proposed budget for the sister cities australia 2014 ... and minutes/archives 2013... · cash and...

IncomeDelegate - Registration Adult 60 46000Delegate - Registration Youth 20 7000Delegate - Day Registration 3000Grants 7000Sponsorship 7000

Total 70000

ExpenditureBus Hire 2500Catering 25000Entertainment 8000Photography 1500Promotion 4000Speakers 14000Venue Hire 6000Merchandise 4000Accommodation 2000MC 3000

70000

Proposed Budget for the Sister Cities Australia 2014 Annual Conference

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APPENDX ADV-1

31/1/2013

Category Details TotalRegistrations 51,455.55 Accomodation Commissions 2,112.45 Sponsorship 5,909.09

TOTAL INCOME 59,477.09

EXPENDITURE 2012/13Category Details TotalCatering Gala Dinner 7,347.25 Catering Welcome Reception 2,454.55 Catering Gourmet BBQ 4,500.00 Catering Breakfast 1,506.31 Catering Lunch 625.00 Catering Social BBQ 1,731.82 Catering Lunch 875.14 Catering Welcome Reception 720.91 Catering Morning/Afternoon Teas 3,000.00 Entertainment Harpist at Welcome 200.00 Entertainment Gala Dinner 1,472.73 Entertainment Social BBQ 454.55 Equipment Lights for Gourmet BBQ 356.36 Equipment Pinboard Hire 836.09 Equipment Screen 300.00 MC Andrew Colrain 3,500.00 Merchandise T-Shirts for Youth Delegates 340.91 Merchandise T-Shirts for Youth Delegates 22.73 Merchandise Pens 305.00 Merchandise Lanyards & Compendiums 2,141.00 Misc Water for Delegates 148.50 Misc Engraving 10.91 Misc Decorations - Gala Dinner 71.45 Misc Batteries 13.64 Misc Lanyard Pouches 150.49 Misc Gifts etc 643.41 Misc Misc 1,150.10 Misc Courier to Broken Hill, CLAIR 113.80 Misc Devonport Dollars 50.00 Misc Decorations - Gala Dinner 126.36 Photography Photos 218.18 Promotion Banners and Menus 656.00 Speakers Dr Ellyard 5,493.45 Speakers Donation / travel 367.75 Speakers CampbellJones 3,409.09 Speakers Travel Expenses 185.22 Speakers Lindsay Kelly 1,236.36 Venue Hire Tour 727.27 Venue Hire Adult Conference 3,288.07 Venue Hire Youth Conference 3,287.50 Transport Pick ups and drop offs 2,163.65 Transport Pre-Conference Tour 540.91 Transport Hire Car 454.40 Transport Hire Car 370.80 Transport 5.27 Accommodation 680.00 Accommodation 390.00 Capitation Fees 2,036.36

TOTAL EXPENDITURE 60,679.29 NET - 1,202.20

INTERNAL EXPENDITURE - 11-14 Nov onlyWages 62.3 hrs x 24.62 1,533.70 Wages - Overhead 2,597.93 Wages 211.25 hours 13,410.00

TOTAL EXPENDITURE 17,542

INCOMESISTER CITIES CONFERENCE - 29 Nov 2012 (2012/13 expenses only)

DEVONPORT CONFERENCE

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APPENDIX ADV-2

STATEMENT of COMPREHENSIVE INCOME

Thursday, 24 January, 2013

Period Ending December 2012

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APPENDIX DCS-1

Budget

Year to Date Thursday, 24 January, 2013City of Bunbury

Statement of Comprehensive IncomePeriod Ending December 2012

Actual ForecastCurrent

Budget

%

Variance

Operating Income

Rates

28,529,641 28,528,014 28,524,766 28,524,766Rates General Inc 0

106,856 106,761 106,761 106,761Rates Specified Area Inc 0

53,895 52,825 116,923 116,923Rates Interim Inc -2

28,690,392 28,687,600 28,748,450 28,748,4500

Operating Grants and Subsidies

689,285 932,248 2,389,220 2,389,220Operating Grant Inc 26

689,285 932,248 2,389,220 2,389,22026

Contributions Reimbursements and Donantion

59,501 65,201 143,379 143,379Contribution Inc 9

433,993 475,966 1,067,378 1,067,378Reimbursement Inc 9

8,454 3,438 9,750 9,750Donation Inc -146

501,948 544,605 1,220,507 1,220,5078

Fees and Charges

4,598,641 4,615,993 4,702,453 4,702,453Waste Collection Charge Inc 0

692,242 731,152 1,443,400 1,443,400Parking Fee Inc 5

398,422 335,913 596,648 596,648Property Lease and Rental Fee Inc -19

32,140 20,344 43,000 43,000General Hire Fee Inc -58

151,650 148,330 290,714 290,714Fine and Penalty Fee Inc -2

291,751 278,983 542,391 542,391Building and Planning Fee Inc -5

127,346 138,502 158,500 158,500Rating Fee Inc 8

1,724,382 1,737,404 3,383,164 3,383,164Sports Facility Fee Inc 1

727,214 719,110 1,364,749 1,364,749Miscellaneous Fee and Charge Inc -1

8,743,787 8,725,731 12,525,019 12,525,0190

Interest Received

684,291 461,218 797,500 797,500Cash and Investment Interest Inc -48

290,052 268,723 346,321 346,321Rates Debtor Interest Inc -8

-187,195Accrued Interest Inc

787,148 729,941 1,143,821 1,143,8218

Other Revenue

157,433 150,951 319,933 319,933Miscellaneous Inc -4

157,433 150,951 319,933 319,9334

39,569,992 39,771,076 46,346,950 46,346,950Total

Year to Date unfavourable variance greater than 10%

Budget




Budget

%

Variance

Operating Expenditure

Employee Costs

8,190,870 8,019,697 17,515,952 17,515,952Salary Exp -2

414,160 414,160Salary Accruals Exp

1,440,770 1,401,304 2,476,076 2,476,076Other Employee Related Exp -3

9,631,641 9,421,001 20,406,188 20,406,1882

Material and Contracts

1,213,762 1,698,558 4,374,207 4,374,207Material Exp 29

235,879 274,012 558,927 558,927Fuel Exp 14

68,187 44,390 66,388 66,388Contract Employment Exp -54

491,975 875,486 1,935,061 1,935,061Consultants Exp 44

3,595,505 3,497,316 6,762,543 6,762,543Contractors Exp -3

380,779 414,426 866,799 866,799Software License or Maintenance Exp 8

92,892 53,854 156,071 156,071Equipment Lease or Hire Exp -72

64,937 49,916 110,150 110,150Bank Fee and Charges Exp -30

6,143,915 6,907,958 14,830,146 14,830,14611

Insurance

617,091 619,857 630,911 630,911Insurance Exp 0

617,091 619,857 630,911 630,9110

Interest Expense

272,512 272,656 545,313 545,313Interest Loan Borrowings Exp 0

272,512 272,656 545,313 545,3130

Utilities

779,818 821,637 1,823,018 1,823,018Electricity Exp 5

136,376 121,155 358,796 358,796Water Exp -13

111,963 107,369 217,231 217,231Gas Exp -4

33,551 15,305 45,281 45,281Sewerage Exp -119

1,061,707 1,065,466 2,444,326 2,444,3260

Depreciation1,463,670 1,463,670Depreciation Building Exp5,461,724 5,461,724Depreciation Civil Infrastructure Exp1,592,667 1,592,667Depreciation Plant and Vehicle Exp1,104,131 1,104,131Depreciation Equipment Exp509,080 509,080Depreciation Fixtures and Fittings Exp

Depreciation Other Asset Exp

0 0 10,131,272 10,131,2720

Other Expense

702,625 785,692 1,433,268 1,433,268Contrib, Donation and Sponsorship Exp 11

148,132 170,286 365,200 365,200Elected Member Exp 13

26,243 26,243 26,243 26,243Taxation and Levy Exp 0

996 220 6,600 6,600Miscellaneous Non Cash Exp -353

228,915 310,585 566,075 566,075Miscellaneous Exp 26

1,106,911 1,293,026 2,397,386 2,397,38614

18,833,776 19,579,964 51,385,542 51,385,542Total


Budget




Budget

%

Variance

OPERATING SURPLUS or (DEFECIT) )(5,038,592 )(5,038,59220,736,216 20,191,112


Budget




Budget

%

Variance

Non Operating Income and Expenditure

Grants and Contributions for the Development of Assets

2,306,192 3,693,729 9,644,832 9,644,832Capital Grant Subsidy and Contrib Inc 38

29,895 30,399 60,798 60,798Self Supporting Loans Inc 2

-30,399 -60,798 -60,798Self Supporting Loans - Debtors

2,336,087 3,693,729 9,644,832 9,644,83237

Sale or Disposal of Assets

155Proceeds Land Disposal

Proceeds Building Disposals

327,182 183,636 821,654 821,654Proceeds Equipment Disposals -78

-139,419 -418,251 -418,251Value of Plant and Vehicles Disposed

327,336 44,217 403,403 403,403640

Interest on Capital Grants

252,188 209,834 339,000 339,000Interest on Capital Grants -20

252,188 209,834 339,000 339,00020

2,915,611 3,947,780 10,387,235 10,387,235Total

5,348,643TOTAL COMPREHENSIVE INCOME

(EXPENDITURE) 5,348,64323,651,827 24,138,892


STATEMENTof

FINANCIAL ACTIVITY



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APPENDIX DCS-2

Budget


Statement of Financial ActivityPeriod Ending December 2012


Budget

%

Variance

Operating Revenues

689,285 932,248 2,389,220 2,389,220Grants and Subsidies - Operating 26

501,948 544,605 1,220,507 1,220,507Contributions Reimbursements and Donantion 8

8,743,787 8,725,731 12,525,019 12,525,019Fees and Charges 0

787,148 729,941 1,143,821 1,143,821Interest Received )(8

157,433 150,951 319,933 319,933Other Revenue )(4

10,879,600 11,083,476 17,598,500 17,598,500Total Revenues (Excluding Rates)

Operating Expenses

)(9,631,641 )(9,421,001 )(20,406,188 )(20,406,188Employee Costs )(2

)(6,143,915 )(6,907,958 )(14,830,146 )(14,830,146Material and Contracts 11

)(10,131,272 )(10,131,272Depreciation

)(272,512 )(272,656 )(545,313 )(545,313Interest Expense 0

)(1,061,707 )(1,065,466 )(2,444,326 )(2,444,326Utilities 0

)(617,091 )(619,857 )(630,911 )(630,911Insurance 0

)(1,106,911 )(1,293,026 )(2,397,386 )(2,397,386Other Expense 14

)(18,833,776 )(19,579,964 )(51,385,542 )(51,385,542Total

Funding Balance Adjustments

Add Back Depreciation

Adjust (Profit) / Loss on Asset Disposal

Adjust Provisions and Accruals

Net Operating (Excluding Rates)

10,131,272 10,131,272

)(7,954,175 )(23,655,770)(23,655,770)(8,496,488

Movement in Non-Current Assets and Liabilities

619 1,238 1,238Repayment Deferred Debtors

0 619 1,238 1,238Total

Capital Revenues

2,306,192 3,693,729 9,644,832 9,644,832Grants and Contributions for the Development of Assets 38

252,188 209,834 339,000 339,000Interest Received on Capital Grants )(20

327,336 183,636 821,654 821,654Proceeds on Disposal of Assets )(78

3,960,000 3,960,000Proceeds from New Debentures

212,322 5,073,849 12,602,818 12,374,503Transfers from Restricted Cash 96

Transfers from Cash Specific Purpose

29,895 30,399 60,798 60,798Loan Repayments - Self Supporting 2

3,127,933 9,191,447 27,429,102 27,200,787Total

Capital Expenses

)(191,458 )(154,472 )(381,623 )(381,623Acquisition of Assets - Employee Costs )(24

)(8,845,683 )(14,132,118 )(37,231,278 )(37,231,278Acquisition of Assets - Material and Contracts 37

)(100,793 )(104,493 )(449,043 )(449,043Acquisition of Assets - Cost Allocations 4

)(557,655 )(557,657 )(1,133,576 )(1,133,576Repayment of Debentures 0

)(9,695,589 )(14,948,740 )(39,195,520 )(39,195,520Total

)(35,649,265Total Net Operating and Capital )(35,420,950)(14,521,832 )(14,253,162

28,690,392 28,687,600 28,748,450 28,748,450Rates 0

715,573Closing Funding Surplus (Deficit) 22,050,82621,784,948 943,888

7,616,388Add Surplus (Deficit) July 1 Brought Forward 7,616,388 7,616,388 7,616,388


Balance Sheet



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APPENDIX DCS-3

City of Bunbury

Balance Sheet

Period Ending December 2012YTD

Actual

Current

Budget

End Year

Forecast


Opening

Balance

Current Assets

33,230,628 36,523,054 14,369,470 14,369,470Cash and Investments

1,681,087 9,977,805 1,681,087 1,681,087Trade and Other Receivables

59,499 67,736 59,499 59,499Inventories

120,311 120,311 120,311 120,311Other Current Assets

35,091,525 46,688,906 16,230,367 16,230,367

Current Liabilities

4,677,474 2,309,042 4,677,474 4,677,474Trade and Other Payables

2,455,906 2,465,480 2,870,066 2,870,066Current Provisions

1,133,576 1,133,576 1,648,862 1,648,862Current Loan Liability

8,266,955 5,908,098 9,196,401 9,196,401

Non Current Assets

1,644,470 1,644,470 1,582,434 1,582,434Non Current Receivables

54,820,516 54,820,516 49,732,717 49,732,717Property, Plant and Equipment

149,476,572 149,476,572 144,014,848 144,014,848Infrastructure

9,137,934 38,061,944 38,061,944Work in Progress

205,941,557 215,079,492 233,391,942 233,391,942

Non Current Liabilities

148,130 148,130 148,130 148,130Non Current Payables

354,710 354,710 354,710 354,710Non Current Provisions

8,333,560 7,775,905 10,644,698 10,644,698Non Current Loan Liability

8,836,400 8,278,745 11,147,538 11,147,538

Equity

217,301,399 217,295,980 221,741,578 221,513,263Retained Surplus

6,628,328 6,633,747 2,188,149 2,416,464Reserves - Cash Backed

Reserves - Asset Revaluation

23,651,827 5,348,643 5,348,643Accumulated Surplus Current Year

223,929,727 247,581,554 229,278,370 229,278,370

Statement of

Net Current Assets



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APPENDIX DCS-4

City of Bunbury

Statement of Net Current Assets

Period Ending December 2012YTD

Actual

Current

Budget

End Year

Forecast


Opening

Balance

Current Assets

13,071,217 16,575,965 6,812,877 6,584,562Cash Unrestricted

824,833 824,833 824,833 824,833Cash Specific Purpose

19,334,577 19,122,256 6,731,759 6,960,074Cash Restricted

1,681,087 9,977,805 1,681,087 1,681,087Trade and Other Receivables

59,499 67,736 59,499 59,499Inventories

120,311 120,311 120,311 120,311Other Current Assets

35,091,525 46,688,906 16,230,367 16,230,367

Current Liabilities

2,455,906 2,465,480 2,870,066 2,870,066Provisions

4,677,474 2,309,042 4,677,474 4,677,474Trade and Other Payables

7,133,379 4,774,522 7,547,539 7,547,539

41,914,384NET CURRENT ASSETS 8,682,828 8,682,82827,958,146

824,833

Less

Cash - Specific Purpose 824,833 824,833 824,833

Cash - Restricted

Other Current Assets

19,334,577 19,122,256 6,731,759 6,960,074

120,311 120,311 120,311 120,311

Receivables 62,03662,036 62,036 62,036

NET CURRENT ASSET POSITION 7,616,388 21,784,948 943,888 715,573

Capital Works Expenditure Summary



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APPENDIX DCS-5

City of BunburyCapital Works Expenditure SummaryPeriod Ending December 2012

YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Airport Asset Acquisition Upgrade and Renewal

PR-1357 Upgrade runway and taxiway lighting 2,681 112,000 280,000 280,000 280,000139,269

PR-1361 Upgrade Wester Power supply to Airport 9,200 130,000 130,000 130,000138,397

PR-1362 Reseal Airport bitumen taxiways and runwa 80,000 80,000 80,000

PR-1369 Provide contamination report and decontami 5,113 12,501 50,000 50,000 50,00019,344

16,994 124,501 540,000 540,000 540,000297,010

Asset Strategy and Planning

PR-2513 Purchase an Advanced Asset Management Syst 33,800 33,800

33,800 33,800

Business System Acquisition Upgrade and Renewal

PR-1429 Purchase a Web-based program for Library t 18,000 20,000 20,000 20,000

PR-1446 Purchase Gladstone 2 licences and training 10,000 10,000 10,000 10,0007,211

PR-1525 Purchase additional software for expansion 9,000 10,000 10,000 10,000

PR-1793 Upgrade fixed projectors and associated sc 5,800 5,800 25,000 25,000 25,00012,662

PR-1901 Implement agenda and miniutes system 30,000 30,000 30,000 30,000

PR-1987 Purchase and implement online recruitment 1,200 4,800 6,000 6,000 6,000

PR-1988 Purchase and implement learning seat E-lea 25,000 25,000 25,000 25,000 25,000

PR-2116 Purchase Autotrack transport design softwa 2,870 6,000 6,000 6,000 6,000

PR-2119 Purchase sound level meter SLM data loggin 15,000 15,000 15,000

PR-2150 Purchase business continuity management so 20,000 20,000 20,000

PR-2569 Implement Internet Website using Microsoft 50,000 50,000 50,000

PR-2572 Implement Customer Relationship Management 12,000 12,000 12,000

PR-2693 Data Extraction from Local Studies TRIM in 15,000 15,000 15,000

PR-2694 Data Extraction from TRIM into Corporate 30,000 30,000 30,000

34,870 215,600 167,000 274,000 274,00019,873

Year to date variance greater than $10000 Adverse impact on financial performance


YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Capital Works Project Design

PR-1068 Design a skate park in Glen Iris 21,871 27,000 21,871 21,871

PR-1086 Design turn pockets at Koombana Beach and 5,766 14,000 20,000 20,000 20,000

PR-1091 Design intersection modifications Haley St 30,000 30,000 30,000 30,000

PR-1931 Design outflow Horseshoe lake/Stubbs Cl/Pr 2,500 120,000 120,000 120,000

PR-2181 Design of intersection upgrade of Parade R 2,250 12,000 40,000 40,000 40,000

PR-2182 Design Spencer St upgrade intersection wit 60,000 60,000 60,000

PR-2368 Design animal care facility to replace exi 2,550 30,000 30,000 30,000

PR-2484 Upgrade Hay Park footbridge 10,000 10,000 10,000

43,066 47,871 337,000 331,871 331,871

Civil Construction (Capital Works)

PR-1083 Extend road Davenport Way to Rand Ct Withe 259 60,000 60,000 60,000

PR-1092 Contribute to bus stops, bus shelters and 662 47,074 47,074 47,074

PR-1093 To be determined Road Network Management s 9,835 17,000 100,000 60,000 60,000

PR-1097 Contribute to EdWA school frontage program 50,000 50,000 50,000

PR-1098 Install traffic managment devices LATM 2,566 556 80,000 80,159 80,159

PR-1311 Expand path and cycleway network 2012/13 110,960 163,838 453,000 421,037 421,03774,073

PR-1468 Renew and upgrade path program 2012/13 54,919 73,499 490,000 490,000 490,00015,989

PR-1479 Construct cycleway 2012/13 (implement Bunb 49,018 85,000 85,000 85,000

PR-2372 Widen Stuart St and install traffic contro 6,793 100,000 500,000 500,000 500,000414,578

PR-2437 Construct car park - Hay Park South West S 81,257 149,156 150,000 149,156 149,1563,976

PR-2483 Upgrade ramps Spener St/Forrest Ave/Beach 10,000 10,000 10,000 10,000

PR-2487 Construct new path network Hewison St, Wit 39,671 72,069 15,000 72,069 72,069

355,939 586,118 2,040,074 2,024,495 2,024,495508,615



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Community Art Acquisition

PR-2441 Purcahse paintings and sculptures (indoor 1,725 10,000 20,000 21,818 21,818

PR-2442 Design and install outdoor public artworks 99,464 99,464 99,464

PR-2444 Develop Bunbury Museum collection 12/13 297 5,950 17,000 17,000 17,000

2,022 15,950 136,464 138,282 138,282

Community Building Acquisition Upgrade and Renewal

PR-1014 Undertake Bunbury Regional Art Ga 27,272 14,100 37,500 37,500 37,500

PR-1231 Replace existing carpet to Withers Library 10,000 10,000 10,000

PR-1245 Upgrade electrical equipment and paint ext 12,968 13,257 18,000 22,545 22,545

PR-1247 Rehabilitate Paisley Centre to heritage an 19,877 65,790 152,120 197,204 197,204

PR-1253 Repair roof and paint external to Old Stat 10,658 14,000 14,000 14,000 14,000

PR-1332 Upgrade City Art collection storage 50,000 50,000 50,000 50,000

PR-1585 Replace roller door to Surf Life Saving Cl 3,625 1,500 3,000 1,500 1,500

PR-1626 Undertake fixtures and fit out Withers Lib 47,000 47,000 47,000

PR-1627 Replace carpet at the Visitor Centre 7,000 8,000 10,000 8,000 8,000

PR-1628 Extend walk ways in clouds over auditorium 6,788 11,000 11,000 11,000

PR-1814 Upgrade Senior Citizens centre Stirling St 5,651 50,142 150,000 150,000 150,00066,310

PR-1858 Upgrade Koombana Beach toilet and kiosk fa 280,000 280,000

PR-2077 Construct cool room at Surf Life Saving Cl 4,998 15,000 15,000 15,000

PR-2123 Construct animal care facility to replace 60,000 200,000 200,000 200,000

PR-2365 Undertake extensions to Withers Library 2,019 90,000 300,000 300,000 300,000321,980

95,858 371,787 1,042,800 1,343,749 1,343,749388,290

Community Safety

PR-2152 Undertake hotspot lighting improvements 26,390 75,139 78,919 75,139 75,139

PR-2161 Upgrade taxi rank Symmons St 28,556 51,020 50,000 51,020 51,020

54,946 126,159 128,919 126,159 126,159



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Community Safety Equipment Acquisition Upgrade and

PR-2128 Supply and install cat holding cages 4,000 20,000 20,000 20,0003,411

PR-2162 Replacement of remainder of old analogue C 20,000 20,000 20,000

PR-2163 Upgrade existing analogue security CCTV ca 45,000 45,000 45,000

PR-2549 Replace Rangers ageing two way radios 6,000 6,0006,632

4,000 85,000 91,000 91,00010,043

Corporate Plant and Vehicle Acquisition Upgrade an

PR-1580 Replace corporate vehilces 2012/13 221,550 438,770 1,080,248 1,080,248 1,080,248294,319

PR-1593 Replace corporate heavy plant 2012/13 221,666 665,000 665,000 665,000276,200

PR-2296 Replace corporate minor plant 2012/13 27,518 18,176 50,000 50,000 50,000

PR-2325 Purchase addtional corporate heavy plant 3,668 11,000 11,000 11,0006,260

PR-2344 Purchase additional corporate minor plant 5,036 13,998 42,000 42,000 42,000

PR-2452 Replace waste vehicles and heavy plant 12/ 1,578,058 1,578,058 1,578,057 1,578,058 1,578,058

1,832,161 2,274,336 3,426,305 3,426,306 3,426,306576,779

Assist other Departments - Capital Building and Tr 255

255

Assist other Departments - Capital Civil and Open 18,773 15,961

18,773 15,961



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Drainage Infrastructure Acquisition Upgrade and Re

PR-1320 Upgrade Creek St pump station electrical 86,000 75,000 86,000 86,00082,282

PR-1322 Replace check valve and 2 x draught tubes 8,661 2,763 100,000 102,109 102,109

PR-1324 Replace Ocean Drive pump station 70,000 70,000 70,000

PR-1342 Replace pumps at West Rd pump station 90,000 90,000 90,000 90,000

PR-1348 Install pneumatic pipe plug 800mm to 1800m 12,096 12,300 12,300 12,300 12,300

PR-1935 Upgrade, resleeve and improve drainage net 20,000 200,000 200,000 200,0003,800

PR-1936 Upgrade and renew SCADA equipment 2012/13 85,000 85,000 85,000

20,757 211,063 632,300 645,409 645,40986,082

Foreshore Asset Acquisition Upgrade and Renewal

PR-1018 Deconstruct timber jetty and construct wha 1,509,364 503,619 3,695,800 3,695,800 3,695,8001,157,452

PR-1857 Install barbeque at Rocky Point park or So 5,000 5,000 5,000 5,000

PR-1952 Renew Sykes boat ramp and jetty (Power Boa 2,852 199,567 597,181 597,181 597,181

PR-1953 Replace Stirling St boat ramp and jetty 215,970 84,666 252,000 252,000 252,0002,890

PR-2072 Replace existing board walk pine floor boa 7,000 7,000 7,000

PR-2521 Upgrade Electrical Power board to Extensio 10,543 15,000 15,000 15,000

1,738,730 807,852 4,556,981 4,571,981 4,571,9811,160,342

Land Acquisition Administration

PR-2695 Coordinate acquisition of Lot 41 Columbine 70,000 78,549 78,549 78,549

70,000 78,549 78,549 78,549

Landscape Acquisition Upgrade and Renewal

PR-1832 Improve landscaping of Horseshoe lake 8,457 20,000 20,000 20,000

8,457 20,000 20,000 20,000



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Leisure Asset Acquisition Upgrade and Renewal

PR-1227 Install new electrical cabinet to hay park 17,000 17,000 17,00015,455

PR-1258 Replace playground equipment at Skyes Fore 26,221 148,419 166,500 164,985 164,98533,652

PR-1441 Install electronic gate access to Athletic 5,000 5,000 5,000

PR-1532 Upgrade landscaping and irrigation systems 50,000 50,000 50,000 50,000

PR-2287 Install drinking fountains CBD and open sp 523 10,000 10,000 10,000

PR-2455 Upgrade landscaping - Lot 431 Upper Espl 290,348 334,160 580,169 577,314 577,31458,657

PR-2482 Upgrade landscaping - Koombana South 30,000 100,000 30,000 30,000

PR-2493 Installation of new Digi-glass panels at S 9,664 32,969 35,554 32,969 32,969

326,757 595,548 964,223 887,268 887,268107,764

Major Project Coordination and Management

PR-1035 Design and construct extension - BREC 1,159,279 1,417,200 9,198,000 5,717,200 5,717,200

PR-1782 Implement "Lighting up Bunbury" Project 150 100,000 200,000 200,000 200,000128,794

PR-2542 Upgrade landscaping and lighting to BREC F 15,000 15,000

1,159,429 1,517,200 9,398,000 5,932,200 5,932,200128,794

Marine Asset Acquisition Upgrade and Renewal

PR-1331 Rehabilitate foreshore marine walls 12/13 1,080 67,388 200,000 200,000 200,00025,725

PR-1894 Rehabilitate jetty Marlston foreshore 135,000 135,000 135,000 135,00013,400

1,080 202,388 335,000 335,000 335,00039,125



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Network and Communications Equipment Acquisition U

PR-1071 Implement centralised mass storage and ser 19,204 322,000 322,000 322,000 322,00086,731

PR-1719 Implement virtual desktop thin client hard 31,045 50,000 50,000 50,000

PR-1802 Upgrade Withers Library communications inf 10,000 10,000 10,000

PR-2141 Purchase fixed and mobile phones 12/13 3,334 10,000 10,000 10,000390

PR-2142 Purchase personal computers, mobile device 1,602 13,336 40,000 40,000 40,0002,848

PR-2143 Install microwave/two way radio links12/13 1,591 7,730 20,000 20,000 20,0003,506

PR-2145 Install sever/cable network infrastructure 6,668 20,000 20,000 20,000930

PR-2146 Repalce fixed and mobile phones 2012/13 2,438 4,960 10,000 10,000 10,000

PR-2148 Replace microwave/two way radio link 12/13 3,334 10,000 10,000 10,0001,200

PR-2149 Replace personal computers, mobile devices 10,002 30,000 30,000 30,0002,197

PR-2154 Replace sever/cable network infrastructure 3,334 10,000 10,000 10,000

PR-2696 Implement Centralised Wireless Access 2,000 2,000 2,000

55,880 376,698 532,000 534,000 534,00097,803

Office and Depot Acquisition Upgrade and Renewal

PR-2377 Modify depot offices to accommodate Engine 327 50,000 50,000 50,000 50,000

327 50,000 50,000 50,000 50,000

Office Furniture and Equipment Acquisition and Rep

PR-2136 Purchase office cabinets, desks and chairs 5,000 10,000 10,000 10,000

PR-2138 Replace office cabinets, desks and chairs 3,017 3,532 10,000 10,000 10,000691

PR-2139 Purchase office equipment 2012/13 3,334 10,000 10,000 10,000

PR-2140 Replace office equipment 2012/13 244 3,496 10,000 10,000 10,000

3,261 15,362 40,000 40,000 40,000691



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Open Space Asset Acquisition Upgrade and Renewal

PR-1016 Construct an accessible playground Bunbury 142,580 137,770 150,000 137,770 137,770

PR-1249 Refurbish Blair St skate park 22,000 5,000 50,000 50,000 50,000

PR-1250 Construct Glen Iris skate park 482,220 482,220 482,220

PR-1260 Upgrade city's irrigation equipment 12/13 100,000 100,000 100,000106,080

PR-1316 Install shade sails in public open space 8,569 25,918 50,000 50,918 50,918

PR-1325 Replace oval boundary fencing at Kelly Par 9,495 10,000 10,000 10,000

PR-1334 Replace perimeter fencing at Kelly Park 431 67,500 135,000 135,000 135,00065,700

PR-1337 Replace perimeter fencing at Forrest Park 45,000 45,000 45,000150

PR-2432 Install 2x shade sails on Koombana Beach 1,110 50,000 50,000 50,000 50,0002,005

184,185 286,188 1,072,220 1,060,908 1,060,908173,935

Open Space Maintenance (Land)

PR-2610 Ocean Road to Preston Dune Fencing 2,376 7,426 7,426 7,4262,590

2,376 7,426 7,426 7,4262,590

Spatial System Development and Maintenance

PR-2697 Upgrade ARCGIS Spatial System to version 75,000 75,000 75,00075,000

75,000 75,000 75,00075,000



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OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Sports Building Acquisition Upgrade and Rewewal

PR-1021 Construct Hay Park South multi sports pavi 8,934 341,694 2,512,016 2,512,016 2,512,0167,790

PR-1255 Replace lift South West Sports Centre (OSH 35,383 69,214 115,358 115,358 115,358

PR-1259 Replace ablution block Hay Park North Bunb 300,000 300,000

PR-1265 Install bore filter - Hay Park athletics t 119,335 130,446 130,000 130,446 130,4467,429

PR-1381 Replace roof recreation ground pavillion 12,668 38,000 38,000 38,00034,545

PR-1413 Reinstall skylights to competition pool ro 4,500 15,000 15,000 15,000

PR-1415 Upgrade exisitng admin area at SWSC 7,000 7,000 7,000 7,000

PR-1419 Replace carpet in dry cafe area with a vin 12,000 12,000 12,000

PR-1421 Install rubber floor tiles to expand exist 10,000 10,000 10,000 10,0004,000

PR-1444 Implement to Hands Oval Master Plan - Sta 494,187 1,372,325 2,700,000 2,700,000 2,700,0001,524,325

PR-1445 Replace surface of Bunbury District Netbal 27,770 150,000 150,000 150,000 150,00027,331

PR-2454 Replace Pool dosing system at the SWSC 185,595 185,595 185,595 185,595

PR-2523 Upgrade Soccerdrome Hall to enable continu 85,000 85,000

PR-2714 Replace storm damaged toilet block at Payn 70,000 70,000

685,609 2,283,442 5,874,969 6,330,415 6,330,4151,605,420

Street Furniture Acquisition Upgrade and Renewal

PR-1262 Replace Christmas street decorations 12/13 9,570 15,933 15,933 15,933

9,570 15,933 15,933 15,933



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Transport Asset Acquisition Upgrade and Renewal

PR-1020 Reseal Minninup Road (Road network renewal 5,000 39,205 39,205

PR-1027 Upgrade Pennant Rd, Bunbury (Road Network 38,300 38,300 38,300

PR-1039 Upgrade Parade Road (Road Network Program) 158,136 158,136 158,136 158,136

PR-1070 Construct median separation and turning la 199,075 600,000 600,000 600,000 600,00012,637

PR-1077 Reseal road Blair Street Bunbury 66,668 200,000 200,000 200,000

PR-1078 Reconstruct section of Parade Rd Bunbury 157,190 259,618 300,000 311,119 311,1197,470

PR-1079 Reconstruct and improve drainage in Forres 35,975 40,000 40,000 40,000 40,000

PR-1080 Reseal road and repair kerbing Mangles St 40,002 120,000 120,000 120,000

PR-1081 Widen and reseal Minnimup Rd South Bunbury 4,215 120,000 240,000 240,000 240,0007,525

PR-1082 Reconstruct sections of Kind Rd East Bunbu 120,000 300,000 300,000 300,000

PR-1084 Reconstruct section of Monkhouse St Davenp 2,615 80,000 200,000 200,000 200,000127,456

PR-1085 Reseal road projects (yet to be determined 408,000 408,000 408,000

PR-1087 Upgrade intersection configuration at Sand 12,280 100,000 100,000 100,000

PR-1089 Modify traffic control signals at intersec 1,000 100,000 100,000 100,0001,600

PR-1096 Upgrade and install signs and line marking 4,000 40,000 40,000 40,000

PR-1101 Construct extension of Somerville Dr Colle 21,468 1,100,000 1,100,000 1,100,0003,371,068

PR-1193 Modify traffic control signals phasing at 40,000 120,000 120,0001,400

PR-1199 Upgrade streetscape Victoria St (Elliot to 353 120,000 150,000 150,000 150,00022,672

PR-1840 Upgrade, modify supply utilities - ROW tre 4,000 20,000 20,000 20,000

PR-1841 Upgrade and install signs and line marking 4,000 20,000 20,000 20,0002,080

PR-2436 Reconstruct and Asphalt overlay-Mindalong 37,833 70,346 80,000 70,346 70,34611,567

PR-2460 Upgrade streetscape/townscape in Victoria 16,238 112,454 99,349 99,3493,301

PR-2461 Upgrade Victoria Street path network (Elli 129,567 129,567 129,567

PR-2465 Upgrade Road Carmody Place, Bunbury (road 7,654 23,236 27,209 27,209

PR-2466 Upgrade Pennant Rd (Road Network Program) 26,620 26,620 26,620

PR-2467 Upgrade Picton Rd, Bunbury (Road Network P 129,356 50,373 45,000 50,373 50,373



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Transport Asset Acquisition Upgrade and Renewal

PR-2468 Undertake traffic management for Stuart St 20,801 120,397 219,000 429,220 429,220

PR-2469 Undertake traffic management upgrades Forr 35,151 27,119 20,000 27,119 27,119

PR-2470 Undertake traffic management upgrades Albe 22,262 40,972 70,000 40,972 40,972

PR-2471 Undertake traffic managment upgrades Sandr 39,575 35,000 39,575 39,575

PR-2472 Undertake traffic management - various loc 82,240 85,380 69,374 85,380 85,3801,780

PR-2475 Upgrade Walkabilty design - Victoria St 17,270 12,590 33,500 33,500 33,50015,730

PR-2476 Install Wayfinding carpark structure signs 4,330 13,000 13,000 13,0003,275

PR-2477 Upgrade Walkability design - Footpath - Ca 10,002 30,000 30,000 30,00014,500

PR-2478 Modify traffic control signals at the inte 130,000 130,000 130,0001,400

PR-2480 Upgrade Cafe Strip (Victoria St) path netw 2,720 2,476 17,380 2,476 2,476

PR-2481 Reconstruct and improve drainage in Spence 9,898 107,511 85,231 85,23110,500

PR-2485 Undertake school frontage program - South 117,160 107,240 50,000 107,240 107,240

PR-2489 Renew street lighting Marlson Waterfront 13,650 68,250 68,250 68,25054,600

PR-2494 Expand Stockley Road path network 10,571 18,648 23,600 18,648 18,648

943,324 2,259,522 5,852,928 5,818,835 5,818,8353,670,562

Vehicle Parking Infrastructure Acquisition Upgrade

PR-1041 Design and construct Cobbleston Drive Stag 465,194 602,000 602,000 602,000 602,00064,844

PR-1572 Install power supply and upgrade car park 30,000 30,000 30,000

PR-2091 Establish a carpark on portion #9 Edwards 250,000 250,000 250,000

PR-2457 Enhance Cobblestone Drive through the repl 14,680 18,118 25,000 25,000 25,000

PR-2879 Install bitumen road from the existing roa 35,544 35,544

479,874 620,118 907,000 942,544 942,54464,844

Waste Collection and Disposal

PR-1281 Provide third bin - organics recycling 652,875 732,000 701,240 732,000 732,0001

652,875 732,000 701,240 732,000 732,0001



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

Waste Collection Asset Acquisition Upgrade and Ren

PR-1309 Upgrade CBD bin enclosures 2012/13 16,000 20,000 20,000 20,000 20,000

PR-1310 Replace bins - Annual bin replacement prog 38,653 17,210 39,500 39,500 39,50033,960

PR-1312 Purchase 1,100 litre skip bins 2012/13 20,000 20,000 20,000

PR-2366 Contribute to purchase a regional waste si 500,000 500,000 500,000

54,653 37,210 579,500 579,500 579,50033,960

Waste Plant and Vehicle Acquisition and Renewal

PR-1806 Purchase additional waste vehicles and pla 105,000 154,998 465,000 465,000 465,000368,182

105,000 154,998 465,000 465,000 465,000368,182

Wildlife Park Asset Acquisition Upgrade and Renewa

PR-1330 Upgrade standard and quality of exiting en 12,050 25,000 25,000 25,000 25,000

PR-1352 Install CCTV at Wildlife Park main buildin 12,000 12,000 12,000

PR-1394 Upgrade and renovate Wildlife Park kiosk 22,422 126,522 367,500 366,600 366,600

PR-2355 Construct a wetlands habitat at Bunbury Wi 141,458 141,714 120,000 141,714 141,714

175,930 293,236 524,500 545,314 545,314

R:\Authority 2013\Council Financial Reporting\COB Capital Works Expenditure Summary.rpt



YTDActual

OriginalBudget

RevisedBudget

End Year Forecast

ForecastChange

YTDBudget


Committed

9,132,955 14,386,083Capital Works Expenditure Total 40,425,356 37,996,944 37,996,944


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APPENDIX DCS-6

DEVELOPMENT ASSESSMENT PANEL NOMINATION FORM

Local Government: City of Bunbury

DAP Name: South West Joint Development Assessment Panel

Nominated Local Government Member 1 Nominated Alternate Local Government Member 1

Name: Name:

Address:

Address:

Phone: Phone:

Mobile: Mobile:

Email: Email:

Date of Birth: Date of Birth:

Employer name(s): Employer name(s):

Position(s): Position(s):

Nominated Local Government Member 2 Nominated Alternate Local Government Member 2

Name: Name:

Address:

Address:

Phone: Phone:

Mobile: Mobile:

Email: Email:

Date of Birth: Date of Birth:

Employer name(s): Employer name(s):

Position(s): Position(s):

Note: Employer name and position details are required for Cabinet submission and to determine if the nominee is entitled to be paid fees in accordance with the Premiers Circular 2010/02.

Name and contact details of local government minute taker and/or DAP meeting contact (if known): Name: Karen Stewart Phone: 9792 7047 Email: [email protected]

Administration Officer, Development Assessment and Building Certification

DAP Secretariat Use Date Received: Officer Name: Date Registered:

APPENDIX DPDS-1

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APPENDIX DPDS-2

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APPENDIX DPDS-3

City of Bunbury 4 Stephen Street

Bunbury WA 6230 Western Australia

Correspondence to: Post Office Box 21

Bunbury WA 6231

Telephone: (08) 9792 7230 ◌ Facsimile: (08) 9792 7184 ◌ TTY: (08) 9792 7370 ◌ www.bunbury.wa.gov.au

Bunbury Setagaya Sister Cities Committee Minutes of Meeting 29 November 2012 Committee Terms of Reference 1. To publicise and educate the Bunbury community on its Sister City relationship with the

City of Setagaya through active promotional programs and liaison with community, educational and commercial organisations.

2. To encourage the development of special links between individuals and interest groups of the two (2) communities.

3. To encourage and plan for cross-cultural visitations between the cities and Bunbury and Setagaya

4. To identify opportunities to develop areas of mutual interest between the two (2) cities. 5. To advise the Bunbury City Council on matters relating to the Sister City relationship 6. All communications to the Mayor of Setagaya shall be through the Mayor of Bunbury’s

office

APPENDIX MTBN-1

Bunbury-Setagaya Sister Cities Committee Minutes

Minutes of an Ordinary Meeting of the Bunbury-Setagaya Sister Cities Committee held in the Harbour Room, City of Bunbury Administration Building, 4 Stephen Street, Bunbury on Thursday, 29 November 2012. 1. Declaration of Opening

The presiding member announced the meeting opened at 4.37pm.

2. Disclaimer Not applicable to this committee.

3. Announcements from the Presiding Member Nil

4. Attendances

PRESENT Council Committee Members Presiding Member: Councillor A Leigh Members: Mr D Byatt

Mrs S Ellis Mr H Ostendorf Mrs P Vukelic Mr A Whitfield

Ex-Officio Members (non voting) Outgoing Tour Leader Ms K Jowett Incoming Tour Leader Mrs D Bail Mayor’s Office Ms J Earl Support Staff (non voting) Executive Officer Mrs J Brown

4.1 Apologies

Cr Karen Steele, Mr Kazoo Sumi, Mrs Valda Smith, Mr Kazuyuki Shimada and Ms Kate Jowett

4.2 Approved Leave of Absence

Nil

29 November 2012 Minutes – Bunbury Setagaya Sister Cities Committee ______________________________________________________________________________

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5. Declaration of Interest

IMPORTANT: Committee members to complete a “Disclosure of Interest” form for each item on the agenda in which they wish to disclose a financial/proximity/impartiality interest. They should give the form to the Presiding Member before the meeting commences. After the meeting, the form is to be forwarded to the Administration Services Section for inclusion in the Corporate Financial Disclosures Register.

Nil 6. Public Question Time

Not applicable

7. Confirmation of Minutes

Committee Decision: Moved: Harry Ostendorf Seconded: Suzanne Ellis

The minutes of the Bunbury Setagaya Sister Cities Committee Meeting held on 18 October 2012, are confirmed as a true and accurate record.

CARRIED 5/NIL 8. Presentations 8.1 Petitions

Nil 8.2 Presentations

Nil 8.3 Deputations

Nil

9. Method of Dealing with Agenda Business

Not applicable to this committee


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10. Reports 10.1 Officer Reports

10.1.1 Executive Officers Update

File Ref: A05259 Applicant/Proponent Committee Report Author: Jenni Brown, Executive Officer Bunbury Setagaya Sister

Cities Committee Executive: Andrew Brien, Chief Executive Officer Attachments: Nil

Summary This is a progress report on the Bunbury Setagaya Sister Cities Committee Ongoing Projects Officer Recommendation That this report be accepted. Background Not Applicable Council Policy Compliance Not Applicable Legislative Compliance Not Applicable Officer Comments Actions required from previous meeting

o Simcoa Teien Japanese Garden bi-annual clean-up to be organised – April 2013

Correspondence Items of interest o Invitation to the Mayors Garden Party

It was decided that David and Jenny Byatt to attend on behalf of the committee Budget

o See Attached 20th Anniversary Book – where to from here. A sub committee needs to be formulated – David Byatt, Pauline Vukelic, Sue Ellis, Valda Smith and Jenni Brown. The sub committee will meet prior to Christmas to discuss the where, when, how, who and why and report back to the next meeting. If anyone has expenses from the 20th Anniversary, can these please be given to me for payment by 15th December.


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2012 Bunbury Setagaya Sister Cities Student Goodwill Tour (Outgoing) Survey forms have been sent to all participants and now awaiting their completion and return. Students, Accompanying Adults and parents had a get together on Thursday 22nd November. Students will be participating in the lantern festival marquee and marching in the Christmas Parade. Reports are being gathered from the students for the Goodwill Tour Book. Whilst visiting Bunbury, Takashi and I spoke regarding our Goodwill Tour and visiting Setagaya. Concern was expressed regarding our student age sent, and the Setagaya student age hosting. There is quite an age difference now especially that year 7’s are 13 years old. With the changes to the education system within Western Australia, being that in 2015 year 7 will be considered as middle school and joined with high school campuses, do we need to look at sending a combined group of year 6/7’s in 2014 and then only year 6’s from 2015. I believe that after the first Goodwill Tour, the concept was to send 11/12 year olds to Setagaya, not 13 year olds as we are now doing. Something the committee will need to think and consider for future Goodwill Tours. After some discussion, it was agreed that for 2012 we send year 7 students, 2014 a combined year 6/7 tour be sent and year 2015 year 6 students be sent. This is keeping in line with the changes within the Education system. This is to be revised on a yearly basis. 2012 Bunbury Setagaya Sister Cities Student Goodwill Tour (Incoming) Students have been and gone and by all accounts, everyone had a really great time. The change from the Aussie Barbeque to the roller skating at The Rink was certainly a highlight. It was wonderful to see the older Bunbury Students assist the younger Setagaya Students (particularly the boys) around floor. It was what I believe the Sister City Friendship is all about. I hosted Reiko Shimizu, my counterpart in Setagaya that organises their Outgoing Exchange. As she had some command of the English Language, it was great to discuss the tour and changes that can be made to make it even better. Changes that I suggested were:-

o Homestay over the weekend o That there is no set date for them to attend, and the 1st week on November is not

necessarily the best for us, perhaps late November would work better. o Tour Leader (with travel company). We had John Petit travel with the students,

from Perth. He was the tour leader with the Mayoral Delegation, and compared to previous tour leaders, I believe he was brilliant. Recommended that if Setagaya do require a tour leader, they only use John, as he has such a great understanding of us, them and the exchange.

o The travel company – H.I.S. Australia are not that easy to work with. o Bunbury students that visit Setagaya homestay with the students that visit Bunbury

Only had a couple of real problems arise. First was the interpreter for the Civic Reception. Unfortunately the lady that I organised did withdraw at the last minute. However a big thankyou to our newest Committee member, Zoo for stepping up to the plate and doing a superb job. Second was Homestay of the adults. On Tuesday afternoon I found out that the adults had planned to go back to the hotel on Wednesday evening. This was certainly a surprise. After some great negotiation, convinced them all to stay the extra night in Homestay. This is something that will have to be remembered for next year. Third was the


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Simcoa Visit. Due to safety reasons, Simcoa no longer allow students to visit the site. Instead I arranged a visit to Bunbury Cathedral Grammar School. This was extremely successful yet again, with Yumiko Schneider and Debra Kaeser hosting a wonderful morning. It was suggested that next year, maybe we should investigate visiting Harvey Ag College, either on the way to or from Bunbury. The will show the students how to milk cows, shear sheep etc. I think that we should definitely include this into our itinerary if possible. Proposed Artwork Exchange I discussed the Artwork Exchange with Takashi Arai whilst he was visiting the City of Bunbury as part of the Mayoral Delegation. I proposal needs to be written with our thoughts and expectations covering the how, what, when and where. Once we have this in place, we will need to liaise with the CEO, the Director of Community and Customer Service and the City of Bunbury Art Collections Committee. Once they have endorsed the proposal, we can then forward this onto the City of Setagaya for comment. Regarding the ‘Seven From the West” exhibition, I received an email from Risa last week asking why the exhibition had been cancelled. Prior to Risa’s email, I presumed everything was proceeding. At this stage, I have not contacted David Bromfield to ask why it he had cancelled, I can only presume it was cancelled due to lack of funding. Risa has decided that in the display space that was booked for the exhibition, she will exhibit our photos from the Photographic Competition, along with Bunbury and the Sister City Relationship. Photographic Competition and Exhibition Funding from CANWA was not successful. At this stage, other funding opportunities are restricted due to the lead time. The only real cost is the cost of the presenters, being Christian Fletcher and Steve Lloyd Smith, being approx. $1000 each. Hire of the facility, food, advertising can all be done at little to no cost. Jenni to see if there are any other funding opportunities, perhaps through CLAIR or Australian Japan Foundation. It was generally agreed that as we have saved money of the Simcoa Teien Japanese Garden project, if we are not successful in securing funding, then we could utilise this money for the workshops. Currently finalising the proposal to the Bunbury Mail, once completed, will ask for comment from the committee prior to sending. Simcoa Japanese Teien Garden at Health Campus Well done and thankyou to everyone that attended the garden busy bee. When I called in and had a look on the Monday morning, it was hard to believe it was the same garden. As discussed at our previous meeting, and with members afterwards, this is something that the committee should look at doing twice a year, autumn and spring possibly. Received some great news from Parks and Gardens. They have absorbed the cost of plants ($315) and Activ ($1200), so this no longer needs to come out of our budget.


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I have spoken with Nigel Page from St John of God Hospital, and he is more than happy for us to put signage (waka poems) on the windows to invite people in. I am now pursing this with Cannonball. Cr A Leigh stipulated that the garden is not within the Bunbury Setagaya Sister Cities Committee terms of reference and requested that his opposition be recorded towards the committee discussing the garden and volunteering resources towards the project. However if the committee members wish to upkeep the garden on their own accord, then they can do so in their spare time. The committee felt though that the garden is a public face of the City of Bunbury and should Bunbury Setagaya Sister Cities Committee, and if they wish to retain the garden then they should be able to do so. Website/Facebook/Blog Page Blog page was utilised whilst the Setagaya Students was visiting Bunbury. On way day, we had over 300 hits. The Blog Page will be kept open and added to with the Christmas Festival Activities, and then added to next year, starting with letting students know about the Goodwill Tour. University Exchange Some discussion was held whilst the delegation was visiting regarding the university exchange, however nothing was promised. Robert Irvine, Dean of ECU will be leaving, I believe May next year, and we should look at discussing this with the new Dean. Takashi Arai, Andrew Brien and Geoff Klem spoke about the possibility of the exchange proceeding when Takashi was visiting. Geoff Klem used to work with Hendy Cowan, Chancellor of ECU, and will discuss this project with Mr Cowan when possible. City of Bunbury Christmas Festival Kaz and Emi gave me to contacts for the Christmas Festival. The first is Keiko Magota, who I had appointed. Unfortunately due to Keiko has not made contact with myself over the past week. Therefore I have presumed that she is not interested in the drawing. The second lady is Margot Steele. She worked in Setagaya for 12 years. She is an extremely busy lady and will use her as a last resort Lilli Robertson who was part of the 2012 Goodwill Exchange, father is an artist. He has offered his services to draw the picture. I thought what would be a great picture is the “Peace Crane”. As Sister Cites was formed to encourage peace, and Christmas is a time to show peace to all mankind, I thought the peace crane was very representative of the whole ideal. Committee members if you are available, we would love for you to attend and help, from 2.30pm onwards. When the students march in the parade, committee members will be needed to light the lanterns. I believe that this is a really unique idea and would love to enter this into Sister Cities Australia National Awards for 2013. After discussions with Setagaya, Takashi has also sent over 16 Setagaya Happi Jackets for the students to wear in the parade. The request was made that we purchase 16, or have


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them made, however the response received was not favourable. Not sure whether they understand the request. Friendship Garden The sign was really really eager to be unveiled when the Mayoral Delegation visited, and refused to keep its curtains on. Now awaiting approval from council. Marathon Runners Husband and wife team, David and Fiona Collins, competed in the Setagaya 246 Marathon, with Fiona placing. They will be arriving at the committee meeting a little later and report on how everything went. Artwork Received from Cannonball Folders – still working on with Ben, sent numerous photo’s to him for use as a montage across the front. Pull Up Banners – The committee have been given a couple of redundant City of Bunbury Pull Up Banners (they were going to be thrown in the bin). To have them reskinned it will cost the committee $280 plus gst. A general pull up banner has been made and is on display Gumption to design etc our pull up banners will cost $1050. We will need to have to do any of the interpreting, and provide photographs. Appointment of new committee members Both Allan Whitfield and Kazoo Sumi have been appointed to the committee. Congratulations. Catch up with Busselton Sugito Sister Cities Committee The Busselton Sugito Sister Cities Committee has advised that they would love to catch up with us on Thursday 13th December 2012 at the City of Busselton Council Chambers. 6.00pm. Jenni will send an email to everyone regarding pickup point.

Volunteer Thankyou Evening With Christmas fast approaching, and calendars filling fast, I think the Volunteer Thank You get together should be held in the middle/end of January. Then the first meeting on the first Thursday on February, and then back to our normal, the last Thursday of every month. Ideas of where we should go, what we should do is greatly appreciated. Discussion was held regarding, why we hold the volunteer thank you, budget and where. Jenni to research how the original idea came about, and send an email to all the committee members requesting suggestions.


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Analysis of Financial and Budget Implications Approximately $1,000 towards the Photographic Workshops should funding not be secured. Community Consultation As included in the Officer Comments Councillor/Officer Consultation As included in the Officer Comments Outcome – Committee Resolution Moved: David Byatt Seconded: Pauline Vukelic That this report be accepted. 5 Votes for/Nil votes against


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10.1.2 Hosting the 2014 National Sister Cities Conference

File Ref: A05259 Applicant/Proponent: Committee Report Author: Jenni Brown, Executive Officer Bunbury Setagaya Sister

Cities Committee Executive: Andrew Brien, Chief Executive Officer Attachments:

Summary That the City of Bunbury make a submission to the National Sister Cities Association to host the 2014 National Sister Cities Conference. Officer Recommendation That the City of Bunbury make a submission to the National Sister Cities Association to host the 2014 National Sister Cities Conference. Background After attending the National Sister Cities Conference, it was agreed by the attending Bunbury participants that this was a great event, which the City of Bunbury would be capable of hosting. Bunbury jointly with Busselton hosted the Sister Cities Australia conference in 2001, and since this time, no one has hosted one in Western Australia. We have in principal support from the Shire of Broome, the City of Belmont, the City of Fremantle and the City of Busselton to host this event. At this stage, we are awaiting exact financial costings and conference analysis from Devonport; however in discussions with the Devonport Staff, we believe that their conference broke even, apart from the payment of City of Devonport employee wages. The 2013 National Sister Cities Conference will be held in Broken Hill who did indicate that they will forward their budget to the City of Bunbury in the very near future. Participant numbers are down from 2001, and we would look at approximately 80 delegates attending, plus the youth component. Council Policy Compliance Not Applicable Legislative Compliance Not Applicable


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Officer Comments This is a fantastic opportunity to showcase the City of Bunbury and our two sister city relationships, Setagaya and Jiaxing. We have the resources and staffing within the City of Bunbury to host an extremely successful event. The tourism aspect for pre and post conference tours, to entice the delegates to stay longer is a great draw card. Analysis of Financial and Budget Implications A commitment of $40,000 in the 2013-14 financial year would be required from Council to allow for planning to commence, and then approximately another $40,000 in the 2014-15 period. This money will be recouped from the delegates registration fees and sponsorship. Community Consultation Not Applicable Councillor/Officer Consultation Not Applicable Outcome – Committee Resolution Moved: David Byatt Seconded: Pauline Vukelic That this item be laid on the table until a cost benefit analisys be received from Devonport and budget forecast from Broken Hill along with economic case studies. 5 Votes For/Nil Against This item should be presented to the February Council Meeting, for the 2013/2014 budget considerations. A special committee meeting will be held once the information from the councils is received.


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10.1.3 Appointment of New Committee Members

File Ref: A05259 Applicant/Proponent: Committee Report Author: Jenni Brown, Executive Officer Bunbury Setagaya Sister

Cities Committee Executive: Andrew Brien, Chief Executive Officer Attachments:

Summary That the Bunbury Setagaya Sister Cities Committee increase their committee membership from 10 to 12 to include two Young Ambassadors. Officer Recommendation That the committee approach the City of Bunbury Council to increase our current membership from 10 to 12 to include two young Ambassadors aged between 14 and 24. Background Whilst attending the Sister Cities Australia conference, it became obvious to me that the Bunbury Setagaya Sister Cities Committee was missing a vital link within the organisation, that being the voice of the young. At the moment, we are presuming what the young people want from our Goodwill Tours and what they wish to partake in whilst visiting Setagaya. The Bunbury Setagaya Sister Cities Committee also lose contact with the students after the visit. With the involvement of two young ambassadors, fresh ideas and what the young want to partake in is added. Our committee requires succession planning as we will all not be here forever. With the introduction of the youth, this will hopefully assist in a younger element who in years to come be involved for some time. Council Policy Compliance Not Applicable Legislative Compliance Not Applicable


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Officer Comments The introduction of two youth ambassadors onto the committee could be used as a stepping stone into the proposed University Exchange. The youth members will be selected the same way as any other committee member (advertising, complete application form, selection process through the committee with recommendation to council), and have the same voting rights as committee members. Analysis of Financial and Budget Implications Not Applicable Community Consultation Not Applicable Councillor/Officer Consultation Not Applicable

Outcome – Committee Resolution Moved: Suzanne Ellis Seconded: Allan Whitfield “That a discussion paper be prepared for the next meeting to further explore this idea” 5 Votes For/Nil Against


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10.2 Members Reports 10.2.1 20th Anniversary Celebration – Mayoral Delegation to Bunbury – EA to the Mayor From all accounts, the delegation visit was considered a success.

Cr A Leigh thanked the committee members for all their help and support over the 20th Anniversary celebrations. A special thanks to Tim and Sue Ellis for hosting the Barbeque.

Jaimee and Jenni will now compile a report regarding the visit for future reference. All committee members were asked to send their thoughts/recommendations via email to the City of Bunbury.

10.2.2 Outgoing Student Goodwill Tour – Tour Leader Kate Jowett

Nothing to report

10.2.3 Incoming Student Goodwill Tour – Tour Leader Dorothy Bail

Dorothy thanked the committee for giving her the opportunity to participate. It was really enjoyable and was not aware of any problems which arose. However there is no handbook or role description, therefore was not sure of the expectations of her. Would love to be given the opportunity once again to assist the Committee. Cr A Leigh thanked Dorothy for her help and assistance as Tour Leader.

10.2.4 Attending the National Sister Cities Conference – David Byatt/Pauline Vukelic Written reports from David and Pauline are attached

10.3 Any other General Business 10.3.1 Business Cards

David Byatt raised concern that committee members did not have business cards, especially when the Mayoral Delegation visited. It was confirmed that when Bunbury visited Japan, committee members were given the opportunity to purchase their own business cards. Harry took the City of Bunbury up on this. Suzanne had her own made. At this stage, the City of Bunbury logo cannot be included on the business card. Jenni to discuss this further with Andrew Brien, CEO and report back to the committee.


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10.3.2 Procedures Document

Cr A Leigh expressed his concern that he has been asking for a Procedures Document for all the Bunbury Setagaya Sister Cities programs and projects, however to date this has not been received by the committee. Gave Jenni a copy of the Engineers “Building Spaghetti Towers” as a template. Would like to see these completed by March. Pauline offered her services to assist in completing these documents.

10.3.3 Bunbury Runners Club

David and Fiona Collins from the Bunbury Runners Club recently participated in the 246 Setagaya Marathon, representing the Bunbury Runners Club, City of Bunbury and the Bunbury Setagaya Sister Cities Committee.

Their report is attached. 11. Applications for Leave of Absence

Cr Leigh will be on leave from 4th January to 20th January.

12. Motions of Which Previous Notice has been given 12.1 Not Applicable

13. Questions from Members 13.1 Response to Previous Questions from Members taken on Notice

Not Applicable

13.2 Questions from Members Nil

14. Urgent Business Nil 15. Date of Next Meeting

7 February 2012 4:30pm Ocean Room

16. Close of Meeting: 6.48pm


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Actions Required after Meeting 1. Minutes of meeting to be sent to Council for noting. 2. Items to be raised for Council following requests/recommendations/motions by

committee - None 3. Any other actions required - a 20th Anniversary Book Sub Committee to be formulated and meet prior to

Christmas. - a letter is to be written to Setagaya International Affairs regarding the changing of

the students ages being sent from Bunbury to Setagaya. - Investigate funding opportunities from CLAIR and Australian Japan Foundation to

run our photographic workshops - Finalise the Photographic Competition and Exhibition proposal for the Bunbury

Mail

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APPENDIX MTBN-2

COMMUNITY ENVIRONMENTAL REFERENCE GROUP

- MINUTES - Date: 12 December 2012 Time: 6:00 - 8:00pm Location: Ocean Room, City of Bunbury Civic Administration Building Chair: Mr Keith Howe, Friends of Hartley Anderson Reserve

Pre-Meeting Discussion:

• Welcome and Introductions • Mr Ben Deeley lead attendees through a brief icebreaker

exercise in order to introduce one another and the respective organisations represented at the meeting.

• CERG Overview • Mr Ben Deeley provided a presentation on the Community

Environmental Reference Group’s background, purpose and administration (see attached).

• Select Chair • Mr Keith Howe (Friends of Hartley Anderson Reserve) was

appointed chair for the formal part of the meeting.

No. Agenda Topic

1 Open Meeting

The meeting was declared open at 6:32pm. 2 Attendance & Apologies

Attendees: • Mr Keith Howe, Friends of Hartley Anderson Reserve

(presiding) • Ms Joan Jenkins, Friends of the Earth South West (WA) • Mrs Julie Clarke, Friends of Manea Park • Ms Margaret Teremoana, Stewards of Katherine Chauhan

Reserve • Mrs Terri Earl, Friends of Big Swamp • Mr John Sherwood, South West Environment Centre • Ms Margaret Doust, South West Herbarium • Mr Peter Eckersley, Green Teach South West Inc. • Mr Kevin Martin, Leschenault Catchment Council

Apologies: • Ms Nerilee Boshammer, South West Catchments Council • Mr Eddie Nietrseba, Friends of Irwin St Reserve

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• Mr Mike Cook, Marlston Hill Coastcare Group Guests:

• Ms Sue Kalab, Birdlife Bunbury Support Staff:

• Mr Ben Deeley, City of Bunbury 3 Disclosures of Interest

Nil. 4 General Business a) Consider Birdlife Bunbury’s request to joint CERG

Ms Sue Kalab provided an overview of Birdlife Bunbury’s purpose and aspirations and requested that the group be appointed to the Community Environmental Reference Group.

The Community Environmental Reference Group considered the matter and decided to appoint Birdlife Bunbury to the reference group.

b) Local Environmental Ambassadors Mr Ben Deeley provided attendees with a presentation on the proposed Local Environmental Ambassador positions (see attached). Mr Deeley advised that the positions were advertised during November 2012 and that further effort would be made to develop the pool of candidates over the coming weeks prior to referring the matter to Council for selection purposes early in the New Year.

The following individuals were identified as prominent environmental figures in the local community, whom the City may wish to approach directly to nominate for the ambassador positions:

• Mr Mark Kennedy • Dr Sandra Wooltorton • Mr Brendan Kelly (N.B. City of Bunbury Councillor) • Dr Bernhard Bischoff • Mr Michael Fenton • Mr Phil Smith • Mr Chris Gibbs • Ms Juliet Harrop • Mr Adrian Colley • Mr Chris Phillips • Mr Rick Murray

c) City of Bunbury Environmental Initiatives Update

Mr Ben Deeley provided attendees with a presentation on the City of Bunbury’s environmental management history along with an overview of current initiatives across the organisation (see attached).

d) Local Environmental Forum

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Mr Ben Deeley provided a presentation on the Local Environmental Forum concept.

At the meeting it was decided to explore the terms of reference of each of the organisation’s in attendance in order to assist in setting a terms of reference for the Local Environmental Forum (N.B. this was done instead of the roundtable discussion).

South West Herbarium (Ms Margaret Doust) Reference collection is open to the public. Scientific collection is maintained for posterity. Content of the collections extends to Albany. Group has links to Perth Herbarium. Collects weed samples, undertakes surveys. Opportunity for collaborative work with Council in future. Particularly interested in maintaining floral diversity, taxonomy, protecting reserves and educating the public.

Birdlife Bunbury (Ms Sue Kalab) Is a branch of Birdlife WA, and also associated with SWCC. Group undertakes, inter alia, migratory shorebird surveys. Has links to ECU Leschenault Estuary study. Seeks to preserve/ensure favourable environment for bird life and to educate the public on related issues.

Friends of Big Swamp (Mrs Terri Earl) Group undertakes weed management, pest management, bird and water monitoring. Particularly interested in community education.

Leschenault Catchment Council (Mr Kevin Martin) Group focussed on whole of catchment. Land, water, coast, biodiversity are key themes. Preparing strategy to establish future directions. Particularly interested in revegetation of waterways, drainage management and retrofitting.

South West Environment Centre (Mr John Sherwood) Local to global focus. Five main areas of interest include land, water, air, biodiversity and sustainability. Interested in particulate management, climate change and lobbying for the gazettal and management of the proposed Preston River to Ocean Regional Park.

Stewards of Katherine Chauhan Reserve (Ms Margaret Teremoana) Small group undertakes revegetation, weed management, rubbish collection, plant identification. Consider KC Reserve to be valuable bushland, want to protect it, learn more about it and educate the community.

Greenteach South West Inc. (Mr Peter Eckersley)

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Monitor progress of Energy Challenge project, invite guest speaks, share information, undertake field visits, organise events and undertake advocacy work. Focussed on environmental education and empowering citizens to take action.

Friends of Hartley Anderson Reserve (Mr Keith Howe) Group undertakes revegetation activities. Seek to have site incorporated into proposed regional park. Community education important.

Friends of Manea Park (Mrs Julie Clarke) Group undertakes dieback management, weed management, revegetation, obtains grants, prepares interpretive material. Focussed on protection, awareness raising and education.

Friends of the Earth South West (WA) (Ms Joan Jenkins) Organisation with global connections. Environmental education and advocacy.

At the meeting it was decided that the reference group would debate the best model for the Local Environmental Forum at the next meeting e.g. a stand alone event or a series of stalls at premiere events in the south west.

e) Roundtable Discussion (Member Updates)

See comment under ‘Local Environmental Forum’ above. 5 Select Chair for Next Meeting

Ms Joan Jenkins was appointed chair for the next meeting.

It was decided to hold reference group meetings on the second Wednesday of every third month between 6-8pm at the City’s Civic Admin Building.

6 Close Meeting

The meeting was declared closed at 8:10pm.

Next Meeting Date: 13 March 2013 Time: 6-8pm Location: Ocean Room, City of Bunbury Civic Administration Building

1

Community Environmental

Reference Group

12 December

2012

Community Environmental Reference Group

- Overview -

2

CERG Overview

• BESAC main interface for info exchange with community in past

• Functioned sub-optimally due to limited membership, lack of direction, rigid administrative structure – disbanded June 2012

CERG Overview

• Council recognised importance of effective communication with community

• Devised three new supporting initiatives: – Community Environmental Reference Group – Electronic environmental newsletter – Local Environmental Forum

3

CERG Overv ew

CERG Overview

• CERG = interface for env. info exchange between Council and community

• Provides input to Council initiatives/makes recommendations to Council

• Oversees Local Environmental Forum

i

Links env. groups/ networks = improved communication and collaboration

4

CERG Overview

• Framework guides operation of CERG – Meets three monthly – Rotating chair – Decisions made by simple majority of voting

members – Capacity to add additional members (env.

groups) • Dedicated section on Council website

CERG Overview

CERG

-Enhanced membership -Improved community representation -Clear direction -Flexible administrative structure

BESAC -Limited membership -Struggled to represent community -Lack of direction -Rigid administrative structure

5

Local Environmental Ambassadors

6

CERG Overv ew

Env. Ambassadors

• CERG comprises env. group reps and five ‘local environmental ambassadors’

• Env. ambassadors = community members, convey general community concerns to CERG, promoted as contact points

i

7

Env. Ambassadors

• Env. ambassador positions advertised during November 2012

• Further development of pool of candidates required

• Intend to approach prominent ‘environmental figures’ in community directly

• Any suggestions???

8

City of Bunbury

Environmental Initiatives Update

City of Bunbury Environmental Management

2005

2012 •Semi-strategic •Understanding of local env. priorities continually improving •Three env. officers – still perception ‘do everything environmental’ by some •Env program comparatively well funded

•Limited strategic thinking on env. issues •Local env. priorities unclear •One env. officer – perception does ‘everything environmental’ •Env program well funded compared to surrounding LGAs

9

Org. Initiatives

SWSC thermal pump

CLS&EP fire management planning DA&BC env. checklist

Env. Health EP Act Powers

SaILUP LPS/Scheme 8

Strategic Integration – Lesch. Masterplan, Health precinct integration Waste Ops greenwaste bins

Sus Team Initiatives Assisting with statutory approvals Assisting to improve checklist Env. strategy, bio cons planning

Env. Initiatives Update

Other Sustainability Team Initiatives: – Preparing management plans for local

reserves and environmental issues – Organising/supporting CERG and other new

communication initiatives – Supporting establishment of proposed

regional park – Undertaking NRM works in priority areas e.g.

weeds, dieback, reveg, pest animals – Support friends groups.

10

City of Bunbury Environmental Management

2012 •Semi-strategic

20XX

•Strategic (as much as possible) •Well established understanding of local env. priorities •Sus Team supports whole of org approach to env. management •Funding commensurate with roles and responsibilities

2005

•Understanding of local env. priorities continually improving •Three env. officers – still perception ‘do everything environmental’ by some •Env program comparatively well funded

•Limited strategic thinking on env. issues •Local env. priorities unclear •One env. officer – perception does ‘everything environmental’ •Env program well funded compared to surrounding LGAs

Env. Initiatives Update

Future Initiatives: – Council currently manages 820ha (54%) of

the total1529ha bushland remaining in Bunbury – major area of responsibility – bushland team?

– Fostering positive behaviour change toward environment internally/externally will be important into the future…

11

Local Environmental Forum

12

Local Env. Forum

• One of three new initiatives to improve communication with community

• Seeks to educate community about key env. issues and obtain info/feedback

• Conducted annually • Open to entire community • Different theme each year

Local Env. Forum

• Key stakeholders provide presentations on theme

• Highly interactive • Could dove-tail with other env. events e.g.

ECU Sustainability Fair • Stepping stone to Bunbury env.

conference?

13

Local Env. Forum

CERG will play a key role in overseeing organisation of

local env. forum!

Local Env. Forum

• Need to decide: – Date/time – Location – Theme – Presenters – Format – Links to other initiatives etc.

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