minutes ordinary meeting held on wednesday 17th … · statutory reference: n/a ... (19.31km)...

SHIRE OF WILLIAMS MINUTES ORDINARY MEETING HELD ON WEDNESDAY

17TH APRIL 2013

COUNCIL DIARY

WEDNESDAY 17TH APRIL 2013 1.00pm

Ordinary Meeting

WEDNESDAY 15TH MAY 2013 1.00pm

Ordinary Meeting

MINUTES – ORDINARY MEETING OF COUNCIL HELD 17TH APRIL 2013

Page | 1

TABLE OF CONTENTS Item Subject Page

NOTICE OF MEETING ............................................................................................................................... 3

DISCLAIMER............................................................................................................................................. 4

1.0 Declaration of Opening / Announcement of Visitors ................................................................. 5

2.0 Record of Attendance / Apologies / Leave of Absence (previously approved) .......................... 5

3.0 Public Question Time .................................................................................................................. 5

4.0 Petitions / Deputations / Presentations ..................................................................................... 5

5.0 Declarations of Interest .............................................................................................................. 5

6.0 Confirmation of Minutes of Previous Meetings.......................................................................... 6

6.1 Ordinary Council meeting Held 20th March 2013 ................................................................... 6

6.2 4WD Meeting Held 9th April 2013 ........................................................................................... 6

7.0 Announcements by Presiding Member without discussion ....................................................... 6

8.0 Reports ........................................................................................................................................ 6

8.1 Community Development Officer’s Report ............................................................................ 7

8.1.4 CDO Report Acceptance ...................................................................................................... 7

8.2 Works Supervisor’s Report ..................................................................................................... 7

8.2.1 Maintenance Grading Activity ............................................................................................ 7

8.2.2 Road Maintenance Works ................................................................................................... 8

8.2.3 Upcoming Works & Items on Road Construction Program ................................................ 8

8.2.4 Mechanical Report .............................................................................................................. 8

8.2.5 Staff ..................................................................................................................................... 9

8.2.6 Town and Facilities Report .................................................................................................. 9

8.2.7 Private Works .................................................................................................................... 10

8.2.8 Works Supervisor Report Acceptance .............................................................................. 10

8.3 Environmental Health / Building Surveyor’s Report ............................................................. 11

8.3.1 Building Permits ................................................................................................................ 11

8.3.2 Food Premises Inspection ................................................................................................. 11

8.3.3 EHO/BS Report Acceptance .............................................................................................. 12

8.4 Chief Executive Officer’s Report ........................................................................................... 13

8.4.1 Annual Review of Senior Employees (Chief Executive Officer and Works Supervisor) .... 13

8.4.2 Delegations Register Review ............................................................................................. 15


Page | 2

8.4.3 Williams Bridges Project – Alternative Proposal ............................................................... 17

8.4.4 Williams Landcare – Request for Assistance ..................................................................... 19

Role of a Natural Resource Management Officer (NRMO) in Local Government ............................. 20

1. Suggested activities to benefit local government ..................................................................... 20

2. Suggested activities for community engagement ..................................................................... 20

8.4.5 Aged Homes Subdivision – Proposed Road Name ............................................................ 23

8.4.6 Aged Housing Project – Expressions of Interest ............................................................... 24

8.4.7 Appointment of the Manager of Finance ......................................................................... 27

8.4.8 Regional Waste MOU ........................................................................................................ 28

8.4.9 Bushfire accident – Quindanning Fire ............................................................................... 29

8.5 Deputy Chief Executive Officer’s Report ............................................................................... 30

8.5.1 Accounts for Payment ....................................................................................................... 30

8.5.2 Financial Statements ......................................................................................................... 32

8.6 Councillors’ Reports .............................................................................................................. 33

9.0 Elected Members Motions of which Notice has been given. ................................................... 33

10.0 New Business of an Urgent Nature introduced by Decision of Meeting. ................................. 33

10.1 Elected Members. ................................................................................................................. 33

10.2 Officers. ................................................................................................................................. 33

11.0 Application for Leave of Absence ............................................................................................. 33

12.0 Information Session .................................................................................................................. 33

13.0 Closure of Meeting .................................................................................................................... 33

SEPARATE DOCUMENTS

1. Minutes 2. Appendices 3. Accounts for Payment 4. Financial Statements 5. Status Report 6. Info Statement


Page | 3

14th December 2012 Dear Councillor,

NOTICE OF MEETING You are respectfully advised that the next ordinary meeting of Council will be held in the Council Chambers at 1.00pm on Wednesday 17th of April 2013. Yours faithfully …………………….

Ryan Duff Chief Executive Officer


Page | 4

DISCLAIMER No responsibility whatsoever is implied or accepted by the Shire of Williams for any act, omission or statement or intimation occurring during Council or Committee meetings. The Shire of Williams disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during Council or Committee meetings. Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or Committee meeting does so at that person’s or legal entity’s own risk. In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or intimation of approval made by a member or officer of the Shire of Williams during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Williams. The Shire of Williams warns that anyone who has any application lodged with the Shire of Williams must obtain and should only rely on written confirmation of the outcome of the application, and any conditions attaching to the decision made by the Shire of Williams in respect of the application.


Page | 5

AGENDA

1.0 DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS The President declared the meeting open at 1.14pm

2.0 RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF

ABSENCE (PREVIOUSLY APPROVED) Cr John Cowcher President Cr David Earnshaw Deputy President Cr Greg Cavanagh Cr Richard Johnstone Cr Gilbert Medlen Cr Natalie Major Cr Jarrad Logie Cr Peter Paterson Cr Moya Carne Ryan Duff Chief Executive Officer Ian Ball Deputy Chief Executive Officer Heidi Cowcher Community Development Officer (1.22pm – 1.38pm) Tony Kett Works Supervisor (1.40pm – 2.11pm) Steve Friend Environmental Health Officer/Building Surveyor

3.0 PUBLIC QUESTION TIME

4.0 PETITIONS / DEPUTATIONS / PRESENTATIONS

5.0 DECLARATIONS OF INTEREST DECLARATION OF INTEREST

Name / Position

Item No. / Subject

Type of Interest


Page | 6

6.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

6.1 ORDINARY COUNCIL MEETING HELD 20TH MARCH 2013

Officer’s Recommendation: That the Minutes of the Ordinary Meeting of Council held on 20th March 2013, as previously circulated, be confirmed as a true and accurate record.

Council Decision: Johnstone/Earnshaw That the Minutes of the Ordinary Meeting of Council held on 20th March 2013, as previously circulated, be confirmed as a true and accurate record.

Carried 9/0 Resolution 181/13

6.2 4WD MEETING HELD 9TH APRIL 2013

Officer’s Recommendation: That the Minutes of the 4WD Meeting held on 9th April 2013, as previously circulated, be received.

Council Decision: Earnshaw/Medlen That the Minutes of the 4WD Meeting held on 9th April 2013, as previously circulated, be received.


7.0 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT

DISCUSSION

8.0 REPORTS


Page | 7

8.1 COMMUNITY DEVELOPMENT OFFICER’S REPORT Community Development Officer Heidi Cowcher attended the meeting at to discuss her report. The CDO’s report will be tabled at the meeting.

8.1.4 CDO REPORT ACCEPTANCE

Community Development Officer Heidi Cowcher attended the meeting at 1.22pm to present a verbal report on the following. Progress report on Aged Housing Project Playgroup - successful grant application for a shed Landcare Project Officer Ms Cowcher left the meeting at 1.38pm

8.2 WORKS SUPERVISOR’S REPORT Works Supervisor Tony Kett attended the meeting at 1.40pm to discuss his report. File Reference: 12.15.36 Statutory Reference: N/A Author & Date: Tony Kett 9th April 2013

8.2.1 MAINTENANCE GRADING ACTIVITY

Road Name Length Graded (kms)

Dardadine Rd 21.5

Sattler Rd 5.4

Coulter Rd 2.3

Hurley Rd 13.8

Medlen Rd 8.2

Cowcher Rd 4.0

Munthoola Rd 2.0

Tin Shed Rd 2.5

Marling Rd 7.1

Martin Rd 3.8

Folland Rd 2.1

Narrogin-Congelin 6.1

Total Length for the Month 78.8km


Page | 8

8.2.2 ROAD MAINTENANCE WORKS

Cleaning culverts on Sattler Rd and Culbin-Boraning Rd

8.2.3 UPCOMING WORKS & ITEMS ON ROAD CONSTRUCTION PROGRAM

Road Name (Road Length)

Description of Work Start SLK

End SLK

Total Status Comment

Darkan-Quindanning (30.3km)

Reconstruct, widen and seal to 7m

0.00 4.20 4.20 Completed

York-Williams Rd (19.50km)

Shoulder widening and Seal from 6m to 7m

1.60 4.60 3.00 Started Tree trimming commenced

Culbin-Boraning (19.31km)

Gravel Sheeting 3.80 7.00 3.20 Not Started

Tarwonga-Dardadine (21.50km)

Clearing 0.00 12.60 12.60 Tree clearing and picking up spoil

Tarwonga-Dardadine (21.50km)

Gravel sheeting 1.00 12.60 12.60 5km completed

Adam St Footpath -$28.5k grant/$28.5k Council

Not Started

Hicks St /Cowcher St Seal 0 0.3 0.30 Not Started

Seal 18th April

Rosselloty St (.72km) Reseal 0.00 0.72 0.72 Not Started

Fry St Reseal 0.00 1.00 1.00 Not Started

8.2.4 MECHANICAL REPORT

Plant Description Driver Date Purchased

Hours/Kms Jan 2013

Works Completed this month

Ford FG G6E Sedan

Ligh

t V

ehic

les

Ryan Duff July 2011 57,507

Ford FG G6E Sedan Ian Ball 1 Jul 09 68,850 Holden Rodeo Dual Cab Utility Maintenance 5-Nov-04 193,103

Ford Ranger Dual Cab Utility Tony Kett 1-Jul-09 133,100

Kia 2 Tonne Truck Jeff Cowan 9-Oct-07 29,750


Page | 9

Holden Rodeo Crew Cab Utility

Andrew Wood 15-Nov-06 220,251

Holden Rodeo Single Cab Utility

James Lenehan 20-Nov-06 77,767

Mitsubishi Triton Single Cab Utility 22-Sep-99 209,610

Multipac Multi-Tyre Road Roller

Co

nst

ruct

ion

Eq

uip

men

t

Ray Scobie 21-Oct-04 4,735 hr Serviced

Vibromax Roller Kevin Burman 29-Sep-04 2,945 hr

Serviced New water pump

Caterpillar 12M Grader Andrew Wood Dec 2011 940 hr

Volvo G930 Road Grader Richard Hewitt 20-Oct-06 5,954 hr

721E Case Loader Roger Gillett May 2012 2,413 hr Serviced

Volvo EC210BLC Excavator Phil Reed 18-Jul-07 4,382 hr

John Deere 315SE4 Backhoe Trevor Palframan 17-Sep-01 1,451 hr

John Deere MFWD Tractor Works 21-Oct-97 8,398 hr

Toro Reelmaster SP mower Aug-09 402 hr

Toro Z597 Ride on Mower

Par

ks &

Gar

den

s

Jeff Cowan 1-Oct-06 1,081 hr Serviced Toro Z400 Kholer Ride on Mower Jeff Cowan 8-Aug-05 491 hr

Honda TRX Four Wheel M/Cycle Jeff Cowan 20-Mar-00 6,288

Toyota DA115 Tip Truck (Water Truck)

James Lenehan 24-Aug-94 230,300

Isuzu FVZ1400 Tip Truck

Tru

cks

& T

raile

rs

Steven Stewart 31-Dec-03 230,269

Mercedes Benz Actross Prime Mover Phil Reed 21-Dec-05 197,150

Isuzu Giga CXZ Tip Truck Justin Murdock 10-Dec-08 112,300

New clutch bearing

Isuzu NPR 300 Truck Ray Scobie 21-Jan-13 400

SFM Side Tipping Trailer Works 21-Dec-05 58,00

Howard Porter Low Loader Works 31-Aug-07 89,000

Howard Porter Pig Trailer Justin Murdock 10-Dec-08 80,000

8.2.5 STAFF

Nil to report

8.2.6 TOWN AND FACILITIES REPORT

Nil to report


Page | 10

8.2.7 PRIVATE WORKS

Nil to report

8.2.8 WORKS SUPERVISOR REPORT ACCEPTANCE

Voting Requirements: Simple Majority Required

Officers Recommendation: That the Works Supervisor’s Report as tabled be received.

Council Decision: Logie/Paterson That the Works Supervisor’s Report as tabled be received.


The following items were verbally discussed: Marradong Road washaways Annual road inspection – July 2013 Roadside verge/back slope spraying program – investigate options for spraying and mulching Mr Kett left the meeting at 2.11pm


Page | 11

8.3 ENVIRONMENTAL HEALTH / BUILDING SURVEYOR’S REPORT

8.3.1 BUILDING PERMITS

File Reference: 13.34.10 Statutory Reference: N/A Author & Date: Steve Friend 10th April 2013 Comment The following building licenses have been issued under delegation by the EHO/BS: #318 G & K Hunt Lot 13 Albany Hwy Colorbond clad dwelling #319 G & K Hunt Lot 13 Albany Hwy Colorbond clad dwelling Note – this is not a mistake – they are two dwellings on the same lot (Grouped Dwellings) Financial Implications: Fees: Shire $352.00; BSL $99.00; BCF $220.00 Voting Requirements: Simple Majority Required

Officers Recommendation: That Building Permits issued by the EHO/BS as listed above be endorsed by Council.

Council Decision: Carne/Earnshaw That Building Permits issued by the EHO/BS as listed above be endorsed by Council.


8.3.2 FOOD PREMISES INSPECTION

File Reference: 7.40.41 Statutory Reference: N/A Author & Date: Steve Friend 15th March 2013 Comment BP Roadhouse – Cleanly maintained. Several problems with water damage to the ceiling in the kitchen. The problem has hopefully been fixed however the ceiling has not been reinstated yet because they are waiting to make sure the problem has been totally rectified. Voting Requirements: Simple Majority Required


Page | 12

Officers Recommendation: That the Food Premises Inspection Report as submitted by the EHO/BS be accepted by Council.

Council Decision: Paterson/Medlen That the Food Premises Inspection Report as submitted by the EHO/BS be accepted by Council.


8.3.3 EHO/BS REPORT ACCEPTANCE

Voting Requirements: Simple Majority Required

Officers Recommendation: That the Environmental Health/Building Surveyor’s Report as tabled be received.

Council Decision: Earnshaw/Paterson That the Environmental Health/Building Surveyor’s Report as tabled be received.



Page | 13

8.4 CHIEF EXECUTIVE OFFICER’S REPORT

8.4.1 ANNUAL REVIEW OF SENIOR EMPLOYEES (CHIEF EXECUTIVE OFFICER AND WORKS

SUPERVISOR)

File Reference: 4.50.25 Statutory Reference: Section 5.38 of the Local Government Act 1995 Author & Date: R.N. Duff 10th April 2013 Background: Council generally reviews the senior employees’ performance in May of each year. Comment: Extract from Model Employment Contract signed by CEO, DCEO and Works Supervisor: PERFORMANCE REVIEWS The Council shall ensure that a review of the CEO’s performance is conducted annually or more frequently if the Council or the CEO perceives there is a need to do so. The Council shall give the CEO a minimum of ten working days’ notice in writing that a performance review is to be conducted to enable the CEO sufficient time to prepare. Where an external facilitator is to be used, both parties shall agree to the nominated facilitator. The CEO shall prepare and submit to the council and/or facilitator an assessment of his/her own performance prior to the assessment by the council. The final report on the performance of the CEO is to be forwarded to the Council for it to consider and decide whether to accept or reject the report. Once the date is set, written notification is required to each officer advising of the review. Financial Implications: Salaries are included in the 2013/14 Budget. Voting Requirements: Simple Majority

Officers Recommendation: That Council sets a date and gives notice to Senior Staff of the date of their annual performance reviews.


Page | 14

Council Decision: Major/Carne That Council appoint Fitzgerald Strategies to carry out the CEO Performance review prior to the next Ordinary meeting and that the Works Supervisor’s performance review be held prior to the June meeting of Council.



Page | 15

8.4.2 DELEGATIONS REGISTER REVIEW

File Reference: 4.50.00 Statutory Reference: Section 5.46(2) of the Local Government Act 1995 Author & Date: R.N. Duff 10th April 2013 Background This item serves as an annual review of Council’s delegations of authority. Local Governments are empowered under a number of State Government Acts to perform certain duties and exercise certain powers. Local Government also has the ability to delegate some of these powers and duties to their Chief Executive Officer, certain other Officers or to Committees in order to expedite their implementation. A requirement of Councils’ delegating their authority is that a register of delegations is maintained and reviewed annually. Local Government Act 1995 Sections 5.16 and 5.42 empower Council to delegate. S5.46 (2) requires an annual review of delegations. The Act allows the Chief Executive Officer to sub-delegate any of his/her powers to another employee; such sub-delegations must be done in writing. The Chief Executive Officer is also permitted under the Act to place conditions on any sub-delegation passed onto another staff employee. Comment The 4WDL VROC recently requested expressions of interest for suitably qualified persons to carryout out a review of Council Policy and Delegations. A limited amount of responses were received and at the last 4WDL meeting a presentation was received from James Trail former CEO at the Shire of Kalamunda. Mr Trail has extensive local government experience and is currently doing similar reviews for the Shires of Wandering, Dandaragan & Coolgardie. The current Policy Manual was formulated in 1999 and has been updated over the years, the Delegation Register was reviewed in April 2012. Both documents need to viewed together and any irrelevant policies or delegations being presented to Council for removal, similarly any new policy suggestions would also be presented to Council. Financial Implications The quoted rate will be $70 per hour plus travel with the expectation that it would take around 50 hours to carry out the task at the Shire of Williams. The annual budget allows for $10,000 to be expended in 4WDL activities and this project would come under this line item. Voting Requirements: Simple Majority


Page | 16

Officer’s Recommendation: That Council engage James Trail to carry out a review of Council Policies and Delegations as part of the 4WDL VROC Policy Project.

Council Decision: Major/Earnshaw That Council engage James Trail to carry out a review of Council Policies and Delegations as part of the 4WDL VROC Policy Project.



Page | 17

8.4.3 WILLIAMS BRIDGES PROJECT – ALTERNATIVE PROPOSAL

File Reference: 12.15.33 Statutory Reference: N/A Author & Date: Ryan Duff 10th April 2013 Background: Bridge No. 25 on the Albany Highway in Williams has been assessed by Main Roads and was deemed to be in need of urgent repair. At the inaugural meeting in March 2008 the Option B alignment was reviewed and endorsed by the community. A submission to Council was made in early October 2008 and their endorsement was provided on 23 October 2008. The Project Reference Group which was set up met in February 2009 and arranged display of the endorsed design in Williams and an advertised period of public comment. Main Roads have not been able to attract any funding for the project at this stage, although it is still a priority project for the Region. Comment: The recently formed Williams Business Group has expressed its concern over the Bridges Project, having been made aware of the project again through the recent Strategic Planning Workshops. To date a number of letters have been received, these letters have been forwarded on to Main Roads. Main Roads have taken these concerns on board and have looked at alternative scenarios for the Bridge replacement. In investigating alternative scenarios one possible solution is to build the new bridge side by side of the old bridge and slightly alter the alignment curve of the Albany Highway. This proposal would allay any concerns raised by the Business Group however the large tree in the Lions Park would have to be removed. The tree, a Southern Mahogany is a significant landmark in Williams and there may be some opposition to the tree’s removal. The CEO has expressed concern to Main Roads to which their response is below: E-mail from Main Roads: I have investigated the tree in the Williams Lions Club Picnic Area for you. This tree is a Southern Mahogany (Eucalyptus botryoides) and is not a native species to WA. The tree in question does not appear in any Aboriginal or non-indigenous online heritage registers. I rang the local Shire and they stated that the tree is not listed within their municipal heritage list either. However the local shire did say that they value the tree as it is one of the only specimens of this species along Albany Hwy and this tree is believed to have been planted by the early settlers.


Page | 18

From a legal environmental view this tree is not protected under any heritage listing and is a non-native. As such there are no legal requirements associated with this tree and it can be removed if necessary. It would be my advice to undergo consultation processes with the local shire about the removal of this tree as it would be good corporate citizenship and would help to reinforce stakeholder relationships. For Main Roads to progress with an alternative option for the Bridges Project Council would need to determine what would be the future of the Southern Mahogany tree in the Lions Park and what level of community consultation should take place under Council’s Community Engagement Framework. Financial implications: Nil. Voting Requirements: Simple Majority

Officer’s Recommendation: That Council provide feedback to Main Roads on their alternative proposal to rebuild bridge 25 next to the existing bridge and if the Shire of Williams would support the removal of the Southern Mahogany tree in the Lions Park.

Council Decision: Johnstone/Paterson That Council recommend to Main Roads that Albany Highway be retained on the existing alignment through the town site when considering the Williams River Bridge reconstruction and that Main Roads determine if the large southern mahogany tree be retained or not.



Page | 19

8.4.4 WILLIAMS LANDCARE – REQUEST FOR ASSISTANCE

File Reference: 10.51.10 Statutory Reference: N/A Author & Date: Ryan Duff 10th April 2013 Background: Letter from Janette Liddelow, Chairperson Williams Landcare Inc. Dear Shire Councillors We had a well-attended Williams Landcare AGM last week. With renewed enthusiasm for on-farm projects addressing soil health, revegetation, feral and weed control, and the need to adjust farming methods and enterprises to perhaps warmer, drier seasons, we are hoping the Shire will continue to be supportive of our endeavours. Without an NRM Officer, our community is missing out on a lot of possibilities for assistance, grants, trials and someone dedicated in the community to focus attention on the above issues. We are asking whether the Shire Community Development position could allow some weekly or fortnightly time to be dedicated to Landcare and environmental issues as part of their job description until we are viable enough to fund one. An outbreak of Calthrop on the corner of the road to the cemetery was brought to our attention. If the shire maintenance crews are not able to deal with it, Lester Fawcett and Trevor Palframan offered their time. In this case they would hope to use the shire’s spraying unit please. The recent road clearing by the Williams Shire was discussed. It is agreed the balance between road side conservation and road widening and maintenance is difficult and there are varying views about the extent of clearing needed. Perhaps the process can be more collaborative with planning and communication with the landowners so there is a more positive outcome for all stakeholders. Some people have been devastated by the total loss of all vegetative layers on some roads. It has meant the loss of habitat for small native mammals, birds and reptiles, plants, fungi and insects. Land care volunteers who have been recently surveying the shire’s roadside flora found a training day with the Roadside Conservation Committee a very rewarding session, giving them a new appreciation of the value and role of roadside vegetation for habitat, as corridors linking bush patches, as a refuge for threatened species, as provision of windbreaks, shelter and shade and a source of seed of remnant species. A suggestion we


Page | 20

make as a landcare group is to promote the Roadside Conservation Committee training days for the shire road crews. Hopefully they will find them as valuable as we did. We are still investigating ways of financing a salaried NRMO. One option is to use existing Landcare reserve funds for establishing the role and relying on the administrative part of project money to contribute to the salary. We hope to have a proposal in the near future for you to consider at shire and, as in past projects, are hoping that we can include the vehicle and CRC office in this package. Looking forward to your thoughts about the above issues. Comment: With the departure of Nick Sampson the Landcare Officer position in Williams has remained unfunded and vacant since the 30th June 2009. ROLE OF A NATURAL RESOURCE MANAGEMENT OFFICER (NRMO) IN LOCAL GOVERNMENT

NRMO’s working with local government should be able take on the flowing duties:

1. SUGGESTED ACTIVITIES TO BENEFIT LOCAL GOVERNMENT

Keep up to date with funding opportunities for NRM in local government Liaise with WALGA about NRM Research specific NRM information as required. For example:

o Water sensitive urban design o Coastal management o Foreshore management o Drainage management o Townsite salinity o Bush reserve and road verge maintenance and biodiversity protection

Prepare and coordinate implementation of management plans for natural assets - e.g. foreshores, wetlands, bushland

Provide training for outdoor staff in key NRM practices -e.g. road verge maintenance and biodiversity

Assist with an audit of industrial areas for their stormwater and waste disposal practices Liaise with adjoining local governments and form alliances to carry out NRM work on a

catchment basis across LG boundaries Prepare a natural resources inventory for the local government area (landscape features,

wetlands and other natural values etc). Map them (access to GIS). Consult with the community on the priorities for managing natural areas and other natural

assets

2. SUGGESTED ACTIVITIES FOR COMMUNITY ENGAGEMENT

It is the role of the NRM officer to keep in close contact with NRM groups and help them achieve on-

ground outcomes. NRMO’s can also work with individual landholders on land management and NRM

issues.


Page | 21

Plan local projects and implement works on public land with volunteers E.g. reserve management (weed control, revegetation and ongoing maintenance of

these); foreshore and coastal reserve management

Provide technical advice for private landholders: e.g. revegetation, sustainable agriculture, waterways management

Gain external funds for community projects and acquit the reporting requirements of funding bodies

Organise field days, displays, or workshops to improve local knowledge of NRM issues and how to address them

Assist in control of feral animals

Community Development Officer The CDO would not have any capacity to undertake additional duties due to projects such as Aged Housing and Sport & Recreation Upgrades being the highest priority at this stage. Office The availability of an office would be subject to Council approval and at this stage the old APB office remains vacant. Vehicle The previous dual cab utility has been absorbed into Council work fleet and is a required vehicle. Financial implications: The last budget for this position was a below:

NRMO Costs Budget

2008/09

Expenses

Salary & Super $ 51,000

Printing & Stationery $ 600

Advertising $ 100

Telephone $ 850

Internet $ 300

Photocopying $ 250

Minor Expenses $ 1,500

Office Rental $ 6,000

Vehicle Costs $ 5,000

Leave Liability $ 700

Admin Allocated $ 2,820


Page | 22

Total Expenses $ 69,120

Income

SWCC Grant $ 55,000

Narrogin Shire $ 7,300

Vehicle Hire $ 4,400

Total Income $ 66,700

Additional Council Cost $ 2,420

Voting Requirements: Simple Majority

Officer’s Recommendation: That Council consider the Williams Landcare Inc request for assistance.

Council Decision: Cavanagh/Earnshaw That Council advise Williams Landcare that the CDO does not have any capacity to do Environmental work but will seek funding towards the NRMO position from BHP Billiton through the Bauxite Mine Community Liaison Committee and that if successful the Council would consider providing an office for the NRMO with the vehicle to be provided by the Landcare funding.



Page | 23

Afternoon Tea Council adjourned for afternoon tea at 3.00pm and resumed the meeting at 3.32pm

8.4.5 AGED HOMES SUBDIVISION – PROPOSED ROAD NAME

File Reference: 12.15.37 Statutory Reference: N/A Author & Date: Ryan Duff 10th April 2013 Attachments: Appendix 1 – Proposed Plan of Subdivision Background: The Shire of Williams is currently the developer of a new 13 lot subdivision to build Aged Housing Units. To facilitate the completion of the planning process Council shall determine the name of the internal roadway. Comment: The assignment of Geographic names is determined by the Geographic Names Committee (GNC), which is a branch of the Department of Land Information (DLI). In administering this responsibility the GNC have regard to an extensive set of criteria. With regard to road names, these may be summarised as follows: 1. Name duplication within local governments or adjoining local governments shall be avoided. If possible, it should also be avoided within the State. 2. Names of living individuals shall not be used. 3. Names characterised as follows are to be avoided: incongruous; given/first names; given/first and surname combinations; double names; qualified names; corrupted, unduly cumbersome or difficult to pronounce names; obscene, derogatory, racist or discriminatory names; company names; or, commercialised names. 4. Preferred sources of names include: Aboriginal names; Pioneers of the State or area; War Casualty lists; or thematic names eg. fauna, ships etc. Whilst ultimate responsibility for the naming of roads rests with the GNC, they undertake consultation with Local Authorities as part of the process of assigning names. Council should compile a list of appropriate road names to be submitted to the Geographic Names Committee. Financial Implications: Nil. Voting Requirements: Simple Majority


Page | 24

Officers Recommendation That Council compile a list of proposed names for the internal road of the Aged Person Housing subdivision for submission to the Geographic Names Committee.

Council Decision: Medlen/Paterson That Council recommend the following list of proposed names for the internal road of the Aged Person Housing subdivision for submission to the Geographic Names Committee. 1. Jam Tree Lane 2. Bottlebrush Avenue 3. Calistamen Drive 4. Mallet Lane


8.4.6 AGED HOUSING PROJECT – EXPRESSIONS OF INTEREST

File Reference: 11.60.20 Statutory Reference: N/A Author & Date: R.N. Duff ?? 2013 Attachments: Appendix 2 – Proposed Development Map Background The Shire of Williams has resolved to construct Aged Units on Lot 32, 33, 34 New Street and Lot 110 & 111 Growse Street. A concept plan of the proposed development that incorporated 13 potential units was endorsed by Council at the May 2011 meeting and is attached at APPENDIX 2. The project is being funded by the Country Local Government Fund (Regional Component) in conjunction with the 4WD/Lakes Group which equate to a total of 28 units across the 7 Shires. An additional application has been approved by the Department of Regional Development Action Agenda Fund which would increase the scope of the project to 42 units. Tenders have been called for the construction of four (4) Aged Persons Units. Tenders closed 12.00pm on the 8th February 2012. Five (5) Tenders were received with WA Country Builders being the successful tenderer. Comment


Page | 25

With the additional funding received from the Regional Development Council the Shire of Williams would be expecting to build 5 units with the next 12 months. We have already signed contracts for 2 units with WA Country Builders with the next two being drawn up soon for signing. These four units were covered in the original tender. The extra unit is outside the scope of the original tender and could not be considered a minor variation under the current tender. Advice has been sought from the Department of Local Government on the most appropriate course of action. Their advice is below: “Just thought I would confirm our discussion today and yesterday about the suggested process to undertake in order to resolve your tender situation. As discussed, the Department would consider that under the circumstances you have described i.e. the Shire does not want to re-invite tenders for a 5th aged care unit after already accepting a tender for the construction of 4 units for the project. The minor variation provision (Functions and General regulation 20) cannot not be applied in this case as the variation is too great, but an EOI process could be undertaken in accordance with regulations 21 to 24 whereby the Shire is to advertise by giving a minimum 14 day notice inviting EOIs for the construction of the 5th unit. After the close of EOIs, short list the submissions and send a written invitation to the short listed person/s to lodge a tender by a specified date. The submitted tender may then be accepted. It is recommended that this process is appropriately documented and kept on the relevant file/s as well as recorded in the tender register as required. This entire process may be conducted by you under delegated authority, unless council wants to be involved and make the relevant decisions in the process.” Given the Department’s advice Council will need to resolve to call for Expressions of Interest from suitably qualified builders to construct the additional unit. The Council can also elect to give the Chief Executive Officer delegated authority to short list potential tenders and request them to submit a tender. The Council should also decide if the awarding of the tender if also to be delegated to the Chief Executive Officer. Financial Implications Original Tenders MV Ranieri

Building WA Country Builders

LR Sims & Co FBC Developments Innovest

NO. TASK AMOUNT AMOUNT AMOUNT AMOUNT AMOUNT

Design

1 Concept Design $ - $ - $ - $ 15,510 $ 18,000

2 Final Plans $ 19,000 $ - $ 23,400 $ 15,510 $ 31,000

Construction

3 Preliminaries $ 10,200 $ - $ 4,800 $ 168,273 $ 162,518

4 Site Works $ - $ - $ 38,100 $ 27,302 $ -

5 Construction - Unit 1 $ 181,939 $ 186,327 $ 185,072 $ 193,473 $ 238,158



Page | 26



9 Fencing – All Units $ 8,840 $ 18,568 $ 20,200 $ 28,800 $ 27,000

10 Internal Roadway $ - $ 56,684 $ 11,000 $ 9,860 $ 73,710

11 Services $ - $ 10,968 $ 52,000 $ 6,490 $ 21,000

TOTAL LUMP SUM PRICE (EX GST)

$ 815,079 $ 831,528 $ 889,788 $ 1,045,636 $ 1,285,860

TOTAL GST COMPONENT

$ 81,508 $ 83,153 $ 88,979 $ 104,564 $ 128,586

TOTAL LUMP SUM PRICE (INC GST)

$ 896,587 $ 914,681 $ 978,767 $ 1,150,200 $ 1,414,446

Voting Requirements - Simple Majority

Officer’s Recommendation: That Council: 1. Resolve to call for Expressions of Interest for the construction of an additional unit in

accordance with the Shire of Williams Aged Person Housing Concept Plan. 2. Give delegated authority to the Chief Executive Officer to shortlist potential tenders

from the EOI’s received and invited suitable builders to submit a tender. 3. Give the Chief Executive Officer delegated authority to accept any tender submitted

for the construction of the Aged Persons Unit provided the tender price is comparable to those that have already been received in the original tender.

Council Decision: Major/Medlen That Council: 1. Resolve to call for Expressions of Interest for the construction of an additional unit in

accordance with the Shire of Williams Aged Person Housing Concept Plan. 2. Give delegated authority to the Chief Executive Officer to shortlist potential tenders

from the EOI’s received and invited suitable builders to submit a tender. 3. Give the Chief Executive Officer delegated authority to accept any tender submitted

for the construction of the Aged Persons Unit provided the tender price is comparable to those that have already been received in the original tender.



Page | 27

8.4.7 APPOINTMENT OF THE MANAGER OF FINANCE

File Reference: 4.20.10 Statutory Reference: N/A Author & Date: Ryan Duff 10th April 2013 Background: The Deputy Chief Executive Officer has advised of his intention to retire in April 2013. Ian Ball has been employed in this position since the 28th February 2000. The DCEO position is classified as a Senior Employee under the Local Government Act 1995 and was advertised in January 2013. Council were unable to find a suitable applicant and advertised for the position of Manager of Finance. Comment: Six applications were received and three were interviewed. The successful applicant was Cara Ryan who is currently working at the Shire of Wandering. The Manager of Finance is a Senior Position and Cara will be offered a three year contract with the details provided separately to Council. Financial Implications: Disclosed in the Employment Contract Voting Requirements: Simple Majority

Officers Recommendation That Council endorse the appointment of Cara Ryan and offer her a three year contract which has been presented to Council as a confidential report.

Council Decision: Johnstone/Paterson That Council endorse the appointment of Cara Ryan and offer her a three year contract which has been presented to Council as a confidential report.



Page | 28

8.4.8 REGIONAL WASTE MOU

File Reference: 11.60.20 Statutory Reference: N/A Author & Date: John Case, Project Officer 10th April 2013 Attachments: Appendix 3 – Draft Land Purchase MOU Background The Wagin Group of Councils last met on the 15th February where a motion was carried that the Group engage a lawyer (Barrister/Solicitor) to draw up an appropriate MOU that is acceptable to both the landowners and Group members for the purchase of land suitable for a regional landfill site, conditional with the relevant approvals. The draft of the MOU has been circulated for comment/modification and all parties’ changes have been included in the final document. The document is now offered for signature with a landowner’s deadline of 30 days (11th May, 2013) included at APPENDIX 3. The Wagin Group of Councils Strategic Waste Project Manager has continued to keep the project moving towards fruition. It was anticipated that within the financial year, the following project milestones will be achieved 1. Regional Landfill Site selected 2. Negotiations concluded with landowner on costs 3. A legal agreement between member councils drawn up 4. DEC application submitted 5. Firm capital costs established 6. Draft operating procedures created Comment A site suitable for the Group’s needs has been sourced. The site will require subdivision and planning approval from the local government concerned. The Group’s proposals for the development of the site has been discussed with the DEC at a meeting in Northam and we were issued with a check sheet that the Works Approvals would require completed. The requirements of the DEC appear achievable for the site. Statutory Environment Environmental Protection Act 1986 Environmental Protection (Rural landfill) Regulations 1997 Waste Avoidance and Resource recovery Act 2007 Local Government Act 1995 Financial Implications This item is to be included in the 2013 – 2014 budgets.


Page | 29

Voting Requirements: Simple Majority

Officer’s Recommendation: That Council approve and sign the attached MOU for the Strategic Waste Project with due consideration that it will involve an equal share for future land acquisition from participating Local Governments in the 2013-2014 Budget.

Council Decision: Earnshaw/Johnstone That Council approve and sign the attached MOU for the Strategic Waste Project with due consideration that it will involve an equal share for future land acquisition from participating Local Governments in the 2013-2014 Budget.


Late Items

Council Decision: Medlen/Logie That the following late items be accepted as urgent for discussion.


8.4.9 BUSHFIRE ACCIDENT – QUINDANNING FIRE

The Chief Executive Officer provided a update on the tragedy at the recent fire in Quindanning. In particular the costs associated with the legal advice that Council has received to date.


Page | 30

8.5 DEPUTY CHIEF EXECUTIVE OFFICER’S REPORT

8.5.1 ACCOUNTS FOR PAYMENT

File Reference: 4.23.15 Statutory Reference: N/A Author & Date: Ian Ball 11th April 2013 Background: That the Chief Executive Officer be authorised to make payments from Councils Municipal Fund, Trust and Reserve Accounts to a maximum of $100,000 for payment of: • Refunds of overpayment, deposits and bonds. • Postage • Salaries and Wages • Petty cash recoup • Payment of creditors where a discount or penalty applies • Council vehicle licenses • Special emergency payments as authorised • Loan Repayments • Police Licensing, receipts. • Credit Card purchases up to $5,000 for items contained in the Budget • Progress payments for tender contracts Comment: The list of account for payment is a separate attachment to this agenda. Financial Implications: As listed in the recommendation below. Voting Requirements: Simple Majority

Officers Recommendation: That Municipal Fund cheques 103858 - 103862, EFT Transfers and Direct Debits totalling $96,942.19 approved for payment by the Chief Executive Officer be endorsed and that Municipal Fund cheques 103863 - 103876 totalling $37,010.21 and Municipal Fund EFT Transfers totalling $133,321.18 be approved for payment.


Page | 31

Council Decision: Medlen/Earnshaw That Municipal Fund cheques 103858 - 103862, EFT Transfers and Direct Debits totalling $96,942.19 approved for payment by the Chief Executive Officer be endorsed and that Municipal Fund cheques 103863 - 103876 totalling $37,010.21 and Municipal Fund EFT Transfers totalling $133,321.18 be approved for payment.



Page | 32

8.5.2 FINANCIAL STATEMENTS

File Reference: 4.23.15 Statutory Reference: N/A Author & Date: Ian Ball 12thApril 2013 Background: A statement of financial activity must be produced monthly and presented to Council. In accordance with the Local Government Act 1995, a statement of financial activity must be presented to each Council meeting, including a comparison to the budget and variance from it. It must also include explanations of any variances. Statutory Implications Local Government (Financial Management) Regulations 1996, reg 34. Comment: The financial statements are a separate attachment to this agenda. Financial Implications: As disclosed in the financial statements. Voting Requirements: Simple Majority

Officers Recommendation: That the financial statements presented for the period ending 31st March 2013 be received.

Council Decision: Earnshaw/Johnstone That the financial statements presented for the period ending 31st March 2013 be received.



Page | 33

8.6 COUNCILLORS’ REPORTS

9.0 ELECTED MEMBERS MOTIONS OF WHICH NOTICE HAS BEEN

GIVEN.

10.0 NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY

DECISION OF MEETING.

10.1 ELECTED MEMBERS.

10.2 OFFICERS.

11.0 APPLICATION FOR LEAVE OF ABSENCE

12.0 INFORMATION SESSION

13.0 CLOSURE OF MEETING There being no further business for discussion the President declared the meeting closed at 5.07pm.

minutes ordinary meeting held on wednesday 17th … · statutory reference: n/a ... (19.31km)...

Documents