Notes

Shire of Denmark

STRATEGIC BRIEFING FORUM

HELD IN THE COUNCIL CHAMBERS, 953 SOUTH COAST HIGHWAY, DENMARK, ON TUESDAY, 1 MARCH 2016.

The Council Forum and Briefing session follows the suggested format proposed by the Department of Local Government Operational Guidelines (Number 5 January 2004). The role of such forums is to allow opportunity for elected members and senior officers of the Council to come together outside of the formal meeting process to discuss matters that do not require formal decisions, do not discuss matters on the Ordinary Council Meeting Agenda but to discuss matters that might be conceptual (brain storming etc.), informative (updates on progress with matters) or administrative in nature. For this reason they are normally held ‘in committee’. Disclosures of Financial, Impartiality and Proximity interests are still to be recorded and dealt with if they arise. 1. DECLARATION OF OPENING/ANNOUNCEMENTS BY THE PERSON PRESIDING

The Presiding Officer opened the Forum at 1.10pm. RECORD OF ATTENDANCE/APOLOGIES/APPROVED LEAVE OF ABSENCE

MEMBERS: Cr David Morrell (Shire President) and Presiding Officer Cr Kelli Gillies (Deputy Shire President) Cr Yasmin Bartlett Cr Ceinwen Gearon Cr Jan Lewis Cr Roger Seeney Cr Rob Whooley Vacant x 2

STAFF: Cliff Frewing (Chief Executive Officer) Gilbert Arlandoo (Director of Infrastructure Services) Kim Dolzadelli (Director of Finance & Administration) (from 1.20pm) Annette Harbron (Director of Planning & Sustainability) Gregg Harwood (Director of Community & Regulatory Services (from 3.15pm to 3.20pm due to bush fire call out) APOLOGIES: Nil ON LEAVE OF ABSENCE: Nil DECLARATIONS OF INTEREST:

Nil

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2. PRESENTATIONS/DEPUTATIONS

The President, Cr Morrell and Cr Bartlett referred to their attendance at a Conflict Of Interest training course recently held and advised that in the future;

Any gifts received from persons who were not relatives and were greater than $200 in value were required to be recorded in the gift register; and

All travel contributions from external sources had to be declared. It was noted that the Department of Local Government would shortly be providing detailed

information in relation to the receipt of gifts.

3. REPORTS / STRATEGIC DISCUSSION To discuss and formulate philosophies, ideas, strategies and concepts for the development of the local government and district. 3.1 Corporate Calendar

Matters for interest from the Corporate Calendar for the next two months.

MARCH • 1 March – beginning of restricted burning period • 7 March – Public Holiday (Labour Day) • 1 March – Council Meeting & Dinner

• 20 March – Monthly Information Bulletin published • 22 March – Council Meeting & Dinner • Advertise for Budget submissions • Advertise Community Financial Assistance Grant (CFAG) & Cultural Development

Fund (CDF) rounds • 25 March – Public Holiday (Good Friday) • 28 March – Public Holiday (Easter Monday)

APRIL • Locality (Kent/Nornalup Ward) Meeting at Peaceful Bay Community Hall • 12 April – Council Meeting & Dinner • 20 April – Monthly Information Bulletin published • 26 April – end of restricted burning period • 25 April – Public Holiday (ANZAC Day) • Review of Financial Management Procedures (Reg 5(2) / LG (Financial Management)

Regs – every 4 years – next due 2016 • Review of Risk Management (Reg. 17 / LG (Audit) Regs) – every 2 years - first due 15

December 2015 • CFAG and CDF applications close

Outcomes: Nil 3.2 Outstanding Resolutions Discussion

Matters for interest from the Monthly Information Bulletin Status Report (update on progress with Council resolutions).

Outcomes: Nil

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3.3 Denmark East Development Precinct The Chief Executive Officer provided an update and general discussion ensured on the following topics;

Land acquisition.

The Local Planning Strategy identified three possible locations for the bridge crossing the Denmark River to its junction with Scotsdale Road.

Risk Assessment to include reference to possible cost overruns.

Confirmation that the connector road was not a bypass road.

There were many benefits of a second bridge close to the town centre.

Was agreed that it would be beneficial to call the Minister to make an announcement about the grant application as soon as possible.

Possible implications if the grant was withdrawn.

One of the early actions if the project is approved is for community consultation to occur to determine the location of the bridge.

Bridge required for fire emergency evacuation.

Subdivisional land already approved – north and the west of the bridge.

3.4 Integrated Planning & Reporting Framework The CEO provided an update as to where the Shire was in relation to complying with the provisions of the Local Government Act relating to integrated planning and reporting.

Strategic Community Plan – a report is contained on the Council Agenda for the meeting later in the day on the 1 March 2016 in relation to a review of the Strategic Community Plan which was adopted by Council in 2013. A desktop review of the “Snapshot” has occurred and has resulted in no recommended changes. It is suggested however that the Shire conduct a full review commencing later in 2016 as is required by the legislation so that a new Strategic Plan can be adopted prior to July 2017.

Corporate Business Plan – a draft copy of the Corporate Business Plan was circulated for comment in the previous week and feedback is requested from Elected Members prior to Friday, 11 March 2016. All comments received will be considered for inclusion in the draft Corporate Business Plan which will be included on the Council Agenda for 22 March 2016 where it will be recommended that it be adopted for community comment purposes.

Long Term Financial Plan – the third major document in the integrated planning and reporting framework and the Executive Team has spent a significant amount of time on this document in particular over the last six weeks and the results of that work is currently shown in the Corporate Business Plan. The first four years of the Long Term Financial Plan should match the activities contained within the Corporate Business Plan and the first year of the Long Term Financial Plan forms the basis of the 2016/17 annual Budget. It is proposed to circulate a draft copy of the Long Term Financial Plan towards the end of March and it is anticipated that this document will be included on the Council Agenda for the meeting to be held 12 April 2016.

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4. GENERAL BUSINESS

4.1 Complaint

Cr Seeney referred to a complaint received from a member of the public regarding a discussion held on a confidential item contained on the Council Agenda. The matter was left with the CEO to action.

4.2 Items for potential discussion at subsequent Briefing Forums

Nil

5. CLOSURE There being no further business, the Presiding Officer closed the meeting at 3.30pm.