minutes ordinary meeting of council 18 november 2014 · 11/18/2014 · 11.1.1 annual financial...

MINUTES

ORDINARY MEETING

OF COUNCIL

18 NOVEMBER 2014

TABLE OF CONTENTS

FOR ORDINARY MEETING OF COUNCIL

HELD ON 18 NOVEMBER 2014

PAGE 1. DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS 3

2. RECORD OF ATTENDANCE 3

3. APOLOGIES AND LEAVE OF ABSENCE (PREVIOUSLY APPROVED) 4

4. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE 4

5. PUBLIC QUESTION TIME 4

6. APPLICATIONS FOR LEAVE OF ABSENCE 4

7. MATTERS FOR WHICH MEETING MAY BE CLOSED 4

8. PETITIONS/PRESENTATIONS/DEPUTATIONS 4

9. CONFIRMATION OF MINUTES OF PREVIOUS MEETING 5

10. ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION 5

11. OFFICERS' REPORTS 6

11.1. CHIEF EXECUTIVE OFFICER 6 11.1.1 ANNUAL FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE

2014 6 11.1.2 2015 COUNCIL MEETING DATES 15 11.1.3 2014 ANNUAL GENERAL MEETING OF ELECTORS 18 11.1.4 FINAL ADOPTION OF LOCAL PLANNING POLICY 1.9 - SEA

CONTAINERS 21 11.1.5 APPLICATION FOR EXTENSION OF PLANNING APPROVAL -

RESTAURANT ON LOT 201 CARABAN ROAD, CARABAN 36 11.2. EXECUTIVE MANAGER CORPORATE AND COMMUNITY SERVICES 50

11.2.1 MONTHLY FINANCIAL STATEMENTS FOR THE PERIOD ENDING 31 OCTOBER 2014 50

11.3. EXECUTIVE MANAGER REGULATORY SERVICES 74 11.4. EXECUTIVE MANAGER OPERATIONS 75

11.4.1 BITUMEN RE-SEALING QUOTES 75 11.4.2 REPLACEMENT OF JOHN DEERE 670CH GRADER (GG003) 79

12. COUNCILLORS' OFFICIAL REPORTS 82

12.1 MUNICIPAL WASTE ADVISORY COUNCIL (MWAC) MEETING - 29 OCTOBER 2014 82

13. ELECTED MEMBERS' MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 84

14. NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF MEETING 85

14.1 SITING OF PROPOSED REMEMBRANCE WALL - GRANVILLE PARK, GINGIN 85

15. INFORMATION BULLETIN 97

15.1 INFORMATION BULLETIN 97

16. MATTERS BEHIND CLOSED DOORS 97

17. CLOSURE OF MEETING 97

ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN

SHIRE OF GINGIN

MINUTES OF THE ORDINARY MEETING OF THE SHIRE OF GINGIN

HELD IN THE COUNCIL CHAMBER ON TUESDAY, 18 NOVEMBER 2014 AT 3.06 PM

DISCLAIMER

Members of the Public are advised that decisions arising from this Council Meeting can be subject to alteration. Applicants and other interested parties should refrain from taking any action until such time as written advice is received confirming Council’s decision with respect to any particular issue.

ORDER OF BUSINESS

1. DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

The Shire President declared the meeting open at 3.06 pm and extended a warm welcome to Councillors and Officers.

2. RECORD OF ATTENDANCE

Councillors – A Aspinall (Shire President), DW Roe (Deputy Shire President), AR Alderson, V Ammon, J Court, RS James, RW Kestel and S Smiles. Staff - J Edwards (Chief Executive Officer), S Camillo (Executive Manager Regulatory Services), A Butcher (Executive Manager Operations), Z Edwards (Acting Executive Manager Corporate and Community Services), K Tang (Manager Statutory Planning), L Burt (Governance Officer) and K Okely (Recording Officer). There were no members of the public in the Gallery. COUNCILLOR AND OFFICER INTEREST DECLARATIONS Nil

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3. APOLOGIES AND LEAVE OF ABSENCE (PREVIOUSLY APPROVED)

Councillor IB Collard (Apology)

4. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE

Nil

5. PUBLIC QUESTION TIME

Nil

6. APPLICATIONS FOR LEAVE OF ABSENCE

Nil

7. MATTERS FOR WHICH MEETING MAY BE CLOSED

Nil

8. PETITIONS/PRESENTATIONS/DEPUTATIONS

Nil

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9. CONFIRMATION OF MINUTES OF PREVIOUS MEETING

RECOMMENDATION It is recommended that the Minutes of the Ordinary Meeting of Council held on 21 October 2014 be confirmed. RESOLUTION Moved Councillor Alderson seconded Councillor Court that the Minutes of the Ordinary Meeting of Council held on 21 October 2014 be confirmed.

CARRIED UNANIMOUSLY

10. ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION

Nil 5


11. OFFICERS' REPORTS

11.1. CHIEF EXECUTIVE OFFICER

11.1.1 ANNUAL FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2014

LOCATION: SHIRE OF GINGIN FILE: FIN/23 AUTHOR: LEE-ANNE BURT – GOVERNANCE OFFICER REPORTING OFFICER: JEREMY EDWARDS – CHIEF EXECUTIVE OFFICER REPORT DATE: 18 NOVEMBER 2014 REFER: NIL OFFICER INTEREST DECLARATION Nil PURPOSE To provide the Shire of Gingin’s Annual Financial Statements for the year ended 30 June 2014. BACKGROUND In accordance with Section 7.9 of the Local Government Act 1995, the final Audit Report resulting from the annual audit of the Shire’s financial records is to be presented to the Council, Chief Executive Officer and Minister for Local Government before 31 December each year. The Audit Report is to also be included in the publicly available Annual Report as part of our discharge of accountability to the community. A copy of the Audit Report is included as Appendix 1. To facilitate the annual audit process, the Shire’s Auditors also undertake a site visit prior to the end of the Financial Year to evaluate and test the financial systems and controls within the Shire’s financial systems. This is important in establishing the reliance which the Auditors can place upon those systems and controls when they are validating the balances within the final year-end financial statements for the Shire. Audit regulations provide for an audit communication known as the Management Letter which is to be prepared and submitted to the Shire. A copy of the Management Letter has been provided and is included as Appendix 2. COMMENT This year the Shire received an Audit Report with no adverse findings. 6

ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN An Interim Audit was conducted on 12 May 2014 and examined the internal controls in place in the Shire’s systems and related financial processes. The interim audit field work involved testing of the following areas: • Purchases • Payments and Creditors • Rate Receipts and Rates Debtors • Receipts and Sundry Debtors • Bank Reconciliations • Payroll • Property, Plant and Equipment and Infrastructure • General Accounting and Technology Controls • Registers (Tender Register and Financial Interests Register) In conducting their field work, the Shire’s Auditors have acknowledged the integrity of the Shire’s financial management systems and procedures and were satisfied with testing done in relation to certain compliance matters. The Annual Financial Statements and Management Letter for the year ended 30 June 2014 were presented to Council’s Audit Committee on 18 November 2014. The Audit Committee subsequently resolved to recommend to Council that both documents be received. STATUTORY ENVIRONMENT Local Government Act 1995 Part 7 – Audit Division 3 – Conduct of Audit Section 7.9 – Audit to be conducted Local Government (Financial Management Regulations 1996) Part 4 – Financial reports – s. 6.4 Department of Local Government Guideline No 8 Net Current Assets Used in the Annual Budget and the Annual Financial Report Australian Accounting Standards Board Standards POLICY IMPLICATIONS Nil BUDGET IMPLICATIONS The preparation, audit and distribution of the Annual Financial Statements are statutory obligations. Audit Fees are included in the annual Budget process.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN STRATEGIC IMPLICATIONS Shire of Gingin Strategic Community Plan 2013-2023 Focus Area Leadership and Governance Objective 2. Accountable and responsible governance Outcome 2.2 Prudent management of financial resources Strategy 2.2.2 Ensure prudent financial controls are implemented VOTING REQUIREMENTS – SIMPLE MAJORITY RECOMMENDATION It is recommended that Council receive: 1. The content of the detailed Annual Financial Statements for the year ended 30 June

2014 (as detailed in Appendix 1); and 2. The content of the Audit Management Letter for the 2013/14 Financial Year as

submitted by the Shire’s Auditors – UHY Haines Norton Chartered Accountants (as detailed in Appendix 2).

RESOLUTION Moved Councillor Court seconded Councillor Smiles that Council receive: 1. The content of the detailed Annual Financial Statements for the year ended 30

June 2014 (as detailed in Appendix 1); and 2. The content of the Audit Management Letter for the 2013/14 Financial Year as

submitted by the Shire’s Auditors – UHY Haines Norton Chartered Accountants (as detailed in Appendix 2).

CARRIED UNANIMOUSLY

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11.1.2 2015 COUNCIL MEETING DATES

LOCATION: SHIRE OF GINGIN FILE: GOV/8 AUTHOR: LEE-ANNE BURT – GOVERNANCE OFFICER REPORTING OFFICER: JEREMY EDWARDS – CHIEF EXECUTIVE OFFICER REPORT DATE: 18 NOVEMBER 2014 REFER: N/A OFFICER INTEREST DECLARATION Nil PURPOSE To consider the scheduling of Ordinary Council meetings for the period 1 January 2015 to 31 December 2015. BACKGROUND Clause 5.3 of the Local Government Act 1995 (the Act) specifies that every Council must hold ordinary meetings of Council not more than three months apart and may also hold additional special meetings if required. An ordinary or special meeting of Council is to be held if called for by either the Shire President or at least one third of elected members, or if so decided by the Council. In addition, Regulation 12 of the Local Government (Administration) Regulations 1996 requires that local public notice must be given of the dates, time and place at which ordinary Council meetings and committee meetings that are required under the Act to be open to members of the public are to be held in the next 12 months. COMMENT The following dates are proposed for Council’s consideration with respect to ordinary meetings of Council in 2015: Tuesday 20 January 2015 Tuesday 17 February 2015 Tuesday 17 March 2015 Tuesday 21 April 2015 Tuesday 19 May 2015 Tuesday 16 June 2015 Tuesday 21 July 2015 Tuesday 18 August 2015 Tuesday 15 September 2015 Tuesday 20 October 2015 15

ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN Tuesday 17 November 2015 Tuesday 15 December 2015 All meetings are scheduled to be held in Council Chambers at the Shire of Gingin Administration Centre, 7 Brockman Street, Gingin, and will commence at 3.00 pm. Any proposal to vary the venue for a scheduled Ordinary meeting of Council will be subject to public advertising in accordance with Regulation 12 of the Local Government (Administration) Regulations 1996. STATUTORY ENVIRONMENT Local Government Act 1995 Part 5 – Administration Division 2 – Council meetings, committees and their meetings and electors’ meetings Subdivision 1 – Council meetings Clause 5.3 – Ordinary and special council meetings Local Government (Administration) Regulations 1996 Part 2 – Council and committee meetings Regulation 12 – Meetings, public notice of (Act s.5.25(1)(g)) POLICY IMPLICATIONS Nil BUDGET IMPLICATIONS Nil STRATEGIC IMPLICATIONS Nil VOTING REQUIREMENTS – SIMPLE MAJORITY RECOMMENDATION It is recommended that Council agree to the following schedule of dates for Ordinary Council meetings for the period 1 January 2015 to 31 December 2015: Tuesday 20 January 2015 Tuesday 17 February 2015 Tuesday 17 March 2015 Tuesday 21 April 2015 Tuesday 19 May 2015 Tuesday 16 June 2015 Tuesday 21 July 2015

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN Tuesday 18 August 2015 Tuesday 15 September 2015 Tuesday 20 October 2015 Tuesday 17 November 2015 Tuesday 15 December 2015 RESOLUTION Moved Councillor James seconded Councillor Kestel that Council agree to the following schedule of dates for Ordinary Council meetings for the period 1 January 2015 to 31 December 2015: Tuesday 20 January 2015 Tuesday 17 February 2015 Tuesday 17 March 2015 Tuesday 21 April 2015 Tuesday 19 May 2015 Tuesday 16 June 2015 Tuesday 21 July 2015 Tuesday 18 August 2015 Tuesday 15 September 2015 Tuesday 20 October 2015 Tuesday 17 November 2015 Tuesday 15 December 2015

CARRIED UNANIMOUSLY

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11.1.3 2014 ANNUAL GENERAL MEETING OF ELECTORS

LOCATION: SHIRE OF GINGIN FILE: COR/31 AUTHOR: LEE-ANNE BURT – GOVERNANCE OFFICER REPORTING OFFICER: JEREMY EDWARDS – CHIEF EXECUTIVE OFFICER REPORT DATE: 18 NOVEMBER 2014 REFER: N/A THE COMMUNITY DEVELOPMENT AND CUSTOMER SERVICES OFFICER ATTENDED THE MEETING AT 3.13 PM. OFFICER INTEREST DECLARATION Nil PURPOSE To set the date for the 2014 Shire of Gingin General Meeting of Electors (AGM). BACKGROUND Council is required to hold its AGM not more than 56 days after acceptance of the Annual Report, subject to the giving of 14 days’ public notice prior to the meeting. The Auditor’s Report and audited Annual Financial Statements are presented to Council as a separate report to this meeting. It is anticipated that the Annual Report will be presented to Council for adoption at its meeting on 16 December 2014. COMMENT Traditionally, the Shire of Gingin holds its AGM in December/January, following adoption by Council of the Annual Report for the preceding financial year. In the past it has been the practice of Council to rotate the venue for AGM between each of the Shire’s towns and rural living areas. However, in discussing the venue for the previous AGM held in February 2014, Councillors indicated that they would prefer to restrict future venues to the five townsites. STATUTORY ENVIRONMENT Local Government Act 1995 Division 5 – Annual reports and planning Subdivision 4 – Electors’ meetings Section 5.27 – Electors’ general meetings Section 5.29 – Convening electors’ meetings 18

ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN POLICY IMPLICATIONS Nil BUDGET IMPLICATIONS Statutory and additional advertising costs for Council’s Annual General Meeting of Electors will be funded from the General Administration – Advertising account, with the cost of refreshments and incidentals being funded from the Members – Refreshments/Receptions account. The cost of advertising and the provision of refreshments are minimal and are not considered material to Council’s Budget. STRATEGIC IMPLICATIONS Shire of Gingin Strategic Community Plan 2013-2023 Focus Area Leadership and Governance Objective 2. Accountable and responsible governance Outcome 2.1 Deliver accountable and good governance Strategy 2.1.2 Develop policy and strategy which supports sound decision making VOTING REQUIREMENTS – SIMPLE MAJORITY RECOMMENDATION It is recommended that: 1. The Shire of Gingin’s 2014 Annual General Meeting of Electors be held at 6.30 pm

on Monday, 22 December 2014 in the Council Chambers, Shire of Gingin Administration Centre, 7 Brockman Street, Gingin; and

2. That the venue for future Annual General Meetings of Electors will rotate between the

five townsites of Gingin, Guilderton, Seabird, Ledge Point and Lancelin.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN RESOLUTION Moved Councillor Roe seconded Councillor Smiles that: 1. The Shire of Gingin’s 2014 Annual General Meeting of Electors be held at 6.30

pm on Monday, 22 December 2014 in the Council Chambers, Shire of Gingin Administration Centre, 7 Brockman Street, Gingin; and

2. That the venue for future Annual General Meetings of Electors will rotate

between the five townsites of Gingin, Guilderton, Seabird, Ledge Point and Lancelin.

CARRIED

(7-1) FOR: COUNCILLORS ALDERSON, ASPINALL, COURT, JAMES, KESTEL

SMILES AND ROE AGAINST: COUNCILLOR AMMON

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN 11.1.4 FINAL ADOPTION OF LOCAL PLANNING POLICY 1.9 - SEA CONTAINERS

FILE: LND/114 LOCATION: WHOLE OF SHIRE AUTHOR: KEVIN TANG - MANAGER STATUTORY PLANNING REPORTING OFFICER: JEREMY EDWARDS – CHIEF EXECUTIVE OFFICER REPORT DATE: 18 NOVEMBER 2014 REFER: ITEM 11.3.4 15 JANUARY 2013

ITEM 11.1.3 16 SEPTEMBER 2014 COUNCILLOR SMILES DECLARED AN IMPARTIALITY INTEREST IN THIS ITEM AS A SEA CONTAINER IS LOCATED ON HER PROPERTY. RESOLUTION Moved Councillor Ammon seconded Councillor Court that: 1. In accordance with Section 5.68 of the Local Government Act 1995, Council

deem this matter to be one that is common to a significant number of electors or rate payers; and

2. That Councillor Smiles therefore be permitted to participate in discussions

and the decision making process in relation to this matter.

CARRIED UNANIMOUSLY OFFICER INTEREST DECLARATION Nil PURPOSE To consider the final adoption of draft Local Planning Policy 1.9 – Sea Containers (dLPP 1.9). BACKGROUND At its meeting on 16 September 2014, Council resolved to adopt draft LPP 1.9 for public notice. The policy is returned to Council for final adoption after public notice, in accordance with the requirements of Local Planning Scheme No. 9 (LPS No. 9). A copy of draft LPP 1.9 is provided as Appendix 1. 21

ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN COMMENT In keeping with the requirements of LPS No. 9, advertising was undertaken by way of publishing a notice of the proposed policy once a week for two consecutive weeks in local newspapers and on official notice boards and the Shire’s website for a period of 21 days. One submission was received at the close of the public notice period and the Submission Schedule is provided as Appendix 2. The submitter’s concerns can be summarised into four main points, to which responses are provided below: Issues

Officer’s comments

No sea container should be located in a Rural Living area without planning approval

The dLPP 1.9 is already seeking to require planning approvals for all sea containers in Rural Living areas. Please refer to Clause 5 of the dLPP 1.9.

No permanent use of sea containers should be allowed and no sea containers should be permitted on land sizes less than 5 acres

This request may not be acceptable given that a large number of land owners in the Shire have already been using sea containers for storage purposes for decades. Generally speaking, a sea container, if properly painted or screened, is no different than a shed.

A sea container (if permitted) should not be allowed to be placed in direct view of neighbouring properties and should be fully screened from view from public places and neighbouring properties to protect ambiance of area and neighbours rights to privacy

Accepted. Clause 5(c) will now be amended to read: Sea Containers in direct view of neighbouring properties and public places must be screened with walls, fencing, landscaping or other means approved by the Chief Executive Officer. WA based sea container hire companies hire out sea containers which are relatively new and visually amenable. Clause 5(e) will be amended to read: No advertising or logos are permitted on Sea Containers unless they are visually acceptable as determined by the Chief Executive Officer.

Sea containers are not to be used as dwellings.

A normal sea container must not be used as a dwelling under building and health laws. Nevertheless, with the development of modern building technology and design, sea containers can be transformed into well designed habitable

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buildings. The Officer is of the view that this issue is better dealt with under building and health legislation.

A further Clause 2.3 is proposed to be added to expressly state that the existing sea container policy will be superseded by the new policy as required by LPS No. 9. A copy of the draft Policy incorporating proposed changes is provided at Appendix 3. STATUTORY ENVIRONMENT Local Planning Scheme No. 9 Part 2 Local Planning Policy Framework Section 2.4 Procedure for making or amending a Local Planning Policy Section 2.5 Revocation of Local Planning Policy POLICY IMPLICATIONS Nil BUDGET IMPLICATIONS Nil STRATEGIC IMPLICATIONS Shire of Gingin Strategic Community Plan 2013-2023 Focus Area Leadership and Governance Objective 2. Accountable and responsible governance Outcome 2.1. Deliver accountable and good governance Strategy 2.1.1 Integrate all planning and delivery in accordance with statutory

requirements 2.1.2 Develop policy and strategy Focus Area Built Environment Objective 4. High quality built form Outcome 4.1 The development of quality built form Strategy 4.1.2. Encourage the development of quality built form

VOTING REQUIREMENTS – SIMPLE MAJORITY

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN RECOMMENDATION It is recommended that Council: 1. Pursuant to Clause 2.4.2 of Local Planning Scheme No. 9, adopt the draft Local

Planning Policy 1.9 – Sea Containers, included as Appendix 3; and 2. Pursuant to Clause 2.4.3 of Local Planning Scheme No. 9, give local public notice of

the adoption of Local Planning Policy 1.9 – Sea Containers and forward the adopted policy to the Western Australian Planning Commission for its information.

VOTING REQUIREMENTS – SIMPLE MAJORITY RESOLUTION Moved Councillor Alderson seconded Court that Council: 1. Pursuant to Clause 2.4.2 of Local Planning Scheme No. 9, adopt the draft Local

Planning Policy 1.9 – Sea Containers, included as Appendix 3; and 2. Pursuant to Clause 2.4.3 of Local Planning Scheme No. 9, give local public

notice of the adoption of Local Planning Policy 1.9 – Sea Containers and forward the adopted policy to the Western Australian Planning Commission for its information.

CARRIED UNANIMOUSLY

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11.1.5 APPLICATION FOR EXTENSION OF PLANNING APPROVAL - RESTAURANT ON LOT 201 CARABAN ROAD, CARABAN

FILE: BLD/6057 APPLICANTS: COSIMO AND RONA CHIERA LOCATION: LOT 201 CARABAN ROAD, CARABAN OWNERS: COSIMO CHIERA ZONING: GENERAL RURAL AUTHOR: KEVIN TANG - MANAGER STATUTORY PLANNING REPORTING OFFICER: JEREMY EDWARDS – CHIEF EXECUTIVE OFFICER REPORT DATE: 18 NOVEMBER 2014 REFER: ITEM 11.3.4 3 NOVEMBER 2010

ITEM 11.3.3 28 AUGUST 2012 OFFICER INTEREST DECLARATION Nil PURPOSE To consider an extension to the substantial commencement date of a Planning Approval for a Restaurant on Lot 201 Caraban Road, Caraban. BACKGROUND Council, at its meeting of 3 November 2010, approved an Application for Planning Consent for a Restaurant known as Moore River Chocolate on Lot 201 Caraban Road. At its meeting of 28 August 2012, Council approved an extension to the substantial commencement date of the original approval. The subject lot contains an existing dwelling, sheds and an established sandalwood plantation. A location plan is attached as Appendix 1. The Applicants seek Council’s consent to extend the allowable substantial commencement date of the Planning Approval from 16 November 2014 to 15 November 2016. A copy of the initial Planning Approval, granted on 3 November 2010, is attached as Appendix 2. COMMENT Due to financial constraints, the Applicants have been unable to substantially commence the project, however are now in a position to do so and request the extension. Community Consultation There is no perceived need for community consultation. 36

ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN Planning Assessment The land is zoned General Rural under Local Planning Scheme No. 9 (LPS No. 9), the objectives of which are below: (a) manage land use changes so that the specific local rural character of the zone is

maintained or enhanced; (b) encourage and protect broad acre agricultural activities such as grazing and more

intensive agricultural activities such as horticulture as primary uses, with other rural pursuits and rural industries as secondary uses in circumstances where they demonstrate compatibility with the primary use;

(c) maintain and enhance the environmental qualities of the landscape, vegetation, soils and water bodies, to protect sensitive areas especially the natural valley and watercourse systems from damage; and

(d) provide for the operation and development of existing, future and potential rural land uses by limiting the introduction of sensitive land uses in the General Rural zone.

A Restaurant is a discretionary use under LPS No. 9, meaning that the use is not permitted unless the local government has exercised its discretion by granting planning approval. The retail concept area selling chocolates, nuts, lollies, coffee, local produce and logo-printed clothing, mugs, hats, postcards, arts and crafts and other memorabilia should be considered as incidental. Should Council agree, an additional planning condition will be imposed to reflect the extension of the substantial commencement date to 15 November 2016. Conditions 5, 6 and 7, listed on the existing Planning Approval, will also be amended for administrative purposes as the official positions referred to in these conditions no longer exist within the organisation. The amended conditions are proposed to read as follows: 5. Plans for the upgrade of the septic system to cater for 100 persons (Aerobic

Treatment Unit recommended) shall be in compliance with Table F2.3 of the Building Code of Australia to the satisfaction of the Chief Executive Officer.

6. The Tagasaste Plantation which is currently on the subject Lot shall be retained

and maintained to provide an amenity buffer between the proposed restaurant and the eastern edge of Lot 201 Caraban Road to screen the development from Irrigated Horticulture on Lot 202. In the event the Applicant wishes to remove the Plantation, an alternative vegetation buffer shall be required, to the satisfaction of the Chief Executive Officer, prior to the commencement of the development.

7. Drive way access must comply with Main Roads WA standards for a semi-trailer to

the satisfaction of the Chief Executive Officer and be completed prior to commencement of the development.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN STATUTORY ENVIRONMENT Local Planning Scheme No. 9 Part 4 – Zones and the Use of the Land 4.2 Objectives of the Zones 4.2.7 General Rural Zone POLICY IMPLICATIONS Nil BUDGET IMPLICATIONS The Applicants have paid the required 50% of the original Planning Application fee. STRATEGIC IMPLICATIONS Shire of Gingin Strategic Community Plan 2013-2023

Focus Area Leadership and Governance Objective 2. Accountable and responsible governance Outcome 2.1 Deliver accountable and good governance Strategy 2.1.1 Integrate all planning and delivery in accordance with

Statutory requirements Focus Area Local Business Objective 3. Grow local business Outcome 3.1 Initiatives which support business growth Strategy 3.1.2 Develop initiatives which encourage business growth

VOTING REQUIREMENTS – SIMPLE MAJORITY RECOMMENDATION It is recommended that Council grant an amended Planning Approval on Lot 201 Caraban Road, Caraban, subject to the following conditions: 1. The land use and development shall be undertaken in accordance with the

approved plans.

2. The substantial commencement date shall be extended to 15 November 2016.

3. The car parking area shall be constructed of gravel to the satisfaction of the Chief Executive Officer.

4. The Applicant or Manager of the development will be required to ensure that potable water is used to service the development in accordance with the National Health and Medical Research Council, Australian Drinking Water Guidelines at all times.

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5. The capacity of the Restaurant/Café shall be restricted to 100 persons.

6. Plans for the upgrade of the septic system to cater for 100 persons (Aerobic

Treatment Unit recommended) shall be in compliance with Table F2.3 of the Building Code of Australia to the satisfaction of the Chief Executive Officer.

7. The Tagasaste Plantation, which is currently on the subject lot, shall be retained and maintained to provide an amenity buffer between the proposed Restaurant and the eastern edge of Lot 201 Caraban Road to screen the development from Irrigated Horticulture on Lot 202. In the event the Applicant wishes to remove the Plantation, an alternative vegetation buffer shall be required, to the satisfaction of the Chief Executive Officer, prior to the commencement of the development.

8. Driveway access must comply with Main Roads WA standards for a semi-trailer to the satisfaction of the Chief Executive Officer.

9. The Applicant shall place a notification on the land Title to advise prospective purchasers that the “Restaurant” development is considered a guest in the “Rural” zone and, in this regard, amenity impacts may be experienced from surrounding agricultural land uses.

RESOLUTION Moved Councillor Kestel seconded Councillor James that Council grant an amended Planning Approval on Lot 201 Caraban Road, Caraban, subject to the following conditions: 1. The land use and development shall be undertaken in accordance with the

approved plans.

2. The substantial commencement date shall be extended to 15 November 2016.

3. The car parking area shall be constructed of gravel to the satisfaction of the Chief Executive Officer.

4. The Applicant or Manager of the development will be required to ensure that potable water is used to service the development in accordance with the National Health and Medical Research Council, Australian Drinking Water Guidelines at all times.

5. The capacity of the Restaurant/Café shall be restricted to 100 persons.

6. Plans for the upgrade of the septic system to cater for 100 persons (Aerobic Treatment Unit recommended) shall be in compliance with Table F2.3 of the Building Code of Australia to the satisfaction of the Chief Executive Officer.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN 7. The Tagasaste Plantation, which is currently on the subject lot, shall be

retained and maintained to provide an amenity buffer between the proposed Restaurant and the eastern edge of Lot 201 Caraban Road to screen the development from Irrigated Horticulture on Lot 202. In the event the Applicant wishes to remove the Plantation, an alternative vegetation buffer shall be required, to the satisfaction of the Chief Executive Officer, prior to the commencement of the development.

8. Driveway access must comply with Main Roads WA standards for a semi-trailer to the satisfaction of the Chief Executive Officer.

9. The Applicant shall place a notification on the land Title to advise prospective purchasers that the “Restaurant” development is considered a guest in the “Rural” zone and, in this regard, amenity impacts may be experienced from surrounding agricultural land uses.

CARRIED UNANIMOUSLY

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11.2. EXECUTIVE MANAGER CORPORATE AND COMMUNITY SERVICES

11.2.1 MONTHLY FINANCIAL STATEMENTS FOR THE PERIOD ENDING 31 OCTOBER 2014

FILE: FIN/25 REPORTING OFFICER: ZIGGY EDWARDS – ACTING EXECUTIVE MANAGER

CORPORATE AND COMMUNITY SERVICES REPORT DATE: 18 NOVEMBER 2014 OFFICER INTEREST DECLARATION Nil COMMENT The Monthly Financial Statement for the period ending 31 October 2014 is attached and includes the following: • Statement of Financial Position to 31 October 2014; and • Monthly Cheque Listing.

Investments are as follows:

FUND

% OF

TOTAL

DATE

MATURE

BANK

ANNUAL

YIELD

$ PERIOD START

$ CHANGE IN VALUE

$ PERIOD

END Municipal 100% 10/11/2014 Bendigo 2.90% $ 1,002,383.56 $ 2,468.88 $1,004,852.45 Reserve 100% 15/12/2014 Bendigo 3.05% $ 466,108.36 $ 2,375.88 $ 468,484.23

61 Day Investment

Municipal 100% 24/11/2014 Bendigo 2.90% $1,503,575.34 $ 3,822.79 $1,507,398.13 Reserve 100% 15/03/2015 Bendigo 3.40% $1,507,278.68 $25,413.13 $1,532,691.80

6 Month Investment

STRATEGIC IMPLICATIONS Shire of Gingin Strategic Community Plan 2013-2023 Focus Area Leadership and Governance Objective 2. Accountable and responsible governance Outcome 2.2 Prudent management of financial resources Strategy 2.2.2 Ensure prudent financial controls are implemented VOTING REQUIREMENTS – SIMPLE MAJORITY 50

ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN RECOMMENDATION It is recommended that: 1. The Monthly Financial Statement for the period ending 31 October 2014, be

received; and 2. The List of Paid Accounts represented on Municipal Cheque Numbers 114059 to

114061, 114063, 114070 to 114091, 114093 to 114100, 114107 to 114113, 11903 and , Electronic Transactions EFT 13864 to EFT 13887, EFT 13898 to EFT 14058, EFT 14061, EFT 14063 to EFT 14095, DD 15444.1 to DD 15444.9, DD 15495.1 to DD 15495.9, DD 15444.10 to DD 15444.16, DD 15495.10 to DD 15495.16 and Credit Card Payments, be paid in accordance with Council Policy 3.1 (Cheque Signing Limits) totalling $1,413,784.60.

RESOLUTION Moved Councillor Roe seconded Councillor Court that: 1. The Monthly Financial Statement for the period ending 31 October 2014, be

received; and 2. The List of Paid Accounts represented on Municipal Cheque Numbers

114059 to 114061, 114063, 114070 to 114091, 114093 to 114100, 114107 to 114113, 11903 and , Electronic Transactions EFT 13864 to EFT 13887, EFT 13898 to EFT 14058, EFT 14061, EFT 14063 to EFT 14095, DD 15444.1 to DD 15444.9, DD 15495.1 to DD 15495.9, DD 15444.10 to DD 15444.16, DD 15495.10 to DD 15495.16 and Credit Card Payments, be paid in accordance with Council Policy 3.1 (Cheque Signing Limits) totalling $1,413,784.60.

CARRIED UNANIMOUSLY

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11.3. EXECUTIVE MANAGER REGULATORY SERVICES

Nil

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN 11.4. EXECUTIVE MANAGER OPERATIONS

11.4.1 BITUMEN RE-SEALING QUOTES

FILE: PLT/15 REPORTING OFFICER: ALLISTER BUTCHER - EXECUTIVE MANAGER

OPERATIONS REPORT DATE: 18 NOVEMBER 2014 REFER: N/A OFFICER INTEREST DECLARATION Nil PURPOSE To consider a variation to Council’s adopted Capital Road Works Budget for 2014/15. BACKGROUND On 16 October 2014, three contractors listed on WALGA’s Preferred Suppliers Panel were invited to quote for the supply of product and services to implement the completion of the Shire’s resealing program for 2014/15. The three contractors are:

• Fulton Hogan; • Boral Asphalt; and • Bitutek Pty Ltd.

The quotation period closed on 29 October 2014 with all three contractors submitting quotes. Resealing projects identified in the 2014/15 budget comprise sections of the following roads:

• Sappers Road (Nilgen); • Guilderton Road (Guilderton); • Melaleuca Drive (Redfield Park); • King Drive (Woodridge); • Birdwood Drive (Woodridge); • Jakattah Road (Muckenburra); and • Cowalla Road (Orange Springs).

COMMENT The submitted prices from the individual contractors can be viewed in the confidential document forwarded under separate cover to Councillors.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN All the quotes received were above the budgeted amount allocated for each project in the 2014/15 Capital Road Works Budget. To ensure that the overall budgeted amount is not exceeded, it is therefore proposed to reduce the number of projects to be undertaken in the 2014/15 financial year from seven to five, being:

• Sappers Road (16,400m2); • Guilderton Road (3,520m2); • King Drive (13,090m2); • Birdwood Drive (18,005m2); and • Jakattah Road (3,750m2).

In the event that sufficient savings can be identified during the course of undertaking these works, then the remaining projects may be considered in the following order of priority: 1. Cowalla Road (14,800m2); and 2. Melaleuca Drive (10,850m2). The reprioritisation of projects has been undertaken based on the fact that neither Cowalla Road or Melaleuca Drive have deteriorated as quickly as anticipated. Nevertheless, both projects remain very much a priority for asset renewal (reseal) works. The Chief Executive Officer has delegated authority (under Delegation 2.9 – Accepting or Rejecting Tenders/Quotations) to accept or reject any tender or quotation with a value not exceeding $250,000. In this instance, however, changes are being proposed to the works identified in the adopted Capital Road Works Budget, for which Council approval is required. Officer have identified the quotation submitted by Boral Asphalt as the preferred quotation. STATUTORY ENVIRONMENT Local Government Act 1995 Local Government (Financial Management) Regulations 1996 POLICY IMPLICATIONS Council Policy 3.9 Purchasing and Ordering of Goods Council Policy 3.10 Purchasing Policy BUDGET IMPLICATIONS Council’s 2014/15 Budget identifies an amount of $204,712.92 to undertake the seven resealing projects listed in this report. Given that all quotes received exceeded the budgeted amount, it is proposed to reduce the number of projects to be undertaken in the 2014/15 Financial Year.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN STRATEGIC IMPLICATIONS Shire of Gingin Strategic Community Plan 2013-2023 Focus Area Leadership and Governance Objective 2. Accountable and responsible governance Outcome 2.2 Prudent management of financial resources Strategy 2.2.2 Ensure prudent financial controls are implemented Focus Area Built Environment Objective 2. Meeting infrastructure needs Outcome 2.1 Safe and efficient infrastructure to meet current and future needs Strategy 2.1.2 Plan the progressive improvement of road infrastructure VOTING REQUIREMENTS – ABSOLUTE MAJORITY RECOMMENDATION It is recommended: 1. Amend its adopted 2014/15 Budget as follows:

Account Description Current Budget $ Revised Budget $ Surplus/Deficit $ 12259975 Sappers Road (16,4000 m²) 58,358.24 65,436.00 -7,077.76 12259984 Guilderton Road (3,520 m²) 7,387.78 14,361.60 -6,973.82 12259309 King Drive (13,090 m²) 27,473.29 49,480.20 -22,006.91 12259225 Birdwood Drive (13,090 m²) 37,788.89 59,122.62 -21,333.73 12259985 Jakattah Road (3,750 m²) 7,870.50 16,312.50 -8,442.00 12259332 Cowalla Road (14,800 m²) 43,062.24 0.00 +43,062.24 12259986 Melaleuca Road (10,850 m²) 22,771.98 0.00 +22,771.98 204,712.92 204,712.92 0.00 2. Acknowledge that the works proposed for Cowalla Road and Melaleuca Road will

not be undertaken in the 2014/15 Financial Year unless sufficient savings are identified during the course of undertaking other resealing projects.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN RESOLUTION Moved Councillor Roe seconded Councillor Alderson that Council: 1. Amend its adopted 2014/15 Budget as follows:

Account Description Current Budget $

Revised Budget $ Surplus/Deficit $

12259975 Sappers Road (16,4000 m²) 58,358.24 65,436.00 -7,077.76 12259984 Guilderton Road (3,520 m²) 7,387.78 14,361.60 -6,973.82 12259309 King Drive (13,090 m²) 27,473.29 49,480.20 -22,006.91 12259225 Birdwood Drive (13,090 m²) 37,788.89 59,122.62 -21,333.73 12259985 Jakattah Road (3,750 m²) 7,870.50 16,312.50 -8,442.00 12259332 Cowalla Road (14,800 m²) 43,062.24 0.00 +43,062.24 12259986 Melaleuca Road (10,850 m²) 22,771.98 0.00 +22,771.98 204,712.92 204,712.92 0.00 2. Acknowledge that the works proposed for Cowalla Road and Melaleuca

Road will not be undertaken in the 2014/15 Financial Year unless sufficient savings are identified during the course of undertaking other resealing projects.

CARRIED BY ABSOLUTE MAJORITY

(8-0)

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN 11.4.2 REPLACEMENT OF JOHN DEERE 670CH GRADER (GG003)

FILE: PLT/15 REPORTING OFFICER: ALLISTER BUTCHER – EXECUTIVE MANAGER

OPERATIONS REPORT DATE: 18 NOVEMBER 2014 OFFICER INTEREST DECLARATION Nil PURPOSE To consider quotes received for the supply of one new grader, trading in the Shire’s current John Deere 670CH (GG003). BACKGROUND At its meeting on 15 July 2014, the Plant Committee endorsed a set of specifications presented by Administration, to be utilised in seeking quotations for the replacement of GG003. Utilising WALGA’s Preferred Supplier Panel, the following companies (listed in no particular order) were invited to quote on the supply of one new grader in accordance with the Committee-endorsed specifications, trading in John Deere 670CH (GG003). • Komatsu Australia Pty Ltd (Komatsu); • Westrac Pty Ltd (Caterpillar); • CJD Equipment (Volvo); and • Hitachi Construction Machinery (Australia) Pty Ltd (John Deere). Submissions closed on 31 October 2014. All quoting companies supplied a demonstration grader to view and trial. COMMENT Delegation 2.9 – Accepting or Rejecting Tenders/Quotations grants delegated authority to the Chief Executive Officer to accept or reject tenders with a value not exceeding $250,000. In this instance the value of the preferred quotation exceeds the amount specified in Delegation 2.9 and therefore the decision to accept or reject must be made by Council. The quoting companies provided quotes for the following graders: • Komatsu Australia Pty Ltd – Komatsu GD555_5; • Westrac Pty Ltd – Caterpillar 12M; • CJD Equipment – Volvo G930 and Volvo G931; and • Hitachi Construction Machinery (Australia) Pty Ltd – John Deere 670G and John

Deere 670GP

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN Details of all quotations received are confidential and have been circulated to Councillors under separate cover. All quotations were presented to the Plant Committee at its meeting on 18 November 2014, with the Committee resolving to recommend that Council accept the quotation submitted by Hitachi Construction Equipment for the supply of a John Deere 670G, trading in the Shire’s existing John Deere 670CH (GG003), for a nett change over cost of $258,765.11. STATUTORY ENVIRONMENT Local Government Act 1995 Local Government (Financial Management) Regulations 1996 POLICY IMPLICATIONS Council Policy 3.9 Purchasing and Ordering of Goods Council Policy 3.10 Purchasing Policy BUDGET IMPLICATIONS A provision of $324,000 for the purchase of a new grader has been included in the Shire’s 2014/15 Budget. STRATEGIC IMPLICATIONS Shire of Gingin Strategic Community Plan 2013-2023 Focus Area Leadership and Governance Objective 2. Accountable and responsible governance Outcome 2.2 Prudent management of financial resources Strategy 2.2.2 Ensure prudent financial controls are implemented Focus Area Built Environment Objective 2. Meeting infrastructure needs Outcome 2.1 Safe and efficient infrastructure to meet current and future needs Strategy 2.1.2 Plan the progressive improvement of road infrastructure VOTING REQUIREMENTS – SIMPLE MAJORITY RECOMMENDATION It is recommended that Council accept the quotation submitted by Hitachi Construction Equipment for the supply and delivery of one John Deere 670G grader as follows: Supply John Deere 670G $338,765.11 (including optional items, ex GST) Trade In John Deere 670CH $80,000 (ex GST) Nett Cost $258,765.11 (ex GST)

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN RESOLUTION Moved Councillor Roe seconded Councillor Smiles that Council accept the quotation submitted by Hitachi Construction Equipment for the supply and delivery of one John Deere 670G grader as follows: Supply John Deere 670G $338,765.11 (including optional items, ex GST) Trade in John Deere 670CH $ 80,000.00 (ex GST) Net Cost $258,765.11 (ex GST)

CARRIED UNANIMOUSLY

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12. COUNCILLORS' OFFICIAL REPORTS

12.1 MUNICIPAL WASTE ADVISORY COUNCIL (MWAC) MEETING - 29 OCTOBER 2014

FILE: GOV/33 COUNCILLOR: MICHAEL ASPINALL (SHIRE PRESIDENT) REPORT DATE: 18 NOVEMBER 2014 REFER: N/A PURPOSE Bi-monthly meeting. This meeting was chaired by Cr Michael Aspinall. KEY DISCUSSION POINTS: Policy / Programs Waste Authority Projects 2015 – 2017 MWAC approved a range of projects to go to the Waste Authority for funding, these included: • A project to develop WA specific guidance for Landfills, covering both metropolitan

and non-metropolitan landfills and to include developing a tool using a broad scale GIS mapping.

• Better Practice Reuse Shops, to develop guidelines for the establishment and operation of tip shops.

• Better practice use of CCTV to combat illegal dumping.

Household Hazardous Waste Research MWAC supported undertaking research into the community perception and the degree of awareness of the current HHW Program and how to appropriately dispose of these products. Urgent Action TVs and Computers MWAC agreed that immediate action was needed to address the issues with the National TV and Computer Product Stewardship Scheme. Two of the main Arrangements under the Scheme, DHL and TechCollect, have notified Local Governments that they are removing or reducing services. MWAC will write to the Federal Minister seeking action on this issue, and request ‘emergency funding’ from the Waste Authority. Pending the outcome of the correspondence additional action will be taken. 82

ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN WARR Act Review Working Group I was elected to the WARR Act Review Working Group along with Tim Youé, from SMRC and Cr Elizabeth Re MRC. This Group will facilitate the development of the MWAC Submission and engagement with Local Government when the review is released. OUTCOMES Nil SUGGESTED ACTIONS FOR SHIRE OF GINGIN’S CONSIDERATION In the discussion regarding use of CCTV to combat illegal dumping it was advised that the DEC and the Waste Authority are concerned that, with the increase of the Landfill Levy coming into effect in January 2015, there will be an increase in illegal dumping outside the metropolitan area. This could be an opportunity for the Shire to seek funding for CCTV cameras on Indian Ocean Drive from the DEC, Waste Authority and/or Main Roads to help combat illegal waste leaving the Metropolitan Area. RECOMMENDATION It is recommended that Council note and receive Councillor Aspinall’s Official Report in relation to the Municipal Waste Advisory Council meeting held on 29 October 2014. RESOLUTION Moved Councillor Alderson seconded Councillor Ammon that Council note and receive Councillor Aspinall’s Official Report in relation to the Municipal Waste Advisory Council meeting held on 29 October 2014.

CARRIED UNANIMOUSLY

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN 13. ELECTED MEMBERS' MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN

GIVEN

Nil

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN 14. NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF

MEETING

14.1 SITING OF PROPOSED REMEMBRANCE WALL - GRANVILLE PARK, GINGIN

LOCATION: LOT 326 (3) JONES STREET, GINGIN FILE: A4077 AUTHOR: LINDA FIDGE – COMMUNITY DEVELOPMENT AND

CUSTOMER SERVICES OFFICER REPORTING OFFICER: JEREMY EDWARDS - CHIEF EXECUTIVE OFFICER REPORT DATE: 18 NOVEMBER 2014 REFER: 20 MARCH 2012 ITEM 14.2

17 JUNE 2014 ITEM 11.1.3 RESOLUTION Moved Councillor Alderson seconded Councillor James that the issue pertaining to the proposed Remembrance Wall be accepted for consideration as New Business of an Urgent Nature Introduced by Decision of Meeting.

CARRIED UNANIMOUSLY

OFFICER INTEREST DECLARATION Nil BACKGROUND At its meeting on 20 March 2012, Council considered an item in respect to the 2012 Anzac Ceremony and the location of the current RSL Memorial and resolved as follows: RESOLUTION 12.0067 Moved Councillor Roe that: 1. Council accede to the request from the Gingin Pensioners’ Social Group Inc to

hold an Anzac Day Ceremony in Gingin on 25 April 2012; and 2. The Greater Gingin Ward Councillors liaise with the Gingin Pensioners’ Social

Group Inc in relation to the request to relocate the current RSL Memorial (from the Shire Administration Grounds) to Granville Park.

CARRIED UNANIMOUSLY

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN Subsequently, the Gingin Pensioners’ Social Group Inc (the Pensioners’ Group) provided a new proposal in relation to the construction of a Remembrance Wall which superseded their previous proposal to relocate the current RSL Memorial. This matter was discussed by Council at its Concept Forum on 13 September 2013, with the general consensus being that Council was supportive of the proposal “in principal”. Correspondence was received on 26 February 2014 from the Pensioners’ Group, seeking support for a proposal to reclaim the lily pond site in Granville Park with a view to establishing the Remembrance Wall in that location. Councillors discussed this proposal at the Concept Forum on 15 April 2014, with the general consensus being that comment should be sought from the wider community to assist Council in reaching a decision. The proposal was duly advertised for public comment. At the close of the public comment period on 22 May 2014, the majority of submissions received supported retention of the lily pond in its current location and, at its meeting on 17 June 2014, Council subsequently resolved not to support the proposal in its current form. Rather, it was believed that the project should be considered in conjunction with the Gingin Men’s Shed proposal to prepare a concept plan for certain improvements in Granville Park. On 7 August 2014, Council’s Community Development Officer (CDO) and Executive Manager Operations met on site with interested parties and the landscape architect engaged by the Shire of Gingin to discuss the future development of Granville Park, including the location of a Remembrance Wall. Subsequently the Shire received a completed Concept Plan (Appendix 1) showing three different potential locations for the Remembrance Wall. Following receipt of the concept plan, the CDO met with representatives of the Remembrance Wall Committee which has been established by the Pensioners’ Group. At that meeting it was advised that a grant submission to pay for construction costs for the Wall had been successful ($8,000), the Pensioners’ Group would contribute approximately $5,000 to the project and Gingin District Community Financial Services Ltd had provided $500. The general consensus of all parties was that the preferred location would be in the vicinity of the Sound Shell. The Remembrance Wall Committee has now provided a briefing paper for Council’s consideration, which is attached as Appendix 2. It should be noted that the builder has been scheduled to commence construction of the wall in February 2015. COMMENT Officers are supportive of the proposal as presented by the Remembrance Wall Committee.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN In the interests of consolidating community facilities, Council may also wish to consider the relocation of the existing RSL Memorial sited in front of the Shire Administration Centre to Granville Park, adjacent to the proposed Remembrance Wall. This relocation would be contingent upon approval being sought and received from the RSL. In the event that Council supports the proposed relocation, the Shire’s landscape architect will be instructed to identify an appropriate location for the RSL Memorial within the concept plan. STATUTORY ENVIRONMENT Local Government Act 1995 POLICY IMPLICATIONS Nil BUDGET IMPLICATIONS There are no implications for Council’s adopted budget with respect to the Remembrance Wall proposal. Costs will be incurred with respect to the relocation of the RSL Memorial (if approved), however, it is proposed that this project will be considered by Council as part of its 2015/16 Budget discussions. STRATEGIC IMPLICATIONS Focus Area Leadership and Governance Objective 2. Accountable and responsible governance Outcome 2.2 Prudent management of financial resources Strategy 2.2.1 Implement long term financial planning to resource the delivery of

community plan 2.2.2 Ensure prudent financial controls are implemented 2.2.3 Develop increased revenue sources

VOTING REQUIREMENTS – SIMPLE MAJORITY RECOMMENDATION It is recommended that Council: 1. Approve the establishment of a Remembrance Wall in the vicinity of the Granville

Park Sound Shell, in accordance with the concept plan provided by the Remembrance Wall Committee; and

2. Agree to the relocation of the existing RSL Memorial to Granville Park (to be sited to

the proposed Remembrance Wall), subject to approval for the relocation being granted by the RSL.

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ORDINARY MEETING MINUTES 18/11/2014 SHIRE OF GINGIN RESOLUTION Moved Councillor Roe seconded Councillor James that Council: 1. Approve the establishment of a Remembrance Wall in the vicinity of the

Granville Park Sound Shell, in accordance with the concept plan provided by the Remembrance Wall Committee; and

2. Agree to the relocation of the existing RSL Memorial to Granville Park,

subject to approval for the relocation being granted by the RSL.

CARRIED UNANIMOUSLY

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15. INFORMATION BULLETIN

15.1 INFORMATION BULLETIN

VOTING REQUIREMENTS – SIMPLE MAJORITY RECOMMENDATION It is recommended that Council receive Information Bulletin 11/14. RESOLUTION Moved Councillor Alderson seconded Councillor Smiles that Council receive Information Bulletin 11/14.

CARRIED UNANIMOUSLY

16. MATTERS BEHIND CLOSED DOORS

Nil

17. CLOSURE OF MEETING

There being no further business, the Shire President declared the Meeting closed at 3.42 pm. The next Ordinary Meeting of Council will be held in the Council Chamber at the Shire of Gingin Administration Office, 7 Brockman Street, Gingin on Tuesday, 16 December 2014. _________________ Councillor M Aspinall Shire President 16 December 2014

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minutes ordinary meeting of council 18 november 2014 · 11/18/2014 · 11.1.1 annual financial...

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