7/0 13.2 BOLGART PROGRESS ASSOCIATION - PUBLIC LIABILIT Y INSURANCE Bolgart Progress Association has taken out an Annual Public Liability Insurance policy which costs the association approximately $900p.a. The Bolgart Progress Association has requested council assistance toward the cost of the policy. More information is required. Chief Executive Officer to go back to the Bolgart Progress Association for further information. Discussion was held regarding public liability insurances. Cr Lovelock Costs for liability insurance for Progress Associations should be considered in budget. 13.3 POTENTIAL CONTAMINATION OF BOLGART WATER SUPPL Y Cr Penn advised that comments on the recent meetings and proposed catchment boundary changes are required by 25/3/15 and advised that the Chief Executive Officer should prepare a submission noting that the:-

• Monitoring bore is to be a cost to the Department of Water (not Council); • The boundaries of the catchment have changed, however the refuse site was

insitu before boundary changes.


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13.4 ALGA CONFERENCE - CANBERRA The Australian Local Government Association (ALGA) is hosting a conference in Canberra from 14th to 17th June 2015 (focus is on Local Government’s Place in Federation). Delegates have attended in the past. Costs are approximately $3000 per delegate. Early bird registration by 1/5/15. Resolution 53/2015 Moved Cr Kelly seconded Cr Penn that one councillor and the Chief Executive Officer Harry Hawkins attend the ALGA conference. Motion Put & Carried 5/2 12 CONFIDENTIAL ITEMS Resolution 54/2015 Moved Cr Penn seconded Cr Kelly that the meeting be closed to the public to allow discussion of Item 12.1 A13 Partnership with Yued Nyungars and other items. Motion Put & Carried 7/0 The meeting was closed to the public at 5.12pm 12.1 A13 PARTNERSHIP WITH YUED NYUNGARS Resolution 55/2015 Moved Cr Brennan seconded Cr Holmes that Council do not agree to enter into the partnership as presented by Margaret Drayton with the Yued Nyungar people. Motion Put & Carried 4/3 Votes For: Cr Brennan, Cr Smith, Cr Lovelock, Cr Holmes Votes Against: Cr Penn, Cr Kelly, Cr Johnson The Finance and Administration Manager and Executive Assistant left the meeting at 5.25pm. Discussion was held on further confidential matters prior to the meeting being closed.


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14 DECLARATION OF CLOSURE There being no further business the Presiding Member declared the meeting closed at 7.18pm. Signed this 15th day of April 2015 Presiding Member ..............................................

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