community and resources committee 19 february 2018 … · agenda - community and resources...

COMMUNITY AND RESOURCES COMMITTEE

19 FEBRUARY 2018

AGENDA

It is advised that a meeting of the Community and Resources Committee will be held at 6.00pm Monday 19 February 2018 in Council Chambers at the Town of Cambridge Administration/Civic Centre, 1 Bold Park Drive, Floreat.

JASON BUCKLEY 13 February 2018 CHIEF EXECUTIVE OFFICER

MEMBERS: Cr Timmermanis (Presiding Member) Mayor Keri Shannon Cr Rod Bradley Cr Louis Carr Cr Jo McAllister First Deputy (Coast Ward) Cr Kate McKerracher First Deputy (Wembley Ward) Cr James Nelson Second Deputy (Coast Ward) Cr Ian Everett Second Deputy (Wembley Ward) Cr Jane Powell

AGENDA - COMMUNITY AND RESOURCES COMMITTEE - 19 FEBRUARY 2018 (I)

COMMUNITY AND RESOURCES COMMITTEE

19 FEBRUARY 2018

ORDER OF BUSINESS

1. DECLARATION OF OPENING

2. RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE

3. PUBLIC QUESTION TIME

4. DEPUTATIONS AND PETITIONS

5. CONFIRMATION OF MINUTES

6. DECLARATION OF MEMBERS' INTERESTS

7. REPORTS

INFRASTRUCTURE

CR18.1 Tender for Civil Drainage Works at McCourt Street - Woolwich Street 1 CR18.2 Five Year Program - 2018 to 2019 - 2022 to 2023 - Footpaths 7 CR18.3 Marapana Road - Templetonia Crescent - Local Area Traffic Management

Stage 1 13 CR18.4 Rutter Park Public Toilets - Outcomes of Consultation 18 CR18.5 North Lake Monger New Toilet Facility 25 CR18.6 Mindarie Regional Council Meetings - 14 December 2017 and 25 January

2018 32 CR18.7 Annual Waste Report 2016 17 38 COMMUNITY DEVELOPMENT

CR18.8 Cambridge Library Customer Survey 2017 49 CR18.9 Floreat Salvation Army Homeless Project 59 PROJECTS

CR18.10 Perry Lakes Water - Award of Consultancy Services RFT25-17 Updated Report 62

CR18.11 Underground Power Wembley West Leederville Works Agreement and Outcomes of Property Owners Surveys 65

CORPORATE/GOVERNANCE

CR18.12 Documents Sealed - February 2018 69 CR18.13 Review of Local Government Act 1995 - Submission to Department of

Local Government, Sport and Cultural Industries 72 CR18.14 Delegation of Authority - Annual Review 76 CR18.15 Review of Standing Orders Local Law 88 CR18.16 Annual Insurance Review 91 CR18.17 Tender RFT34-17 for Microsoft Agreement 95

CR18.18 Relationships Australia - Exemption from Rates 98 CR18.19 Payment of Accounts - December2017 and January 2018 101 CR18.20 Investment Schedule - January 2018 103 CR18.21 Budget Review 2017- 2018 110

8. CONFIDENTIAL ITEMS CR18.22 St Paul's Church - Parking Arrangements 9. CLOSURE

COMMUNITY AND RESOURCES COMMITTEE MONDAY 19 FEBRUARY 2018

AGENDA - COMMUNITY AND RESOURCES COMMITTEE - 19 FEBRUARY 2018 1

CR18.1 TENDER FOR CIVIL DRAINAGE WORKS AT MCCOURT STREET - WOOLWICH STREET

SUMMARY:

A Request for Tender (RFT) was advertised on 4 November 2017 to seek construction costs from contractors in order to allow Council to appoint a contractor for Civil and Drainage Works on McCourt Park and 77 McCourt Street. Tenders have been assessed and it is recommended that Castle Civil be awarded the contract. The works involve the construction of an underground drainage system which should mitigate drainage flooding from extreme storm events. Council purchased property at 77 McCourt Street to aid installation of the underground drainage system while also assisting to retain existing trees on McCourt Park. It is recommended that Council consider completing landscaping works in the 2018/2019 budget year by funding the additional $112,000 excluding GST required as available funding is sufficient only for the civil engineering and partial landscape works in 2017/2018. At the mid-year budget revi ew, there may also be an opportunity to identify available funding from completed projects. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its

community to another level of government/body/agency.

Executive The substantial direction setting and oversight role of the Council. e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets.

Legislative Includes adopting local laws, town planning schemes & policies.

Review When the Council operates as a review authority on decisions made by Officers for appeal purposes.

Quasi-Judicial When the Council determines an application/matter that directly affects a person’s right and interests. The judicial character arises from the obligation to abide by the principles of natural justice. Examples of Quasi-Judicial authority include town planning applications, building licences, applications for other permits/licences (e.g. under Health Act, Dog Act or Local Laws) and other decisions that may be appealable to the State Administrative Tribunal.

Information For the Council/Committee to note.

BACKGROUND:

The Town has received 3 previous Council reports (CR 15.32 April 2015, CR 17.24 March 2017, and a confidential report 13.1, May 2017) in relation to the McCourt Street/Woolwich Street drainage issue which was highlighted as a result of nearby property damage resulting from the storm of 22 March 2010. Subsequently on 11 May 2017, the Town purchased the property to the north of McCourt Park - house number 77 McCourt Street in order to maximise the available parkland and retain the significantly mature trees at McCourt Park. During construction it will be necessary to temporarily remove the playground as in retaining the same volume of 1,150m3 for the underground drainage system resulted in deeper excavations. The deeper excavations also resulted in greater clearances in order to retain



the Western Power transformer on the north eastern corner of McCourt Park. This was achieved and saved the Town $110,000 in transformer relocation costs. Civil Design has progressed to a stage where Tenders were called for during the period 4 November to 22 November 2017 for the construction of an underground drainage system of 1,150 m3 capacity which will mitigate the effects of the extreme storm events. The design also caters for the staged return of the playground on McCourt Park. DETAILS: The provision of a contractor is required for the purpose of executing excavations, the supply and installation of the underground drainage system, earthworks and drainage connections and ancillary civil works on McCourt Park and the vacant lot house number 77 McCourt Street and the McCourt Street road reserve. In summary the tender RFT 30-17 Civil Drainage Works McCourt Street/Woolwich Street requires the following:- SCOPE OF REQUIREMENTS 1 Take possession of the site. 2 Obtain an approved construction safety environment management plan addressing

issues including but not limited to dust, noise, vibration, safety, environment, etc. Obtain an approved traffic management plan.

3 Secure the site safely using fencing and construction management/traffic management techniques and standards.

4 Remove existing park furniture noted for removal by the Contractor. Protect park furniture, assets and vegetation as noted. Liaise with the Town as necessary.

5 Acquire construction materials for the underground drainage system. 6 Excavate, remove spoil, cart away and install the major underground drainage system. 7 Supply and install the secondary drainage system. 8 Appropriately fill, compact and sculpt to finish levels the proposed surface levels on 77

McCourt Street and McCourt park. 9 Construct and amend ancillary civil works such as footpath, verge on McCourt Street,

and kerbing. 10 Clean site and make good. 11 Perform As constructed and submit plans to Town of Cambridge. The following plans were included in the request for tender:- • 17-5-50/100 Rev E • 17-5-50/101 Rev E, • 17-5-50/102 Rev E, • 17-5-50/400 Rev E, • 17-5-50/600 Rev D • and Technical Specification 17-5-50 Ref S045.17 Rev C



Tender submissions were received from the following nine contractors:- • WCP Civil • Delta Civil • Densford Civil • Dowsing Group • Castle Civil • Certa Civil Works • DJ MacCormick Contractors • GMF Civil • AllWest Plant Hire

All submitted tenders have been evaluated in accordance with the Evaluation Criteria and Selection Criteria. The majority of the prices received in the tenders are indicative of a competitive civil engineering industry at the moment. Most applicants demonstrated they could provide all the construction and drainage installation requirements in accordance with the tender documentation. An Evaluation Report has been prepared as a Confidential Attachment 1 which recognises the selection criteria as detailed in the request for tender document. This document identified the basis on which Council will be assessing these tenders. The qualitative measures were:- • Demonstrated understanding of the required tasks - weighting (30%); • Capacity - weighting (30%); • Demonstrated experience in completing similar contracts - weighting (40%).

Based on the completed assessment of all tenders, it is recommended that Castle Civil be appointed to meet the Town's requirements for the tender RFT 30-17 Civil and Drainage Works at McCourt St - Woolwich St. This proposed recommendation is in recognition of their:- • conformity with the tender documents and qualitative criteria; • proven expertise of staff; • past performance with other Local Government authorities; • familiarity with Council requirements and similar drainage project experience; • competitive rates; • good health and safety records. • it is noted that a tender qualifying meeting on 23/1/18 with Castle Civil, Graf Australia,

Galt Technical Engineers, Porter Consulting Engineers and Town's Officers identified that full excavation was agreed to by the contractor and that a revised methodology and costing was required; and

• it was agreed that chemical grout injection around the transformer and the application of hydromulch to the exposed banks would mitigate much of the shallow slippage. In addition Castle Civil indicated that sheet piling of 60 linear metres would be about ½ the cost of chemical grout injection. Minutes of the meeting and the agreed actions were distributed 24/1/18 to Castle Civil.

It is recognised that there may be some potential cost savings to the works for the Town as a result of implementing the above slope stability measures during the project works.



If approved in February 2018, construction can commence around mid-March 2018 and be completed by the end of April 2018. This would allow for the park landscape works to proceed.

OTHER COMMENTS

In addition, $133,000 of landscaping works are also identified which are not part of the civil works contact. The Landscaping works addresses playground removal and reinstallation, new shade sails, a new bore, (currently scheme water) irrigation equipment, lawn establishment, planting beds and fencing/gates. Refer to Attachment 3 for a concept plan of the proposed landscape works. It is recognised that the current available funds can only partially cover the costs of the landscape works. The 2017/2018 budget for the McCourt Street/Woolwich Street works was based on a design that incorporated solely McCourt Park. With the purchase of the property at 77 McCourt Street in May 2017, the design was amended to retain the existing park trees and also the existing transformer (cost to relocate $110,000). The amended design also allowed for a review of landscape opportunities to better utilise the increased park area. This necessitated extra costs for the following reasons:- • deeper excavations; • slope stability measures; • refining different landscaping levels and shaping up to represent a pleasant aesthetic

looking park; • introduction of a bore; • extra hand digging in relation to tree roots/drainage works; • perimeter fencing and tree protection zones; and • cost increases for the Ecobloc drainage cells of 10%. The Town's budget for 2017/18 has an allocation of $434,000 Excl GST for the total project which incorporates the civil and landscaping components. It is recommended that the landscaping component be constructed in the upcoming 2018/2019 budget. Alternatively the Town could consider to reallocate from cost saving areas an amount of a minimum of $112,000 Excl GST from other completed budget projects in the 2017/18 budget. POLICY/STATUTORY IMPLICATIONS: This tender is aimed to ensure that Council operates a financially prudent and ethical manner to provide the best advice.

FINANCIAL IMPLICATIONS:

It is anticipated that there will be approximately $413,000 Excl GST of work (including design work) associated for the Civil and Drainage Works at McCourt Street - Woolwich Street. An additional $112,000 Excl GST is required in order to reinstate the playground and complete associated landscape works. This is recommended to be considered in the February 2018 mid-year budget review where surplus funds have been identified from completed projects as follows:-



(a) Account No. C2248 - Gregory/Ruislip intersection budget $80,000. Available $75,000. In December 2017 Council agreed this project be transferred into the asphalt works program for 2018/2019.

(b) Account No. C5307 - Harborne - Dodd Street to Powis turning lane. Budget $100,000. Available $40,000. Savings identified following detailed design. Only $33,000 is available as $7,000 is recommended to be re-allocated to the Lake Monger Toilet project.

(c) Account No. S1258 - Demolition of 77 McCourt Street. Budget $34,000. Available $14,000. Demolition works completed.

STRATEGIC DIRECTION:

The report recommendation embraces the following strategies of the Town's Strategic Community Plan 2017-2027. Goal 2: Quality local parks and open spaces for the community to enjoy Strategy 2.2: Improve the amenities of our local parks and sports grounds

COMMUNITY ENGAGEMENT:

This tender award has been assessed in line with the Town's Community Consultation Policy 1.2.11. Keep the Town will inform residents within a 400 metre radius of the works a minimum of 2 weeks to the possession of the site by the contractor. OFFICER INVOLVEMENT: Responsible Executive Chris Colyer - Director Infrastructure Responsible Manager N/A Contributors Walter Van Der Loo - Infrastructure Parks Manager

Frank Strever - Coordinator Engineering and Design

ATTACHMENTS:

1. Tender Evaluation Matrix (Confidential). 2. Plans: 17-5-50/100 Rev E

17-5-50/101 Rev E 17-5-50/102 Rev E 17-5-50/400 Rev E

3. Plan of proposed playground reinstatement and associated landscape works

ADMINISTRATION RECOMMENDATION:

That:-

(i) Tender No. RFT30-17 – Civil and Drainage Works at McCourt Street - Woolwich Street be awarded to Castle Civil in accordance with the tender documents, qualitative criteria and tendered schedule of rates;

(ii) works proceed in accordance with the attached drawings; and



(iii) $122,000 extra funding be allocated to the McCourt Street/Woolwich Street drainage project from savings identified during the mid-year budget review for 2017/18 as follows:-

- Account No. C2248 - $75,000 - Account No. C5307 - $33,000 - Account No. S1258 - $14,000



CR18.2 FIVE YEAR PROGRAM - 2018 TO 2019 - 2022 TO 2023 - FOOTPATHS

SUMMARY:

A Draft Five Year Program for footpath and shared path works is reviewed annually as a prerequisite to preparing the Draft Budget. Council is currently reviewing a new Bike Plan in 2017/18 that will incorporate a program of works for shared paths and other cycling facilities. This plan is expected to be finalised by July 2018. These proposed works should be incorporated within this program for consideration of funding in the draft 2018/19 Budget. Since 1995, previous footpath programs were focussed on replacing old slab paths with insitu concrete and this programme was completed in the 2016/17 Budget. It is proposed that the next five years of the footpath program should focus on new shared paths, resurfacing old asphalt shared paths and replacing badly cracked concrete paths. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

Council last reviewed the “Five Year Program for Footpaths” in December 2016 (Item CR16.201 5 Year Program (2017/18 - 2021/22) Footpaths and decided that:- (i) the proposed Five Year Program (2017/18 - 2021/22) for footpaths, as attached, be

endorsed for planning considerations; (ii) the first year of the Five Year Program for footpaths be considered for funding in the

Draft 2017/18 Budget; and (iii) residents adjacent to new paths proposed in Year 5 of the program be notified and

invited to comment.



The funding of the first year of that program in the current 2017/18 Budget is:- • Shared Paths: 215 m of slab path on Salvado Road changed to asphalt. • Construction of 2 new concrete paths $32,000. • Replacement of sections of cracked paths on 4 streets (including $15,000 carry

forward): $145,000. • Resurface 2 asphalt shared paths $67,500. • Tactile Ground Surface Indicators on ramps: $10,000. • Total funding is $254,500. By 30 June 2018, the state of construction of all paths in the Town is expected to be:-

• Length of slab footpaths: 0.04 km (.02%) located at Tilton Terrace (Esk- Asten). • Length of brick paved footpaths (mainly commercial areas): 3.6 km (2% of total). • Length of concrete footpaths 167 km (86% of total). • Length of asphalt surfaced shared paths 24 km (12% of total). • Total length of all footpaths and shared paths: 195 km. No action has been taken with item (iii) yet - residents be notified and invited to comment on new path proposals. This item was deferred to commence when the proposed Bicycle Plan community consultation commences. The Draft Bicycle Plan was presented to Council in report CR17.62 May 2017 where the report was deferred to an Elected Member Forum for further discussion. The 6th February 2018 Elected Member Forum has considered the plan.

DETAILS:

This report considers the upgrading of paved paths within road reserves only. Upgrading of paths within reserves will be considered in a separate report. The proposed Five Year Program for upgrading concrete footpaths, resurfacing asphalt shared paths and constructing new footpaths and shared paths is provided in the Attachment 1 to this report. The objective of this program is to maintain and improve a safe network of paths for people to travel by walking, running, cycling, skating or using a wheelchair. The minimum standards for paths is set out in Policy No. 5.2.5 'Construction of Footpaths and Shared Paths' that was reviewed in May 2016. The current network of footpaths and shared paths in the Town are indicated on a map provided in the Attachment 2 to this report. For completeness, the paths within reserves, Bold Park and the coastal beach reserves are included on the map to show the pedestrian links with paths adjacent to roads. The location and attributes of footpaths is recorded in the Town's asset management system (AssetFinda) and Geographical Information System (Intramaps). This information is updated when a path is replaced, created or removed. All asphalt and concrete paths are inspected annually to assess condition, identify tripping hazards, and, identify sections of cracked panels:- • The condition rating of each section of path is used for long term asset management in

Asset Finda. • Tripping hazards are a high priority item and are removed by either grinding the raised

part of the panel or replacing an entire panel. This is funded in the footpath maintenance budget.



• Cracked panels are not an immediate risk but have poor appearance and will slowly de-generate into worse condition. They are remedied by replacing all the cracked panels in the section of path as a capital project.

Program for Remaining Slab Paths The only section of slab path is at Tilton Terrace (Esk Road to Asten Road) north side. This is 41m long and was made redundant by the new path on the south side of Tilton Terrace. It is scheduled for removal in Year 1. Program for New Shared Paths The draft 2018 Bike Plan will be reviewed in a separate report following an Elected Member Forum on 6 February 2018. It is anticipated that the new shared path projects will be a priority in Years 1, 2, 3, 4 and so a funding of $500,000/year is proposed to assist with developing a program of works for the 2018 Bike Plan. This level of funding is similar to funding of previous bike plans. Program for New Footpaths Policy No. 5.2.5 'Construction of Footpaths and Shared Paths' recommends that a footpath should be provided on all roads and a footpath on both sides of roads with more than 2,000 vehicles a day. An inspection of the map of the path network reveals that there are many roads in the Town, mainly in west Floreat and City Beach, that do not comply with this policy. Therefore, pedestrians either walk along the verge or road. A priority list of new footpaths (missing links) was identified that minimised the distance a pedestrian needed to walk on a road or verge. This list was first reported in December 2014 and remains in Year 5 in the program in favour of new shared path projects. Recent experience with other new path projects has shown that the community is usually strongly divided about a new path. Therefore, this list will be re-prioritised after appropriate community engagement is carried out and then presented to Council for consideration. Program for Replacement of Existing Concrete Footpaths Insitu concrete paths were first used by the City of Perth to replace slab paths in the Town after about 1990. Most of these concrete paths are constructed 100mm thick and are expected to last an average of 40 years before they require replacement. Therefore, in the long term, after year 2030, it is expected that an average of 4 km of path will require replacement each year, based on the total 167 km length of concrete path. In the short term, individual panels in the concrete paths may become damaged by heavy vehicles and tree roots. These are identified during the year by the footpath inspection program or by customer service requests. Isolated panels are repaired as they occur as footpath maintenance. Longer sections of damaged path require replacement as a capital works project. The footpath inspection in 2017 identified a total of 5,916 m2 of cracked panels and 60 cracked ramps. The proposed funding for replacing all of these is $100,000/year in Years 1, 2, 3 and 4. Attachment 3 summarises the survey condition of various paths.



Program for Brick Paving adjacent to Commercial Centres In general, paths adjacent to commercial premises are considered for upgrading to brick paving when the concrete path requires replacement or when the owner of the property has requested it and is prepared to contribute at least 50% of the cost. This is guided by Policy No. 5.2.4 - 'Verges - Paving in Commercial Area'". The commercial section of Northwood Street (Cambridge Street - Railway Parade) is proposed for having the existing concrete footpaths replaced on both sides with brick paving. This is currently included in the Five Year Road Works Program as a future street-scaping project and may include other enhancements, such as lighting, landscaping, kerbing, traffic islands, parking improvements. This should be considered after the existing poles and overhead wires are removed by the State Underground Power Project next year (if approved by Council in February 2018). Program for Resurfacing Asphalt Shared Paths The Town has 24 km of shared paths with an asphalt surface that requires replacing every 30 years on average. Therefore, an average of 800 m of path should be resurfaced each year at a cost of approximately $72,000. All shared paths were inspected for condition in 2017 and based on their overall condition, three sections of paths are proposed for 2018/19: • Alderbury Street (Oceanic Drive - Meagher Drive) 500 m. • Oceanic Drive (Alderbury Street - Perry Lakes Drive) 240 m. • Oceanic Drive (Perry Lakes Drive - Waldron ) 224m. Program for Tactile Ground Surface Indicators (TGSI) There are several locations where Tactile Ground Surface Indicators should be installed to assist pedestrians with poor sight to cross roads. TGSIs are generally required at traffic signals, roundabouts and crossings with refuge islands. The high priority intersections and crossings have been addressed as part of the original road project. To retrofit TGSIs at an existing intersection costs approximately $600 on each ramp or refuge gap. Therefore, a whole intersection with traffic signals will cost approximately $7,200. It is proposed that $10,000 is included in each year of the program to address 1 or 2 locations each year.

POLICY/STATUTORY IMPLICATIONS:

The recommendation is in accordance with Council Policies:- • No. 5.2.5 “Construction of Footpaths and Shared Paths", • No. 5.4.9 "Asset Management", and • No. 5.2.4 - "Verges - Paving in Commercial Areas".


There are no Financial Implications related to this report other than consideration of setting appropriate levels of funding for the Draft 2018/19 Budget.

http://www.cambridge.wa.gov.au/files/751d3cdf-82a3-4459-9921-a63b00b97a95/5_2_4.pdf

http://www.cambridge.wa.gov.au/files/751d3cdf-82a3-4459-9921-a63b00b97a95/5_2_4.pdf



As a benchmark, the funding level of the footpath program in the 2017/18 Budget, not including carry-forward projects, is as follows:-

Item of Work Funding Constructing new shared paths as identified in Bike Plan $0 Replace cracked panels and ramps in existing concrete footpaths, (Bent Street, Kimberley Street, Ruislip Street)

$130,000

Constructing new concrete footpaths requested by residents (Landra Gardens and Cargen Crescent)

$32,000

Brick Paving in Commercial Areas - (Northwood Street/Cambridge Street project is included in the Road Works program)

$0

Resurfacing asphalt shared path. (Oceanic Drive) $67,500 Tactile Ground Surface Indicators. (Various) $10,000 Total funding in current year 2017/18 $254,500

The funding proposed for the next 5 years is generally

Item of Work Funding Constructing new shared paths as identified in Bike Plan (Years 1, 2, 3, 4, 5)

$500,000

Replace cracked panels and ramps in existing concrete footpaths as identified by the annual footpath inspection in Year 1, 2, 3, 4 (Refer Attachment 3).

$100,000

Construct new concrete footpaths requested by residents in Year 5 only.

$100,000

Brick Paving in Commercial Areas - included in the Road Works program

$0

Resurfacing asphalt shared path. (Year 1, 2, 3, 4, 5) $72,000 Tactile Ground Surface Indicators. (Year 1, 2, 3, 4,) $10,000 Total funding each year $682,000

This has been formatted into Attachment 1 Five Year Program for footpaths to match the format used in the new Business Area Plan for Roads, Paths and Drainage.


This report recommendation embraces the following strategies of the Town's Strategic Community Plan 2017-2027:- Our Community Life Goal 3: An active, safe and inclusive community Strategy 3.3: Encourage activity that meets the needs of people of all ages, cultures and

abilities. Strategy 3.4: Create and maintain safe environments. Our Planned Neighbourhoods Goal 5: Successful commercial, retail and social hubs Strategy 5.1: Plan for commercial development within the Town. Strategy 5.2: Ensure a high standard of public infrastructure in our main precincts across

the Town. Goal 6: Efficient transport networks Strategy 6.1: Develop an integrated transport strategy in response to population changes.




This matter has been assessed under the Community Consultation Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required. OFFICER INVOLVEMENT: Responsible Executive Chris Colyer - Director Infrastructure Responsible Manager Jon Bell - Manager Infrastructure Works Contributors N/A ATTACHMENTS:

1. Five Year Program for Footpaths 2018/19 - 2022/23. 2. Location of Footpaths, Shared Paths and Tracks. 3. List of cracked footpaths sections


That:- (i) the proposed Five Year Program (2018/19 - 2022/23) for footpaths, as attached,

be endorsed for planning considerations; (ii) the first year of the Five Year Program for footpaths be considered for funding in

the Draft 2018/19 Budget; and (iii) residents adjacent to new paths proposed in Year 5 of the program be notified

and invited to comment.



CR18.3 MARAPANA ROAD - TEMPLETONIA CRESCENT - LOCAL AREA TRAFFIC MANAGEMENT STAGE 1

SUMMARY:

At the 27 June 2017 Council meeting, a Local Area Traffic Management (LATM) proposal Plan E 067-16-03 (Attachment 1) for Marapana Road-Templetonia Crescent was considered. Council decided that the LATM proposal should be staged, and that the Stage 1 area residents and City Beach Primary School be consulted. Stage 1 works are detailed on Plan E 067-16-05 (Attachment 2). The survey results undertaken during October 2017 demonstrated positive community support for the concept plan E 067-16-05. It is proposed that a shared path be included in the Concept Plan E 067-16-05 on the eastern side of Marapana Road, as recommended as part of an independent road safety audit. It is proposed to carry forward the Marapana Road - Templetonia Crescent LATM project to the 2018/2019 budget year as construction will not be completed before July 2017. In order to address the additional funding required and to deliver the project, final designs can be completed and estimates reviewed. AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its community to another level of government/body/agency.






BACKGROUND:

At its meeting held on 27 June 2017 (CR17.88) Council decided that:- (i) Plan E 067-16-05 for Marapana Road and Templetonia Crescent be distributed to City

Beach Primary School and all affected owners/residents as follows for a 4-week comment period:-

- Marapana Road: Laurundel Road - Templetonia Crescent - Templetonia Crescent: Marapana Road - Yanagin Crescent - Patonga Road: Marapana Road - Canungra Road



(ii) a further report be submitted to Council summarising the public consultation comments and for final endorsement of a LATM proposal.

During a four week comment period in October 2017, a survey was carried out. In response to the survey, six positive comments out of seven responses were received from a total of fifteen residents invited to submit survey responses:- 1. Do you support LATM speed reduction measures and pedestrian crossings (Plan E

067-16-05)? 2. Do you support Patonga Road school embayment and footpath proposals (Plan E

067-16-05)? 3. Any further comments or suggestions? A summary of comments includes:- • In some areas traffic showing 'speed' bumps is quite severe. This can be okay on a

road with little traffic. I hope your 'bumps' are minor, for this is a busy through road. • Your 'channelisation' has reduced traffic flow whenever a car is parked at the side of

the road (going either way), or a bus is at a stop. Cars will not be able to swerve around, a little onto the road going the other way.

• The Patonga Road footpath should be extended along Marapana Road around the

school perimeter. We need more footpaths in City Beach. • This Plan will only achieve minor traffic calming in this area. Templetonia Crescent is

very wide and cars hoon along it at night time. In fact, I am not sure many cars stick to 50km/hr during the day either.

• The intersection between Marapana and Templetonia is very confusing for motorists as it is so wide. Maybe install an island to clearly delineate the intersection road?

• Great idea. Hope that this will slow traffic (both cars and buses) down Marapana Road and into Templetonia. Safe spots to cross the road are long overdue.

• I welcome these changes, being a new resident to Marapana, I have been very concerned at the speed of cars and buses especially on the weekends. I have rung Transperth to no avail. Ridiculous speeds. I would even like to see roundabouts on Adina/Marapana and Marapana/Templetonia.

• We have plans dated 9 March 2017 which do not show the expansion of the 'Kiss n Drive'. This was prior to us buying our house (no indication given as to whose plan was held).

DETAILS: The consultation comments from the community and the City Beach Primary School demonstrates support for the expanded design options, as presented to Council in June 2017 (Plan E 067-16-03). Stage 1 of the total concept - the specific LATM proposal, as outlined by Council in Concept Plan E 067-16-05, is therefore suggested for endorsement to progress to final design. Final design approval is subject to the addressing of a Road Safety audit and obtaining Main Roads WA signs and lines approval.



In summary, the independent Road Safety Audit (2/2/2018) of Plan E 067-16-05 has suggested that the Town consider the following recommendations:- 1. Increasing pedestrian island refuge widths to a desirable minimum of 1.8 metres from

the designed 1.5 metres. 2. Include a footpath on the eastern side (school side) of Marapana Road covering the

LATM area. 3. The proposed 3.5 metre lane widths without the footpath on the eastern side of

Marapana Road could potentially cause squeeze points for cyclists. 4. Ensure as far as possible pedestrian refuges tie in with pedestrian desire lines and

from the school. 5. Review the position and function of the raised central island on Marapana Road to the

immediate south east of Meelah Road - it blocks/prevents the existing pedestrian access across the road via the dropped kerbs to the bus stop on the north eastern side of the road and also poses a risk for road users overtaking any stationary buses in the bus zone.

The raised island plus bus stop (with a bus stationary in the bus stop) also prevents vehicles from turning right out of Meelah Road - and waiting across the north bound lane. Essential to the final design is for the Town to reconsider the construction of a variable width path (maximum 2 metres wide) on the eastern side of Marapana Road between Patonga Road and Kalari Drive. This is a vital element of the LATM proposal and provides an alternative off street travel path for cyclists. There is an existing 1.5 metre path on the western side of Marapana Road adjacent to the City Beach primary school. While the 1.5 metres for pedestrian refuges adheres to the basic minimum standards, it would be advantageous for the final design to progress to a 1.8 - 2.0 metre wide median. This measure, in association with a shared path on the eastern side of Marapana Road, would provide a clearer message to road users. This would result in lane widths of 3.25 - 3.35 metres over a 240 metre section of road. The normal design process will deal with the ultimate island positions and the maximum available pedestrian access points to the desired pedestrian access ines for school users. The proposed widened pedestrian refuges on Marapana Road to a desirable 1.8 metres will better cater for parents with a number of children (including parents dropping off and picking up children attending the school with other younger children/babies in prams that will need additional space). Good practice (Austroads Guide to Cycling Aspects of Austroads Guides 2017) would suggest that 'lane widths either be wide enough to allow the safe passage of a cyclist and a vehicle side by side (3.7 metres or more) or narrow enough to permit the passage of a vehicle or bicycle path (3 metres or less). Widths in between these two extremes create squeeze points and result in conflicts. For a narrow lane provide an off-road option for young cyclists'. Whilst acknowledging the above general advice, the PTA requires a minimum lane width of 3.2 metres. As such, the Town's design will optimise the resulting narrower lanes to accommodate the PTA lane width requirement with lane widths of 3.25 - 3.35 metres.



The financial budget 2017/18 identifies $90,000 for the Marapana Road/Templetonia Crescent LATM works. Stage 1 works, exclusive of the shared path on the eastern side of Marapana Road as shown on a preliminary design plan E 067-16-05, have been estimated at $150,000. The proposed delivery of the Marapana Road - Templetonia Crescent LATM project in 2018/2019 may be prudent given that negotiations with the Department of Education have not been formalised in terms of an agreement from the Department to partly contribute to the project. In addition, the extra estimated cost of $45,000 for the shared path on the eastern side of Marapana Road between Patonga and Kalari Drive needs to be considered by Council as shown by the Road Safety Audit. This addition is integral to the design. The shared path, as a minimum in Stage 1, needs to connect between Patonga and Meelah Roads on the eastern side adjacent to the primary school. This section is estimated to cost $28,000. The final path route between Patonga Road adjacent to the existing parking embayment will be reviewed in the design process. The preference is to construct the path in this area and preserve as many Coral trees as possible. A preliminary cost summary utilising the scenario above is:- 1. Stage 1 works $150,000 2. Stage 1 shared path $ 28,000 Construction Total $178,000 Available budget $90,000 in 2017/2018. POLICY/STATUTORY IMPLICATIONS: Policy No. 5.2.17(a) 'Road Design Standards' indicates that 'design and construction be compatible with best modern practice and design'. Policy 5.2.5 - Construction of Footpaths and Shared Paths relates to Objective 2:


In order to progress final design and construction, it is proposed to carry forward the budget for this project of $90,000 and list the whole project for construction in the 2018/19 budget. STRATEGIC DIRECTION: The report recommendation embraces the following strategies of the Town's Strategic Community Plan 2017-2027:- Our Planned Neighbourhoods Goal 6: Efficient transport networks Strategy 6.1: Develop an integrated transport strategy in response to population changes




This matter has been assessed under the Community Consultation Policy 1.2.11 as "CONSULT" with the objective "to obtain community feedback on problems, analysis, alternatives, and/or decisions and to assist in decision making". The results of this process have been detailed in the report. OFFICER INVOLVEMENT: Responsible Executive Chris Colyer - Director Infrastructure Responsible Manager Frank Strever - Coordinator Engineering and Design Contributors N/A

ATTACHMENTS:

1. Concept Plan E 067-16-03 from 27 June 2017 Council 2. Stage 1 Preliminary Design Plan E 067-16-05 3. Stage 1 Plan E 067-05 Rev A 4. Copy of public consultation letter, plan and October 2017 survey form


That:- (i) the progress of a final design of Plan E 067-16-05 with the addition of the

eastern Marapana Road shared path from Patonga Road to Meelah Road be approved. Construction within the 2018/2019 financial year will be subject to Council carrying forward the existing $90,000 budget allocation and Main Roads WA signing and lining approval; and

(ii) Council further liaise with the Department of Education prior to the approved

2018/2019 budget for a financial contribution to the Marapana Road - Templetonia Crescent LATM project as generally defined in Plan E 067-16-05 Rev A.



CR18.4 RUTTER PARK PUBLIC TOILETS - OUTCOMES OF CONSULTATION

SUMMARY: The Town, in November 2017, requested community feedback on the proposal to install a new freestanding public toilet facility at Rutter Park. Following a review of responses, it is proposed the facility be built in an alternative location near the rear of the Wembley Community Centre, centrally located between Alexander Street and Jersey Street and public notice be provided of the Council's decision. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND: On 28 April 2015, a report was submitted to Council (CR15.31) outlining the outcomes of the public consultation process regarding the draft Rutter Park Improvement Concept Plan and recommending commencement of implementation of improvements to Rutter Park. One of Council's decisions at the April 2015 meeting was that "the Administration investigate the provision of … access to toilets." Council has approved the allocation of $125,000 in the 2017/18 financial year budget for a public toilet at Rutter Park. On 28 November 2017 (CR17.153), Council decided that:-

(i) community engagement regarding the proposal for a two cubicle universally accessible public toilet located near the play spaces and barbeque areas in Rutter Park be carried out in the form of:-

(a) letters to properties adjoining or facing the park and Wembley Primary School advising of the proposal and requesting feedback; (b) a sign placed in the proposed location of the toilet in the Park also advising of the proposal and requesting feedback from park users;



(ii) if no significant objections or proposed changes to the proposal are received, then the works will proceed as planned and respondents advised of the intention to install the toilets; and (iii) if significant objections or proposed changes to the proposal are received, the Administration will seek to address the matters raised and report be submitted to Council seeking direction; (iv) the toilets include electronic times on doors to prevent access outside suitable day time hours.

DETAILS: Letters requesting feedback on the proposal outlined in the Council report of 28 November 2017 (CR17.153) were issued on 11 December 2017. A sign was also erected on the reserve in the vicinity of the proposed toilet shortly after the letters were issued. Respondents were given until 31 January 2018 to respond, an extended engagement period of over seven weeks to take account for the holiday break. Following is a summary of submissions received:- • 16 separate responses were received from 14 addresses. • A separate petition was received containing 12 petitioners from 10 addresses. • Of the 12 petitioners, two had also provided separate responses. • Therefore in total there were 26 responses from 22 addresses. • A response was also received from the Department of Education. Of the 16 separate responses and one petition from residents:- • Three supported the proposal as presented by the Town; • Three others supported the proposal for a provision of a toilet but suggested it be

located near the Wembley Community Centre (based predominantly on aesthetic reasons); and

• Ten responses (including the petition) did not support the toilet i.e. a total of 20 individuals did not support the proposal.

The Department of Education had no objection to the proposal. Of those that objected the primary reasons can be summarised under six main themes:- 1. The park is small and is for use by only the immediate surrounding residents who can

easily go back to their own houses if they need to go to the toilet and therefore the proposal is not a good use of the Town's funds;

2. The Wembley Community Centre should be able to be managed appropriately to allow use of the toilets in the Centre by Rutter Park users;

3. The toilets will attract all sorts of antisocial elements - drunks, drug addicts, vagrants, vandals, hoons, and others who could pose a risk to children;

4. The increased use of the park resulting from the provision of toilets and associated noise will negatively impact surrounding residents (particularly at night);

5. The toilets will be aesthetically unpleasing, particularly in proposed location; 6. The toilets will not be well maintained and impact users and those living nearby;



The wording of the petition was as follows:-

Re: Rutter Park Toilets CR17.153. As Property owners directly impacted by the proposed Rutter Park public toilets, we object the proposal in its entirety and request that it does not proceed.

Those who sent in separate submissions objecting to the proposal and those who signed the petition were almost entirely from Alexander Street and Jersey Street facing the park as well as Ruislip Street between Alexander Street and Jersey Street. COMMENT: Current planning guidance by the Department of Sport and Recreation would deem Rutter Park a Neighbourhood Open Space (NOS). Common terminology often also describes this type of open space as a "community park". The description of a NOS can be described as follows: • Serve as a recreational and social focus of a community. • A variety of facilities and features to attract casual and informal users. • Facilitate different activities to occur simultaneously. • Be central to surrounding neighbourhoods - typically up to 800 metres or a 10 minute

walk of the catchment. • Be well connected and overlooked. • Build on existing sense of place. • Contribute to biodiversity and natural area values. • Typically be between 1 and 5 hectares in area (Rutter Park is approximately 1.2

hectares). A review of other local authority public open space strategies and policies and the State Government's Public Parkland Planning and Design Guide (WA) indicates Rutter Park fits the criteria well for a NOS. It is well placed to serve the surrounding community catchment. It has good access and adjacent complementary community amenity such as the Wembley Community Centre and Wembley Primary School. The reserve is a good size with very good natural features. The current park facilities generally are in accordance with what would be expected of a NOS (except for lack of public toilet facilities). Figure 1 below provides an indication of the typical catchment of a NOS overlaid on the area surrounding Rutter Park. As can be seen from the aerial image there are no other parks in the catchment that have the community amenity that Rutter Park has, hence why Rutter Park is often used for social gatherings and community events. There are also hundreds of residences in this catchment. Many of the residents in this catchment do not have the luxury of being able to quickly pop across the road or walk just down the street to use their own toilet if the need arises. Children have been observed urinating or defecating in the Park. Our Parks should also be as inclusive as possible. Many children, elderly people with disability and others with continence issues should be able to use our most popular parks in comfort. This is reinforced by the fact Rutter Park is near a school and the recently installed play and picnic facilities were specifically designed to accommodate wheelchair users and people of varying ability.



Figure 1 - 800m radius from Rutter Park. Note the actual walkable catchment of 800m would be less than shown due to the nature of the street layout. With regards to responses received from residents requesting the public toilets be located in the Wembley Community Centre, further consultation was carried out with the Town's Community Development Directorate and the Manager of the Community Centre. Feedback confirmed the Centre does not have the appropriate infrastructure and does not operate during adequate hours to meet the needs of users of Rutter Park. Specifically the Centre is only open from 8am to 4pm Monday to Friday. It is noted that when anyone works back beyond 4 pm there are often people knocking on the door to use the toilets, demonstrating there is a demand. When other user groups use the centre outside of the above hours it is very difficult to put adequate controls in place to ensure the toilets are used appropriately if open to the general public. The location and layout of the internal toilets do not lend themselves to be accessed directly from an external door or doors. Several responses (supporting and objecting the proposed toilets) did indicate a preference for the public toilets to be located closer to the Wembley Community Centre to reduce visual impact and proximity to houses. This suggestion has been assessed and is deemed to have merit. Figure 2 below shows an alternative location for the toilets. This location is tucked into the slope near the rear of the Community Centre and next to a large Peppermint tree. This



positioning should help reduce the visual impact of the built form on the reserve. It is also located more centrally between Alexander Street and Jersey Street and views to the toilet from surrounding residents will be better filtered by surrounding trees. While the toilet is a little bit further away from the play and picnic areas it is still easily accessible by path and will be subject to good passive surveillance i.e. park users and passers-by overlooking the facility. By keeping the toilets freestanding from the Community Centre, the Centre's current and potential future use will not be compromised. The cost difference between a free standing facility and one attached to the existing Community Centre is negligible.

Figure 2 - Alternative Location for Public Toilet While the concerns of those objecting on the basis of perceptions of potential increased antisocial behaviour are appreciated, the Town believes that contemporary public toilet design, when done in accordance with best industry practice, provides good amenity with minimal negative impact. To support this position, the following key features will be included in the design:-



a) Automatic self-closing locks will be installed on the toilets which will enable the Town to adjust the opening and closing times of the toilets. This could initially be dusk until dawn and adjusted as required in response to demand from legitimate park users.

b) Security lighting will be installed outside and inside the toilets, while minimising impact on surrounding residents.

c) The format of the cubicles, which have doors opening directly outside are known to discourage loitering and gathering of undesirable individuals, particularly when subject to passive surveillance.

d) The materials used for construction of the toilet will be high quality and proven in similar situations to be well-wearing and vandal resistant. High quality finishes will also be used.

e) The toilets will be cleaned as regular as required to maintain high level of presentation. Once operational, the Park and the toilets will be monitored to see if additional security provisions should be considered such as, additional lighting, targeted ranger patrols and/or introduction of CCTV. It is hoped that the locals who use Rutter Park also take pride and ownership of the Park and will immediately report any issues so that they can be acted upon by the Town or other appropriate agencies as required. It is hoped that together the Town and the Community will continue to make Rutter Park a safe and enjoyable place to visit and live nearby. The park currently has water, electricity and sewer provision. Relevant approvals to connect onto the main sewer pipework will be obtained from Water Corporation as required. Three formal quotes for construction will be sought for the supply and installation of the toilet in accordance with the Town's procurement guidelines. POLICY/STATUTORY IMPLICATIONS: No planning approval is required as a toilet block would be considered a land use that is consistent with the 'Parks and Recreation' purpose for which the land is reserved. A building permit will be required. FINANCIAL IMPLICATIONS: A budget of $125,000 has been allocated in the 2017/18 financial year budget for the toilet and associated works. Based on the design work completed the project is now estimated to cost $95,000 (savings $30,000). STRATEGIC DIRECTION: The report recommendation embraces the following strategies of the Town's Strategic Community Plan 2017-2027:- Our Planned Neighbourhoods Goal 2: Quality local parks and open spaces for the community to enjoy Strategy 2.2: Improve the amenities of our local parks and sports grounds



COMMUNITY ENGAGEMENT: This matter has been assessed under the Community Engagement Policy 1.2.11. In accordance with the assessment criteria, letters were sent to properties adjoining or facing the park and Wembley Primary School advising of the proposal and requesting feedback. A sign was also placed in the proposed location of the toilet in the Park advising of the proposal and requesting feedback from park users. Submissions in response to the proposal were received and are summarised in this report. Council's decision/s will be provided to those individuals and organisations who submitted responses and a sign placed in the reserve notifying users of the Council's decision. OFFICER INVOLVEMENT:

Responsible Executive

Chris Colyer, Director Infrastructure

Responsible Manager Walter Van Der Loo, Manager Infrastructure Parks Contributors Carole Lambert, Manager Community Development

ATTACHMENTS: Nil ADMINISTRATION RECOMMENDATION: That:- (i) submissions in response to the proposed public toilets in Rutter Park be

received, including the petition signed by 12 people objecting to the proposal in its entirety;

(ii) a freestanding toilet with two universally accessible cubicles be built in an

alternative location near the rear of the Wembley Community Centre, centrally located between Alexander Street and Jersey Street; and

(iii) Council's decision/s be provided to those individuals and organisations who

submitted responses to the request for feedback on the previous public toilet proposal and a sign placed in the reserve notifying users of the Council's decision.



CR18.5 NORTH LAKE MONGER NEW TOILET FACILITY

SUMMARY: Following a Council decision in July 2017 (CR17.112), new toilets are planned to be built near the existing playground facility at Lake Monger Reserve. An amount of $150,000 has been included in the 2017/2018 Budget to facilitate the construction of the new toilet facility. Following a subsequent Council meeting in November 2017 (CR17.158) the Administration sought approval to proceed with installing the new toilet facility at a location referred to as Option 2 at Lake Monger Reserve. In order to consider this request further, Council requested additional information be provided:- • confirmation of regulatory approvals; • detailed design should be completed; • final costings; and • a further report be presented to Council. The above information has now been obtained and approval is sought from Council to proceed with the installation of a modern style modular public toilet in the location as proposed in Option 2. Following detail design, an estimate for construction is $235,000 which requires approval of an additional $85,000. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

For a number of years, the toilets at North Lake Monger have been subject to anti-social behaviour and despite a number of strategies been implemented over a period of the time, the toilets were closed to the public in May 2017.



A report to Council in July 2017(CR17.112) supported these toilets being decommissioned and demolished and new toilets being built near the existing playground (Dodd Street/Gregory Street end). A further report was presented to Council (CR17.158) in November 2017 which proposed to install a modern style modular toilet comprising of a five toilet cubicle facility in the location as proposed in Option 2. Council reviewed the above report and requested the following additional information and that this be provided in a further report: • Regulatory approvals be applied for on area within a 100 metre radius of option 2. • Detailed design be completed and a further report be presented to Council including

final costings. DETAILS: Following Council's request for the above mentioned information, the Administration is now in a position to confirm the following status:- • detailed design has been completed, with drawings and specification being compiled; • the proposed design comprises of a new sewer pump station located on Lake Monger

Reserve and a new sewer main which will transfer the effluent into the existing connection adjacent to the Dodd St toilets. From there it is transferred into the Sewer Pump Station in the Telethon Building;

• the initial concept design was submitted to Watercorp for information purposes only,

no objections reported; • the Aboriginal Heritage Directorate of the Department of Planning, Lands and Heritage

have confirmed that no further approvals are required as it is within the scope described within the 2009 application. However there are several site conditions which will need to be adhered to during the construction of the toilet facility such as aboriginal heritage monitoring, site condition and excavation reporting etc;

• It is proposed to formalise the agreement with Telephone Speech and Hearing Centre

in terms of the arrangements associated with the discharge of the effluent from the proposed toilets into the sewer pump station within the grounds of the Telethon Speech and Hearing Centre Building. The old memorandum of understanding needs updating; and

• formal costs have been sought for all the associated work and are estimated to be $235,000.



These costs are summarised below:-

Item no Description Cost $ 1. Supply and Construction/Fit Out of New Modular Toilet $118,000 2. Hydraulics - Installation of Water Supply to the Toilet $5,000 3. Electrical - Installation of Electricity Supply to the Toilet $6,000 4. Supply and Installation of New Sewer Pump Station $40,000 5. Supply and Installation of New Sewer Main $33,000 6. Footpath Installation (Allowance) $ 7,000 7. Aboriginal Heritage monitoring (Allowance) $10,000 8. Environmental Management Construction Plan

(Allowance) $5,000

9. Contingency Allowance (5%) $11,200 10. Total Cost $235,200

An amount of $150,000 has been included in the 2017/2018 budget to facilitate the construction of the new toilet facility. The reasons for the increase in costs (from $150,000 to $235,000) associated with the project are predominantly due to the following: • the exact location of the proposed toilet was unknown when the 2017/2018 budget

was compiled; • costs were based on supply and construction of toilet $120,000 with $30,000

allowance for services; • costs were based on a gravity drain and a sewer pump arrangement was not included; • additional cost for directional drilling, to minimise the potential release of hazards from

contaminated areas, as opposed to trenching for the services; • additional costs for aboriginal heritage monitoring and site condition requirements;

and • additional costs for environmental management construction plan. In terms of design, it is proposed to install a modern style modular toilet comprising of a five toilet cubicle facility, incorporating two universal toilet cubicles, three ambulant cubicles and two baby change stations which will accommodate a number of different user groups of Lake Monger Reserve. Outlined overleaf is an indicative floor plan and design. The current Dodd Street toilets (male and female) comprise 7 cubicles and 1 urinal.



Indicative Design of Proposed Toilet

Indicative Floor Plan



Proposed Location

A number of locations have been examined and are outlined below.

Option 2 in the above plan would appear to be the most appropriate location in terms of close proximity to the adjacent playground and walk path around the lakes edge. In addition, this area is within the Draft Lake Monger Activity Plan which showed a playground and associated toilets and received generally favourable responses (78% of responses were supportive or very supportive of this idea). Supply and delivery of the modular toilet is approximately 11 weeks from raising an order. In order to reduce the program, associated engineering infrastructure can be undertaken in advance, prior to delivery of the new toilet facility. Portable toilets have been installed at Lake Monger Reserve on a temporary basis pending approval of the proposed new facility. POLICY/STATUTORY IMPLICATIONS: There is no policy implications related to this report. Zoning Lake Monger Reserve is zoned Parks and Recreation under the Metropolitan Region Scheme (MRS). However no planning approval is required under the MRS as a toilet block would be considered a land use that is consistent with the 'Parks and Recreation' purpose for which the land is reserved. A building permit will be required for the new toilet facility.




An amount of $150,000 has been included in the 2017/2018 budget for the construction of new toilets at Lake Monger. Based on the proposed design scheme, formal quotations have been sought for the various parcels of installation work together with the supply and construction of the proposed toilet facility. Project costs are estimated to be approximately $235,000. Additional funding of $85,000 is sought. This may be sourced from the 2017/2018 Capital Works budget at the mid-year budget review by identifying savings on other projects. The following projects have surplus funding which can be re-allocated:- (a) Account No. C3611 - Rutter Park Toilet. Budget $125,000. Available $30,000.

Construction costs reduced following final design. Refer separate Community Resources item in February 2018.

(b) Account No. C5142 - Brookdale/Underwood Intersection. Budget $144,000. Available

$48,000. This saving resulted from negotiations with City of Nedlands on a Cambridge contribution towards a boundary road project.

(c) Account No. C5307 - Harborne Street - Dodd to Powis turning lane. Budget $100,000.

Available $40,000. Savings identified following detailed design. Need only $7,000 to make up $85,000.

Once Council approval has been granted, the intent would be to procure the following in individual packaged components:- 1. Supply and Construction of Toilet Facility 2. Sewer pump station installation and new sewer main 3. Electrical Works; and 4 Hydraulic Works


The construction of new toilets at Lake Monger Reserve supports a number of goals within the Town's Strategic Community Plan, "Our Community Life" specifically. The report recommendation embraces the following strategies of the Town's Strategic Community Plan 2017-2027:- Our Community Life Goal 3: An active, safe and inclusive community Strategy 3.1: Create and improve the places where community groups can interact. Strategy 3.3: Encourage Activity that meets the needs of people of all ages, cultures and

abilities.



COMMUNITY ENGAGEMENT: The Town has undertaken community consultation as part of the Draft Activity Lake Monger Activity Plan. The initial outcomes were presented to Council in September 2017 (CR17.144). Option 2 of the location of the new toilet facility is within the Draft Lake Monger Activity Plan (Number 6 of Area 1), near an expanded playground facility in the North-West corner of Lake Monger Reserve and received generally favourable response (78% of responses were supportive or very supportive of this idea). OFFICER INVOLVEMENT: Responsible Executive Chris Colyer, Director Infrastructure Responsible Manager Peter Maloney, Manager - Infrastructure Asset Contributors Cam Robbins, Director - Community Development

ATTACHMENTS: Nil. ADMINISTRATION RECOMMENDATION: That:- (i) the project budget for the construction of a new toilet block at Lake Monger

Reserve be increased by $85,000 from $150,000 to $235,000; (ii) funding of the $85,000 be re-allocated from other completed capital works:- - C3611 $30,000 - C5142 $48,000 - C5307 $ 7,000 (iii) construction of the Lake Monger toilet proceed at location Option 2.



CR18.6 MINDARIE REGIONAL COUNCIL MEETINGS - 14 DECEMBER 2017 AND 25 JANUARY 2018

SUMMARY: To report on items considered by the Mindarie Regional Council (MRC) at meetings conducted on 14 December 2017 and 25 January 2018 that relate to the Town of Cambridge operations and membership of MRC. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND: The purpose of the Mindarie Regional Council (MRC) is to provide waste disposal facilities at least for its seven member councils within the Mindarie Region. The MRC generally meets on six or seven occasions each year for Ordinary meetings and holds special meetings when required. Strategy Workshops are also programmed. The schedule of meetings is agreed at the December meeting each year. DETAILS: MEETING - 14 DECEMBER 2017 (HELD AT VICTORIA PARK) Item 1 - MRC Ordinary Council Meetings and Workshops Strategy In setting the dates for the 2018 Ordinary Council Meetings (OCMs) consideration has been given to the following:- • The Tamala Park Regional Council meeting dates for 2018. • The WALGA Metropolitan Zone meeting dates for 2018. • Availability of Member Councils Chambers.



In addition to the above, two Strategy Workshops are included in the meeting schedule. These workshops are important as they provide the Councillors, member council CEO's and representatives on the Strategic Working Group and MRC management an opportunity to review and discuss the MRC's strategic direction. Program of Meetings Given the above, the approved schedule of OCMs for 2018, commencing at 6.00 pm is as follows:- • Ordinary Council Meeting 25 January 2018 (City of Joondalup) • Ordinary Council Meeting 22 March 2018 (City of Wanneroo) • Ordinary Council Meeting 31 May 2018 (City of Stirling) • Ordinary Council Meeting 5 July 2018 (City of Vincent) • Ordinary Council Meeting 6 September 2018 (City of Perth) • Ordinary Council Meeting 25 October 2018 (Town of Victoria Park) • Ordinary Council Meeting 6 December 2018 (Town of Cambridge) The Strategy Workshops for 2018 will be held directly after the following OCMs:- • 22 March 2018 • 6 September 2018 The MRC has in the past called a Special Council Meeting in June/July to obtain a timely approval of its Budget. The proposed schedule has included a seventh meeting to be held on 5 July 2018 to accommodate the Budget and any other items that require Councils consideration at that time. Item 2 - Protection of Buffer Required By Mindarie Regional Council to Manage Landfill The report is seeking approval for the Chief Executive Officer (CEO) of the Mindarie Regional Council (MRC) to approach:- 1. The owners of Tamala Park to:

(a) lodge a new Deposited Plan (refer Attachment 2) with Landgate to protect the MRC's interest in an area of land, currently leased to the Tamala Park Regional Council (TPRC), required by the MRC as a buffer zone to remediate any migrating gas and/or contaminated groundwater (leachate); and

(b) agree to amending the current Lease to protect the interest referred to in 1 (a).

2. The TPRC to develop a sub-lease or other appropriate legal arrangement providing

control of the Deposited Plan area to the MRC until such time as it can obtain a Certificate on Contamination Audit from a Contaminated Site Auditor accredited by the Contaminated Sites Branch (CSB) of the Department of Water and Environmental Regulation (DWER).



BACKGROUND: The MRC has entered into a Deed of Extension, Variation and Partial Surrender of Lease with the Cities of Wanneroo, Joondalup, Stirling, Vincent and Perth and the Towns of Cambridge and Victoria Park (the Owners) over part of Lot 9023 on Deposited Plan 54969 for waste management purposes including a Recycling Centre, Transfer Station and Landfill. This area is commonly referred to as the Tamala Park Waste Management Facility (Leased Area). The MRC commenced groundwater monitoring prior to the commencement of landfilling on the site and has continued to do so on a bi-annual basis since then. In 2007 elevated contaminants of concern were registered with the CSB in accordance with the Contaminated Sites Act 2006. The MRC Leased Area was raised as a "Deposited Plan for Interest Purposes Only" (DP-IPO) with the CSB and a memorial was placed on the title classifying the Deposited Area as "Possibly Contaminated - Investigation Required" (PC-IR). Item 3 - Resource Recovery Facility - Energy from Waste - Award of Tender This was a confidential item which was deferred at the previous meeting held on 9 November 2017. Deferral was again recommended in order to review legal advice on contract documentation. The Council decision on this matter was:- That the Council resolves NOT to award any Tender for the Resource Recovery Facility (Tender Request Number 2016/05) and that the current valid Tenderers, Consortium of Hitachi Zosen Inova AG, New Energy Corporation Pty Ltd and Tribe Infrastructure Development Pty Ltd (HZI Consortium) and Phoenix Energy Australia Pty Ltd be advised of the Council's decision. Comment This decision by MRC now leaves the MRC with no long term plan for ongoing management of members waste. This position will be addressed by MRC in 2018 when reviewing its Strategic Direction. The current management options are:- 1. Tamala Park landfill. Forecast to cease operation 2024/25 as all available air space will be used up i.e. the tip is full. 2. Bio-Vision contract at Neerabup. This plant has a capacity of 100,000 tonnes per

year and has a contract until around 2029. Waste diversion is low at around 51% and the process is expensive.

3. Find an alternative landfill site - either owned or by contract arrangement. 4. Seek opportunities for disposal at Energy from Waste operations on a waste supply

agreement only. Item 4 - Energy from Waste Conference As the MRC Strategic Community Plan requires the MRC Council to manage and process waste, including Energy from Waste processes, an opportunity is available for MRC Councillors to attend a Conference on Energy from Waste in Ballarat, Victoria in February 2018. The MRC resolved to fund the costs of MRC Councillors wishing to attend this Conference.



MEETING 25 JANUARY 2018 - (HELD AT JOONDALUP) Item 1 - Mid Year Budget Review This report was to describe the financial position and performance of the organisation in relation to the adopted Budget and recommend changes that will reflect the anticipated outcomes for the remainder of the 2017/18 financial year. This will provide stakeholders with a view of the likely results of the Mindarie Regional Council’s (MRC) operations at the conclusion of the financial year. It is anticipated that the MRC will move from a forecast surplus of $1,034,325 to a forecast deficit of $1,800,747, a reduction of $2,835,072 (274%). This change is primarily as a result of the effects of reduced members tonnes to the MRC. It is anticipated that there will be an overall reduction in tonnes received by the MRC of 37,581 tonnes (11.8%). This reflects the decrease in member tonnes from 252,090 tonnes to 214,509 tonnes. As a consequence of the reduction in tonnes, the MRC is proposing to increase the members’ gate fee by $6 per tonne, from $174 per tonne to $180 per tonne (excl. GST), effective from 1 February 2018. This will result in a forecast deficit of $1.8 million which is to be funded through the Participants’ Surplus Reserve (PSR). Tonnage variation The reforecast tonnes are significantly below the originally budgeted tonnage estimates. The 11.8% or 37,581 tonne reduction in expected tonnes relates largely to the changes to their bulk verge collection systems made by the cities of Stirling and Wanneroo as can be seen from the table below. This is the primary driver of the $2.8 million negative impact on the profit and loss statement. Tonnes expected to be diverted to and received back from the Western Metropolitan Regional Council (WMRC) have been reduced by half, however there is no certainty that these tonnes will be required under the MRC’s agreement with the WMRC as the DiCOM plant is still not at full production. The delivery or non-delivery of these tonnes has no impact on the budget bottom line.

Budget Reforecast VarianceCambridge 7,700 7,250 (450)Joondalup 55,218 52,129 (3,089)Perth 13,600 13,000 (600)Stirling 74,116 50,701 (23,415)Victoria park 16,500 13,500 (3,000)Vincent 14,600 14,600 -Wanneroo 70,356 63,329 (7,027)

252,090 214,509 (37,581)

RRF Residue 48,700 48,700 -Non-members 16,400 16,400 -

65,100 65,100 -

317,190 279,609 (37,581) -11.80%

WMRC Residue 18,500 9,250 (9,250)

TONNAGES RECEIVED BY THE MRC 2017/2018



Comment: The increase of $6 per tonne will potentially increase the Town of Cambridge disposal costs for the remainder of the financial year by up to $18,000. There is no requirement to budget for this as the forecast disposal tonnages are likely to be down by 250 tonnes. Within the adopted Cambridge budget for 2017/18 this is a saving of $43,500. The MRC will use the Participants Reserve Surplus Reserve (PSR) to balance the 2017/18 budget and expect to recover this $1.8 million when setting fees for the 2018/19 budget. Forecast Impact on Budget 2018/19 Based on this information, MRC will review forecast tonnage to be supplied by its members. These tonnages will be critical in setting a waste disposal fee for 2018/19 with the following scenario possible:- • Base Rate $180/ tonne • Landfill Levy $ 5/ tonne (increase to $70/ tonne from

1.7.18) • Adjust for member tonnages $ 15/ tonne • Replace Participant Surplus Reserve $ 10/ tonne (Recoup $1.8 million from losses

2017/18) $210/ tonne

The budget rate for 2017/18 was $174/ tonne with MRC tonnage disposal of 6,450 for bins and 1,150 tonnes for other bulk verge waste. The Council budget can be further reviewed only when MRC have completed a more detailed review of member tonnages.


There are no Policy or Statutory implications related to this report.


There are financial implications related to this report. The MRC is to increase disposal fees from $174/tonne to $180/tonne from 1 February 2018. There is sufficient funds in the current budget to cover this increase. STRATEGIC DIRECTION:

The report recommendation embraces the following strategies of the Town's Strategic Community Plan 2017-2027:- Our Natural Environment Goal 7: Council is environmentally responsible and leads by example Strategy 7.4: Minimise waste to landfill and increase recycling COMMUNITY ENGAGEMENT: This matter has been assessed under the Community Engagement Policy 1.2.11. In accordance with the assessment criteria, no community engagement is required as this report is purely administrative in providing information to Council.



OFFICER INVOLVEMENT: Responsible Executive Chris Colyer, Director Infrastructure Responsible Manager N/A Contributors N/A

ATTACHMENTS: Nil. ADMINISTRATION RECOMMENDATION: That the report relating to items considered by Mindarie Regional Council at the meeting held on 14 December 2017 and 25 January 2018 be received.



CR18.7 ANNUAL WASTE REPORT 2016 17

SUMMARY: The Town operates a waste management service for the Town's Ratepayers and Residents which is supported by a Waste Minimisation Officer. Many initiatives have now been in place for several years and this report summarises the activities from the 2016/2017 budget year and compares the results relevant to previous years. Overall the Town's waste tonnages collected and disposed have maintained a constant level but a significant reduction has been experienced in disposal of waste materials to landfill operations together with increased green waste collections. In 2016/2017, Council achieved a milestone by diverting for the first time over 50% of collected bin materials and achieving 50.2% diversion rate. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND: The Town has a population of 28,158 (ABS, 2016) and provides waste and recycling services to approximately 10,500 residential households and commercial properties. The Town's comprehensive waste and recycling service is designed to make it easy for residents to conserve natural resources and reduce waste destined for landfill. The Town has continued to encourage residents to aim for Maximum Recovery with an overall goal of increasing recycling rates through the kerbside 3 bin collection system to achieve the Waste Authority's target of 65% waste diverted from landfill by 2020.

The Town's standard bin system includes a 120L landfill bin (red lid) and up to two 240L and/or 360L recycling bins (yellow lid) with an option to add a 240L garden/green waste bin (lime green lid) for an additional charge. All other extra bin services attract a fee.



DETAILS: The following collection programs summarise the activities achieved during the 2016/2017 budget year. Kerbside Collections Currently the Town collects the following number of bins:

Waste Stream No. of bins in service

Collection Frequency

General Waste (Red bin) 10,889* Weekly

Recycling (Yellow bin) 12,978* Fortnightly

Green Waste (Lime Green bin)

7,339* Fortnightly

*Information correct at 31 December 2017. A total of 12,117 tonnes of kerbside waste and recycling material was collected in 2016/17 which was a decrease of 703 tonnes when compared to the 2015/16 budget period. It is also noted the Green waste tonnages continue to increase while recycling tonnages remain stable. It is also noted since the introduction of the Green waste bin the collections of General waste since 2012/13 have fallen by 21% or 1,602 tonnes mostly at the expense of green wastes.

Recycling Collection (Tonnes) Yellow

Green Waste

Collection (Tonnes)

General Waste Collection (Tonnes)

RED

Total Collection (Tonnes)

2009/2010 3,494 - 9,416 12,910 2010/2011 3,731 - 8,750 12,481 2011/2012 3,550 532 8,588 12,670 2012/2013 3,543 1,438 7,639 12,620 2013/2014 3,649 1,797 7,210 12,656 2014/2015 3,726 2,148 6,852 12,726 2015/2016 3,803 2,326 6,691 12,820 2016/2017 3,598 2,482 6,037 12,117



In 2016/17, the Town achieved a milestone of disposing less waste to landfill with a diversion rate of 50.2% as illustrated below. This is line with the Waste Authority's 2015 target of 50% waste diverted from landfill. The Waste Authority's target for 2020 is 65% diversion.

6,037.

3,598.

2,482.

-

1,000.00

2,000.00

3,000.00

4,000.00

5,000.00

6,000.00

7,000.00

General Waste Recycling Greenwaste

Tonn

es

Waste Stream

Quantity of kerbside waste and recycling collected 2016/17

General Waste

Recycling

Greenwaste

49.8%

29.7%

20.5%

Percentage kerbside waste and recyling 2016-2017

General Waste

Recycling

Greenwaste



Bulk Verge Collection The Town offers residents two bulk verge collection per year in Autumn and Spring. The following quantities of material were collected from the verge in 2016/17.

Material Type Quantity Junk 1,043 tonnes

Green waste 944 tonnes Metal 60 tonnes

Waste Motor oil 1,186 Litres Batteries 66 units

Over the last three years, bulk verge junk collections have been consistent with between 1,043 to 1,156 tonnes per financial year collected. This material is processed at the Mindarie Regional Council Tamala Park landfill site. Green waste collections over the last three years have been consistent with between 955 to 1,150 tonnes collected per financial year. This material is processed at the Lemnos Street facility and is shredded. Bulk verge collections have been consistently with between 1,988 to 2,208 tonnes per financial year collected. Drop-off Days The Town hosted two free E-waste drop-off events for residents in September 2016 and March 2017. A combined total of 17 tonnes of electronic waste was collected and diverted from landfill. Items were sent to Victoria for recovery and disposal, ensuring valuable parts were recycled. The Town also held two Charity Clothing Drop-Off Days in June 2016 and April 2017. The participating charities - Vinnies, Salvos, Anglicare, Spine & Limb and Good Sammy’s collected a total of 11 tonnes of clothes, textiles and shoes was collected for charity. The events were well received by both residents and the participating charities.

0.0%10.0%20.0%30.0%40.0%50.0%60.0%70.0%80.0%

Perc

enta

ge

Year

Waste and Recycling percentages per year

% Recycle

% Green

% Waste

% Landfill diversion rate



On Demand Mattress Collection The Town offers residents weekly on-demand mattress collection service. This service enables residents to book in a mattress recycling collection from their verge for no charge. The Town collected 1,412 mattresses which did not end up in landfill during 2016/2017 which is an increase of 340 mattresses from the previous financial year. Approximately 56 tonnes in weight was diverted from landfill saving $9,744 in disposal fees at $174 per tonne. The mattresses are deconstructed and materials repurposed. Additional Recycling at Christmas For the past 5 years, the Town has provided residents with 3 weeks in a row of recycling over the Christmas period to assist in the additional waste generated through the holidays. The program has been well received by residents and contributed to a 5.5% increase in recycling for the month of December 2016. Recycling Stations In September 2015, the Town commissioned 4 new portable recycle stations for items that should not be placed in the recycling bin. The stations are available for use at the following locations:- • Town of Cambridge Administration • Cambridge Library • Wembley Community Centre • Bold Park Aquatic Residents can dispose of old mobile phones, batteries, fluorescent tubes, light globes, and printer cartridges at the stations.



The following quantity of materials was collected in 2016/17:-

Waste Stream Quantity Mobile phones 0.141 tonnes

Batteries 1.968 tonnes Lights 0.375 tonnes

Printer Cartridges 0.221 tonnes

Garage Sale Trail On Saturday 22 October 2016, the Town hosted the popular Lake Monger Market for the third year at the Powis Street end of Lake Monger Reserve. The event is run as part of the national Garage Sale Trail, which encourages people across Australia to "Buy, Sell, Reuse and Meet the Locals" while reducing the amount of unwanted items that go to landfill. Approximately 120 stall holders attended the event with an estimated attendance of over 3,000 people. The event had a great community atmosphere. Lake Monger Market 2016 was a great success and earned the Town the Best Council Sale award from 153 Councils across the country. It was an excellent platform for promoting the Town's waste and sustainability messages and provided an ideal opportunity for the community to come together and enjoy a fun day out. The event improves residents understanding of waste and sustainability issues and aids in building a stronger community. This event was also held in October 2017. Better Bins Campaign The Town continues to implement the three bin kerbside collection system. Implementation of the Better Bins program has been predominantly funded by the Waste Authority and the program was finalised in December 2017. The program comprised the following three phases:- Phase 1: Red Lid Exchange of 120L and 240L Waste Mobile Garbage Bin. The red lid exchange programme commenced in July 2016 and was completed in December 2016. All green lidded general waste mobile garbage bins (120L and 240L) in the Town were exchanged for a red lid which follows the Australian Standard 4123.7 - 2006 Mobile Waste Containers - Colours, markings and designation requirements. A total of 1,945 mobile garbage bin lids were exchanged.

Phase 2: 360L Mobile Recycling Bin: Upgrade of bins During February 2017 an audit was conducted on residential properties that were presenting full or overflowing 240L mobile recycling bins. A total of 396 bins were identified as overflowing. A bin tag was affixed to each bin encouraging the resident to upgrade to a larger recycling bin. To date there has been a 10% increase in the upgrading of recycling bins.

Phase 3: Green Waste Bin Promotion The Town continues to promote the use of a green waste bin for garden waste. The cost of this service for 2016/17 was $65/year. This cost for 2017/18 has decreased to $55/year as a result of a reduced contractor collection rate.



Waste and Recycling Audit - General Waste ( RED LID BIN ) This program was an initiative of the Mindarie Regional Council. The program was funded and conducted in all seven MRC member regions in order to obtain a regional profile of waste materials in all MRC council's bins. It is proposed a second audit in summer 2018 of all MRC Councils be completed. On 7 September 2017 approximately five tonne of waste from the red lid bin was collected from residential properties in the Wembley. The material was delivered to the Southern Metropolitan Regional Council where staff from Mindarie Regional Council carried out the waste audit. Of this five tonne, 3.35 tonne (70.9%) was categorised as non-recyclables and 1.37 tonne (29.1%) was categorised as recyclables. The non-recyclable contents of the red bin comprised of:- • Organics - 43.00%; • Textiles - 4.12%; • Earth - 11.10%; • Medical - 0.25%; • Pathogenic (nappies/sanitary/hygiene) - 7.33%; • Hazardous - 2.54%; • Other (computer/electrical equipment, wax, rope) - 1.18%; and • Miscellaneous - 1.39%

+ The recyclable contents of the red bin comprised of:- • Paper - 7.72%; • Cardboard - 4.48%; • Plastic - 10.1%; • Glass (Brown, clear, green) - 2.16%; • Ferrous metal (Steel cans/aerosols) - 1.77%; and • Non-ferrous metal (Aluminium cans, aluminium foil) - 2.82%.

43

4.12 11.1

0.25 7.33

2.54 1.18 1.39

0

10

20

30

40

50

Organics Textiles Earth Medical Pathogenic Hazardous Other Misc

Perc

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Waste Stream

Percentage non-recyclables in red lid bin



The waste minimisation team will now use this data and focus on key recycling messages to reduce the amount of paper, plastics and other recyclables in the red waste bin. Waste and Recycling Audit - Recycling Waste ( YELLOW LID BIN ) On 14 September 2017, the Town's waste and recycling contractors (Suez) carried out an audit of recycling bins within the Wembley. In total, 122 recycling bins were collected totalling 1.54 tonne of material and the contents deposited at Suez Material Resource Recovery Facility in Bibra Lake. The material was sorted into different recyclable waste streams, photographed and weighed on digital scales. The contents of the yellow recycling bin included:- • Aluminium cans - 0.51%; • Steel cans - 0.99%; • Glass - 27.06%; • Newspaper - 29.24%; • Cardboard/ Mixed paper - 18.34%; • Plastics - 7.87%; and • Other waste - 15.97%

Other waste included bagged recyclables, bagged general waste, textiles, timber, suitcase, plastic sheeting

7.72 4.48

10.1

2.16 1.77 2.82 0

5

10

15

Paper Cardboard Plastic Glass Ferrous Non Ferrous

Perc

enta

ge

Waste Stream

Percentage recyclables in red lid bin

0.51 0.99 27.06 29.24 18.34 7.87 15.97 0

10203040

Perc

enta

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Waste Stream

Percentage recyclables & non recyclables in yellow bin



Waste Education Campaign Following on from the results of the waste and recycling audits, a revised waste education campaign is being developed. The campaign will focus on encouraging the correct segregation of materials into the 3 Bin system to maximise recycling and minimise contamination. The first step is the development of an A-Z Waste and Recycling Guide which are now available on the Town's website. The annual waste and recycling guide is distributed to each residential property within the Town in early December each year. Other areas the campaign will focus on include:- • consideration of a drop-off day for household hazardous waste; • use of decals on waste collection vehicles; • review of bulk verge collection system; • developing waste guidelines for multi-unit developments; and • educating architects on better and more efficient waste and recycling systems in multi-

unit developments. This includes use of waste compounds onsite and having no bins stored on verges for collection. Use of waste chutes in multi residential and commercial developments is also encouraged.

Collection History - 1996 to 2016 The following table summarises waste collection statistics since 1996/97.




There are no Policy or Statutory implications related to this report.


There are no financial implications related to this report.




The report recommendation embraces the following strategies of the Town's Strategic Community Plan 2017-2027:- Our Natural Environment Goal 7: Council is environmentally responsible and leads by example Strategy 7.4: Minimise waste to landfill and increase recycling COMMUNITY ENGAGEMENT: This matter has been assessed under the Community Engagement Policy 1.2.11. In accordance with the assessment criteria, no community engagement is required as this report is purely administrative in providing information to Council. OFFICER INVOLVEMENT: Responsible Executive Chris Colyer, Director Infrastructure Responsible Manager Chris Colyer, Director Infrastructure Contributors Gráinne Whelan, Waste Minimisation Officer

ATTACHMENTS: Nil. ADMINISTRATION RECOMMENDATION: That the Annual Waste Report 2016 - 2017 be received.



CR18.8 CAMBRIDGE LIBRARY CUSTOMER SURVEY 2017

SUMMARY:

To advise Council of the results of the 2017 Cambridge Library Customer Survey. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

The Cambridge Library conducts a customer survey every two years as part of its commitment to continuous improvement. The last survey was conducted in 2014 with the 2016 survey being deferred due to operational and staffing issues. The eighth Cambridge Library customer survey was conducted throughout November and December 2017. The survey sought member feedback on current services and customer input on service development. The survey was advertised in the POST newspaper, on the Library and Town's Facebook pages and the Library and Town website. Customers had the option to complete the survey in hardcopy format at the library or online via the Library website. As well as the general customer survey, separate short surveys on Story Time and Baby Rhyme Time were available as these programs are targeted at a specific audience.

DETAILS:

1. Respondents 194 responses were received to the survey, with 98% of respondents a member of the Library. 75% of respondents were female and 47% (or 91 respondents) were 60 or over.



The majority of Library membership in the 0 to 14 and 40 to 49 age groups, and 58% are female.

Chart 1 - How old are you?

2. Service The response to satisfaction with services was very positive with 87% of customers responding with excellent or good in the areas of customer service, collections 84%, facilities 92% and overall satisfaction with the library service at 93%.

0

10

20

30

40

50

60

0-14 15 - 19 20 - 29 30 - 39 40 - 49 50 - 59 60 - 69 70 andover

Num

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f Res

pond

ents

Age Groups

Age Groups of Survey Respondents



Chart 2 - How would you rate each of the following library services?

Lower results with responses of excellent or good were received in online services 60%, library policies 48%, computers and printers 52% and internet access 51%. In response to this, staff will be more proactive in assisting and educating customers particularly in the area of digital services. The 51% response of excellent or good with the Inter Library Loans (ILLs) system was expected. The ILLs system is a service coordinated by the State Library of WA and is used to locate and borrow resources for our customers from the state-wide public library collection that are not available at Cambridge Library. In July 2017, Public Libraries Western Australia (PLWA), in conjunction with the State Library of Western Australia (SLWA), commenced a 6-month review of the state-wide ILLs system. As part of this review, a number of restrictions were put in place including limiting customers to 12 Inter Library Loan requests per year; no lending of Adult Fiction purchased within the last 12 months and a fee of $16.50 imposed on Inter Library Loans sourced outside the public Library network. 3. Usage Patterns 47% of respondents visit the Library weekly. Since 2012, the trend has been monthly, in line with the 4-week lending period. The increased frequency of visits to weekly usage indicates the success of the work done in this area, supporting the trend away from focusing solely on the traditional lending services to developing the Library further as a community hub and meeting space.

0

20

40

60

80

100

120

Num

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f Res

pond

ents

Rating of Library Services

Excellent

Good

Fair

Poor

Don't Know, N/A



Chart 3 - On average, how often do you visit the Library?

* Introduction of fines, extended loan periods and increase in item numbers

Whilst borrowing continues to be a high priority for customers, with 94% of respondents placing this as very important or important value, there is also a strong emphasis on in-house services such as reference services 60%, Internet 54%, Inter Library Loans 70%, online services 67%, and newspapers and magazines 51%. The majority of additional comments from respondents about what they value most about the service were about the collection and appreciation of the range of stock available. Positive comments were also received about the Library space, the location and convenience of the library, the range of services available and the high standard of customer service.

Chart 4 - How important is each of the following library services to you?

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30

40

50

60

2006 2008 2010 * 2012 2014 2017

Perc

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Year of Survey

Usage patterns

More than once a week

Weekly

Fortnightly

Monthly

Seldom

Not Stated

020406080

100120140160

Importance of Library Services

Very Important

Important

Somewhat Important

Not Important

Don't know / N A



4. Events 60% of respondents indicated they find out about programs and events through advertising in the Library followed by 37% finding out through the Library website. Increased external advertising will be a priority including the introduction of a library newsletter. 5. Borrowing Patterns Respondents could select more than one response to the type of items that they could borrow. The majority selected Fiction, followed by Non-Fiction and DVDs.

Chart 5 - What type of items do you usually borrow?

Comments from customers indicate that they would like more books and DVDs added to the collection and further work is planned in reviewing the collections. Purchase of new Library Management Software is proposed for 2018/19 and this will allow for better reporting, analysis and management of the collection. A number of comments were received from customers requesting an increase to the size and range of the DVD collection, the introduction of video streaming platform Kanopy to Cambridge Library customers in the coming months will assist in responding to this demand. Kanopy is a video streaming platform for public libraries, delivering one of the largest collections of indie films, classic cinema, festival and educational documentaries and movies.



6. Opening Hours The response to satisfaction with opening hours remains consistent with previous years with an 84% satisfaction rate. There were some requests for longer opening hours, including 10 responses requesting Sunday opening. However, the high satisfaction rate and consistent response to this question since 2006 doesn’t support a change in hours. The Library is open a total of 56 hours per week, which is in line with the weekly opening hours of surrounding libraries including the Western Suburbs Libraries. Cambridge Library offers all day Saturday opening, which a number of surrounding libraries do not.

Chart 6 - Are you satisfied with the existing opening hours of the Library?

7. Improvements Most comments on improvement to the service were about specific services e.g. increasing the frequency of Baby Rhyme Time, increasing collections, removing restrictions like fines and renewal periods. These issues will be addressed through the marketing of services, and training of staff. Requests for improvements to the catalogue and online services will be addressed through the proposed procurement of a new Library Management System. 8. Shopping Centre 98% of respondents often use the shopping centre when visiting the Library, an increase from the 89% from the previous survey. Relationships continue to develop with shopping centre management, with staff from both facilities keen to continue to partner on events and displays to further engage the community.

0

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70

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90

2006 2008 2010 2012 2014 2017

Pere

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ae o

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ts

Years surveyed

Satisfaction with Opening Hours

Yes

No



9. Story Time Story Time is an early literacy program aimed at 3 to 5-year olds. Sessions are held twice a week and during 2016/17, 74 sessions were held with 4 018 children and parents attending. As this program is aimed at a specific audience, the response to the Story Time survey was smaller. There were 95 respondents, with most answering for more than one child attending the sessions. Most children were aged 3-years old (40%) with 64% attending a session weekly.

Chart 7 - How old is your child?

Chart 8 - How often do you come to Story Time?

32% enjoyed the craft most followed by 20% enjoying the stories. The craft activity is an important aspect of the Story Time session and is related to the stories of the session. It creates the opportunity for the children to interact with each other and their parents as well as laying the foundations for developing a positive library experience for the child into the future.

0 10 20 30 40 50

0 years

1 year

2 years

3 years

4 years

5 years

6 years

Age of children attending Story Time

Number attending

64% 10%

12%

8% 6%

Frequency of Story Time attendance

Weekly

Fortnightly

Monthly

Rarely

First time today



Chart 9 - What does your child enjoy most about Story Time?

The satisfaction rate with Story Time was positive with 79% responding very satisfactory. 77% of respondents live in the 6014 (Jolimont, Floreat, Wembley), 6015 (City Beach) or 6018 (Doubleview, Innaloo, Churchlands, Karrinyup, Gwelup, Woodlands) postcode. All additional comments received were very positive, with many specifically mentioning their appreciation of the Youth Services Librarian. 10. Baby Rhyme Time Baby Rhyme Time is an early literacy programme aimed at 0 to 2-year olds. The sessions are held monthly and during 2016/17 11 sessions were run, with 432 babies and parents attending. The response to the Baby Rhyme Time survey was smaller with 23 respondents. 63% of children attending were aged between 1 and 2 years old with the majority of 61% enjoying the songs the most.

Chart 10 - How old is your baby?

20%

18%

23%

32%

7%

Most enjoyed Story Time activities

Stories

Rhymes

Songs

Craft

Meeting other children

0

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4

6

8

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12

14

16

0-12 months 12-24 Months 24 -32 Months

Num

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ldre

n

Age of Children

Age of children attending Rhyme Time



Chart 11- What does your child enjoy most about Baby Rhyme Time?

48% attended a session rarely which is likely due to the fact that most respondents commented that they would like sessions to be more frequent.

Chart 12 - How often do you come to Baby Rhyme Time?

There was a satisfaction rating of 50% very good and 50% satisfactory. 65% of respondents live in the 6014 (Jolimont, Floreat, Wembley) postcode.

The majority of comments were that the sessions should be held more frequently. The early literacy programs and staff workflows will be reviewed to assess the feasibility of increasing sessions.


There are no Policy or Statutory Implications related to this report.

10%

29%

61%

Favourite Rhyme Time Activities

Stories

Rhymes

Songs

28%

48%

24%

Frequency of attendence

Monthly

Rarely

First Time Today




There are no Financial Implications related to this report. The biennial survey was conducted in house with costs absorbed within the normal operating budget.


The 2017 Cambridge Library Customer survey supports a number of priority areas and goals in the Town's 2017/2027 Community Strategic Community Plan, specifically: Our Community Life Goal 3: An Active, safe and inclusive community Strategy 3.1: Create and improve the places where community groups can interact Strategy 3.3: Encourage activity that meets the needs of people of all ages, cultures and

abilities Our Council Goal 9: Transparent, accountable governance Strategy 9.2: Keep the community informed and consult on local matters that affect them Goal 11: A strong performing local government Strategy 11.5: Continuously strive to improve services delivered to the community


In accordance with Policy number 1.2.11, the community has been consulted through the 2017 Cambridge Library Customer Survey. OFFICER INVOLVEMENT: Responsible Executive Cam Robbins, Director Community Development Responsible Manager Priya Narula, Manager Library Services Contributors Helen Balfour, Digital and Strategic Projects Librarian

ATTACHMENTS:

1. 2017 Cambridge Library Customer Survey


That the 2017 Cambridge Library Customer Survey report be received.



CR18.9 FLOREAT SALVATION ARMY HOMELESS PROJECT

SUMMARY:

The Floreat Salvation Army has been working towards reducing homelessness in the Western Suburbs through connecting with the local councils within the Western Suburbs through a collaborative outreach program called the "Hub." AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

The issue of homelessness and people sleeping rough is increasing in the Western Suburbs, with supporting evidence from The Salvation Army Floreat. To address this, a number of Western Suburb Councils (Cambridge, Subiaco, Nedlands, Cottesloe, Claremont, and Peppermint Grove), the Salvation Army and Wembley Police met in late 2016 to discuss what could be done as a collective to assist those living on the streets. The Salvation Army put together a two-stage project trial. 'Stage One' was designed to confirm the extent of homelessness in the Western Suburbs and incorporated the following: • Western Suburbs Councils provided the Salvation Army with known locations of

people sleeping rough prior to 20 September 2016. • Floreat Salvation Army started a food access program for the homeless one night a

week, through using a specialist equipment van from their 'Doorways Perth' feeding program.

• Floreat Salvation Army Major Lyn Jones, together with volunteers, drove the streets of the Western Suburbs offering food to the homeless.

• Stage One continued for six months and was evaluated after this time. • Stage One required NO financial commitment from Councils. The evaluation of 'Stage-One' found that although there were known locations of people sleeping rough throughout the Western Suburbs, the Salvation Army found it difficult to locate them on a regular basis as they are so transient in nature.



In Stage Two, the Floreat Salvation Army proceeded with a different approach by utilising an already existing Salvation Army service at Employment Plus in Osborne Park and bringing a hot meal weekly to the unemployed and homeless attending that service. This proved very successful, with up to 20 people attending the service. The catchment area for Employment Plus clients encompasses the Western Suburbs. Stage-Two of the project continued for six months and required NO financial contribution from Councils.

DETAILS:

As a result of the trial Floreat Salvation Army and the representatives from the respective Western Suburbs Councils have since met regularly and have proposed a collaborative project, an outreach program called "The Hub". The Salvation Army Floreat outreach 'The Hub' will undertake: 1. Provision of an outreach service making food and resources available to people in

need, as required. 2. Provision of a weekly lunch for the homeless and unemployed at Employment Plus

Osborne Park. 3. Provision of showers, clothes and emergency food at the Salvation Army Floreat to

those in need. 4. Response to referrals from the local councils identifying people in need, providing

ample or appropriate referral to more appropriate agencies. To provide these services, WESROC (Western Suburb Councils) from an Administration level have supported the program and are now via their Councils seeking support. The Salvation Army Floreat will provide annual reports to all Councils on how many individuals have accessed the service, general feedback and associated costs. In addition, a Memorandum of Understanding between the Salvation Army and the Western Suburb Councils outlining the 'Hub' undertakings will also be documented.




The required $1,000 would be included in the 2018/2019 Draft Community Safety Budget. Subject to Floreat Salvation Army providing biannual reports on the program and associated expenditure, the Town's contribution may continue for a further two years (2019/2020 and 2020/2021).




Financial support towards the Salvation Army outreach program, 'The Hub', supports a number of Goals and Strategies of the Town 2017-2027 Strategy Community Plan, specifically: Our Community Life Goal 3: An Active, safe and inclusive community Strategy 3.4: Create and maintain safe environments Our Council Goal 12: Advocacy for the Community Strategy 12.1:Foster key relationships with government and other stakeholders


This matter has been assessed under the Community Consultation Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required. OFFICER INVOLVEMENT: Responsible Director Cam Robbins, Director Community Development Responsible Manager Carole Lambert, Manager Community Development Contributors Claire Turnbull, Community Safety Officer ATTACHMENT: Nil


That the Floreat Salvation Army Homeless Project, the "Hub" be supported for a 3 year period subject to the continual collaborative support from the other Western Suburb Councils.



CR18.10 PERRY LAKES WATER - AWARD OF CONSULTANCY SERVICES RFT25- 17 UPDATED REPORT

SUMMARY:

Tenders were called to undertake consultancy services to complete investigations into the selected options for improving water levels at Perry Lakes, and subject to further Council approvals, design and document the preferred option. Council, at its meeting held on 28 November 2017, decided to defer a decision on this matter for three months. Some new information has come to the attention of the Town which is pertinent, however, does not significantly change the scope of the study and, as such, can be considered within the study scope. It is recommended that the tender be awarded to Managed Recharge at a tender sum of $255,570 plus GST. It is also recommended that a revised project budget of $310,000 is adopted. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

At its meeting held on 28 November 2017, Council considered a report (CR17.163) regarding this matter and decided that the tender RFT25-17 Perry Lakes Water Study be deferred to the February 2018 Council meeting. DETAILS:

New Information Provided to the Town Immediately prior to the Council meeting of 28 November 2017, the Mayor, Chief Executive Officer and Director Projects met with a Mr Barry Carbon who is a retired officer from the CSIRO and ex head of the EPA in Western Australia. He furnished the Town with some reports from 1988 and proposed that the way to manage water levels in Perry Lakes was through 'topping up' the lakes rather than attempting to restore the groundwater table to higher levels through localised infiltration works using treated waste water.



The scope of the proposed Perry Lakes Study included, as early works, that all known reports would be reviewed by the Consultant as an aid in them forming an opinion as to the preferred methodology of improving lake levels. Analysis The recommended consultant for this study has had a cursory review of the reports in question and believes that they should be considered as part of the study. It is noted that other eminent professionals from the CSIRO have supported the waste water scheme on the basis of trials conducted in recent years in Floreat. The Stage 1 works of the consultancy project would include a report to the Town of the findings of the literature search and review. The recommended consultant for this study confirms that the tender sum can include the full review of these reports. Program The Perry Lakes Water Study has been broken into three stages: • review the three design options, undertake sufficient work to determine which options

are no longer viable - 4 months; • undertake on site drilling and modelling to ascertain how the lakes and aquifer interact

and water levels. This would also include some community consultation and information sessions - 6 months; and

• complete all risk assessments, detail design and documentation of preferred solution and regulatory approvals submissions - 8 months.

It is noted that the Town can suspend or terminate the study at any time. Budget The initial budget of $269,000 for this project was determined prior to the tenders being known for this major work. The Consultant has confirmed that their tender offer is still valid. Accordingly, a revised budget, in accordance with the Council Decision of July 2017 can now be estimated: This proposed Consultancy: $ 255,570 Tendering Expenses: $ 1,140 Internal project management $ 20,000 (initial estimate) Allowance for drilling $ 20,000 (subject to detail scope and quotation) Project Contingency: $ 13,290 Total Estimate Budget $ 310,000 Whilst it is noted that the predominate costs of the project will span 2017/2018 and 2018/19, the funding source is not rates related and the 2018/2019 draft Budget will identify the remaining funding required as carry forward works with any new funding needs.




Any proposed solution for improving water levels in Perry Lakes will require compliance with relevant Health, Environmental and Planning Regulations and Statutes, which would be undertaken at the appropriate juncture.


A Budget of $269,000 was approved for the design services funded from the Area Improvement Reserve. To date, $1,140 has been spent on tendering. It is recommended that the revised budget of $310,000 is adopted noting that on a cashflow basis, spending will extend into the 2018/2019 financial year. This will require approval of unbudgeted expenditure.


Progression of underground power programs support the following Goals and Strategies of the Town's Strategic Community Plan 2017/2027:- Our Community Life Goal 2: Quality local parks and open spaces for the community to enjoy; and Strategy 2.1: Focus on activating our major public open spaces


In accordance with Policy 1.2.11 Community Engagement, consideration of this report is purely administrative in nature and not requiring community engagement. OFFICER INVOLVEMENT: Responsible Director Brett Jackson, Director Projects Responsible Manager Not Applicable Contributors Not Applicable

ATTACHMENTS:

1. Tender Assessment Report (Confidential)


That: - (i) tender RFT25-17 Perry Lakes Water Study be awarded to Managed Recharge at a

tender sum of $ 255,570 plus GST; and

(ii) a revised budget of $310,000 (ex GST) to fund the consultancy services and investigative works for Perry Lakes Water be approved as unbudgeted expenditure by an ABSOLUTE MAJORITY in accordance with section 6.8 of the Local Government Act with the funding to come from the Area Improvement Reserve from the proceeds of the Perry Lakes Estate development.



CR18.11 UNDERGROUND POWER WEMBLEY WEST LEEDERVILLE WORKS AGREEMENT AND OUTCOMES OF PROPERTY OWNERS SURVEYS

SUMMARY:

Surveys were sent to 1,874 property owners in the Town of Cambridge to determine their support for underground power in the Wembley/West Leederville project area based on final proposed project costs per property. The survey closes on 16 February 2018 after the distribution of this report to the Community and Resources Committee. It is proposed to update this report prior to the Ordinary Council Meeting of 27 February 2018 once analysis of the results is completed. The survey outcomes will then allow Council to determine to proceed or otherwise the Round 6 SUPP projects. The draft Works Agreement with Western Power to undertake the project, if Council decides, is attached for information. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

At its meeting held on 28 November 2017, Council considered the matter of the budget and pricing across Wembley/West Leederville project areas (CR17.164 refers) and determined that (in part):

(i) the project budget of $10.9m be adopted for the provision of underground power in Wembley/West Leederville;

(ii) if the project proceeds, 50% of the project costs be provided from the total of

property owner contributions with the remaining 50% of the project costs funded by the Town from the Area Improvement Reserve;

(iii) a survey of property owners within the Wembley/West Leederville underground

power project be conducted to ascertain their support for the proposed charge for their relevant property and indicative preferred payment terms;



(iv) the survey brochure and form be provided to Council for endorsement prior to the survey commencing;

(v) the outcomes of the survey be considered by Council before a decision is made

to commit or otherwise to funding underground power within the Wembley/West Leederville project area;

At the Ordinary Council Meeting of 19 December 2017, Council endorsed the survey brochure and survey form (CR17.184 refers) and consequently the survey commenced. DETAILS:

Survey Outcomes Survey cards, individualised for each property along with an explanatory brochure and reply paid envelope were posted on 5 January 2018 and were being received by property owners soon thereafter. Analysis of the survey results will be undertaken at the conclusion of the survey period ending on 16 February 2018 and this report will be updated in time for consideration at the Ordinary Council Meeting of 27 February 2018. It is intended that Council will be presented the survey results in the following format: Type of Property No of

Surveys Sent

Surveys Returned Returned Surveys - Support

Number % Number %

Single Residential 415

Multiple Residential 1,205

Non Residential 254

Total 1,874

Note that 23 properties within the project area were not included in the above survey as there is no charge proposed for them as these properties are on a local government boundary which means that the overhead lines remain in place (thus no network charge) and they have already paid for their underground connection (thus no connection charge). Discussion This section will be updated once the survey results are known. Financials The Town has previously decided to fund 50% of the project costs of a project budget of $10.9m (ie $5.45m).



Works Agreement The Wembley/West Leederville project is different to the SUPP projects in Floreat in that Western Power treat the Wembley/West Leederville as a standard Customer Funded Works project. As such, their default position is that Western Power's Local Government Undergrounding Relocation Works Terms and Conditions apply. A copy of these terms and conditions is attached.


If a decision is made to proceed with underground power in Wembley/West Leederville, the recovery of the property owners' contributions will be undertaken as a service charge in accordance with s6.38 of the Local Government Act (1995). Pensioners and Seniors can access rebates and pensioner deferrals in accordance with the Rates and Charges (Rebates and Deferments) Act 1992.


The Town funding for the project if it proceeds will be funded from the Area Improvement Reserve from the proceeds of the Perry Lakes Development. Cash calls on the total of Town and Property Owner contributions will be made over the life of the project on a 2 monthly basis. Property Owners will not be required to start making payments to the Town until September 2018 with payment terms of up to 10 years being offered. The Town will manage the shortfall between timing of payments making up the Property Owner contribution to Western Power and receipt of payments to the Town from Property Owners.


Progression of underground power programs support the following Goals and Strategies of the Town's Strategic Community Plan 2017/2027:- OUR PLANNED NEIGHBOURHOODS Goal 4: Neighbourhoods that are well planned, attractive, respectful of the

character and responsive to future needs; Strategy 4.3 Make our neighbourhoods green and pleasant; and Action: Pursue underground power in the remaining areas of the Town, in partnership

with the State Government.


Property owners within the relevant project areas are being surveyed by the Town regarding underground power with cost information as it relates to them. This will provide an opportunity for gauging community support for the project. OFFICER INVOLVEMENT: Responsible Director Brett Jackson, Director Projects Responsible Manager Not Applicable Contributors Not Applicable



ATTACHMENTS:

1. Local Government Undergrounding Relocation Works Terms and Conditions


Recommendation to follow after analysis of survey results.



CR18.12 DOCUMENTS SEALED - FEBRUARY 2018

SUMMARY:

To advise Council of documents that have been affixed with the Common Seal of the Town of Cambridge. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







DETAILS:

There is no statutory requirement for the Council to give prior approval for the Seal of the Municipality to be placed on documents, however, Council Policy directs the type of documentation to which the seal may be affixed, and requires a subsequent report to Council. A schedule of documents affixed with the Common Seal of the Town of Cambridge appears below:

Date Sealed Document Details Purpose No. Copies

22 Dec 2017 Town of Cambridge Local Government and Public Property Local Law 2017.

This local law was adopted at the Ordinary Council meeting held on 17 Dec 2017.

1

22 Dec 2017 Town of Cambridge Private Property Amendment Local Law 2017.

This local law was adopted at the Ordinary Council meeting held on 28 Nov 2017.

1



22 Dec 2017 Town of Cambridge Waste Management Local Law 2017.

This local law was adopted at the Ordinary Council meeting held on 17 Dec 2017.

1

23 Jan 2018 Withdrawal of Caveat - 3 Kintyre Crescent Floreat.

Advised property sold and settlement on 9 Feb 2018, subject to the outstanding monies being paid to the Town.

1

30 Jan 2018 Withdrawal of Caveat(s) - 11 Balandi Way City Beach.

Dwelling constructed complies with Town requirements, and caveat no longer required.

1

7 Feb 2018

Funding Agreement - The State of Western Australia and Electricity Networks Corporation Trading as Western Power and Town of Cambridge

Floreat North as Part of the Underground Power Program Round Six.

3

7 Feb 2018


Floreat East as Part of the Underground Power Program Round Six.

3

7 Feb 2018


Floreat West - Floreat East as Part of the Underground Power Program Round Six.

3




There are no Financial Implications related to this report.


Sealing of Council documents is consistent with the Strategic Community Plan 2013-2023 priority area of Capacity to Deliver and goal of transparent, accountable governance.


This matter has been assessed under the Community Engagement Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required. OFFICER INVOLVEMENT: Responsible Executive Jason Buckley, Chief Executive Officer Responsible Manager N/A Contributors Karen Exley-Mead PA to CEO



ATTACHMENTS:

Nil


That it be noted that the Common Seal of the Town of Cambridge has been affixed to the documents as listed in the schedule as it appears in this report.



CR18.13 REVIEW OF LOCAL GOVERNMENT ACT 1995 - SUBMISSION TO DEPARTMENT OF LOCAL GOVERNMENT, SPORT AND CULTURAL INDUSTRIES

SUMMARY:

The Department of Local Government, Sport and Cultural Industries (DLGSC) have commenced a review of the Local Government Act 1995. The review is to be undertaken in two phases, and the comment period on the first phase closes on 9th February 2018. This report and report attachment summarises the issues from the discussion paper and seeks the Council position on the eleven topics identified, such that the Council's positon can be put to the Department. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

On 20 June 2017, the Local Government Minister announced that the Department of Local Government, Sport and Cultural Industries (DLGSC) would commence a review of the Act. This is the first major review since the Act was introduced more than 20 years ago. In November 2017, the Department of Local Government, Sport and Cultural Industries (DLGSC) launched the review, commencing with industry and community workshops and a discussion paper for the first phase.

DETAILS:

It has been stated that a review of the Act is overdue by Government. Some parts of the Act restrict the ability of local governments to deliver services to the community. Other parts have not kept pace with modern technology and community expectations.



The review will introduce changes that will modernise the Act and identify ways to reduce red tape to ensure Western Australian communities benefit from efficient and effective Councils now and into the future. The review is being conducted in two phases:- Phase one of the review will focus on four key areas:

• Making information available online • Meeting public expectations for accountability • Meeting public expectations of ethics, standards and performance • Building capacity through reducing red tape*

Commencing in 2018, phase two will ensure local governments are positioned to deliver for the community by examining ways to:-

• Increasing participation in local government elections • Increasing community participation • Introducing an adaptive regulatory framework • Improving financial management • Building capacity through reducing red tape* • Other matters raised in phase 1 consultation *matter to be dealt with in both phases

The need to conduct the review in two phases is to ensure that those aspects of the Act that are clearly outdated are addressed sooner rather than later and have therefore been prioritised. Other matters that are more complicated and would require detailed consideration of the options available have been listed for consideration as part of phase two. The review will be supported by a reference group with representation from the Western Australian Local Government Association, Local Government Professionals Australia (WA), Western Australian Electoral Commission, Western Australian Council of Social Service, Regional Chamber of Commerce and Industry and the WA Rangers Association. Local governments will be engaged throughout the review, with a discussion paper for the first phase released in November this year by the DLGSC, followed by a series of workshops. The discussion paper can be found here: DLGSCI Discussion Paper WALGA has also circulated its own discussion paper for comment. This was undertaken prior to the launch and therefore does not directly correlate to the phase one discussion paper. The WALGA document. The WALGA Discussion Paper incorporates a number of proposals that have either been raised through Zone or Sate Council meetings or are matters that have been highlighted by the sector as requiring attention. A hard copy of both discussion papers will be circulated with the agenda. The proposals have been transposed into the submission table shown at Attachment 1 and the proposed Council response added for consideration. Once confirmed, the responses will then be forwarded to the Department of Local Government before the closing date of 9 February 2018.



https://www.dlgc.wa.gov.au/Publications/Pages/Local-Government-Act-Review-Phase-1-Consultation-Paper.aspx




There are no Financial Implications related to this report.


Goal 9: Transparent, Accountable Governance Strategy 9.1: Implement initiatives that strengthen governance skills and knowledge


This matter has been assessed under the Community Engagement Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required. OFFICER INVOLVEMENT: Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Stuart Hobley, Manager Governance and Contracts Contributors Not Applicable

ATTACHMENTS:

1. Discussion Paper Summary and Town of Cambridge Response 2. Department of Local Government, Sport and Cultural Industries (DLGSC) - Discussion

Paper (hard copy) 3. WALGA Review of Local Government Act 1995 - Discussion Paper (hard copy)


That Council endorses the responses to the Local Government Act 1995 review discussion paper (as amended by Council) in Attachment 1 and the responses be forwarded to the Department of Local Government. COUNCIL DECISION (December 2017): (COMMITTEE RECOMMENDATION) That the item relating to the Review of the Local Government Act 1995 be deferred to the February 2018 Council meeting. FURTHER REPORT (Post Council Meeting 18 December 2017)

Subsequent to the original report, the DLGSC amended the due date for submissions from 9th February 2018 to 9th March 2018. WALGA prepared a discussion paper in July 2017 with the aim of obtaining the sectors issues for the Act review. The State Council endorsed positions following sector input and Zone consideration at the December 2017 State Council meeting. The adopted WALGA position was circulated to Elected Members in January and Attachment One updated. Elected Members considered the topics raised in the DLGSC discussion paper at an Elected Member Forum this month and Attachment One has been updated to reflect the notes taken from that session.



ATTACHMENT: 1. Discussion Paper Summary and Town of Cambridge Response (Revised). ADMINISTRATION RECOMMENDATION: That Council endorses the responses to the Local Government Act 1995 review discussion paper (as amended by Council) in Attachment 1 and the responses be forwarded to the Department of Local Government.



CR18.14 DELEGATION OF AUTHORITY - ANNUAL REVIEW

SUMMARY:

In August 2017, the Western Australian Local Government Association (WALGA) released a best practice model guide to delegations. The Town has used this tool to undertake a comprehensive review of the delegations made under the Local Government Act and all other legislation that permits a delegation to the Local Government. This report facilitates a Council review of its delegations to the Chief Executive Officer and seeks those delegations to be reaffirmed (or otherwise) in a new Delegations Register and reaffirm its delegations made under all legislation.

BACKGROUND:

Section 5.46 of the Local Government Act 1995 requires that delegations from the Council to the Chief Executive Officer are reviewed by the Council at least once every financial year. The previous review was considered by the Council at its meeting held on 20 December 2016. A local government may delegate to the CEO the exercise of any of its powers or the discharge of any of its duties under the Act other than those such as any decision requiring an absolute majority, accepting major tenders, appointing an auditor or borrowing money. A full listing of the exceptions can be found at Section 5.43 of the Local Government Act 1995. The CEO may also delegate to any employee of the local government the exercise of any of the CEO’s powers or the discharge of any of the CEO’s duties under this Act other than the power of delegation. The Department of Local Government, Sports & Culture has an operational guideline which discusses the principles, concepts and approach to delegations. LG Operational Guideline 17 Delegations In August 2017 the Western Australian Local Government Association (WALGA) released Parts 1 and 2 of the WALGA Decision Making Practice Toolkit dealing with decision making and delegations. The toolkit is supported by templates and is a good resource tool to supplement the DLGSC Operational Guideline. Parts 3 through to 6 are still under development. The document has been included in the attachments to this report.

DETAILS:

The work undertaken by WALGA has been comprehensive and provides an opportunity for the Town to review its approach to delegations.

https://www.dlgc.wa.gov.au/Publications/Documents/DLGC_LG_Operational_Guideline_17_Delegations.pdf

https://www.dlgc.wa.gov.au/Publications/Documents/DLGC_LG_Operational_Guideline_17_Delegations.pdf



The revised format for the delegations register provides Council specific information on the legislation being delegated, the function of the legislation, any conditions placed on the delegation, and the power to sub-delegate. The new standard template for all delegations includes: Instrument of Delegation Content Description of Content Head of Power The title of the legislation under which the delegation is made. Express Power to Delegate The specific legislation reference enabling delegation. Express Power or Duty The specific legislation reference for the power or duty which is delegated Delegator The decision maker as described in the legislation as being responsible

for exercising the Express Power or Duty and which is making the decision to delegate.

Delegate The position to which the Express Power or Duty has been delegated. Conditions and / or Limitations Imposed by the Delegator on the Delegate. Conditions and limitations are

at the complete discretion of the Delegator. They may include however a description of when the delegation can / cannot be used or the time frame for which the delegation is valid – refer s.5.45(1)(a).

Express Power to Sub-Delegate The specific legislation reference enabling delegation, if any. Some legislation will not include Powers to Sub-Delegate.

Compliance Links Any Relevant Legislative, Local Law, Policy or Guideline that relates to the delegation

Record Keeping Delegations to Committee Audit Committee The Audit Committee has been delegated the power to meet with the auditor at least once every year on behalf of the Council. This is an existing power. Delegation Register Reference

Delegations Register Title Legislation Legislation Reference

Legislation Title

1.1.1 Audit and Risk Committee Local Govt Act 1995

s7.12A(2) Duties to local government with respect to audit

Development Committee It is suggested that the Development Committee be delegated authority to 1 exercise all powers and discharge all duties under the 'Deemed Provisions', Schedule

2 of the Planning and Development (Local Planning Scheme) Regulations 2015 and Town Planning Scheme No. 1.

2. make recommendations to the Western Australian Planning Commission on subdivision applications, including recommending the imposition of subdivision conditions or the clearance of subdivision conditions (Part 10, Planning and Development Act 2005).

3. make recommendations to the Western Australian Planning Commission on development applications where the Western Australian Planning Commission is the determining authority (Cl. 28(3) of Metropolitan Region Scheme and Section 6 of Planning and Development Act 2005).

These delegations are subject to conditions that are detailed in the Delegations Register.



The justification for the proposal to delegate Development Application decisions to Development Committee is as follows: • To allow more time at Council meetings for strategic or 'higher level' discussion; • To improve processing times for development applications (potential to reduce

processing by 7 days under current meeting schedule); • To give more 'value' to the Committee meeting from an applicant and community's

perspective - they can attend and present at the meeting knowing that a decision can be made;

• Decision making efficiency is consistent with the following statements of the Town's Strategic Corporate Plan 2017-2027: o Our Future Focus | Our Council | "Improve the timeliness and ease of

transactions with the Town of Cambridge." o Focus Areas | Our Council | "Secondly, they want to see the Council as efficient

and not overly bureaucratic." • A review of applications through all of 2017 show that 98.4% (63 out of 64)

applications that were passed by Committee with at least 4 votes were also passed by Council (see below). The one application where the Committee resolution differed from Councils was due to amended plans being submitted between Committee and Council that addressed the reasons for the Committee recommending the application be refused (66 Kimberley St, 19 December 2017 Council meeting). Excluding this application, all of Council resolutions were consistent with Committee's recommendations where the Committee vote was 4 or more.

• The risk of Committee making a decision that is not consistent with Council is low, based on the 2017 statistics and the conditions on the Committee's delegation.

DA statistics for the period 1 March 2017 - 19 December 2017 1 Total number of DAs determined by Council 77 2 Number of DAs passed by Committee with a unanimous vote 51 3 Number of DAs passed by Committee with 4 votes one way or another 13 4 Total DAs passed by Committee either unanimous or 4 votes (point 2 +3) 64 5 Number of occurrences where Council resolution differs from Committee's

unanimous or 4 votes decision 1*

*Committee vote was 1/4 to approve, Council vote was 9/0 to approve following receipt of amended plans that addressed the Committee's reasons to recommend refusal. Delegation Register Reference


Legislation Title

1.1.2 Planning and Development Act 2005 - Council delegated development approval functions to Committee

Planning and Development (Local Planning Schemes) Regulations 2015

Schedule 2 Deemed Provisions for Local Planning Schemes



Local Government Act Council last reviewed its Delegations register in December 2016 and removed the following Delegations from the CEO and these have not been included in the new Delegations Register. 12. Closing Certain Thoroughfares to Vehicles (Exceeding 4 Weeks) 34. Policy Regarding Payment to Retiring Employees 35. Payments to Retiring Employees 48. Action Against Land For Unpaid Rates And Charges As a result of the WALGA template, the following delegations are suggested to be included in the Delegations Register. These delegations have been previously "acted through" or have been captured in other documents. "Acting through" is the process in which officers carry out a function of the local government in which they have no discretion in decision making. Delegation Register Reference


Legislation Title

1.2.2 Perform function outside the district

Local Govt Act 1995

s3.20(1) Perform function outside the district

1.2.3 Compensation for Damage Incurred when Performing Executive Function

Local Govt Act 1995

s3.23 Arbitration

1.2.5 Powers of Entry

s3.32 s3.33 s3.36

Notice of entry Entry under warrant Opening fences

1.2.11

Obstruction of Footpaths and Thoroughfares

Local Government (Uniform Local Provisions) Regulations 1996

reg5 (2) reg 6 reg 7A reg 7

Interfering with or taking from LG land Obstruction of public thoroughfare Obstruction of public thoroughfare Encroaching on public thoroughfare

1.2.13

Public Thoroughfares - Dangerous Excavations

(Uniform Local Provisions)

reg 11 (1) (4) (6) (8)

Dangerous Excavation in or Near Public Thoroughfare

1.2.14

Corssing - Construction Repair Removal


reg 12(1) reg 13 (1)

Crossing from a public thoroughfare to private land

1.2.15

Private Works on, over or under Public Places


reg 17

Private works on, over or under public places

1.2.16

Give Notice to Prevent Damage to Local Government Property from Wind Erosion and Sand Drift


reg 21(1)

Give notice to prevent damage to local government property from wind erosion sand drift

1.2.18

Tenders for Goods and Services

reg 11 reg 13

When tenders have to be publically invited Requirements when local governments invite tenders when not required to do so



Delegation Register Reference


Legislation Title

1.2.20

Panels for Pre-qualified Suppliers of Goods and Services

Local Government (Functions & General) Regulations 1997

reg 24 (AB) reg 24(AC)(1b) reg 24 (AD) (3) (6) reg 24 (AH) (2) (3) (4) (5)

Pre-qualified panels

1.2.22

Payments from the Municipal or trust Funds

Local Government (Financial Management) Regulations 1996

reg 11 reg 12(1)(a)

Payments procedures for making Payments from municipal fund or trust fund - restrictions on making

1.2.25 Rate Record Amendment Local Govt Act 1995

6.39 (2)(b) Rate record

1.2.26

Agreement as to Payment of Rates and Service Charges

Local Govt Act 1995

6.49

Agreement as to payment of rates and service charges

1.2.27

Determine Due Date for Rates and Service Charges

Local Govt Act 1995

6.50.

Rates or service charges due and payable

1.2.28

Recovery of Rates or Service Charge

Local Govt Act 1995

6.56

Rates or service charges recoverable in court

1.2.29

Recovery of Rates Debt - Require Lessee to Pay Rent

Local Govt Act 1995

6.60.

Local government may require lessee to pay rent

Building Act 2011 Delegations made under the Building Act are not required to be reviewed annually and were last considered by the Council in April 2012 after the adoption of the new Building Act. Section 127(1)(3) of the Building Act permits delegation to the Local Government and its employees. Delegation Register Reference


Legislation Title

2.1.1 Grant a Building Permit Building Act 2011 Building Regulations 2012

s18 s20 s22 s27(1) (3) reg 23 reg 24 reg 26

Further Information Grant of a building permit Further grounds for not granting an application Impose conditions on permit Application to extend time Extension of time Approval of new responsible person

2.1.2 Demolition Permits Building Act 2011

s21

Grant of demolition permit





Legislation Title

2.1.3 Occupation Permits or Building Approval Certificates

Building Act 2011 Building Regs 2012

s55 s58 s62(1)(3) s65(4) reg 40

Further Information Grant of Occupancy Permit Conditions imposed by permit authority Extension of period of duration Extension of period of duration of time of occupancy permit or building certificate

2.1.4 Designate Employees as Authorised Persons

Building Act 2011

s96(3) s99 (3)

Authorised persons Limitations on powers of authorised persons

2.1.5 Building Orders Building Act 2011

s110(1) s111(1) s117(1) (2) s118(2) (3) s133(1)

A permit authority may make a building order Notice of proposed building order other than building order A permit authority may revoke a building order or notify that it remains in effect Permit authority may give effect to building order if non-compliance A permit authority may commence a prosecution for an offence against this act

2.1.6 Inspection and Copies of Building Records

Building Act 2011

s131(2)

Inspection, copies of building records

2.1.7 Referrals and Issuing Certificates

Building Act 2011

s145A Local government functions

2.1.8 Private Pool Barriers - Alternatives Solutions

Building Act 2011

reg 51 Approvals by permit authority

2.1.9 Smoke Alarms - Alternative Solutions

Building Act 2011

reg55 reg61

Terms Used Local government approval of battery powered smoke alarms

Bush Fires Act 1954 Delegations made under the Bushfires Act are not required to be reviewed annually and were last considered by the Council in October 2009. Delegations made under the Bushfires Act are not commonly used in the Town of Cambridge, however, they may be necessary in an emergency. Section 48 of the Bushfires Act permit delegation to the Local Government, Mayor, CEO and Chief Fire Control Officer.





Legislation Title

3.1.1 Make Request to FES Commissioner - Control of Fire

Bush Fires Act 1954

s13(4)

Delegation by local government

3.1.2 Prohibited Burning Times - Vary

Bush Fires Act 1954

s17(7)

Prohibited burning times may be declared by minister

3.1.3 Prohibited Burning Times - Control Activities

Bush Fires Regulations 1954

reg 15 Permit to burn, form of, and apply for use after refusal

3.1.4 Restricted Burning Times - Vary and Control Activities

Bush Fires Act 1954 Bush Fires Regulations 1954

s18 () (11) s22(6) (7) reg15C

Restricted burning times may be declared by FES Commissioner Burning on exempt land and adjoining exempt land Local government may prohibited burning on certain days

3.1.5 Control of Operations Likely to Create a Bush Fire


s27D reg 39C reg 39D reg 39E

Requirements for carriage and deposit of incendiary material Welding and cutting apparatus, use in open air Explosives, use of Fireworks, use of

3.1.6 Burning Garden Refuse / Open Air Fires


s24F s24G s25 s25A reg 27(3)

Burning garden refuse during limited burning times Minister or local government may further restrict burning of garden refuse No fire to be lit in open air unless certain precautions taken Power of Minister to exempt from provisions of section 25 Permit, issue of

3.1.7 Fire-Breaks Bush Fires Act 1954

s33 Local government may require occupier of land to plough or clear fire-breaks

3.1.8 Appoint Bush Fire Control Officer/s and Fire Weather Officer

Bush Fires Act 1954

s38 Local Government may appoint bush fire control officer

3.1.9 Control and Extinguishment of Bush Fires

Bush Fires Act 1954

s.46 Bush fire control officer or forest officer may postpone lighting fire

3.1.10 Recovery of Expenses Incurred through Contraventions of this Act

Bush Fires Act 1954

s.58 General penalty and recovery of expenses incurred

3.1.11 Prosecution of Offences Bush Fires Act 1954

s.59 s.59A

Prosecution of offences Alternative procedure – infringement notices



Cat Act 2011 Delegations made under the Cat Act are required to be reviewed annually and were last considered by the Council in April 2013 after the adoption of the new Cat Act. Section 44 of the Cat Act permits delegation to the Local Government and its employees. Delegation Register Reference


Legislation Title

4.1.1 Cat Registrations Cat Act 2011 s.9 s.10 s.11

Registration Cancellation of registration Registration numbers, certificates and tags

4.1.2 Cat Control Notices Cat Act 2011 s.26 Cat control notice may be given to cat owner

4.1.3 Approval to Breed Cats Cat Act 2011 s.37 s.38 s.39

Approval to Breed Cats Cancellation of approval to breed cats Certificate to be given to approved cat breeder

4.1.4 Appoint Authorised Persons Cat Act 2011 s.48 Authorised persons 4.1.5 Applications to Keep

Additional Cats Cat (Uniform Local Provisions) Regulations 2013

r.8 r.9

Application to keep additional number of cats Grant of approval to keep additional number of cats

Dog Act1974 Delegations made under the Cat Act are required to be reviewed annually and were last considered by the Council in October 2009. Section 10AA of the Dog Act permits delegation to the Local Government and its employees. Delegation Register Reference


Legislation Title

5.1.1 Part Payment of Sterilisation Costs / Directions to Veterinary Surgeons

Dog Act 1976 s.10A Payments to veterinary surgeons towards costs of sterilisation

5.1.2 Refuse or Cancel Registration

Dog Act 1976 s.15(2) s.16(3) s.17A(2) s.17(4) (6)

Registration periods and fees Registration procedure If no application for registration made Refusal or cancellation of registration

5.1.3 Kennel Establishments Dog Act 1976 s.27 Licensing of approved kennel establishments

5.1.4 Appoint Authorised Persons Dog Act 1976 s.29(1) Power to seize dogs 5.1.5 Recovery of Moneys Due

Under this Act Dog Act 1976 s.29(5) Power to seize dogs

5.1.6 Dispose of or Sell Dogs Liable to be Destroyed

Dog Act 1976 s.29(11) Power to seize dogs

5.1.7 Declare Dangerous Dog Dog Act 1976 s.33E(1) Individual dog may be declared to be dangerous dog (declared)



5.1.8 Dangerous Dog Declared or Seized – Deal with Objections and Determine when to Revoke

Dog Act 1976 s.33F(6) s.33G(4) s.33H(1

Owners to be notified of making of declaration Seizure and destruction Local government may revoke declaration or proposal to destroy

Food Act 2008 Delegations made under the Food Act are not required to be reviewed annually and were last considered by the Council in December 2009 after the introduction of the new Act. Section 118 of the Food Act permits delegation to the Local Government and its employees, however, there is no power of sub delegation unless specifically authorised by the Regulations. All delegation must be made to the officer who will be responsible for the decision making. Delegation Register Reference


Legislation Title

6.1.1 Determine Compensation Food Act 2008 s.56(2) s.70(2) (3)

Compensation to be paid in certain circumstances Compensation

6.1.2 Prohibition Orders Food Act 2008 s.65(1) s.66 s.67(4)

Prohibition orders Certificate of clearance to be given in certain circumstances Request for re-inspection

6.1.3 Food Business Registrations Food Act 2008 s.110(1) (5) s.112

Registration of food business Variation of conditions or cancellation of registration of food businesses

6.1.4 Appoint Authorised Officers and Designated Officers

Food Act 2008 s.122(1) s.126(6) (7) (13)

Appointment of authorised officers Infringement Officers

6.1.5 Debt Recovery and Prosecutions

Food Act 2008 s.54 Cost of destruction or disposal of forfeited item

6.1.6 Abattoir Inspections and Fees

Food Regulations 2009

r.43 r.45

Local government may require security Withdrawal of inspection services

6.1.7 Food Businesses List – Public Access

Food Regulations 2009

r.51 Enforcement agency may make list of food

Graffiti Vandalism Act 2016 Agenda Oct 2016 Delegations made under the Graffiti Vandalism Act are not required to be reviewed annually and were last considered by the Council in October 2016 after the introduction of the new Act. Section 16 of the Graffiti Vandalism Act permits delegation to the Local Government and its employees.





Legislation Title

7.1.1 Give Notice Requiring Obliteration of Graffiti

Graffiti Vandalism Act 2016

s.18(2) s.19(3) (4)

Notice requiring removal of graffiti Additional powers when notice is given

7.1.2 Notices – Deal with Objections and Give Effect to Notices


s.22(3) s.24 (1)(b) (3)

Objection may be lodged Suspension of effect of notice

7.1.3 Obliterate Graffiti on Private Property


s.25(1) Local government graffiti powers on land not local government property

7.1.4 Graffiti Vandalism Act 2016

s.28 s.29

Notice of entry Entry under warrant

Public Health Act 2015 - Agenda December 2016 At its meeting in December 2016, Council approved the following delegation: "That Council APPROVES BY AN ABSOLUTE MAJORITY, pursuant to s5.42 of the Local Government Act 1995 and s21(1)(b)(i) of the Public Health Act 2016, to delegate the powers and functions of the Public Health Act 2016 to the Chief Executive Officer." This delegation is included in the Register. Health (Miscellaneous Provisions) Act 1911 Delegation Register Reference


Legislation Title

9.1.1 Appointment of Deputy, Discharge and Powers of Duties

Health (Miscellaneous Provisions) Act 1911

s.26 Powers of local government

9.1.2 Appoint of Authorised Officers - Health (Asbestos) Regulations

Health (Asbestos) Regulations 1992

r.15D Infringement Notices

Planning and Development Act 2005 Delegations made under the Planning and Development Act are required to be reviewed annually. The Planning and Development Act only permits delegation of Section 214 to the Local Government and its employees, however, the Planning and Development (Local Planning Scheme) Regulations 2015 permit delegation.





Legislation Title

10.1.1 Illegal Developments Health (Miscellaneous Provisions) Act 1911

s.214(2) (3) (5)

214. Illegal development, responsible authority’s powers as to

10.2.1 Local Government Functions - Planning and Development (Local Planning Scheme) Regulations and Town Planning Scheme No 1

Planning and Development (Local Planning Scheme) Regulations 2015 Town Planning Scheme No 1

See Delegations Register

See Delegations Register

Local Laws It is intended that a review of the delegations made under the Towns Local Laws be submitted to the March 2018 Council Meeting. This would include:

• Animals Local Law • Local Government and Public Property Local Law • Health Local Law • Parking Local aw • Private Property Local Law • Trading in Public Places Local Law • Waste Local Law


There is a direct relationship between Council policies and delegated authority, as the Chief Executive Officer will be guided by Council policy when exercising any delegated authority. Relevant powers and duties are delegated to the Chief Executive Officer in accordance with section 5.42 of the Local Government Act, subject to the limitations specified in section 5.43. Section 5.46 provides that the Chief Executive Officer is to maintain a register of delegations made.


Nil.


Our Council Goal 9: Transparent, accountable governance Strategy 9.1: Implement initiatives that strengthen governance skills and knowledge


Nil



OFFICER INVOLVEMENT: Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Stuart Hobley, Manager Governance & Contracts Contributors Not Applicable

ATTACHMENTS:

1. Delegation of Authority Register


That pursuant to: Section 5.42 of the Local Government Act 1995; Section 127(1)(3) of the Building Act 2011 Section 48 of the Bush Fires Act 1954 Section 44 of the Cat Act Section 10AA of the Dog Act 1974 Section 118 of the Food Act 2008 Section 16 of the Graffiti Vandalism Act 2016 Section 21(1)(b)(i) of the Public Health Act 2016 Section 26 of the Health (Miscellaneous Provisions) Act 1911 Section 214 of the Planning and Development Act 2005 the Council APPROVES BY AN ABSOLUTE MAJORITY the delegation of the exercise of those of its powers and duties contained in the Delegation of Authority Register (Attachment 1), to the Chief Executive Officer or otherwise authorised person;



CR18.15 REVIEW OF STANDING ORDERS LOCAL LAW

SUMMARY:

The Town's Standing Orders Local Law is required to be reviewed. This report informs Council on WALGA's Model Council Meeting Local Law, identifies the difference between the Model and Council existing Standing Orders and seeks direction from Council on the review of the Standing Orders.

BACKGROUND:

The Standing Orders Local Law provides for the orderly conduct of meetings of the Council and Committees and guidance to the community in relation to understanding the meeting process. The Towns' Standing Orders Local Law was last reviewed in 2008 when a minor change was made to the existing Standing orders that were gazetted in 2007. This 2008 law was built around the WALGA model Standing Orders Local Law at the time, but included recommendations from the Department of Local Government who had recently completed a review into the operations of the Council. The law was contemporary at adoption is now due for a comprehensive review to capture changes to meeting procedures and to modernise terminology and application. The WA Local Government Association (WALGA) produced a series of ‘model’ local laws that cover a significant portion of areas requiring regulation by local governments. These model local laws have been produced by solicitors engaged by WALGA and vetted by the WA Joint Parliamentary Standing Committee on Delegated Legislation, which reviews all local government local laws and has the power to recommend to Parliament they be disallowed if need be. While the Committee still carefully scrutinizes new local laws, those based on the WALGA Models are less likely to be problematic. They have also been tested in many areas by other local governments. As such in order to most efficiently deal with the issue confronting the Town, it is proposed to adopt a Standing Orders Local Laws based on the WALGA Model.

DETAILS:

A review of the Standing Orders will identify opportunities to: • improve the overall arrangement and drafting • amend or improve provisions within the local law, or insert new provisions based on

best practice. • include changes suggested by Elected members • include amendments after an assessment of operational matters (eg electronic voting) Due to the identified amendments and the need to improve drafting standards, it is suggested that the current Standing Orders be repealed and a new local law created.



It is impractical to produce a copy of the WALGA model local law with changes 'marked up' given the number of alterations. To achieve the same outcome, the areas of differences between the WALGA Model and the Towns existing Standing Orders have been detailed in the comparison table in Attachment 3.


The procedure for making local laws is detailed in the Act and is a specific legislative process that must be adhered to in order for the local law to be accepted by the Western Australian Parliamentary Joint Standing Committee on Delegated Legislation. Section 3.12(2) of the Act states that the first action in the process of making a local law is for the Mayor to give notice to the meeting of the purpose and effect of the proposed local law. Regulation 3 of the Local Government (Functions and General) Regulations 1996 states that this is achieved by ensuring that: (a) the purpose and effect of the proposed local law is included in the agenda for that

meeting (b) the minutes of the meeting of the Council include the purpose and effect of the

proposed local law.


Costs will be incurred in advertising the proposed Standing Orders Local Law for public comment. Those costs can be met through Council's approved operating budget.


Our Council Goal 9 Transparent, accountable governance Strategy 9.1 Implement initiatives that strengthen governance skills and knowledge


The development of local laws requires statutory advertising and consultation with members of the public throughout the local law-making process. This includes: • giving state-wide public notice advertising the proposed local law and inviting

submissions to be made within no less than six weeks from the date of advertising, including:

• advertising in a newspaper circulating throughout the state • displaying public notices at the Town of Cambridge Administration Centre, public

libraries, and customer service centres • advertising on the Town's website • providing a copy of the notice and a copy of the proposed local law to the Minister

responsible for the Act under which the proposed local law is being made.

ATTACHMENTS:

1. Standing Orders Local Law - Town of Cambridge 2 Local Government (Council Meetings) Local Law- WALGA Model 3 Comparison Table




That a draft Meeting Procedure Local Law, based on the WALGA model be presented to the April 2018 Council Meeting.



CR18.16 ANNUAL INSURANCE REVIEW

SUMMARY:

Historically the Town has been a member of the Local Government Insurance Scheme and has purchased its insurance through the scheme. The Town is aware that several Councils marketed tested for their insurance coverage in 2017/18. This report seeks approval from Council for the Chief Executive Officer to seek quotes from, and appoint a suitable qualified consultant to assist in tendering for Council insurance for 2017/18.

AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

The Local Government Insurance Scheme (LGIS) was established in 1995 when the Western Australian Local Government Association (WALGA) launched a self-insurance Scheme for Local Governments and contracted Jardine Lloyd Thompson Pty Ltd (JLT) as Scheme Managers. The Scheme was set up as a "Members' mutual" at the time when the sector was unable to access stable, cost effective cover. In order to be a member of the LGIS Scheme the Council is required to be a member of WALGA. Similar schemes operate in South Australia, Victoria, New South Wales and Queensland, with around 95% of local governments participating in self-insurance schemes. The LGIS Scheme is governed by a Board of nine Directors including four from member Local Governments. WALGA, as the Scheme trustee, periodically commissions independent reviews of the Scheme and its business model to enquire into the performance of the Scheme, governance systems and alternatives to existing arrangements. The last review was completed in June 2017.

LGIS liaise with the Town on an annual basis to determine the extent of the insurance coverage required. LGIS then pool the total value of the insurance coverage required from all its members to gain the best rates from the market.



Whilst the pooled local government insurance coverage is put to the market annually, the scheme management arrangements are not. In Victoria and South Australia, the scheme management arrangements and demonstrated value for money have come under scrutiny of the respective Auditor Generals and raised as a particular governance matter. However it was noted by the South Australian Auditor General that "it is unlikely that another single provider could provide a similar breath of services at similar costs". South Australia Auditor General Report Victoria Auditor General Report pp 36 Market Conditions The current oversupply of capacity within the global insurance market and soft market conditions has led to greater competition amongst insurers. This has been the catalyst for a number of local governments to test the market and validate (or otherwise) the LGIS Scheme payments. It is understood that a small number of Councils in other states, (two in NSW and five in Victoria), have left the respective Local Government Association based schemes to pursue commercial insurance.

In Western Australia, twelve Local Governments undertook a separate tender process last year, with two leaving the scheme completely and one that only renewed the liability protection.

The Town's current Insurance portfolio and policy limitations for the past two years are as follows:

2016/2017 2017/2018

Sum Insured Premium Ex GST

Sum Insured

Premium Ex GST

Self Insurance Schemes LGIS Property Scheme $168.8M $182,000 $184.5M $180,500 LGIS Liability Scheme (Includes Professional Indemnity/Casual Hirers)

$300M $195,500 $500M $195,500

Crime (previously Fidelity Guarantee) $500,000 $3,500 $1M $4,000 LGIS Workcare Scheme (Includes Journey Injury)

$15.93M $286,500 $16.5M $239,000

Members Scheme Contributions Credit / Dividend

-$47,000 -$43,000

Other Insurance Policies Motor Vehicle and Plant $2.6M $46,000 $2.7M $48,500 Management Liability (Previously Councillors and Officers)

$5M $9,300 $5M $9,300

Cyber Liability - $1M $4,500 Events Cancellation Insurance $1,300 $2,400 Personal Accident & Corporate Travel $1,200 $1,200 Contract Works $500,000 $750 $500,000 $750 Marine Transit (Transport of Goods) $200 $200 $493M $679,250 $711M $642,850

https://www.audit.sa.gov.au/LinkClick.aspx?fileticket=b2gc6QuJZcY%3D&tabid=294&portalid=0&mid=884&forcedownload=true

https://www.audit.vic.gov.au/sites/default/files/20150226-Support-for-Local-Gov.pdf



DETAILS:

It is open for Cambridge to undertake a similar exercise to other local governments if it wishes to test the market competiveness of LGIS premiums. However, a procurement specialist will need to be engaged to coordinate this exercise. It is estimated that this would cost around $10,000 to $20,000. It is also understood that the whole process would take around twelve weeks, which would require the Town to initiate the project expeditiously if insurance quotes are to be established for the next financial year. As such, if the Council decides to go test the market, a procurement specialist will be appointed in March. Initial research indicates the minimum time required to complete a tender process is 12 weeks. Quotes for procurement advisors would need to be called and a consultant appointed before the end of March 2018. It is recommended that the Town request quotes from suitable qualified consultants to assist in the tendering of Councils insurance for 2017/18 and that this process commence immediately.


Contractual Matters LGIS require a minimum of 60 days' notice if the Town is considering leaving the scheme. Local Government Act 1995 5.49. Workers’ compensation arrangements (4) If an eligible body wishes to join or leave the arrangement, WALGA is to apply to

WorkCover WA to seek a variation in the group exemption. If the Town decides to leave the LGIS Worker Compensation Scheme approval must be sought form the Minister through Workcover WA. This process is timely and has meant Councils having to obtain short term coverage from LGIS until Ministerial approval is granted. It has resulted in a loss of any predicted savings in the first year. (6) Without limiting the generality of subsection (3), WALGA may —

(a) of its own motion, make representations and submissions to the Minister on any matter or thing relating to or affecting its members; and

(b) with the approval of the affected members, arrange contracts of insurance on

behalf of all or any of its members for any purpose.


It is estimated that the cost to engage a consultant to conduct the insurance tender and review process will be approximately $15,000 to $25,000. This amount is accommodated in the risk budget.




Goal 9 Transparent, accountable governance Strategy 9.1 Implement initiatives that strengthen governance skills and knowledge


Nil OFFICER INVOLVEMENT: Responsible Executive Jason Lyon, Director, Corporate & Strategic Responsible Manager Stuart Hobley, Manager Governance & Contracts Contributors Not Applicable

ATTACHMENTS:

1. Nil


That:- (i) the Town call public Tenders for its annual insurance coverage for the 2017/18

financial year; (ii) the Town call quotes for and appoint a suitable qualified consultant to assist in

the Tendering for insurance purposes for 2018/19.



CR18.17 TENDER RFT34-17 FOR MICROSOFT AGREEMENT

SUMMARY:

Microsoft Products are core pieces of system software that are used by the Town of Cambridge to manage its Information Technology Environment. Due to its importance the upgrading of Microsoft products to the latest release is essential for the effective management and security of the Town's IT Environment. As part of the Town's obligation in using Microsoft Products, it is required that the Town maintain compliance with the licencing agreement.

BACKGROUND:

The Town first entered into a Microsoft Enterprise Agreement (MEA) in 2001 under a 3 year agreement. It was last renewed in 2007 with an end date of October 2010. A review was conducted in April 2010 and the Town at that point decided not to renew the Agreement due to the timing set out in the Town's Corporate Business System (CBS) roadmap from Technology One and the Local Government Reform agenda. In December 2013, the Town's CBS was upgraded to the Connected Intelligence (Ci) version, which then paved the way for the Town to upgrade its Microsoft environment. This allowed the Town to upgrade Microsoft product versions to the last of those permissible under the 2010 MEA. Pre-2014 Microsoft Versions Upgrade Rights within last MEA Windows XP Windows 7 Office 2003 Office 2010 Exchange 2003 Exchange 2010 Windows Server 2003 Windows Server 2008

All the upgrades have now occurred and the Town no longer has any additional upgrade rights under the 2010 MEA. During the Local Government reform merger talks, negotiations with Microsoft for a new MEA were at an advanced stage before reform was terminated. The cessation of reform resulted in a termination of the negotiations with Microsoft as the Town prioritised the urgent upgrading of Technology One products before reviewing the future direction of its Microsoft portfolio. The IT review in April 2016 recommended a new Microsoft agreement be established, due to the risk of utilising old server software, specifically SQL Server, and its reduced support levels. In August 2016, consultants conducted an ICT Security review and also recommended upgrading to the latest versions of Microsoft products together with security patches, updates and service packs to ensure the highest level mitigation against the threat of Cybercrime attack. Since the last Microsoft upgrade 4 years ago, the Town has not performed any further upgrades to its Microsoft Environment.



The licensing requirements from Microsoft have also changed due to the increased usage of virtualisation in computer server technologies. The number of licences are now based on the physical server size and specifications in that, the more capability a physical server has, the more licences are required.

DETAILS:

Initially, the Town set out to tender for the full suite of Microsoft products licence agreements, which covered: • Windows 10 • Office 2016 • Windows Server 2016 • SQL Server 2016 • Exchange Server 2016 However, due to the strategic review of the ICT, the tender was terminated and a new scope issued for the essential server licences: • Windows Server • SQL Server • Exchange Server Full details of the tender are contained in attachment 1.


The Local Government Act 1995 requires a public tender to be called when the value of the contract exceeds $150,000. In accordance with Council Policy, Council approval is necessary for the award of tenders greater than $150,000 unless the decision is delegated to the Chief Executive Officer. Local Government Regulations provide for the Town to seek clarification of tenders, as well as capability to negotiate with other tenderers if the preferred tenderer and Town fail to enter into a Contract. There are no Policy implications related to this report.

FINANCIAL IMPLICATIONS

The value of this contract each year is approximately $162,000 p.a. over a three year period. The budget has a provision for the current year of $200,000.


This report is consistent with the strategic plan’s priority area of ‘Capacity to Delivery’ and corresponding goal of ‘Open and Transparent Governance’.



COMMUNITY ENGAGEMENT: This matter has been assessed under the Community Engagement Policy No.1.2.11 and consultation is not required as this matter is administrative in nature with no external impacts envisaged.

OFFICER INVOLVEMENT:

Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Steve Platts, Manager Information Technology and Communications Contributors Andy Ong, Team Leader Information and Business Systems

ATTACHMENTS:

1. Confidential Evaluation and Recommendation Report


That Option 2: Microsoft Enterprise Agreement (MEA) be selected and Insight Enterprises Australia Pty Ltd be awarded the contract for RFT 34-17 over a period of three years for a lump sum of $487,065 ex GST.



CR18.18 RELATIONSHIPS AUSTRALIA - EXEMPTION FROM RATES

SUMMARY:

An application from Relationships Australia for rates exemption under Section 6.26(g) (charitable use) for the second story of their premises at 156 Railway Parade is the subject of an appeal to the State Administrative Tribunal. The matter was initially considered by the Chief Executive Officer and then referred to Council in July 2017, where it was decided that the initial decision to not approve the application be affirmed. Mediation was held on 11 January 2018, attended by the Town’s legal counsel, McLeods, the Mayor and the Director Corporate & Strategic. As a result of additional information which was provided at the mediation, this report resubmits to Council the application for rates exemption for the second story of 156 Railway Parade, with a recommendation for approval.

BACKGROUND:

Previous Report CR17.120, July 2017 refers. Section 6.26 of the Local Government Act (the "Act") outlines the circumstances under which land within a local government district is not rateable land. This includes property of the Crown, non-government schools, churches, and land that is used exclusively for charitable purposes. In order for the Town to make a determination on an application for exemption from rates, an applicant must provide certain information about themselves (the applicant), the property and the use/service provided. Ordinarily, this is simply a matter of fact, however, sometimes there are circumstances where judgement must be applied, with the Town assuming a Quasi-Judicial role. This is particularly the case where a service is not entirely charitable, or property is not exclusively used for a charitable purpose. A decision made by a Local Government may be objected to by an applicant, and an application for a review of that decision may be lodged with the State Administrative Tribunal (SAT), under Section 6.77 of the Act. The SAT has taken a broad approach to the interpretation of charitable purpose in certain cases and this has a bearing on how Local Government's apply Section 6.26 of the Act. An application from Relationships Australia for rates exemption under Section 6.26(g) (charitable use) was received in 2016 for 156 Railway Parade West Leederville. This is a three story building with the majority of community support services being delivered from the first floor. The application was assessed and a partial rates exemption ($12,907 out of $30,971) was granted for the first story, which is used to deliver community support services.



On notification of the Town’s initial decision, Relationships Australia requested that the partial exemption be extended to the second floor, which is used as Relationship Australia's corporate head office. This was considered by Council in July 2017, where it was decided that:

(i) the decision of the Chief Executive Officer to refuse a rates exemption on the

second storey portion of 156 Railway Parade be affirmed; (ii) Relationships Australia be advised of Council's decision and their right to lodge

an objection to the State Administrative Tribunal. Subsequently, Relationships Australia appealed to the SAT and mediation was held on 11 January 2018, attended by the Town’s legal counsel, McLeods, the Mayor and the Director Corporate & Strategic.

DETAILS:

In the initial decision, the Town formed the view that the charitable use provisions of the Act would not apply to the second story of the premises owned and occupied by Relationships Australia. This was on the basis that the Corporate Office provided support to all Relationship Australia's operations and services in W.A., some of which are charged as a fee for service. The particular activities which the Town focused upon were certain courses offered by RAWA, in the category of Professional Development as opposed to what might be described as the more therapeutic· or life-skills courses. The courses 'Defusing Angry and Abusive Customers' and 'Introduction to Being a Supervisor', were particularly focused upon. During mediation, Relationships Australia clarified aspects of the Professional Development courses, noting that the Professional Development courses were targeted to, and basically subscribed to only by, personnel engaged in the therapeutic counselling sector. Following the detailed explanation, the Town’s representatives formed the view that that a rates exemption ought to be granted in relation to Level 2 of 156 Railway Parade. This position was indicated to the mediator and the RAWA representatives, subject to: (a) RAWA confirming in writing the circumstances of the professional courses; and (b) Council endorsing the officer recommendation to grant the exemption. Accordingly the Tribunal made orders which authorise the Town to reconsider its existing decision, and provides for a fall-back mediation on 6 March 2018 in the event that this matter is not resolved by consent. The attachments include a summary of the mediation from McLeods and further information provided by Relationships Australia, following mediation.


Section 6.26 of the Local Government Act outlines the circumstances under which land within a local government district is not rateable land. A decision made by a Local Government may be objected to by an applicant, and an application for a review of that decision may be lodged with the State Administrative Tribunal (SAT), under Section 6.77 of the Act.




Rates on the second story of 156 Railway Parade are $12,907 (16/17); and $10,693 (17/18).


Nil


Nil OFFICER INVOLVEMENT: Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Not Applicable Contributors Not Applicablel ATTACHMENTS:

1. SAT Orders 2. McLeods Advice of Mediation (CONFIDENTIAL) 3. Relationships Australia advice of training services (CONFIDENTIAL)


That the application from Relationships Australia for rates exemption for the second story of their property located at 156 Railway Parade be approved.



CR18.19 PAYMENT OF ACCOUNTS - DECEMBER2017 AND JANUARY 2018

SUMMARY:

Under the Local Government Act (Financial Management) Regulations 1996, payments of accounts made by the Town are to be submitted to Council. The report contains a summary of payments made for the month with detailed payment listings attached providing more information. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







DETAILS:

Regulation 13 of the Local Government (Financial Management) Regulations 1996 requires a list of accounts to be prepared and presented to Council. Below is a list of the cheques raised and Electronic Funds Transfers for the payment of accounts from the Municipal Account (and Trust Account where applicable). Included as an attachment to this report is a listing of all payments issued for the past two months.


Payments are in accordance with Policy No. 3.2.3 “Council Bank Accounts and Payments”.


Expenses incurred are charged to the appropriate items included in the annual budget.


The presentation of details of accounts is consistent with the Town’s Strategic Community Plan's goal of transparent, accountable governance.




This matter has been assessed under the Community Consultation Matrix Consultation Level - Inform - To provide the public with balanced and objective information to assist them in understanding the problem, alternatives, and/or solutions. OFFICER INVOLVEMENT: Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Roy Ruitenga, Manager Finance Contributors Nil

ATTACHMENTS:

1. Account Payment Listing


That in accordance with Regulation 13 of the Local Government (Financial Management) Regulations 1996, the schedule of accounts, as detailed below and attached, be confirmed:

(i) CHEQUE PAYMENTS

Date From Date To Details Amount

Municipal Fund 01-December-2017 07-December-2017 054548 - 054590 $124,065.12Municipal Fund 08-December-2017 15-December-2017 054591 - 054608 $29,556.76Municipal Fund 16-December-2017 20-December-2017 054609 - 054630 $41,099.93Municipal Fund 01-January-2018 04-January-2018 054631 - 054669 $50,188.86Municipal Fund 12-January-2018 12-January-2018 054670 - 054694 $79,585.82Municipal Fund 13-January-2018 19-January-2018 054695 - 054715 $85,784.53Municipal Fund 24-January-2018 25-January-2018 054716 - 054731 $27,665.25Wembley Golf Course 01-December-2017 31-December-2017 000592 - 000592 $273.20Wembley Golf Course 01-January-2018 31-January-2018 000593 - 000593 $215.55

$438,435.02

(ii) ELECTRONIC FUND TRANSFERS (EFT'S)

Date From Date To Details Amount

Investments 01-December-2017 31-December-2017 INV01005 - INV01007 $6,053,719.30Investments 01-January-2018 31-January-2018 INV01008 - INV01013 $9,918,543.25Direct Bank Charges 01-December-2017 31-December-2017 Sup 415 - Sup 419 $104,804.06Direct Bank Charges 01-January-2018 31-January-2018 Sup 420 - Sup 425 $119,452.40Accounts Payable 01-December-2017 05-December-2017 E29990 - E30079 $671,994.37Accounts Payable 07-December-2017 14-December-2017 E30080 - E30172 $418,133.66Accounts Payable 14-December-2017 28-December-2017 E30173 - E30393 $3,094,961.96Accounts Payable 03-January-2018 04-January-2018 E30394 - E30399 $34,784.92Accounts Payable 05-January-2018 09-January-2018 E30400 - E30492 $704,413.12Accounts Payable 15-January-2018 19-January-2018 E30493 - E30592 $678,876.60Accounts Payable 19-January-2018 22-January-2018 E30593 - E30669 $249,381.79Accounts Payable 25-January-2018 30-January-2018 E30670 - E30733 $569,682.32Payroll 01-December-2017 31-December-2017 Pay1001 - Pay1012 $1,375,510.43Payroll 01-January-2018 31-January-2018 Pay1013 - Pay1019 $1,344,885.50Wembley Golf Course 01-December-2017 31-December-2017 EP000273 - EP000278 $227,859.80Wembley Golf Course 01-January-2018 31-January-2018 EP000279 - EP000283 $117,538.15

Total EFT Payments $25,684,541.63

TOTAL PAYMENTS $26,122,976.65



CR18.20 INVESTMENT SCHEDULE - JANUARY 2018

SUMMARY:

The Council invests funds that are surplus to operational requirements with various financial institutions and reports on the amounts invested, the distribution of those funds and the financial performance of each investment, being interest earned, against year to date budget. AUTHORITY / DISCRETION Advocacy When the Council advocates on its own behalf or on behalf of its







BACKGROUND:

Council’s Investment Policy No. 3.2.5 allows for investing of funds into direct investment products and managed funds which comply with both the credit risk rating and terms to maturity guidelines as set out in the policy.

DETAILS:

Investment Portfolio Performance At its February meeting, the Reserve Bank of Australia decided to leave the cash rate unchanged at 1.50%. Conditions in the global economy continue to improve over the past year with better than expected growth in a number of advanced economies, with growth also evident in Asian economies with increased international trade. The Chinese economy also continues to grow solidly. The Reserve Bank is forecasting for Australian economic growth to continue, with business conditions remaining positive and non-mining business investment improving. Increased public infrastructure investment is also supporting the economy. Uncertainty remains with respect to household consumption with income growth slow and debt levels high. Employment growth grew strongly over the past year and is forecast to continue. Inflation



remains low but is forecast to rise as the economy strengthens. Low interest rates continue to support economic growth. Looking forward, in terms of the Town’s investment portfolio, interest rates remain much the same. The major banks rates for one to three month terms are on average 2.02%, for terms of four to six months on average around 2.39% and for terms of seven months to nine months on average around 2.45%. The UBS Bank Bill Index rate (an index measuring performance of interest rates over a 90 day period) was 1.85% for January 2018. The 90 days BBSW or Bank Bill Swap rate (a measure of future interest rates) was 1.78% at 31 January 2018. As Council’s investment portfolio is predominantly short term cash products, the cash rate of 1.50% for January 2018 is the more appropriate performance measure. Against these interest rate indicators, the Town's investment portfolio outperformed the cash rate with a weighted average interest rate of 2.49%. The weighted average investment period of 216 days (approximately seven months) is consistent with term deposit rates (with the major Australian banks) which for this period was an average of 2.46%. Investment Portfolio Performance for January 2018 The graphs below show the interest rate performance of the Town's investment portfolio for the 12 month period January 2017 to January 2018.

0.00

1.00

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3.00

4.00Interest Rates

Investment Performance For January 2017 to January 2018

Weighted Avg Interest UBS Bank Bill Index Cash Rate



The graph below shows the rolling 12 month weighted average investment performance of the Town's investment portfolio, since January 2015.

The total investment at the end of January 2018 is $74.9 million which consists of Municipal Funds of $22.8 million, Reserve Funds of $43.8 million, Endowment Lands Funds of $6.3 million and Trust Funds of $2 million. The graph below represents the total investment portfolio of the Town from January 2017 to January 2018.

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1.00

2.00

3.00

4.00

5.00

6.00

Jan-15 Apr-15 Jul-15 Oct-15 Jan-16 Apr-16 Jul-16 Oct-16 Jan-17 Apr-17 Jul-17 Oct-17 Jan-18

Interest Rates

Rolling Weighted Average Investment Performance For January 2015 to January 2018

Weighted Avg Interest 90 UBS Bank Bill Index



0369

121518212427303336394245485154576063666972757881

Jan 17 Feb 17 Mar 17 Apr 17 May 17 Jun 17 Jul 17 Aug 17 Sep 17 Oct 17 Nov 17 Dec 17 Jan 18

Millions Investment Portfolio

Reserves Endowment Trust Municipal



The Managed Cash Funds performance as at the end of January 2018 is as follows:

Term(Days) Rating

Current Interest

RateJanuary 2018

IncomeTotal Amount

Invested

% of Funds

Invested

Weighted Average Interest

Floating Rate Notes .Emerald Reverse Mortgage "AAA" 2.17% $1,150 $623,424 0.83% 0.02%

Sub-total $1,150 $623,424 0.83% 0.02%Term Deposits and Bank BillsBANKWEST - Term Deposit 364 "A1+" 2.45% $207 $101,134 0.13% 0.00%BANKWEST - Term Deposit 182 "A1+" 2.45% $1,071 $517,231 0.69% 0.02%BANKWEST - Term Deposit 182 "A1+" 2.45% $2,117 $1,023,836 1.37% 0.03%BANKWEST - Term Deposit 336 "A1+" 2.60% $4,416 $2,042,170 2.73% 0.07%BANKWEST - Term Deposit 273 "A1+" 2.50% $4,309 $2,041,588 2.72% 0.07%BANKWEST - Term Deposit 91 "A1+" 2.45% $3,163 $1,526,015 2.04% 0.05%BANKWEST - Term Deposit 140 "A1+" 2.50% $625 $1,014,566 1.35% 0.03%BANKWEST - Term Deposit 273 "A1+" 2.55% $4,356 $2,020,595 2.70% 0.07%BANKWEST - Term Deposit 152 "A1+" 2.50% $2,123 $1,008,630 1.35% 0.03%BANKWEST - Term Deposit 140 "A1+" 2.50% $3,185 $1,512,432 2.02% 0.05%BANKWEST - Term Deposit 187 "A1+" 2.45% $3,121 $1,511,277 2.02% 0.05%BANKWEST - Term Deposit 166 "A1+" 2.45% $3,121 $1,507,048 2.01% 0.05%BANKWEST - Term Deposit 105 "A1+" 2.50% $1,544 $2,506,147 3.34% 0.08%BANKWEST - Term Deposit 161 "A1+" 2.55% $3,144 $1,503,144 2.01% 0.05%BANKWEST - Term Deposit 126 "A1+" 2.50% $616 $1,000,616 1.34% 0.03%BANKWEST - Term Deposit 150 "A1+" 2.55% $265 $1,900,265 2.54% 0.06%NAB - Term Deposit 189 "A1+" 2.52% $2,203 $1,036,741 1.38% 0.03%NAB - Term Deposit 189 "A1+" 2.50% $4,363 $2,065,125 2.76% 0.07%NAB - Term Deposit 154 "A1+" 2.54% $4,370 $2,042,001 2.72% 0.07%NAB - Term Deposit 364 "A1+" 2.60% $4,416 $2,042,170 2.73% 0.07%NAB - Term Deposit 355 "A1+" 2.60% $4,416 $2,041,885 2.72% 0.07%NAB - Term Deposit 140 "A1+" 2.54% $7,644 $3,573,321 4.77% 0.12%NAB - Term Deposit 182 "A1+" 2.50% $4,272 $2,021,052 2.70% 0.07%NAB - Term Deposit 180 "A1+" 2.57% $4,365 $2,017,744 2.69% 0.07%NAB - Term Deposit 151 "A1+" 2.55% $2,166 $1,008,244 1.35% 0.03%NAB - Term Deposit 201 "A1+" 2.55% $3,249 $1,511,737 2.02% 0.05%AMP - Term Deposit 365 "A1" 2.60% $10,599 $4,838,979 6.46% 0.17%Westpac - Term Deposit 367 "A1+" 2.57% $6,548 $3,024,925 4.04% 0.10%Westpac - Term Deposit 362 "A1+" 2.52% $1,413 $663,190 0.88% 0.02%Westpac - Term Deposit 364 "A1+" 2.52% $4,281 $2,008,975 2.68% 0.07%Westpac - Term Deposit 364 "A1+" 2.62% $2,297 $2,002,297 2.67% 0.07%Suncorp - Term Deposit 189 "A1+" 2.55% $2,227 $1,036,360 1.38% 0.04%Suncorp - Term Deposit 210 "A1" 2.45% $2,134 $1,035,630 1.38% 0.03%Suncorp - Term Deposit 154 "A1" 2.50% $2,181 $1,035,801 1.38% 0.03%Suncorp - Term Deposit 175 "A1" 2.50% $4,345 $2,064,065 2.75% 0.07%Suncorp - Term Deposit 210 "A1" 2.55% $4,441 $2,064,685 2.76% 0.07%Suncorp - Term Deposit 203 "A1" 2.61% $4,508 $2,042,056 2.73% 0.07%Suncorp - Term Deposit 299 "A1" 2.60% $4,416 $2,041,885 2.72% 0.07%Suncorp - Term Deposit 189 "A1" 2.55% $3,249 $1,514,881 2.02% 0.05%Suncorp - Term Deposit 193 "A1" 2.55% $7,125 $3,317,122 4.43% 0.11%Suncorp - Term Deposit 186 "A1" 2.55% $2,166 $1,008,244 1.35% 0.03%Suncorp - Term Deposit 215 "A1" 2.55% $3,249 $1,511,737 2.02% 0.05%Suncorp - Term Deposit 238 "A1" 2.50% $2,123 $1,006,370 1.34% 0.03%Term Deposit Matured in Jan $13,441

Sub-total $159,593 $74,313,915 99.17% 2.47%

Total Investments $160,743 $74,937,339 100.00% 2.49%

Weighted Average 216 2.49%




The general, reserves and Endowment Lands funds are invested in accordance with the guidelines set down in the Town’s Policy No. 3.2.5 – Investment.


Interest from investments represents a significant revenue item in the Council’s Budget and it is therefore important that the Council’s investment performance is monitored closely. Detailed monthly reports together with detailed policy investment guidelines support this. The Investment Schedule, as circulated, provides details of the performance of each individual investment to date. A summary of the investment performance to budget is provided below:

Actual as at

30 June 2017 Budget

2017/2018

YTD Budget as at January

2018

Actual as at January

2018 % General * $434,576 $477,500 $245,700 $277,115 58.0% Reserves $955,700 $1,044,000 $613,800 $647,686 62.0% Endowment Lands $21,813 $154,000 $60,000 $52,048 33.8% External Investments $1,412,089 $1,675,500 $919,500 $976,849 58.3% Endowment Lands (Internal Loans) $579,111 $795,500

$464,700 $461,196 58.0%

Total Investments $1,991,200 $2,471,000 $1,384,200 $1,438,045 58.2% * Includes Bank Account Interest of $22,902.


The investment of Council funds is consistent with the Town's Strategic Community Plan, specifically: Goal: 11 A strong performing local government. Strategy: 11.1 - Invest our wealth wisely so that current and future generations benefit.


This matter has been assessed under the Community Engagement Policy. In accordance with the assessment criteria it was determined that community engagement is not required as the matter is purely administrative in nature with no external impacts envisaged. OFFICER INVOLVEMENT: Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Roy Ruitenga, Manager Finance Contributors Nil



ATTACHMENTS:

1. Prudential Consolidated Investment Report - January 2018


That the Investment Schedule as at 31 January 2018, as attached, be received.



CR18.21 BUDGET REVIEW 2017- 2018

SUMMARY:

A review of this financial year's 2017/2018 budget projects a surplus of $52k for year-end based on current known events. This is the culmination of variations forecast for year-end across both revenue and expenditure budget items both favourable and unfavourable. Whilst there are some variations to operating revenues within business unit areas, overall operating revenue is tracking to budget. The exception is a favourable profit on disposal of assets of $558k, with St John's Wood Estate land proceeds exceeding budget by $550k. The net proceeds have been transferred to the Endowment Lands Account. Variations to operating expenditure is generally due to timing differences, with a current underspend of $1.6 million compared with the year to date budget. Expenditure overall is expected to be below budget at 30th June by $7 million mainly due to a $6.1 million cash flow timing reduction to the underground power program and non-capital works totalling $810k to be carried forward for the 2018/2019 financial year. The capital program will likely be below year end budget by $3.4 million with a reduction of $2.5 million in capital works which are carried forward into next year. A deletion of a building capital works project with a budget of $660k funded by a capital contribution and expected savings of $200k within the road works infrastructure program, account for the remaining balance. As per the rate setting statement, $1.27 million of carry forward works are funded by general purpose funds, with the remainder funded by a mixture of grant, reserve and endowment lands funds.

BACKGROUND:

Under Regulation 33A of the Financial Management Regulation 1996, Council is required to conduct a budget review of its adopted annual budget after considering changes in its operating environment since the beginning of the financial year with a view to forecasting the financial impacts likely to arise for the remainder of the year. The following tasks have been undertaken: • conducting an assessment of material variances to determine whether they are

permanent or timing differences; • identify any offsetting increases in income or reductions in expenditure that will help

reduce major variances; • establish whether the budget review process and recommendations have a material

impact on the long term plans; • establish whether at the close of the financial year there is sufficient working capital to

meet current commitments before the following year’s budget is adopted; • identify projects that may not be completed and which will need to be carried forward

into the new financial year for inclusion in the following year’s budget;



• identify grants and contributions received that are likely to remain unspent at the close of the financial year.

DETAILS:

The purpose of this report is to provide a brief overview with more detail provided in the report attachment.

Revised Budget

2017/2018 $'000

YTD Budget 31-Dec-17

$'000

YTD Actual 31-Dec-17

$'000

YTD Variance

$'000

YTD Variance

%

Forecast 30-Jun-18

$'000 CASH SURPLUS/(DEFICIT) FROM OPERATIONS BEFORE ABNORMALS

(2,222) 6,929 7,851 922 13.3% (1,853)

ABNORMAL OPERATING ITEMS( included in above) Underground Power Project (17,650) 0 0 0 0% (11,500) St Johns Wood Estate 11,200 11,200 11,750 550 4.9% 11,750

CASH SURPLUS/(DEFICIT) FROM OPERATIONS (8,672) 18,129 19,601 1,472 8.1% (1,603) NON OPERATING ACTIVITIES SURPLUS/(DEFICIT) (1,108) 7,123 10,099 2,976 41.8% 1,134

SURPLUS/(DEFICIT) FROM ALL ACTIVITIES (9,779) 25,252 29,700 4,448 17.6% (469)

OPENING FUNDS/CASH RESERVES UTILISED (NET)

9,714 (8,963) (10,197) (1,235) 13.7% 565

CLOSING FUNDS (66) 16,289 19,502 3,213 19.7% 96

The end of year result is expected to finish plus or minus $250k from a balanced budget position carried forward from last year. The following commentary should be read in conjunction with the revised rate setting statement and detailed commentary contained in attachment one. Operations The net cash position for operations was estimated to be an $8.6 million deficit, after adjusting for non-cash movements. The forecast year end position is $1.6 million, a $7 million variance due to a timing difference in the underground power project. The current year estimated expenditure is reduced from $17.6 million to $11.5 million. Other areas of revenue and expenditure are forecast to only experience minor fluctuations from budget for year end, with the exception of the following budget items:. City Beach and Floreat Commercial Lease Revenue Restaurants and Cafes at City Beach and Floreat have a base rent and also a component of rent which is based on turnover. The combined base turnover is $19 million, however, last year, the combined turnover was $26 million. The forecast to the end of this financial year is $25 million. This will result in a reduction in the expected rent revenue from $1.47 million to $1.37 million, a $100k reduction.



Non-Operating Revenue Non-operating revenue is forecast to be below budget by $530k with $16.2 million projected for year end. The decrease in revenue is a mixture of the following adjustments:

• An additional $550k land sale proceeds from the St Johns Wood Estate land sales,

taking the total amount to $11.75M. • A contribution from the City Beach Surf Club builder budgeted for this year was

recognised in the 2016/2017 financial year, post the adoption of the budget. Therefore this budget can be deleted.

• A reduction in grant funding of $420k from Main Roads for capital road works project "Grantham/Harborne Street intersection safety" deferred to 2018/2019. Project design and scope has been changed and is currently awaiting Main Roads approval.

Non-Operating Expenditure Non-operating expenditure is $2.5 million below the $5.2 million year to date budget and is expected to finish the year around $15 million. The following works are identified to be carried forward into next financial year:

Carry Forwards Amount

Buildings Bold Park Aquatic Centre -Replace large heat pumps and BMS 350 Floreat Beach Kiosk- detail design/hospitality feasibility & leasing 150

500 Furniture and Equipment Various system upgrades and land line replacement out centres 275

275 Roadworks Grantham St/Harborne St - Intersection Safety 656 City Beach Precinct - Challenger Pde Pedestrian Paths and Crossing 60 716 Parks City Beach - Lighting Replacement Stage 1 240 City Beach Oval South (Playground with shade) 80 Beecroft Park - Park Improvement Program 42

362 Total 1,853



In addition to the above carry forward projects, there were also a number of budget reallocation suggested from savings identified during the review, within the capital works programmes, which are being presented for consideration to the February Community and Resources Committee meeting as follows:

• CR18.5 "North Lake Monger New Toilet Facility", reallocating $85k to the North Lake Monger New Toilet facility, to enable works to be completed, from savings within building capital works, Rutter Park Toilet ($30k), and road works projects "Brookdale/Underwood Intersection" ($48k) and "Harborne St -Dodd to Powis turning lane" ($7k).

• CR18.1 "Tender for Civil Drainage Works at McCourt Street-Woolwich Street',

reallocating $122k to McCourt Street/Woolwich Street drainage project , to enable landscaping works to be completed, from capital roadworks projects "Gregory/Ruislip intersection" ($75K), and "Harborne St-Dodd to Powis turning lane" (remaining $33k saving). A further amount of $14k savings identified from non-capital works project "Demolition of 77 McCourt Street" makes up the balance.

These identified savings have not been included in determining the year end forecast position.

Reserve and Endowment Lands Account Transfers

Overall there is expected to be a reduction in the drawdown from reserves of $6.5 million and a reduction in the drawdown from the Endowment Lands Account of $881k. The reserve movement is due to a reduction in cash flow requirements for the underground power project budget ($6.1 million), and the Endowment Lands Account funds movement due to Bold Park Aquatic Centre - replacement of large heat pumps and BMS project ($350k) and Floreat Beach Kiosk capital project ($150k), identified as carry forwards for the 2018/2019 financial year. Estimated Year End Financial Position for 2017/2018 Financial Year An analysis of the variations to date, indicate that the year-end position will fall within plus or minus $250,000 (0.3% of the overall net budget). The current forecast based on trends to date indicates a surplus of $96k. Budget Amendments Section 9 of the agenda attachment provides a summary of the budget amendments received.

Current Budget Forecast Movement Main Variance2017/2018 30 June 18 Increase

(Decrease)$ $ $

Transfer to Reserve 7,815 7,865 50- Transfer to Endowment Lands Account 13,394 13,944 550- St John's Wood ProceedsTransfer from Reserve 20,024 13,532 (6,492) Underground Power ProjectTransfer from Endowment Lands Account 7,087 6,206 881 Bold Park Aquatic Heat Pumps




The Local Government Act (1995) Section 6.4 requires the preparation of financial reports. The Local Government (Financial Management) Regulations 1996, in particular Regulation 33A, expands on this requirement to include an annual budget review to be carried out between 1 January and 31 March for each financial year. The intention is to ensure local governments conduct at least one budget review each financial year. This report complies with this requirement. In accordance with the Regulations, the results of the budget review are to be submitted to Council within thirty days of the review being completed. Council is then required to consider the results of the review and determine whether or not to adopt the review, any part of the review or any recommendations made in the review. As per Regulation 33A, a copy of both the review and Council’s determination are then to be provided to the Department of Local Government within thirty days. Budget Implementation and Management Policy 3.2.2 It is the function of the Chief Executive Officer to cause Council decisions to be implemented and manage the day-to-day operations of the Town. To ensure the Chief Executive Officer has the capacity to undertake this role, the Chief Executive Officer may reallocate funding to accommodate over expenditure variances. The reallocation of funds shall result in a revised budget for the purpose of producing the monthly financial report and accordingly be reported as a permanent variance.


The projected budget for year-end indicates a surplus position of $96,000.


The management of budgeted funds is consistent with the Strategic Plan’s goal of financial sustainability, by ensuring the Town's expenditure is matched by its revenue.

COMMUNITY CONSULTATION:

This matter has been assessed under the Community Consultation Policy. In accordance with the assessment criteria, it was rated at Level 1, for which no community consultation is required. OFFICER INVOLVEMENT: Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Roy Ruitenga, Manager Finance Contributors Not Applicable

ATTACHMENTS:

1. Summarised Statement of Financial Activity as at 31 December 2017 and notes accompanying the statement.




That:- (i) the report on the budget review for the 2017/2018 financial year be received and

the variances to the budget be noted; (ii) the following budget amendments be approved as listed below: Budget Item Original Revised Change

Budget Budget Increase

(Decrease)

$ $ $

Underground Power Project Underground Power Project 17,650,000 11,500,000 (6,150,000) Transfer from Reserves 17,650,000 11,500,000 (6,150,000) (Timing Difference) Building Depreciation Building Depreciation 2,893,500 3,433,500 540,000 (Non Cash Adjustment) City of Perth Surf Life Saving Club - Capital Project Capital Contribution 660,000 0 (660,000) City Beach Surf Club (cash Reserve for Panel Sealing) 660,000 0 (660,000) (Timing Difference) St John's Wood Land Sales Land Proceeds 11,200,000 11,750,000 550,000 Transfer to Endowment Lands Account 11,200,000 11,750,000 550,000 Gain on Disposal Of Assets 11,200,000 11,750,000 550,000

(Additional Revenue)



8. CONFIDENTIAL ITEMS

CR18.22 ST PAUL'S CHURCH PARKING ARRANGEMENTS

9. CLOSURE